REQUEST FOR INFORMATION (RFI)

Transcription

1 REQUEST FOR INFORMATION (RFI) MARYLAND DEPARTMENT OF TRANSPORTATION MOTOR VEHICLE ADMINISTRATION DIGITAL IMAGING AND WORKFLOW SYSTEM SOLICITATION INFORMATION NUMBER: V-HQ IT ISSUE DATE: September 10, 2014 NOTICE: All prospective Information Providers, the Motor Vehicle Administration (MVA) participates in the e- Maryland Marketplace electronic commerce system administered by the Maryland Department of General Services (DGS). All information regarding this solicitation shall be posted on e-maryland Marketplace. Because of instant access afforded by e-maryland Marketplace, it is recommended that all vendors interested in doing business with MVA and other State Agencies register on e-maryland marketplace. Information about registering, free of charge, on e-maryland Marketplace can be obtained at the e- Maryland Marketplace website at: Vendors must be registered on e-maryland Marketplace to receive contract award. Minority Business Enterprise Firms are encouraged to respond to this Solicitation

2 KEY INFORMATION SUMMARY SHEET MARYLAND DEPARTMENT OF TRANSPORTATION MOTOR VEHICLE ADMINISTRATION REQUEST FOR INFORMATION PROJECT NO.: V-HQ IT DIGITAL IMAGING AND WORKFLOW SYSTEM RFI Issue Date: September 10, 2014 Last day for questions for this IFB: 12:00 PM (EST) September 18, 2014 Joy Abrams, Office Phone: (410) , Fax: (410) RFI Closing Date and Time: October 3, 2014 at 2:00 PM (EST) Hard Copy submissions will be accepted at the following address: Motor Vehicle Administration Procurement and Contracts Division 6601 Ritchie Highway, N.E. Room 223 Glen Burnie, MD Attention: Joy Abrams PROJECT NO.: V-HQ IT (If you are using a courier service, it is your responsibility to ensure your response is received in the bid box located at the address above, by the response due date and time- Late responses will not be considered)

3 1. Introduction and Background State of Maryland Motor Vehicle Administration (MVA) is working on a technical upgrade and the addition of certain enhancements to the current Digital Imaging and Workflow Systems (DIWS) in order to meet changing business requirements. In addition, MVA is undergoing a system modernization effort for which the current systems must be integrated. MVA has engaged Mathtech Inc. to assist in preparing the requirements for a possible Request for Proposal (RFP) which could be released early next year. This is a Request for Information (RFI) to Vendors who have commercial offerings in the Digital Imaging and Workflow, Electronic Content Management or Motor Vehicle space. The RFI requests that vendors provide information on their organization, solution offerings and demonstrate key features of the solution to the MVA. By Participating in this information request the MVA makes no direct or indirect commitment to include or preclude invited vendors from any future RFI/RFQ/RFP or related procurements. Your responses are not binding and will not affect your participation in current or future RFIs/RFPs from MVA. Background: The current system in use at MVA is the HighView Document and Records Management System by CACI International, Inc. It utilizes Oracle 11g R2 and DB2 for data base management. There are more than 2 billion records, 280-million images (including TIFF, PDF and.doc) in the repository, and more than 250 workflows of varying complexity. Batch scanning is performed by a contractor using 28 Kodak 610 scanners. Goal Statement: The systems we choose for document imaging need to go far beyond the traditional, document-scanning approach to provide a complete foundation for collecting and retrieving all types of enterprise content. The amount and complexity of unstructured data , electronic files, multimedia, XML and hundreds of other formats in addition to scanned documents continues to multiply even as new technologies are deployed. Users across the MVA organization will be able to capture, store and index a virtually unlimited amount of content, creating a unified platform that fits seamlessly into an existing and future IT infrastructure as may be defined by MVA s Core. The system will capture all types of content easily from virtually any source on an enterprise-wide basis and then make that accessible immediately to users within the context of a business process. The system will consolidate information into a single or federated repository yet synch it with other technologies as needed. SQL Server will be an architectural database standard and SharePoint, along with other knowledge management solutions, will be deployed across the enterprise. Responder Qualifications: a) We are interested in hearing directly from OEM software providers. b) Responder must have direct experience with enterprise systems of more than 100M documents, with 20 million new images added annually.

4 c) Responder must have completed more than 10 installations and migrations of similar size and scope, delivered within budget and schedule. 2. Format There are two parts of this request a written response and an onsite discussion and demonstration of the solution. 1. Written response In order to save time from onsite sessions, we request you to provide written inputs of some of the questions we have collected from our stakeholders. Please respond in the same order to include the section and subsection numbers/letters to ensure you have not omitted any information. 2. Onsite Discussion and Demonstration The MVA will setup a 3 hour time slot to go over various aspects of the vendor s solution. The vendors are welcome to present onsite at our location (State of Maryland Motor Vehicle Administration, Glen Burnie, Maryland) or remotely by a web conference, which must be noted in your response. 3. Written Responses Requested Please provide written responses to the following questions: 3.1 Describe your capture system, including scanning a) What formats are supported for images? b) Can multiple formats coexist in the repository (e.g. TIFF and PDF)? c) Describe the archival systems supported. d) Are images stored as files or within a database? e) What capture subsystems do you integrate with (e.g. Kofax)? f) Describe your various interfaces. g) How do you integrate capture and scanning into other applications (COTS and custom)? h) How do you support batch scanning vs workstation? i) Describe instances where you used distributed scanning using Multi-Function Devices (e.g. Ricoh MPC4502). j) How do you treat non-scanned documents? k) Describe a solution where users directly input documents. 3.2 Describe your document retrieval model a) What browsers are supported? Web parts provided?

5 b) Methods of integration with other applications, COTS and custom. 3.3 Describe you approach to Indexing a) Describe methods for automating the indexing process b) How do you support OCR/ICR, Forms recognition and other methods? 3.4 General Architecture a) Security Describe your approach to securing PII (Personal Identification Information) and meeting requirements of HIPAA. Does your Database support database encryption on a field level? Does your solution integrate with Active Directory and Web Single Sign-On products (such as ForgeRock Open SSO or Site Minder) for Desktop Single Sign-on and Authorization? Is the product flexible and support secure transport? b) What Databases are supported? c) How flexible is the framework in terms of swapping components e.g., can we use any SQL based database or are there a lot of database specific bindings that make it impossible to change the specification in any way? d) Please list all technologies and architectural components. 3.5 Migration and Transition a) Describe your approach to migrating from another system (e.g. High View) for image capture and storage. b) Describe your approach for migrating of High View workflows, ranging from simple to complex. c) How would you approach moving from Oracle to SQL Server? d) What approaches have you employed in past for a phased rollout? What challenges you and your clients have faced? e) Please provide some guidelines on the time required for rollout (including planning, training, communication). f) Do you anticipate implementing any temporary interfaces with legacy systems? 3.6 Training a) What type of training is recommended for client staff? b) What training and certifications are required of the implementation team (vendor)? 3.7 Integration a) How do you integrate with and support SharePoint environments? b) How do you integrate with 3rd party applications? c) Do you provide API sets? Web Parts? 3.8 Workflow

6 a) Describe your approach to workflow. b) What types of workflow is your system best suited? c) We envision using an enterprise Rules Engine. Describe how your workflow solution would work with that Engine, where business rules are contained within that Engine and referenced by other applications, such as individual workflows? d) How do you utilize images, native electronic documents and data flows in the workflows? e) What interfaces do you provide? Which interfaces do you support? f) How do you integrate Exchange and other into the workflows? g) Can multiple applications be included in workflows? For instance, can you pass data to and from ERP or similar systems? h) Describe how workflows are created. Must programmers be used? Is there a model or tool that non-coders can use? How are workflows modified? 3.9 Other a) Please describe how you support Records Management. b) Please describe how you support Dynamic Case Management. c) Please describe a case management solution using your system. d) Please describe how you support Document Management Support a) Please describe your user and administrator support systems. b) Do you currently support any Motor Vehicle systems? 4. Onsite Discussion and Demonstration Session Outline Vendors are welcome to discuss and demonstrate specific areas of their solution. The demonstration can be shortened. 4.1 Company background (5 minutes) 4.2 Solution background (10 minutes) a) History (when was it first developed? How has it evolved? Which versions are in use at your client site? Etc.) b) Case studies c) Licensing overview 4.3 Functionality overview and demonstration of the software (2-2.5 hours including 10 minute break) 4.4 Please plan to cover as many functions as possible through demonstrations a) Demonstrate an integrated solution, where imaging and workflow systems are transparent

7 Demonstrate the building of a simple workflow Demonstrate a moderate to complex workflow b) Optional areas for demonstration/discussion Demonstrate Mobile/Web-based secure access for field personnel, for example, mobile inspectors, driver education, BLS inspectors, etc. 5. Anticipated Timeline for this RFI 5.1 Release RFI Day Provide 30 business days for written response Day Down-select vendors for oral presentations (3-5) -- Day Allocate 4 hour sessions over 2 week period -- Day Evaluations and internal summary Day 90