Michigan Department of Transportation Market Scan for a Digital Signature Solution Contact: E-Mail: David Hatch hatchd@michigan.gov
Table of Contents Privacy Information... 1 Market Scan Description and Schedule... 2 Project Overview... 2 Business Requirements... 3 Submission Requirements and Product Demonstration... 4 Privacy Information This document may contain information of a sensitive nature. This information should not be provided to anyone other than those persons who are involved with this project or who will become involved during its lifecycle. Transportation Digital Signature Market Scan Page 1 Thursday, February 19, 2015
Market Scan Description and Schedule A State of Michigan market scan is similar to a request for information. When State personnel believe that there are commercially available products that can fulfill a need, they can choose to conduct a market scan. This market scan will provide MDOT with information about commercially available digital signature solutions. A team of Michigan Department of Transportation (MDOT) and Michigan Department of Technology, Management and Budget (DTMB) personnel will review and evaluate the written responses to this market scan. Following this review, the team may invite selected vendors to present information about their digital signature products/solutions. Presentations may be conducted in person or via the web. The market scan is not a bid solicitation nor is it to be construed as an offer or a commitment to pursue any particular technology or solution. Responses or lack of responses to the market scan will not be used to eliminate potential vendors from future solicitations. The table below outlines the estimated schedule for this market scan. Market Scan Event Date Market scan document posted on Buy4Michigan 02/17/2015 Responses due Close of business 03/03/2015 Respondents notified if the state would like to see a demonstration 03/13/2015 of their product Demonstrations with selected respondents begin 03/24/2015 Project Overview MDOT and DTMB are collaborating on a project to institute a method for using digital signatures that will be implemented across MDOT. Project goals include reducing or eliminating paper processing and significantly reducing the amount of time required for approvals and payment authorizations. Digital signatures will be used both by MDOT personnel and by MDOT non-state government business partners. Transportation Digital Signature Market Scan Page 2 Thursday, February 19, 2015
Business Requirements The table below details the high level requirements that have been identified for the implementation of digital signatures at MDOT. ID Requirement Description 1 The solution must comply with the federal Electronic Signatures in Global and National Commerce Act dated June 30, 2000. 2 The solution must comply with the Michigan Uniform Electronic Transactions Act (Act 305 of 2000). 3 The signature must provide a secure validation process. 4 The solution must use a private key for decryption and signing. 5 The solution must use PKCS12 file format. 6 The solution must be able to be used by external MDOT partners. 7 The solution must be free to external MDOT partners including contractors and consultants. 8 The solution must be platform and operating system neutral. 9 The solution must maintain a record of document signatures (audit trail). 10 The solution must require unique user passwords. 11 A signature should be the same on all devices. 12 The solution must allow users to electronically sign documents using other signature solutions, assuming that the solution conforms to MDOT s security standards. 13 The solution must allow MDOT to distribute trusted signatures to all MDOT offices statewide, to allow these offices to more easily verify the authenticity of a signature. For example, using active directory. 14 The solution needs to indicate if changes have been made to the document since signature(s) were affixed. 15 The solution must create a permanent record that the signature on a document is from a validated entity. 16 The permanent record must be reproducible for a period of ten years. 17 The solution cannot disrupt current operations. 18 The signatures must be centrally stored and managed. 19 The signed documents must be backed up in accordance with MDOT record retention schedules. 20 The solution must allow multiple signatures on a document. 21 The solution must have a method of updating trusted signatures on mobile devices. 22 Solution must be approved by DTMB. Transportation Digital Signature Market Scan Page 3 Thursday, February 19, 2015
Submission Requirements and Product Demonstration Please submit an electronic response to this market scan through www.buy4michigan.com by the due date listed on page 2. Provide the documents in a modifiable form (e.g., Microsoft Word or Excel); if desired, you may also provide copies of documents in a non-modifiable form (e.g., PDF). Your response and attachments must be fully uploaded prior to the due date. Please do not wait until the last minute to submit a response, as the Buy4Michigan system requires the creation of an account, in addition to uploading the materials. Questions on how to submit information or how to navigate in the Buy4Michigan system can be answered by calling 517.373.4111 or 1.888.734.9749. No verbal or other form of inquiry will be permitted. For more information or clarification of our needs, please submit written questions to buyer David Hatch at hatchd@michigan.gov. Please note that responses to all questions and answers will be provided to all vendors through the issuance of an addendum on www.buy4michigan.com. All materials submitted in response to this market scan will become the property of the state of Michigan. Your response must provide the information detailed in the table below. Ideally, you will copy the remaining pages of this document and insert your information. Item Description 1. Information about your company Full legal name Address Website address Contact name Contact email address Contact phone number 2. Pricing information (Note: The State will use this information to help budget for the implementation of this project.) Type of software license (single user or concurrent) Approximate initial purchase costs for software licenses Approximate annual cost for support/maintenance/other recurring services and/or fees Approximate cost for new releases, if not covered under previous bullet Approximate cost and level of effort (days) for consulting services associated with a typical implementation of the software. Volume discounts and government pricing availability. 3. You may attach additional information about your digital signature solution if you so desire. This may include: Brochures Screenshots Online self-guided web demonstrations Output examples Descriptions of other functionality not requested by the state, and/or A list of services that your company can provide. 4. How your product supports the high-level business requirements developed for this project. The high-level requirements are listed on page 3, but are provided again below with space for your response. Add additional space as needed for your response. ID Requirement and Your Description of How Your Product Meets this Requirement Transportation Digital Signature Market Scan Page 4 Thursday, February 19, 2015
ID Requirement and Your Description of How Your Product Meets this Requirement 1. The solution must comply with the federal Electronic Signatures in Global and National Commerce Act dated June 30, 2000. 2. The solution must comply with the Michigan Uniform Electronic Transactions Act (Act 305 of 2000). 3. The signature must provide a secure validation process. 4. The solution must use a private key for decryption and signing. 5. The solution must use PKCS12 encryption. 6. The solution must be able to be used by external MDOT partners. 7. The solution must be free to external MDOT partners including contractors and consultants. 8. The solution must be platform and operating system neutral. Transportation Digital Signature Market Scan Page 5 Thursday, February 19, 2015
ID Requirement and Your Description of How Your Product Meets this Requirement 9. The solution must maintain a record of document signatures (audit trail). 10. The solution must require unique user passwords. 11. A signature should be the same on all devices. 12. The solution must allow users to electronically sign documents using other signature solutions, assuming that the solution conforms to MDOT s security standards. 13. The solution must allow MDOT to distribute trusted signatures to all MDOT offices statewide, to allow these offices to more easily verify the authenticity of a signature. For example, using active directory. 14. The solution needs to indicate if changes have been made to the document since signature(s) were affixed. 15. The solution must create a permanent record that the signature on a document is from a validated entity. Transportation Digital Signature Market Scan Page 6 Thursday, February 19, 2015
ID Requirement and Your Description of How Your Product Meets this Requirement 16. The permanent record must be reproducible for a period of ten years. 17. The solution cannot disrupt current operations. 18. The signatures must be centrally stored and managed. 19. The signed documents must be backed up in accordance with MDOT record retention schedules. 20. The solution must allow multiple signatures on a document. 21. The solution must have a method of updating trusted signatures on mobile devices. 22. The solution must be supported by DTMB. Transportation Digital Signature Market Scan Page 7 Thursday, February 19, 2015