This addendum forms a part of the Request for Proposals documents for the Electronic Document and Agenda Management System RFP #

Transcription

1 REQUEST FOR PROPOSALS (RFP No ) Electronic Document and Agenda Management System January 10, 2017 General Addendum No. 1 To: All Prospective Respondents From: City of Lancaster Fern Avenue Lancaster, CA This addendum forms a part of the Request for Proposals documents for the Electronic Document and Agenda Management System RFP # Question: Whether companies from Outside USA can apply for this? (like, from India or Canada) Response: Yes outside companies may apply. Every vendor must meet all IT related requirements that may be specific to the United States. Additionally, all support must be available during OUR normal business hours and potentially after hours during the roll out/initial phases. Support will include on-site training and may include a 24 hour response time if on-site troubleshooting, maintenance, etc. is needed. 2. Question: Whether we need to come over there for meetings? Response: Onsite meetings are preferred. However during the RFP process until the project is awarded meetings may be held through conference call or webinar. 3. Question: Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Response: I m sure some tasks can be performed outside the USA. Customer service/tech support MUST always be available during OUR normal business hours and potentially after hours during the roll out/initial phases. 4. Question: Can we submit the proposals via ? Response: Hard copies are required from everyone (Page 10 of the RFP, under Due Dates ) 5. Question: On page 8 of the Overall System Requirements under Project Requirements, it says original paper documents currently stored need to be scanned, indexed, etc. Is our proposed cost meant to include per copy costs for this service? Response: This item was intended to ensure our existing paper documents would be scanned, OCR d and indexed into the new system. It can be changed to be an optional item of the RFP as opposed to mandatory and a separate proposal for these services may be provided by the vendor if it s a service they offer. We then have the option to award the RFP without these services 6. Question: Are there offsite facilities with documents that need scanning? Are there any other documents that need scanning or only 5,000? Are there large format documents that need to be scanned as well?

2 Response: The City has an onsite records center that has approximately 5000 boxes in it of those boxes, there are approximately 2000 boxes that hold permanent records that will need to be scanned into the system in the future. Additionally there is an offsite storage center which houses building plans (most of which are large format) that will need to be scanned in the future as well. A very rough estimate of the plans is approximately 80,000 3x2 sheets 7. Question: Is the City s goal to implement an ECM system to use along with Sharepoint, or, is the City requesting a Sharepoint conversion to an ECM with Agenda Management? Response: The goal is to implement a more robust document management system and a new agenda management system it is possible Sharepoint may end up being the system we choose if a vendor for this product is determined to be the best product/most responsive to the RFP. 8. Question: Is the City requesting that the vendor convert the 5,000 boxes of paper documents to electronic format? If yes, would you like the vendor to include these costs in the proposal? Response: The City chose to include information regarding the current number of boxes in order to provide potential vendors with the magnitude of records involved and to ensure our existing paper documents would be scanned, OCR d and indexed into the new system. Many of these documents will be scanned into the new system. The RFP originally included this as a mandatory requirement - it can be changed to be an optional item of the RFP as opposed to mandatory and a separate proposal for these services may be provided by the vendor if it s a service they offer. We then have the option to award the RFP without these services. 9. Question: If the City is requesting a Sharepoint conversion to an ECM with Agenda Management with data conversion, document conversion, and Agenda Management components, what is the city s budget for this implementation? Response: At this time the budget covering the full implementation and conversion of electronically stored records and paper records has not been determined. The focus at this time is to obtain a product that meets the requirements of the RFP to allow full implementation of the City s records in the future. 10. Question: How firm is the City on the Mandatory Requirements in Exhibit A? Response: Vendors are expected to meet the mandatory requirements in the RFP. For those items where a vendor cannot meet the mandatory requirements, the vendor should use the notes area of the spreadsheet to explain why the requirement cannot be met and/or how the requirement can be met with customization, etc. Those proposals not meeting the mandatory requirements may be deemed non responsive. 11. Question: I assume that when you say you want electronic conversion, that you only want to move the images stored in the SharePoint repository. Is that correct or do want to convert the 5K of boxes as well? Response: See response to question #6 & #9 of this Addendum. Electronic conversion in this case refers to the migration of the current Sharepoint system data to the new proposed system. 12. Question: Can you estimate the "day forward" volume of documents to be archived in the system, on a yearly basis, and also the number of documents to be converted from SharePoint?

3 Response: An estimate for the volume of 'day forward' documents cannot be provided as the need for storage can vary based on activity in each of the City's departments/divisions. If SharePoint remains the primary storage (depending upon the chosen vendor), there may not be any data migrated. If another system becomes the primary storage, there are potentially thousands of documents that could be migrated from SharePoint. The volume would depend on resources available as the migration goes forward. 13. Question: How many documents reside in SharePoint? Response: Unknown 14. Question: How much space do the SharePoint documents currently take up (in GB/TB)? Response: Approximately 900GB as of 01/03/2017 and continuously growing. 15. Question: What document types are stored in SharePoint, and what document types are stored in boxes? For example, invoices, HR records, etc. How many distinct document types are there in total? Response: Currently documents associated with the City s adopted Records Retention Schedule are stored in boxes and include the types of documents referenced above. The City has provided a list (see Exhibit A of the RFP) of the various file types the proposed system should be able to handle. It is safe to say that any of those file types can be found in SharePoint. The proposed system should be customizable based on the City s needs now and in the future. 16. Question: Is there a preference between an on-premises, hosted, or hybrid-cloud system? Response: No, all options will be considered. 17. Question: What manner of interface/integration does the City desire between the DMS and City ESRI Map system? Please describe. Response: The primary goal is to link plans and asset information. 18. Question: What manner of interface/integration does the City desire between the DMS and Granicus? Please describe. Response: The primary goal is to link/manage the agenda and associated records/documents. 19. Question: The software partners we work with often assist with these solutions and support. RE in the Overall System Requirements asks that the Vendor demonstrates a 5 year history of handling large and small format drawings, and it asks for a list of customers. That information ultimately may come from our vendor partner, is that ok? Response: This is fine as long as the partnered company is explicitly listed in the Proposal as a partnered vendor who will be doing the work on that respective aspect of the project. 20. Question: As stated previously, the software partners we work with often assist with these solutions and support. RE history and integration with ESRI software and a list of customers, that information ultimately may come from our vendor partner, is that ok? Response: See response to question #19 of this Addendum.

4 21. Question: What systems do you use now for Agenda Management, and why are you moving away from it? Response: No current system is used; the City is exploring options for future agenda management. 22. Question: Integrations - Interfaces with Granicus video streaming system Granicus Webcasting is cloud based, please clarify how would you like the DM system to interface with Granicus. Would this be a link to the video stream from the DM system? Response: The document management system would not be required to interface with Granicus, this applies to the agenda management portion of the RFP and is optional. An API is preferred if available through Granicus; a link is sufficient if unable to support an API. Agendas, related content, as well as videos should be accessible. 23. Question: Reports - Standard Reports Capability and Required Reports Please define what constitutes a Standard versus Required report? Response: This is a report the City would require to be created/run in the system. Vendor may demonstrate the standard reports that are available in their system. Please confirm that there is an ad hoc reporting tool available in order for City staff to create and save any non-standard reports they may need without incurring additional costs or having to depend on the vendor to create them. 24. Question: Web Portal - System supports Microsoft SharePoint Please clarify and provide an example of how the DM system would be required to support SharePoint when using the web portal. Response: Via an API or links, documents currently stored in SharePoint should be accessible via all accesses including the web portal. 25. Question: Project Requirements - Migration of data from existing SharePoint, FileMaker and various other applications To properly quote a value for Data migration from other applications please list the Applications to be migrated, total number of files, file size (i.e. SharePoint 1.2Gb of files, etc.) and index information that would be required. Response: We do not have a count of the total number of files however the data size for SharePoint was approximately 900GB as of 01/03/2017 and is continually growing. We have not yet determined what, if any, information currently stored in FileMaker will be migrated but the functionality should be available if we desire to migrate data at a later time. Quotes should be provided based on the file size provided for SharePoint. 26. Question: Document Capture a. Is there a requirement for scanning hardware? b. Will all scanning be done by City staff or would you want us to quote scanning services? c. Would you require any Zone OCR to capture metadata and automate the scanning process? Response: a. The city prefers that the proposed system should interface with the City s existing Cannon copiers/scanners. See below for the list of copier Models used at City Hall. The City is currently running the ecopy ShareScan server.

5 b. The vendor may separately quote the work for this service. Instead of a mandatory requirement in Exhibit A, this can be provided as optional. c. Yes. 27. Question: Section 6. Pricing indicates that the City is interested in pricing for unlimited end-user licenses and a breakdown of pricing. For quoting purposes, how many users does the City anticipate will require Read/Write access to the system to add, edit, move, or delete documents? Response: We are requesting pricing for unlimited end-user licenses as an exact number is not known. 28. Question: Similarly, how many employees will need Read-only access to search and view document only? Response: See response to question # Question: How many GBs of information does the City expect will need to be convert from its existing SharePoint system and from the File Maker system? Please provide both the size of the database and the size of all files stored in the systems as two separate numbers? Response: See response to question #14 of this addendum for the Sharepoint database total file size. 30. Question: Can the City please provide a list of all the points of integration required as part of the initial implementation (for third party applications), and also provide details of the business processes involving those integrations. Response: The initial implementation should include API or similar type of connectivity to Accela, SharePoint, and FileMaker Pro. 31. Question: In the interest of providing the City with a complete understanding of the software and services to be provided, would the City be willing to lift the 12 page single-sided limit? Response: The City requires a 12 page single-sided limit for the Proposal response.

6 List of Copier Brand & Models Types Canon IPF-750 MFP IPF-760 MFP IPF-8400 IRA-4245 IRA-4246 IR-4045 IR-C2230 IR-C5240 IRC5250 IR-C5250 IR-C7055 IR-C9075 PRO* Xerox 4112