Document Management System Request for Proposals City of Great Falls PO Box 5021 Great Falls, MT 59403 Contact: Lisa Kunz City Clerk 406-455-8451 lkunz@greatfallsmt.net PROPOSALS DUE: Wednesday AUGUST 16th, 2017 BY 5:00 P.M. 1
PRE-PROPOSAL ASSISTANCE Questions regarding this RFP or a proposal should be directed to the Information Technology Manager, Jon Legan at 406-455-8483 or via email at jlegan@greatfallsmt.net. The questions and answers may be shared with all bidders. It is an explicit provision of this RFP that any oral communication is not binding on the City. The City of Great Falls is an equal opportunity employer and any mandated Federal and State laws and requirements will be followed. EXECUTIVE SUMMARY The City of Great Falls invites prospective respondents to submit proposals for an enterprise electronic Document Management System (DMS) for 300 users. Each respondent will provide a turnkey solution that includes document imaging, optical character recognition, naming, tagging, and storage and retrieval of documents of various sizes and types for all City departments. If both a customer-hosted and a cloud-based solution are offered, please include detailed pricing for each solution in the response. THE OBJECTIVES OF THIS PROJECT ARE AS FOLLOWS: Provide better service to the public by improving the quality and quantity of information available and by providing easier access to the information Increase staff productivity and efficiency by reducing paper handling. Reduce physical storage Enhance security Improve Regulatory Compliance/Records Management and Retention Increase collaboration Improve backup and recovery of information Respondents who meet the criteria set forth herein shall submit a proposal that meets all of the requirements set forth in this RFP. The City is appreciative of your time and effort in preparing a proposal. 2
PROCUREMENT PROCESS If the proposed solution does not meet all of the requirements set forth in each section, please attach responses that reflect this. Please note: All Technical Survey requirements must be met and verified by being demonstrated live, or the proposal may be disqualified as non-responsive. TECHNICAL SURVEY Please include responses to the following: 1) Does the solution have the ability to work with various document scanning equipment, including multi-function copier/scanners (such as: Konica Minolta Bizhubs) and desktop scanners (such as: Fujitsu fi-6130, fi-7160)? 2) Does the solution provide a means to import and work with previously scanned documents, including these formats: PDF, JPG, GIF, TIFF, PNGS, DWG, and WAV? 3) Does the solution provide full text Optical Character Recognition (OCR)? 4) Are there any limitations to the OCR solution (such as: zonal-only)? 5) While conducting full text OCR, does the solution offer the ability to check accuracy of the translations? 6) What types of documents cannot be converted into searchable text using the solution? 7) Does the solution provide naming convention defaults that are determined by the City, based on document type and/or department? 8) Does the solution provide options for default document tags to be determined by the City, based on document type? 9) Does the solution provide the option to setup multiple naming and tagging defaults based on document type? 10) Does the solution provide user-based security at all file and directory levels? 11) Can the solution prevent unauthorized access and/or accidental document deletion? 12) Is the solution HIPPA compliant? 13) Does the solution provide a means to redact sensitive data? 14) Does the solution provide document tracking and/or logging of changes by time and user? 15) If customer-site based, does the solution work with network backups (such as: Backup Exec or Unitrends)? 3
16) Does the solution enhance/ease records management tasks? 17) Does the solution allow retention schedules based on document type and/or date? 18) Does the solution provide an override of items marked for deletion/removal? 19) Does the solution have the ability to store and retrieve permanent files in perpetuity? 20) Does the solution provide document security and disaster recovery? 21) While conducting searches using the solution, can users search by name, meta data and full text content? 22) Does the solution have the ability to link related files together? 23) Can the solution handle a wide range of varying sized documents (from postcards to large/wide format maps)? 24) Does the solution allow authorized users to print documents? 25) Does the solution allow documents relevant to multiple departments to be scanned once but linked to relevant files in all invested departments? 26) Does the solution provide a means to share select documents securely with outside parties? 27) Can the solution interface to existing City systems/software (such as: Tyler ERP, Cartegraph, ESRI GIS, Office 2007 (or newer))? 28) Does the solution provide an Outlook plug-in for easier document management of e-mails? 29) Does the solution provide any document workflow? 30) Does the solution provide a citizen access portal that the City could utilize to make public records more accessible? Technical Survey Infrastructure Considerations: 1) Please provide all hardware and/or software costs in the proposal, including details on base system package. 2) Please provide all installation, setup, implementation, and training costs in the proposal. 3) Please provide clearly identified hardware, software and/or services, including related fees, which are optional or additional to the base system package. 4
4) Please include all ongoing maintenance costs in the proposal. 5) Please include warranty information on the solution, including length of warranty and available extensions (include annual costs). 6) Please provide Customer Support hours. REQUIRED CONTENT OF PROPOSAL 1) General Requirements a) The City has limited funding allocated for the completion of this project. Respondents are encouraged to be creative and resourceful in proposing the most cost-effective and efficient solutions for the needs outlined in this RFP. b) All costs incurred in the preparation and presentation of this proposal shall be wholly absorbed by the Respondent. c) Proposals shall not exceed thirty (30) pages. d) Proposals shall be delivered to Office of the City Clerk by mail to: P.O. Box 5021 Great Falls, MT 59403 or in person to: 2 Park Drive South, Room 204 Great Falls, MT 59401 no later than 5:00 p.m. on Wednesday August 16, 2017. 2) Proposals shall contain the following a) Cover Sheet i) List the official name, address, phone number, and contact email address(es) of the vendor, as well as the name of the principal contact person and the name of the person authorized to execute the contract. b) Vendor s Qualifications i) Provide a description of the experience and qualifications of the proposed staff member(s) who will be performing the services. This information shall be in sufficient detail to allow analysis of the proposed individual s qualifications and must, at a minimum, include number of years with the firm, education, major projects worked on or completed within the past five years, and related experience. Individuals identified 5
in the RFP shall not be removed from this project team for the duration of the contract without the express written permission of the City of Great Falls. ii) Include a description of the organization and the experience it has had with public sector entities. Experience with entities in Montana is preferred. iii) List the total number of Employees. iv) List the total number of Clients. v) List the total number of Clients in Montana. vi) List three (3), recent, public sector, client references, including contact person, telephone, email and mailing addresses. c) Technical Survey and Proposed Methodology i) Provide responses to the Technical Survey. Though many can be answered as yes or no, we encourage more detailed responses/explanations. ii) Provide a detailed description of the services and methods by which the work will be performed. This description shall include the following: (1) Respondent s understanding of the services to be provided; (2) Description of how the Respondent proposes to implement the system/software. Include descriptions and documentation of proposed methodology. Describe and outline the tasks that the vendor believes are necessary to complete the project; (3) Estimated time the project will take from beginning to completion, including a proposed timeline, dates, and milestones. Be sure to include time in the project schedule for review and feedback by the City; (4) Explanation of what work, if any, City staff will be required to perform; (5) Proposed employee communication plan for educating employees during the project; d) Proposed Cost of the Project i) Provide a detailed project budget. The associated costs must be identified for each phase. ii) List any additional expenses that the City must cover (such as: server hardware, SQL server license, etc ) iii) Any incidental expenses must be clearly stated in the proposal. iv) Prices quoted shall be firm and not subject to increases during the term of any contract 6
that the vendor and City may enter into as a result of the proposal. The proposal must clearly specify the expiration date of the quoted price. EVALUATION CRITERIA A review team will evaluate the proposal. The following criteria will be considered in the selection of a vendor. The relative importance of each factor is a management judgment and will include the both objective and subjective factors set forth below in no particular order: 1) How well the proposed solution meets the City s needs. 2) Whether the total cost of the proposed solution is within the City s budget. 3) The relevant qualifications/experience of the vendor working with similar-sized municipalities/clients and the qualifications/experience of assigned staff. 4) Feedback from references. 5) Proposed plan for the project. 6) Estimation of the vendor s ability to complete the project in a timely manner. 7) Accessibility of the assigned staff. GENERAL CONDITIONS All proposals must conform to the requirements of this RFP and must be submitted according to the outline set forth in Required Content of Proposal. 1) The City of Great Falls reserves the right to reject any or all proposals, to waive any defects in the proposals received, and to select the proposal considered the most advantageous to the City. 2) Proposals received after the deadline and/or received unsigned may not be considered. 3) All proposals, responses, inquiries, correspondence or other documents relating to this RFP will become the property of the City when received. The City reserves the right to use any or all ideas presented in any proposal, whether amended or not; selection or rejection of a proposal does not affect this right. 7
TERMS AND CONDITIONS The selected vendor will be required to sign a contract with the City, the form and substance of which must be acceptable to the City. The City most likely will not agree to execute the vendor s standard contract. The contract to be signed between the City and the vendor may include the following terms and conditions: 1) The vendor selected must agree that vendor is an independent contractor for purposes of entering into a contract and is not to be considered an employee of the City of Great Falls for any purposes. 2) All work product shall become the City s property. 3) A timeline for performance objectives shall be included. 4) Provisions for termination in the event of non-performance, force majeure, or by either party upon thirty (30) days written notice prior to cancellation. 5) Prohibition against assigning or transferring the awarded contract without prior written consent of the City. 6) Requirement that the vendor comply with all federal, state and local laws, ordinances, rules and regulations, including the safety rules and codes and provisions of the Montana Safety Act in Title 50, Chapter 71, MCA. 7) Vendor will be required to carry, maintain and furnish proof of commercial general liability insurance, including an Additional Insured Endorsement naming the City as an additional insured, professional liability insurance, and worker s compensation coverage. 8) City of Great Falls is a public entity. Vendor acknowledges that any written information provided to the City of Great Falls may be subject to public inspection under Montana or other applicable law and subject to records retention laws.. 9) Contract shall include a provision wherein, to the fullest extent permitted by law, Vendor shall indemnify, defend and hold harmless City of Great Falls from any and all claims, lawsuits or liability, including attorney s fees and costs, arising out of, in connection with, or incident to any loss, damage or injury to persons or property or arising from a wrongful or negligent act, error or omission of Vendor, its employees, agents, contractors, or any subcontractor as a result of Vendor s or any subcontractor s performance pursuant to the contract. 10) Please note that the City of Great Falls is exempt from payment of Federal Excise Tax. Its taxpayer identification number is 816001269. 11) Final work product will be due from contractor one hundred and twenty (120) days following 8
execution of a contract between the City and the contractor. 12) Any and all other provisions deemed necessary by the City. REQUESTED RESPONSES Proposal Due Date: Wednesday August 16, 2017 no later than 5:00 PM Place: City of Great Falls, Office of the City Clerk, PO Box 5021, Great Falls, MT 59403; or hand delivered to 2 Park Drive South, Room 204, Great Falls, MT 59401. Accepted Forms: Hard Copy delivered via mail, delivery service or in person. One original and four (4) copies are mandatory. Proposals shall be typed. Proposals must be submitted in a sealed envelope addressed to the City; the envelope shall be clearly marked as follows: Proposal for Great Falls Document Management System Project, with the name and address of the firm on the outside of the envelope. 9