Expression of Interest (EOI)

Transcription

1 Expression of Interest (EOI) Rev. July EOI Issued: September 16, 2002 DOCUMENT IMAGING & MANAGEMENT Insurance Corporation of British Columbia Procurement & Contract Services P West Esplanade North Vancouver, BC V7M 3H9 Attention: Pat Baird Date: Six Copies by: September 27, 2002 Please reference the EOI on the front of the envelope. Faxed and replies will not be accepted. A printed version of this document is available for pick-up upon request. Submit enquiries in writing to the Authorized Contact person: Name: Pat Baird Title: Purchasing Analyst Fax: (604) By: September 25, 2002

2 OUTLINE The Insurance Corporation of British Columbia (ICBC) invites you to respond to this EOI for the services described herein. This EOI is an inquiry and request for information only and does not imply either a commitment by ICBC to proceed with the work contemplated or a commitment by ICBC to purchase. We will advise only if ICBC decides to proceed further with you by way of Competitive Bid, Purchase Order or Purchase Agreement. ICBC reserves the right in its sole discretion not to proceed with the work, to proceed by way of competitive bid, to issue one or more further requests for information by EOI or otherwise with respect to the work, to negotiate a contract individually with any respondent to this EOI for all or part of the work, or to negotiate a contract individually with any third party who did not respond to this EOI for all or part of the work. If ICBC elects to proceed with the services by way of competitive bid, or if ICBC elects to request more information by way of a further EOI or by any other method, ICBC may, in its sole discretion, create a bid list using any or all respondents to this EOI in ICBC s sole discretion and choose to send any further requests for information, EOI s, or an RFP only to those respondents. This EOI should not be considered a request for or an authorization to perform any work. Any development work undertaken by you, and any costs of replying to this EOI will be at your own expense. If you have any questions regarding this EOI, please contact the authorized contact person noted on the covering page. The information provided to you in this inquiry is confidential and proprietary, it must be kept strictly confidential and must not be released to anyone outside your company. ICBC is subject to the Freedom of Information and Protection of Privacy Act ('FOIPPA") and as such all submitted answers to this EOI will become the property of ICBC and all answers received and held in confidence by ICBC subject to the disclosure of FOIPPA provisions. ICBC Introduction ICBC, a provincial Crown Corporation established in 1973, provides compulsory and optional auto insurance coverage, vehicle registration and licensing services, and licensing and testing of drivers. ICBC also administers regulations governing the operation of commercial and passenger vehicles, conducts road safety research and carries out road safety and education programs. Further details of ICBC can be accessed through our website at 2

3 APPENDIX A SCOPE ICBC invites Expressions of Interest from interested parties with demonstrated knowledge and experience to propose and supply a document imaging, indexing, archive and retrieval system. BACKGROUND: The Information & Privacy department of ICBC responds to requests for records under the Freedom of Information and Protection of Privacy Act. The current process is very labour and paper intensive. It involves a great deal of handling of source documents including manual photocopying, page numbering, severing of information and subsequent production of proposed release packages for consultation with the record owners. Recent trends indicate a steady increase in the number of FOI requests ICBC receives on a yearly basis. We have made over 1,000,000 paper copies during the first 6 months of A typical range of pages in a file is but can contain as many as 7,000 pages. It is ICBC s intention to move from our current manually intensive system to an electronic, computer-based alternative. REQUIREMENTS ICBC recognizes the need for improved efficiency by transitioning to an electronic system. This system will be able to perform, but not be limited to, the following: scan documents quickly store scanned documents on a secure file apply page numbers to each document create an organized filing system by indexing documents retrieve documents rapidly perform full text searches perform key words searches highlight text to be severed (redacted) from original file and create a second redacted copy flag modifications (redacted) where they occur create and store the above described electronic files on a secure disk (CD-ROM) for document distribution send file to print easy access by authorized personnel 3

4 Interested parties are also asked to include the following information with their response: Description of the system specifications with respect to the hardware (eg. scanners, servers, monitors), software (e.g. document management, scanning, redacting packages, ability to customize, operating system), network, DBMS, storage (annualized), security, and architecture configuration Description of the system's ability to perform the following functions: workflow management, reporting, and records management/archiving; Identify efficiencies to be made from interfacing with BroadVision product(s); Recommended skills required to implement and to sustain the system; Identify key issues that ICBC will need to resolve in order to implement Description of your approach to this project/product, your methodology to ensure knowledge transfer within a specific timeframe, and how you would envision the application of your product and methodology to ICBC. Include an implementation plan which clearly outlines the approach and timeframe; Training material; Short and long term support services, including the associated costs; Maintenance programs and/or warranties; Outline of your company s profile including history, business locations Canadian and International, number of employees, years of operation, years of experience with document imaging and management; Contact information, including name, title, address, address, telephone and facsimile numbers; References from three clients for whom you have delivered products of a similar nature. Include company name, location, contact information, length of association, services provided, and date services were provided; Current Canadian or international trademarks, copyrights, and patents; and Current financial/annual report. ICBC may, after review of the submitted information, request a presentation and/or test trial period. GENERAL INFORMATION Please complete and return Appendix B Response Notification Form by September 24, Interested parties are asked to use Appendix C to detail pricing information. 4

5 SUBMISSION FORMAT ICBC would prefer your response in an organized manner, submitted preferably in a letter format, or for more complex answers in a three ring binder including a title page, executive summary, table of contents and detailed answers, separated by section dividers. Any additional information or promotional material provided should be labelled and included in an appendix. 5

6 EOI Title: Document Imaging & Management EOI: APPENDIX B Response Notification Form To acknowledge your intent to respond to this EOI and to receive any amendments or further information, please return this form by September 24, 2002 to: Attention: Pat Baird, Purchasing Analyst, Insurance Corporation of British Columbia, Procurement & Contract Services Room # West Esplanade North Vancouver, BC, V7M 1A2 Fax: Your details: NAME: STREET ADDRESS: CITY/PROVINCE: POSTAL CODE: MAILING ADDRESS: PHONE NUMBER: FAX NUMBER: CONTACT PERSON: WE WILL BE RESPONDING TO THIS EOI. UNLESS IT CAN BE SENT BY FAX, FURTHER CORRESPONDENCE ABOUT THIS EOI SHOULD BE SENT BY: COURIER - COLLECT. PROVIDE COURIER NAME AND ACCOUNT NO: SIGNATURE: TITLE: 6

7 APPENDIX C - COST INFORMATION COST INFORMATION ICBC s preference is for price information in Canadian Dollars, PST Extra. Interested parties are asked to include the following information: HARDWARE: Product/Service COST/UNIT TOTAL AMOUNT LEASING COSTS SOFTWARE: Software Licensing (include per licence cost) Training material Sustainment (labour costs for operations, preventative maintenance, upgrades) Upgrades, if applicable Consultations/professional services, if applicable (e.g. development & implementation labour costs - in-house, vendor supplied) Others 7