1 PRE-PROPOSAL CONFERENCE RFP 16-08 ENTERPRISE CONTENT MANAGEMENT SYSTEM 10 A.M. CDT May 6, 2016 Information provided at the pre-proposal conference is not binding, unless it is incorporated into this solicitation via Amendment.
2 Agenda 1. Welcome 2. Pre-proposal Format 3. Introductions 4. Background Demographics HHA Jurisdiction Paper Files at HHA 5. Review Solicitation Objective of RFP 16-08 ECM Administrative / Submittal Requirements Project / Technical Requirements Intent of the ECM Network Infrastructure Scope of Work (SOW) 6. Procurement Schedule 7. Recap 8. Adjourn
3 Pre-Proposal Format: The Agenda, Sign-in sheet, and Presentation will be posted on HHA s website. Proposers attending via conference call are encouraged to send an acknowledgement to Purchasing@housingforHouston.com Proposers are encouraged to ask questions as we walk thru the solicitation. All Amendments will be posted on HHA s website. Proposers are encouraged to monitor HHA s website for Amendments.
4 Procurement Schedule Event Date** Solicitation Advertised April 27, 2016 Pre-Proposal Conference May 6, 2016 Submission of Questions on RFP May 13, 2016 HHA Posts Response to RFP Questions May 18, 2016 Sealed Proposal Submission Deadline May 27, 2016 @ 3:00PM CDT Estimated Contract Award Date June/July 2016 **HHA may modify the schedule at its sole discretion.
5 Introductions 1. HHA Staff 2. Participant Self-Introduction 3. Conference Call Self-Introductions (In Alphabetical Order)
6 HHA Background HHA provides affordable homes and services to more than 60,000 low-income Houstonians, including over 17,000 families housed through the Housing Choice Voucher Program HCVP and another 5,500 living in 25 Public Housing and Low Income Housing Tax Credit developments around the city. HHA administers the nation s third largest voucher program exclusively serving homeless veterans.
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HHA Jurisdiction 8
9 Paper Files at HHA HHA paper files include an estimated nine million pages in approximately 88,000 individual records of varying types, i.e. applicants, HCVP participants and owners, public housing residents, employees and vendors. The Enterprise Content Management (ECM) solution must have the capacity to efficiently manage this volume, while allowing for integration of electronic records such as email and for future growth.
10 Review Solicitation 1. Objective of RFP 16-08 ECM To solicit competitive proposals for an Enterprise Content Management (ECM) software system (and related services), that will support HHA s agency-wide efforts to streamline administrative operations, improve customer service and move towards a paperless office. 2. Administrative / Submittal Requirements See Section 4.0 Procurement Schedule Section 7.0 Submittal Requirements
Review Solicitation 11 1. Project / Technical Requirements Intent of the ECM Network Infrastructure Scope of Work
12 Intent of the ECM Review Solicitation 1. Decrease storage costs and space needs by reducing the volume of paper files, while maintaining the confidentiality and security of electronic files. 2. Improve productivity and customer service by scanning paper records. 3. Streamline processing by incorporating workflow technology to automate distribution of information.
Review Solicitation 13 Intent of the ECM (Continued) 4. Reduce data entry time. 5. Support implementation of kiosks, portals and other methods for applicants, residents, clients, vendors and others to electronically submit necessary forms and other documentation to HHA. 6. Maximize cost-effectiveness and impact of ECM software through integration with other HHA business software applications. 7. Allow for future changes and growth at HHA by procuring a flexible and scalable solution.
14 Review Solicitation Network Infrastructure (See Section 2.2) 1. The proposed ECM must be compatible with HHA s existing network. 2. HHA is a Microsoft Windows environment utilizing Active Directory, MS Exchange Server and an SQL backend database. 3. HHA utilizes various third party software. (See Section 2.2.2)
15 Scope of Work (SOW) Review Solicitation The SOW in Section 5.0 has the following three (3) major Task Areas: Task Area 1: License, install and train HHA staff on ECM software Task Area 2: Scan HHA existing paper records Task Area 3: Implement workflow automation in individual departments using pilot program approach
16 Recap Questions must be submitted to Purchasing@housingforhouston.com by the specified due date. All Amendments will be posted on HHA s website. Proposers are encouraged to monitor HHA s website for Amendments. Ensure that you have signed the Attendance Sheet Proposers attending via conference call are encouraged to send an acknowledgement to Purchasing@housingforHouston.com
17 THANK YOU FOR ATTENDING THE PRE-PROPOSAL CONFERENCE