REQUEST FOR PROPOSAL (RFP) Records Management. In SharePoint

Transcription

1 REQUEST FOR PROPOSAL (RFP) For Washington County, Minnesota Records Management In SharePoint May 22, 2018

2 Table of Contents Notice of Request for Proposal 3 A. Introduction and Background 1. Project Overview Project Limitation Current System Background Project Goals... 4 B. Scope 5. Project Scope Detailed Project Goals and Objectives Maintenance and On-going Support Documentation of Project Methods. 5 C. County Technology Standards 9. Preferred Operating Environment Washington County Technology Standards 5 D. Timelines and Communication 11. Proposal Submission Information Vendor Communication E. Evaluation and Selection 13. Evaluation of Responses Criteria for Pricing Criteria for Evaluation Vendor Qualification

3 Washington County, MN Notice of Request for Proposals Washington County, MN is accepting sealed bids for the Records Management in SharePoint Pilot project located in Stillwater, Minnesota from all qualified vendors until 12:00 a.m. C.S.T. on June 4, Bids and Proposals shall be clearly marked on the outside: Records Management in SharePoint Pilot and be addressed to: Washington County Government Center Office of Administration Valerie Raiche nd Street North P.O. Box 6 Stillwater, MN ***Or ed directly to: Valerie.Raiche@co.washington.mn.us Bids will be received in accordance with specifications available from the Office of Administration at the above address. Washington County, MN reserves the right to accept or reject any and all bids, waive defects in any bid, and accept the bids or proposals, or any portion of the bid or proposals, which appear, in the opinion of the county, most advantageous to Washington County, MN

4 A. INTRODUCTION & BACKGROUND 1. Project Overview 1.1 Washington County, Minnesota (The County) is issuing this request for proposal (RFP) to solicit qualified service providers for the Records Management in SharePoint pilot project. The project involves assisting with project management, project development, implementation, testing and training using SharePoint s built-in Records Center and Archiving capabilities. Responding vendors must be able to show successful implementations of SharePoint Record Center and functional workflows. Microsoft SharePoint is currently used as a collaboration tool county-wide. Nintex is also used to create forms and workflows in SharePoint, making experience with Nintex advantageous in vendor selection. The County recently issued a request for information (RFI) in order to determine vendor experience with SharePoint Records Center and is satisfied with the information obtained. 1.2 The project specifically focuses on setting up SharePoint Records Center and using its archiving and in-place storage capabilities. It does not include migration of additional data after the completion of the pilot project. Washington County will own the solution, although vendors may use the solution with others. 2. Project Limitation 2.1 All services by the successful prosper must be completed within 1 year following the signing of the agreement. 3. Current System Background 3.1 Washington County has identified the need to develop a coordinated, cost effective and efficient way to manage records that are not retained in other databases. The County currently uses SharePoint 2013 and while some departments utilize the system more than others for collaboration, document creation and records storage, county employees increasingly turn to this system as a solution for longer term digital record storage and records management. Currently, disposition and audit reporting is non-existent and additional metadata elements are needed. 4. Project Goals 4.1 Washington County implemented SharePoint in 2008 and is currently using SharePoint The County is aware of improvements to Microsoft SharePoint s Record Center and Archiving capabilities, and uses Nintex to assist with the development of forms and workflows in SharePoint. The goal is to continue to use existing software systems and to improve the records management program by using SharePoint as the official document and record repository. The desire is to program SharePoint in order to automate retention policies at document creation, assign workflows for storage and disposition, and be able to document record activities for auditing purposes. B. SCOPE 5. Project Scope 5.1 The scope of this project involves assigning retention policies and metadata to documents, to set up and manage records in-place or within the records archive, to create audit and disposition reports and test retrieval efficiency and accuracy within SharePoint. A sample of two (2) record types (commonly used by most departments) will be used from the department of Administration for the pilot, and upon successful implementation the county will expand the capability to the rest of the organization. 6. Detailed Project Goals and Objectives 6.1 The following outlines the project goals and objectives: Project Management services Progress meetings Project update Documentation Coordinating resources Determine when In-place vs Archive storage is appropriate Based on content type, including non-records Based on retention timeframe Based on legal hold status - 4 -

5 Based on other criteria Create Content Types based on the County Retention Schedule For use across multiple site collections Including required metadata Create templates For applicable content types Establish Workflow processes Move to Archive once criteria is met Recognize disposition action (transfer/destroy/hold); if applicable Establish appropriate disposition if In-place storage, Recognize disposition action (transfer/destroy/hold) Leave shortcut to moved file if desired Assist with non-record content types Create reports Audit reports Disposition reports Legal hold reports Management Assigning content types Managing attachments Testing Verification of content type assignment Verification of storage location Accuracy of disposition activities Accuracy and efficiency during document retrieval Training Employees Creating and assigning content types Creating and pulling reports Records coordinators use and disposition Maintenance and administration of non-record content types/libraries 7. Maintenance and On-going Support 7.1 Please list the following: Availability and cost of extended support Who will provide the support and maintenance Normal support hours, response time and costs 8. Documentation of Project Methods 8.1 The methods used to rollout the Pilot Project will be documented in order to recreate the processes for additional pilots and eventual rollouts. The county desires the execution of the Pilot to serve as a template for later roll outs. To this end, the county requires that the chosen provider conduct the Pilot in a methodical fashion. C. COUNTY TECHNOLOGY STANDARDS 9. Preferred Operating Environment 9.1 Washington County has a number of technology architectural initiatives aimed at reducing the number of disparate technology platforms, standardizing the development platforms, and modernizing hardware/software platforms. The County strongly desires to maximize its current technology investments, rather than purchase new software. 10. Washington County Technology Standards 10.1 Endpoint Specifications: SharePoint Office - Microsoft Office Productivity Software 2013 or newer Personal Computer Operating System Microsoft Windows bit Web Browser Microsoft Internet Explorer 11 or Edge 10.2 Server & Network Specifications: - 5 -

6 Anti-Virus Trend Micro OfficeScan for Servers is the only version of A/V software we allow. All servers will have anti-virus installed prior to go live. The IT Server Group will assist in the installation Database Standard Microsoft SQL Server 2012 or above. A SQL farm is setup. Any new instances should be able to perform in a farm environment when possible. Proposed applications SQL requirements need to be clearly identified prior to instance installation. Our SQL servers are licensed by IT with per Core licensing when an independent SQL solution is required. Please contact IT for any SQL licensing quotes Gateway - TLS authentication. Basic authentication is not allowed Network Wired Cisco switches, routers and firewalls (ASA) only. 100MB to the desktop. CAT 6 cabling only Operating Systems New servers are running on Windows Server 2012R2 or newer. ALL servers should be fully patched prior to rollout. OS should not be quoted with hardware. IT will supply the OS based on our Enterprise Agreement with Microsoft. Quotes for Operating Systems and software (SQL, etc.) should be directed to the IT Server Group Redundancy - Use a primary and secondary data center connected by fiber. Redundant solutions should take this into account during the design phase SAN If disk space on existing SAN is required, please calculate required space using RAID Servers Rack mount servers only. HP DL 360 G9 or above (Please check with the Server Group for blade enclosure availability prior to quoting server blades) only. All servers should be quoted with a minimum of Dual Quad-Core CPU s, 8GB RAM/CPU minimum, Battery Backed Write Cache Controller, 2 hard drives for the OS + a minimum of 3 hard drives for storage (RAID 5), Redundant Power Supplies, Redundant NICs, ILO Advanced pack with ILO support to match lifecycle of server, 5 years, 24x7, 4-hour response on-site support to match server life cycle Virtualization Washington County IT maintains a VMware ESXi 6.5 infrastructure for server virtualization. When possible please consider virtualization for your solution. Virtual server costs provided based on CPU, VRAM and storage requirements. Note: Software as a Service (SaaS) - Servers must reside in the United States of America. Washington County s IT Department currently does not support Unix, AIX, MacOS, Windows Desktop versions in a server environment or Windows Server 2000 & D. TIMELINES & COMMUNICATION 11. Proposal Submission Information 11.1 Due Date: June 4 Time: 12:00 a.m. Copies: 1 electronic copy Received by: Office of Administration Valerie Raiche nd Street North PO Box 6 Stillwater, MN Or to: valerie.raiche@co.washington.mn.us 11.2 Other Relevant Dates: Proposals due June 4, 2018, 12:00 a.m. Vendor questions due May 29, 2018, 12:00 a.m. Anticipated proposal evaluation begins June 4, 2018 Vendor presentations, if needed June 18, 2018 Anticipated vendor selection June 25, 2018 Anticipated contracting process begins July 2, 2018 Anticipated start date July16, 2018 Note: Proposals will not be accepted after the above due date and time. Failure to follow proposal preparation instructions will be cause to return your proposal unevaluated. All expenses for the preparation of proposals are the responsibility of the vendor

7 12. Vendor Communication 12.1 After the RFP issue date and thereafter, all communications between vendors and Washington County, MN personnel must be in writing or . communication is preferred. No oral or voice mail questions will be accepted. All questions concerning the RFP must reference the RFP page number and section number. Questions must be concisely stated and organized. All questions and answers about the RFP will be presented to all vendors via the County internet Bids, Quotes and Requests for Proposals site. All questions should be directed to: Office of Administration Valerie Raiche Washington County, MN nd Street North PO Box 6 Stillwater, MN Or to: valerie.raiche@co.washington.mn.us E. EVALUATION AND SELECTION 13. Evaluation of Responses 13.1 A summary of the proposals will be prepared for the County Administrator. Washington County, MN reserves the right to accept or reject any and all bids, waive defects in any bid, and accept the bids or proposals, or any portion of the bids or proposals, which appear in the opinion of the county most advantageous to Washington County, MN. Upon evaluation of proposals the Evaluation Team may request one or more vendors to conduct a live presentation to the Evaluation Team and or stakeholders Responses will be evaluated as follows: The County reserves the right to waive any minor irregularities in the proposal request process The County reserves the right to interview any or all prospers at its discretion Degree of satisfaction of the listed scope elements in Section 5 & 6 above Experienced local vendors are desired but not necessary. 14. Criteria for Pricing 14.1 Prices quoted are expected to be firm for one year from the date of the award 14.2 Prices quoted that would be changed due to volume adjustments (either increased or decreased) are to be noted Note all No Charge items 15. Criteria for Evaluation 15.1 Summary of Costs Statement (including price of overall bid) 15.2 Record of performance of service 15.3 References specific to SharePoint Records Center, (including Nintex, if any) 15.4 Ability to provide all services requested 15.5 Expertise of personnel 15.6 Stability of service provider 15.7 Satisfactory response as determined by the County to all terms listed in proposal 16. Vendor Qualification 16.1 The vendor must be financially stable and well managed. The County may request the vendor to supply information necessary to satisfy the county showing the vendor is adequately prepared to fulfill the contract proposed. Such information may include past performance records, list of available personnel, equipment, financial statements or any other pertinent information