HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO PROCUREMENT AND CONTRACTS DEPARTMENT 715 E. BRIER DRIVE, SAN BERNARDINO, CA 92408 (909) 890-0644 FAX (909) 890-2349 http://www.hacsb.com/procurement ADDENDUM #1 FOR RFP PC#703 Enterprise Content Management The following addendum to this Request for Proposal is hereby incorporated into the bid process. PLEASE NOTE: Questions and Answers: The following questions and answers were asked via email. Please review the responses and include them in your proposals. 1. Can you clarify if you are looking for a consultant to help you pick a system or are you asking for a proposal for a system? System selection that meets needs is primary focus. Some implementation assistance will be required as specified in RFP. 2. How many users will actually be inputting documents into the system? 25 users 3. How many total concurrent users need access to the ECM? 100 users 4. How many concurrent users need application integration capability access? 75 users 5. How many concurrent users need to participate in the Workflow Process? 100. All users must be able to initiate a workflow process and all users must have the ability to participate in a workflow process. 6. How many concurrent users need unified search capabilities? 100 users. 7. Do any of your users have the need to view and manage reports from the Unix Host System? Only if the reports cannot be view or managed outside of the Host System.
8. Will users connect to the ECM using iphones or ipads? Will users connect to the ECM using Android devices? It is a desirable feature but not required. 9. How many users will be scanning into the ECM? Where are they located? 25 users spread across 10 offices located in San Bernardino County. 10. What monthly volume of scanning is estimated for each department? We cannot provide an estimate at this time. 11. What scan devices will be used for scanning into the ECM? Please provide detailed inventory? We currently utilize individual, workstation-attached scanners to scan documents that are attached to clients in our ERP system. These include three models from Fujitsu and two models from Kodak. They are Fujitsu 6130z, 6130, 5120 and Kodak i40, i30. We also have several MFDs that are capable of scanning, including Konica Minolta Bizhub 601 and 353. Our goal is to implement an ECM solution that utilizes workgrouptype scanners in a batch mode of operation. 12. Will HACSB be supplying their own SQL engine required for the ECM? Yes, however, it must be compatible with MS SQL Server (2008 R2 or 2012). 13. In your view, what is the intersection between RFP PC694 and this RFP? RFP PC694 is meant to build the foundation of our agency s intranet. The ECM would either need to live in that foundation (Sharepoint based) or live with the foundation (integration with Sharepoint). 14. What document capture software (product and licensing) are you currently using? What are your key pain points with the existing solution that you are looking to rectify with this solution? We are currently using TSScan from Terminal Works. TSScan provides a tunnel between the user s desktop and their terminal session(s) to allow scanning in their terminal session since our ERP solution is provided through a RDP session. Our move to a web based ERP means TSScan will no longer be sufficient. Therefore, we are looking for a solution to provide desktop-based document capturing. 15. Similarly, what document capture hardware (scanners, MFD, etc) are you currently using (model/make)? Is capture hardware vetting and selection part of the scope of services to be provided by the chosen vendor? The provided solution must work with our existing hardware. Our current desktop scanners include three models from Fujitsu and two
models from Kodak. They are Fujitsu 6130z, 6130, 5120 and Kodak i40, i30. Our current MFDs include Konica Minolta Bizhub 601 and 353. 16. With regard to the selection and acquisition of third party software (i.e. outside of SharePoint), have you prescreened any vendors that you anticipate will be on the shortlist for the document capture portion of the project? Who are they? We have talked to a few vendors and viewed demos, but there is no current shortlist of systems that will be developed when we receive the proposals for this RFP. 17. What, if any, regulatory, compliance (e.g. DOD 5015.2) or process control (e.g. ISO 9001) is required as part of the solution? Not known at this time. 18. Can you provide a list of companies that this RFP was sent to and/or who have indicated that they will be responding to this RFP? No. 19. Do you intend for the chosen vendor to showcase several document capture/ecm products or to recommend a singular solution? We are not looking for a vendor to showcase options. The chosen vendor must provide a solution to all parts of the requirement specified in the RFP. Whether it is an all in one solution or a solution consisting of multiple products, it is left up to the vendor to select the best fit solution. 20. Will documents be ingested into the ECM solution by any means other than scanning (e.g. email attachments)? Yes would like to be able to attach files from multiples sources. 21. Will the solution need to manage documents in paper or microfiche form in addition to digital documents or is the vision that all existing and future documents be managed in digital form? As part of the ECM initiative, all documents will be in digital form or converted to digital form. 22. Does the ECM solution need to support email as part of the content to be managed? No, only email attachments. 23. Are the paper documents that the system needs to address: a) Always the same, well-defined, standard forms with standard data ( structured ) b) Similar forms with standard data that may be in different places on the forms ( semi-structured)
c) A broad aray of different forms with different data on them ( unstructured ) All of the above. 24. Does the solution have any specific archival, business continuity or disaster recovery requirements and if so, what are they? No specific requirements. However, the selected vendor should be able to provide guidance on best practices. 25. What tools, if any, do you own/use for disaster recovery? Are any of them specific to SharePoint? We currently have a backup solution using Micrsoft DPM. 26. Will the selected vendor assist with the initial migration of existing digital and paper documents into the ECM solution? If so, can you please provide information/estimates for the following: a) Number of digital documents and breakdown of their respective types (PDF, Word, Excel, etc.) b) Number of paper documents and breakdown of their respective types (PDF, Word, Excel, etc.) c) Number of picture and/or video and breakdown of their respective types (WMV, etc.) d) Approximate average size (in GB) of all digital documents including multimedia files. e) A list of third party systems from which content/documents need to be migrated (e.g. VisualHomes) including the storage mechanisms (e.g. SQL, File System, etc.) and API s provided for these systems that facilitate extraction of this content/documents. The selected vendor is expected to assist in the migration of existing digital assets. We are not able to provide any statistics on the digital assets on our network at this time. 27. Will the solution be rolled out in phases (e.g. on a department by department basis) or is the initial implementation expected to be enterprise-wide? We are looking at an enterprise wide implementation but the selected vendor may propose an alternative strategy. 28. Do you have an existing taxonomy for the enterprise and/or each department? Similarly do you have well defined retention policies for documents and are these to be implemented in SharePoint as well? No taxonomy will be developed as part of a new SharePoint rebuild. The selected vendor is expected to provide guidance on best practices for retention. 29. Will all users of the system have Active Directory (AD) accounts?
Yes. 30. Is AD properly configured with the fields, users, groups, permissions and roles anticipated to be used in the solution? If not, do you need assistance with the configuration of AD? Yes, AD is properly configured and we do not need assistance in the configuration of AD. 31. Is there any requirement for external access to the system (e.g. by contractors)? No. 32. Is Records Management a part of the envisioned ECM solution (e.g. Information Management policies, retention, archiving, ediscovery, legal holds, etc.) and if so can you please describe this requirement? Yes. However, the selected vendor is expected to provide guidance on best practices. 33. How are your paper documents currently being managed, stored and secured? They are stored either in warehouses or in file cabinets belonging to the respective employee. 34. Does the envisioned solution include requirements for digital signatures and if so what are the requirements? Do you currently own any digital signature products that work with SharePoint? We currently do not own any digital signature products. 35. Can you provide flow diagrams for any workflows that are within the scope of the ECM solution? Although flow diagrams are strongly preferred, if this is not possible, can you please provide a table of metrics indicating the number of workflows and level of complexity (e.g. 1-5) in your own estimation? In the case of workflow, complexity rankings should consider: a) The number of steps in the workflow b) The number of participants (people or systems) involved in the workflow c) If it is sequential or parallel d) The source(s) of data involved in the workflow and the complexity in accessing them e) Any requirements for long running or cross application workflows f) Any requirements for callouts to custom code g) The requirements, rules, and policies for the execution of the workflow h) Escalation and/or remediation requirements
i) Requirements for administration and reporting (BPM) of workflows j) Any other requirement that may contribute to the complexity of the workflow development, execution, or administration At this time, we do not have diagrams of workflows or identified needs. 36. With regard to integration: a) What is the data or functionality that needs to be incorporated into the ECM solution from Yardi Voyager, Sage Abra, ADP EZ-labor, etc? Is this limited to storing/managing documents output by these systems or something more? We prefer the ECM to be as transparent as possible. Users, while in their respective applications, should be able to access documents from the ECM without switching to another application or with minimal switching. b) Do you own or intend to purchase Yardi Orion for SharePoint? We have not purchased Orion. That product is still too new and too expensive for us to consider at this time. 37. You indicate that SharePoint 2013 may possibly be used in the ECM solution; how does this impact/alter the decision to utilize SharePoint 2010 for RFP #PC694? The proposed solution for this RFP must be compatible with the version of Sharepoint implemented for RFP #PC694. 38. If ediscovery is a requirement for the solution, which of the following content would be subject: a) File shares b) Email c) Database content d) Content in SharePoint e) Content in other third party systems All the above. 39. What stage are you with the SharePoint implementation? We are currently reviewing all the submitted RFPs. 40. Do you have a definition of what the SharPoint interfaces are? At the very least, documents in the ECM must be searchable and retrievable from Sharepoint. Searchable fields must include any and all metadata and OCR data. 41. Is HACSB looking for a high-availability solution? Interested, but not required looking to vendor for guidance on best practices.
42. Is HACSB looking for a disaster recovery solution? The proposed solution is expected to be accompanied by guidance for implementing appropriate recovery practices. 43. Is HACSB looking for a workflow? The chosen vendor may be required to assist in designing workflow(s). 44. How many users will need scanning? Both remote and off-site? 25 users. 45. Will there be a need for public access over the internet? No. 46. How many scanning workstations will be required? 25. 47. Do we need to include pricing for document scanners in our response? If so, what type of scanners, desktop, networked, production level? No. It is preferred that the solution work with our existing hardware. 48. Will there be a need to write documents to media such as CD, DVD, or encrypted media? Yes. 49. Would you like us to quote reporting or exception reporting functionality? Yes. 50. Would you like to have Version Control for Microsoft Office? Yes. 51. Would you like to have access to the ECM from Word, Excel and PowerPoint? Yes. 52. Would you consider taking more questions as we develop our response over the next couple of weeks? We will do our best to answer all questions as they arise however due to our limited timeline please submit all questions as soon as possible in writing. 53. Which DMS systems has the Authority investigated? Have looked at three vendor solutions. 54. Which DMS systems has the Authority seen demonstrations or presentations of?
Have looked at three vendor solutions. Should you have any questions regarding this Addendum, or any other part of this RFP process, please e-mail them to Angie Lardapide, alardapide@hacsb.com; or fax them to Angie Lardapide (909) 890-2349.