DALLAS/FORT WORTH INTERNATIONAL AIRPORT July 17, 2013 CLARIFICATIONS Re: - Oracle Enterprise Content Management System Services Please be advised of the following clarifications to the above referenced Solicitation: Q1. May a bidder be both a Prime in one proposal and a subcontractor on a separate proposal? A1. There is no Board restriction for a company to propose as a prime contractor and a subcontractor. It is a company's business decision between prime contracting firms and subcontracting firms who they conduct business with as long as they comply with the requirements contained in the Request for Proposal document. Q2. When providing project/reference information, is it permitted (or relevant) to reference the previous DFW ECM contract (as the current implementor)? A2. A company may include any business conducted with the Board as part of its references if it so desires. The Board ma9 consider past contracting history with a company, including subcontracting work, In evaluating proposals. Q3. Are the following forms to be submitted in the section of Disclosure Statements (7.2.4.3), or should they be included under Tab 1 in the section of Brief Executive Overview? A3. The forms need to be in Tab 1 (not counted against the page limit). Q4. Where should the following forms be placed in the response: a) Pgs. 14-15 Bid/Proposal Checklist b) Pgs. 57-58 Pricing, Cooperative Purchasing Provision Acceptance, Insurance c) Pgs. 661nsurance Affidavit d) Pg 68 Proposal Endorsement Form A4. a) The checklist does not need to be part of the response; it is only an aid to help proofread a proposal submittal. b) Pricing, Cooperative Purchasing Provision Acceptance, Insurance and Insurance Affidavit is provided in Envelope 2. c) The proposal endorsement form shall be provided in Tab 1 (not counted against the page limit). Q5. Could we request an extension to the due date, for two weeks? A5. See change #1 of addendum #1. Q6. The Airport requires (1) original submission and (6) copies. Also SBE Participation Information and Pricing are to be submitted in separately sealed envelopes. Does DFW require (1) original and (6)
copies of the SBE Participation Information and Pricing, or is one separately sealed envelope containing (1) original copy of each sufficient? A6. We only need one set of items for Envelope 1 and Envelope 2 (no copies needed). Q7. How many content items are currently stored in the system? A7. Approximately 10,000 to 20,000 Q8. What Oracle ECM Modules have been deployed? a) Universal Content Management b) Digital Asset Management c) Site Studio (if so, how many site have been deployed?) d) Inbound Refinery e) Universal Records Management f) Imaging g) Document Capture h) Information Rights Management i) ERP Adaptors i. Siebel Adapter ii. PeopleSoft Adapter iii. EBS Adaptor iv. SharePoint Adapter A8. a) Yes b) Yes c) 3-5 d) Yes e) No f) No g) No h) No i) No i. No information at this time ii. Maybe later iii. Maybe later iv. No information at this time Q9. How many UCM Profiles have been created? Please list profile names Are you leveraging any UCM Workflows? A9. 10 UCM Profiles. Yes leveraging UCM Workflows. Profile Names: PMM Contracts Contracts Website Content Solicitations Connected News DFW Airport Press Releases DFW Airport Photo Gallery Images Board Policy User Poll DFW Events Standard Check In
Q10. Are there plans to deploy any specific new UCM Profiles? If so, please provide a list of planned UCM Profiles? A10. To be Determined. Q11. How many Imaging Applications have been deployed? Are you leveraging any Imaging Worflows? If so, how many? A11. None. Q12. Are there plans to deploy any specific new Imaging Applications? If so, please provide a list of planned Imaging Applications. A12. Plans are not familiarized at this time. Q13. On average how many custom metadata values are being used? A13. Approximately 10. Q14. Are there plans to create any new web sites with Site Studio? If so, please provide a list of the Web Sites being planned. A14. Plans are not familiarized at this time. Q15. What types of content are being stored and viewed? a) TIF (single page, multi page) b) PDF c) Doc d) Pictures e) MS Office Documents f) Web Graphics g) Video h) Other A 15. All of the above. Q16. Have you leveraged Annotations? If so, were the annotations deployed with Imaging and Autovue? A 16. Not at this time. Q17. Is the current capture system Oracle Document Capture or are there other capture solutions as well? Are your leveraging Oracle Distributed Document Capture as well? A17. We use a non Oracle document capture process. Q18. Is scanning performed in a central services center or locally? If local, how many remote sites scan? A18. Hybrid of both centralized and local. Local scanning can be done by approximately 200-300 users Q19. Are you leveraging any additional methods of ingesting content? a) Email b) Fax c) FTP d) Multi-Function Devices e) Website Check-in
f) Other A19. Website Check-in, Desktop Integration 020. Which applications are integrated with an ERP System or other line of business systems? If so, please list the names of the systems. A20. None at this time. 021. What type of storage device are documents stored on today? a) File System b) Optical c) SAN d) NAS e) Other A21. SAN file storage 022. What is the budget value for this contract? A22. Anticipated spending of approximately $50,000 to $250,000 per year. 023. Since it is an Indefinite Delivery Services Contract, can DFW provide the estimate number of hours work/week on the current contract? A23. Delivery Order distribution from past efforts may not give a true picture of future requirements. On average, most delivery orders will be for a period of one to three months, with two or three resources assigned. This is an estimation only. During the prior contract period, 1 0 delivery orders of various scope and complexity were issued. See attached. 024. What is total budget amount spent on the effort for the last 5 years? A24. $500,000.00 025. In reference to 7.2.4.7.3, would you give an example of staff requirements, resources, and information required by the proposer, please clarify this statement. A25. DFW does not have any expected requirements for 7.2.4. 7.3. This is your opportunity to outline any requirements you have of DFW for the execution of this contract. 026. Who is the current incumbent for the last 5 years? A26. Team Informatics. 027. What is the budget for the next five years? A27. To be determined. 028. Is all the work performed being done on site at DFW? A28. The majority of all work will be performed on site at DFW. Occasionally a task can be completed remotely, as long as the consultant is available during normal working hours (8:00 am -5:00 pm CST, Monday- Friday).
029. What kind of equipment will DFW ITS provide to vendor employees while work onsite? i.e computer, office space, internet connection supply. A29. Computer, phone, office space, internet connection on site at DFW, and ECM access. Q30. Understand the DFW team will review and consider awarding small, medium, and large project awards, how is the scope determined, is it based on staff augmentation support or project/scope managed effort? A30. Delivery Orders will be Issued according to business needs. As projects are defined by the Airport Board, the selected vendor will be asked to provide a statement of work that includes resources and tasks required to complete the project at hand. The statement of work will include resource names and a maximum number of hours per resource for the duration of the task. T&E estimates are preferred. These assignments are typically a few weeks or a few months in duration. Q31. Assuming T &E is the preferred cost model, will the review team entertain or tolerate fixed price model with options, such as milestone payment options, for target scope or work effort, etc.? A31. No. T&E is the preferred cost model for this contract. Q32. Reference page 22, section 3.1, we assume optional tasks refer to any ECM related services not covered under Specifications/Scope of Work (listed under sub-sections 1&2). Please confirm. A32. Yes Q33. Reference page 22, section 3.2, does DFW expect contractors to manage DFW subcontractors/internal project team? A33. DFW is looking to understand your project management and implementation methodology. DFW expects that a subcontractor will be utilized to fulfill SBE requirements in accordance with section 9. Most tasks will require a project manager for the duration of the task. This resource may be provided by DFW, by the prime vendor, or by a subcontractor. The role of the project manager will be to oversee the tasks and resources for the task assignment. Q34. Reference page 24, section 2.2.1, please provide current landscape/architecture diagram if available to understand the existing ECM deployment. Whether ECM has been integrated with any other systems ie Portal and other legacy systems. A34. ECM is currently implemented in a three tier environment. We maintain development, test and production environments. Our environments are highly available and load balanced with an Oracle 11 g database. We do not use Web Center Portal. Our websites are running in Site Studio. ECM is integrated with Active Directory and PeopleSoft. Q35. Reference page 25, section 2.4.2, please provide the roles/type of functional staffs involved on day to day basis. Please clarify typical schedule/frequency the staff need to get training. A35. The requirement in section 2.4.2 is to provide training on new functionality or tools that are introduced. Knowledge transfer during task execution is expected. We are not looking for formal classroom training.
Q36. Reference page 63, proposal pricing, please confirm if DFW is open to considering resources operating from offsite. A36. See answers #49-51 of this clarification. Q37. At what stage is the current implementation of Oracle ECM? When did the go live happen? A37. Our initial rollout of Oracle Content Management tools went live in 2009. During 2012 we upgraded from Release 1 0 Release 11. Q38. Is there an incumbent vendor providing this service today? A38. See answer #26 of this clarification. Q39. How many users at present accessing the current system? A39. DFW's employee base is approximately 1800. Our intra net is a dynamic site from Site Studio. As such, all1800 employees have access to the system. We have a content contnbution team of approximately 50 users for our internal and external websites and document repository. Q40. What is the typical distribution of delivery orders (DO) in terms of small, medium, and large type? A40. Projects for the duration of this contract have not been defined. Delivery Order distribution from past efforts may not give a true picture of future requirements. On average, most delivery orders will be for a period of one to three months, with two or three resources assigned. This is an estimation only. Q41. Please provide the distribution of support tickets raised in a week in terms of L 1, L2, and L3? A41. We average 5-10 requests per week to modify websites and content. The majority of these requests are low level in effort and priority. Q42. Reference page 25, section 2.4 and 2.5 Task Services, our understanding is that 2.4 Services refers to a set of onging services that will be provided by vendor with a core team, and 2.5 Task Services refers to project type work that may come up from time to time. Please confirm. If above understanding is right, please provide, based on any historical information, the staffing/volume of work that is anticipated as part of Services and Task services. A42. There are no on-going services. All work under this contract will be delivery order/task related. Section 2.4 describes the various services that will be achieved with tasks or delivery orders Q43. Reference page 15, section 7.2.4.12 Envelope 2-Pricing, the envelope will contain only one sheet (pricing sheet). Please confirm. A43. The envelope should only contain the pricing page. Q44. Reference page 6, FORM template, can we get the proposal response forms in word or editable format? A44. No. Q45. Reference page 24, section 2.3.1, what technologies are involved for intemal and external sites? Eg: Site Studio or Portal? A45. We do not use Web Center Portal. Our websites are running in Site Studio. 046. Resume Format. Please share preferred resume format if any.
A46. No preference. 047. Organizational Summary Information/Business Disclosures. These forms have been asked in two places ie Disclosure Statement and Tab. Please confirm in which section I tab these forms should be placed? A47. See answer #3 of this clarification. 048. Reference section 7.2.4.7.2. Please clarify if there are specific permanent roles that DFW expects to have resumes for. The resumes provided will typically be subject to availability on the actual engagement start date (and we will provide similar profiles, in case the proposed personnel are not available. Further, as the engagement is based on delivery orders, please confirm if this understanding is OK, and if DFW foresees any specific roles that are being permanently utilized on the project. A48. Roles will not be permanent. Consistency of resources Is preferred, but not required. Resumes should be a representative sample of your current staff and skill sets. 049. Whether companies from outside USA can apply for this? (From India or Canada) A49. There are no restrictions regarding companies from outside the USA submitting proposals. 050. Whether we need to come over there for meetings? A50. There will be times than onsite meetings are required with the technical resources as well as with our internal customers. We anticipate the majority of the work to be accomplished onsite. 051. Can we perform the tasks outside USA? (From India or Canada) A51. We anticipate the majority of the work to be accomplished onsite. Some tasks may include a portion of work that can be done remotely, but the preference is an onslte team for knowledge transfer. 052. Can we submit proposals via email? A52. No (see Proposal Instructions and Requirements Section 8 regarding submittal of proposal requirements) 053. Reference Section 7.2.4.3.2 the past fiscal year's audited financial statement of Proposer and most recent affirmative statement of financial capability. A53. General financial statements or an annual report is sufficient. A link to your firm's website may be submitted in lieu of paper documents. 054. We are unable to add the Professional Indemnity insurance policy details, because our Professional Indemnity Insurance policy is placed from India and the options available in site is only US and Canada. A54. The policy must be written on paper that is licensed by the Texas Department of Insurance. Since it is from outside of the country it would have to be an approved surplus lines carrier. If awarded this contract the awardee may have to obtain an acceptable insurance policy unless they can provide something documenting that this insurance company can do business in Texas.
NOTE: A copy of this questions and clarifications document shall be acknowledged by appropriate signature and attached to the submitted proposal. Company Name Signed Date If you have any questions regarding this matter, please contact Miriam Seymour during normal working hours (8:00a.m. to 4:30 p.m., Monday through Friday) at 972-973-5631 (p), 972-973-5601(f) or at the email address of mseymour@dfwairoort.com. s~ Miriam Seymour Senior Contract Administrator Procurement and Materials Management Department
Position Hours Date Delivery Order 1 9/10/2010 SSPU and Collaboration Analysis 80 Web Contributor Experience 80 Project Management 32 Delivery Order 3 3/1/2011 WCM Architecture Enhancements 200 Delivery Order 3R1 4/12/2011 Add Add'l 80 hrs to original scope of work 80 Delivery Order 4 4/8/2011 WCM Architecture Enhancements 40 Delivery Order 5 1/6/2012 Senior Functional 40 Senior Technical 80 Project Manager 60 Delivery Order 6 2/6/2012 Senior Technical 160 Project Manager 80 Delivery Order 6R1 2/27/2012 Senior Technical 160 Project Manager 80 Delivery Order 7 4/9/2012 UCM 11g Development Migration 40 Test Environment Installation Support 40 Go-Live Support 40 Project Management 140 Delivery Order 7R1 One Project Manager Position 40 Delivery Order 8 7/9/2012 Custom ECM Widgets Build 80 ECM Implementation Support 15 Project Management 45 Delivery Order 9 4/17/2013 Senior Technical 80 PM 24 Delivery Order 10 (1) 5/8/2013 Internet Page Modifications Senior Technical 40 Project Manager 12 HR File Upload Senior Technical 24 Project Manager 5 Security Updates Senior Technical 40
Project Manager 5 Developer Training Senior Technical 24 Project Manager 5 DAM Workshops Senior Technical 24 Project Manager 5 LMS Integrations Workshops Senior Technical 24 Project Manager 5 Delivery Order 10 Same as 10 (1) 5/8/2013 Delivery Order 10R1 6/24/2013 Site Studio 5ME Senior Technical 280 Project Manager 56