Jefferson County (WV) Commission And County Board of Health Request for Proposal (RFP) For
Enterprise Content Management Systems Document Management System Workflow Management System Geographic Information System
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
Issue Date:
April 10th, 2013
Issued By:
Jefferson County GIS/Addressing Office 116 E. Washington St, Suite 100 Charles Town, WV 25414 Schedule of Events Event
Date
RFP Release Date
April 10, 2013
Vendor Written Question Submission Deadline
April 23, 2013
Jefferson Answers to Vendor Questions & Mandatory Pre-Proposal Conference*
April 26, 2013 – 10am EST
RFP Addendum with Final Answers to Vendors Issued Proposal Due Date
May 3, 2013 May 14, 2013 3pm EST
Vendor Finalists Demonstrations
Early June 2013
Award Recommendation
Late June 2013
Contract Award
July 10, 2013
*The pre-proposal conference provides an opportunity for vendors to ask additional questions about this RFP. It will take place on Friday, April 26, 2013 at 10:00 a.m. EST at the Jefferson County Commission Meeting Room in the Old Charles Town Library at 200 E. Washington Street, Charles Town, WV 25414. The lower level entrance is off N. Samuel Street on west side of the library. *Attendance is mandatory for the pre-proposal conference in order to be considered eligible to submit a bid for the project. The County’s CMS project needs will be presented in detail and attendance is the only way the vendor will get the clearest understanding of our problem. Question and Answer sessions will be held. Failure to attend the mandatory pre-proposal conference and complete the issued paperwork shall result in the disqualification of the bid. Jefferson County limits the number of representatives to two individuals per Vendor. No one person may represent more than one vendor. Proposals must be received prior to 3:00 p.m. EST on Tuesday, May 14, 2013. For RFP clarification, any vendor questions shall be submitted in writing (e-mail is acceptable) to the County’s Project Manager per schedule of events. Answers to all vendor questions will be compiled and redistributed as Addenda. ii
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
Table of Contents 1.
Statement of Purpose ............................................................................................ 2
2.
Background Information ........................................................................................ 3
3.
Scope of Work ....................................................................................................... 4
4.
Existing County Infrastructure and Departmental Conditions ................................. 6 4.1
County Commission IT................................................................................................................ 6
4.2
GIS/Addressing Office ................................................................................................................ 7
4.3
Engineering Department ............................................................................................................ 8
4.4
Planning & Zoning Department.................................................................................................. 9
4.5
Health Department Records and IT.......................................................................................... 10
5.
Vendor Background and Qualifications ................................................................ 10 5.1.
Vendor Background.................................................................................................................. 10
5.2.
Vendor References ................................................................................................................... 12
6.
System Requirements and Desired Functions ....................................................... 12 6.1.
System Overview ...................................................................................................................... 13
6.2.
Hardware/Software ................................................................................................................. 13
6.3.
Imaging and Document Capture .............................................................................................. 15
6.4.
Document Management .......................................................................................................... 16
6.5.
Business Process Management and Workflow ........................................................................ 17
6.6.
Integration with GIS Mapping .................................................................................................. 18
6.7.
Data Security ............................................................................................................................ 19
6.8.
Operations, Maintenance and Support ................................................................................... 20
6.9.
Warranty and Reliability........................................................................................................... 21
6.10. Project Management ............................................................................................................... 22
7.
Training ............................................................................................................... 23
8.
Deliverables ........................................................................................................ 24 8.1.
Core Software Applications ...................................................................................................... 24
9.
Terms of Contract ................................................................................................ 25
10.
Payments, Incentives and Penalties ..................................................................... 25
11.
Contractual Terms and Conditions ....................................................................... 25 iii
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
11.1. Indemnification/Hold Harmless ............................................................................................... 25 11.2. Insurance Requirements .......................................................................................................... 26 11.3. Liquidated Damages ................................................................................................................. 27 11.4. Independent Contractor & Compensation of Proposers Employees....................................... 27 11.5. Proprietary and Confidential Information ............................................................................... 27
12.
Proposal Preparation ........................................................................................... 29 12.1. Requirements ........................................................................................................................... 29 12.2. Proposal Format ....................................................................................................................... 30 12.3. Proposal Terms......................................................................................................................... 30
13.
Pricing, Evaluation and Award Process ................................................................. 31 13.1. Evaluation Criteria .................................................................................................................... 32 13.2. Pricing – Software .................................................................................................................... 32 13.3. Pricing – Professional Services ................................................................................................. 33 13.4. Pricing – Warranty, Maintenance, and Support ...................................................................... 34 13.5. Pricing – Summary.................................................................................................................... 34
14.
Process Schedule ................................................................................................. 35 14.1. Implementation........................................................................................................................ 35 14.2. Rejection of Proposals.............................................................................................................. 36 14.3. Method of Award ..................................................................................................................... 37 14.4. Right to Negotiate .................................................................................................................... 37 14.5. Payment Schedule .................................................................................................................... 37
15.
County/Agency Contacts ..................................................................................... 38
iv
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
1. Statement of Purpose This Request for Proposal (RFP) is being issued by Jefferson County GIS/Addressing Office on behalf of The County Commission of Jefferson County, hereafter referred as “County” or “Jefferson County”, and the Jefferson County Board of Health, hereafter referred to as “Health Department” or “BOH”, for the purpose of procuring primarily “off-the-shelf” (COTS) application software solutions for an enterprise Content Management System (CMS). The Jefferson County GIS/Addressing Office will be the primary contact. The process is open and competitive. The County invites qualified Content and Document Management software vendors to submit responses to this Request for Proposal (RFP). The County will use the information gathered to purchase software, implementation, and support that best meets the needs of the County and Health Department. The application components required for this RFP will implement an enterprise Content Management System (CMS), Workflow Management, and Geographic Information System (GIS) or mapping interface. The County would like a scalable system and licensing that can be increased as the County’s needs change and more departments sign on. The County is considering, but not exclusively, software products similar in functionality to OnBase, DocStar, LaserFiche, TRAKiT, GovPartner, Alfresco, etc. The intent of this RFP is to solicit written proposals and product demonstrations from Vendors who are qualified to design, install, and maintain the desired CMS. The purpose of the RFP is for the procurement of software applications in order to provide for efficiency in content management, document storage and retrieval, internet-based search tools, workflows and mapping. The solution must be scalable in order to manage additional departments and/or component units of government as the system will initially serve a few departments (estimated 32 users) and the public at large. It is possible that the system would eventually be expanded to an install base of 75-125 users across our organization. As a result of this projected expansion, the system should also support a web-based interface, or ideally only use a web-based interface. Browser-based viewing should not be platform specific. The County estimates that concurrent access via the Internet to the same document or page will vary widely, but could be as high as 100 persons, so these documents should be controlled and enable to be searched, viewed and/or printed based on permissions. Our primary objective is to engage in daily work tasks while simultaneously providing public services in a streamlined, structured, controlled and secure organizational environment. Overall Objectives include: 1. Digitize all paper records 2. Protect and secure all data, increasing control 3. Deliver public transparency and government accountability 4. Integrate and share information between various departments and staff 5. Reduce confusion over shared data between departments 6. Improve workflow efficiency 7. Create and share mapped public data via online applications 8. Reduce errors and staff search time 9. Enable better policy and decision making Our Vision includes: 1. Maximizing web-based strategies 2. Improvement of service delivery 3. Increasing productivity 2
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
4. Empowering staff to understand, control and monitor workflow 5. Foster interdepartmental collaboration and transparency 6. Enhance teleworking or offsite access to records in event of emergency Specific Strategies include: 1. Increase public awareness of County’s mission 2. Promote citizen engagement in programs 3. Improve business efficiencies 4. Present comprehensive public information in easy to use formats Each County Department has unique electronic databases, network files and paper documents. A primary goal for this RFP and subsequent CMS project would be to integrate all of these hard and softcopy records into an enterprise solution. As such, the County is simultaneously issuing a separate RFP for Document Imaging Services in order to back scan some of its hard-copy paper archives. The County will entertain dual submissions by one vendor, collaborative partnerships, or single vendor solutions for each RFP in an effort to select the best solution. Since our goal is to seamlessly marry document imaging with the CMS, the best solutions will create or accept industry standard file types and store data in industry standard, ODBC-compliant formats. The County does not wish to purchase a proprietary system that cannot readily integrate with or translate to future databases or software programs.
2. Background Information Jefferson County, with its five municipalities and population of nearly 54,000, comprises an area of 212 square miles located in the extreme Eastern Panhandle of West Virginia, bordering the States of Maryland and Virginia and 58 miles from Washington, D.C. Jefferson County is considered to be within the Washington D.C. Metropolitan Area (National Capital Region) and is one of the fastest growing Counties in the State of West Virginia. Jefferson County has been investigating enterprise Content Management System (CMS) technology for several years in an effort to decrease errors, overall risk, duplication of work and paper usage, while increasing government transparency, staff efficiency, data sharing, customer service, and records security. A CMS is expected to scan, classify, index and archive all existing and future public records into a data sharing system that incorporates linked workflows, searchable databases and document retrieval among multiple departments and the public, ultimately linking with a web-mapping tool. The missions of several County Departments and the Board of Health are logically linked in the land development and permitting process. For example, any new construction typically requires well and septic permits from the Health Department, building permits, floodplain reviews, impact fees and inspections from Engineering, deed research and land rights review from Planning and Zoning and finally a physical location address and final 911 mapping by the GIS/Addressing Office. Historically, the workflow consisted of sporadic phone calls, e-mails, or verbal directions to the citizen/developer to go here or drive there to obtain copies of requisite documents. The multiple points of contact lead to opportunities for information falling through the cracks. An enterprise CMS should alleviate these timeconsuming and frustrating instances by providing privileged internet access to authoritative review documents. Where public records are not geographically indexed by parcel or address, each department can utilize the CMS for stand-alone, internal document management as needed.
3
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
A few County Departments are not necessarily linked by mission or workflow, but still have records management needs. County Administration, Legal Counsel and IT will use a CMS to scan, index, archive and retrieve their own internal documents, while restricting access to the outside as necessary.
3. Scope of Work This RFP specifies the overall scope of products and services desired, specific software functionality, technology foundation as well as desired vendor qualifications. The selected system should achieve several operational objectives while providing the most state-of-the-art technology. This full suite of applications and vendor services must present an integrated presentation to the system user to allow:
Scan and Capture Content Scan existing paper records according to industry-standard formats, page sizes and image quality, classify by property address/parcel ID, product type, and create multiple keywords, associate with projects or workflows. Ability to scan all correspondence and submitted/generated documents for electronic retrieval. Automatic OCR on scanned documents, for the purpose of conducting full text searches would be a plus. Ability to ingest multiple digital files in native formats including, but not limited to, MS Office Suite files, JPEG, TIFF, TXT, PDF, HTML, etc.
Manage Content Inventory variety of digital record formats on network, classify similarly to hardcopy scans by applying metadata, keyword or index tags. Provide multiple search techniques, like keyword, range, Boolean, proximity, wild cards, google-type free text searching, etc. Search and Retrieve new permit applications, plans, plan review status, inspection reports, inspection status, property complaints, and site plans progress and approvals, and all correspondence pertaining to the process. Capacity to attach multiple metadata fields to any record in the system, to include document type, creation date, author, custom keywords, notes, etc. Support version control on documents and records, also markups and annotation. Ability to output custom search results to the County webserver. Example: list of approved building permits or searchable public documents. All of these functions must be in easy-to-use, intuitive graphical user interfaces.
Provide Integrated Workflows and Business Process Management Content includes not only traditional documents, but also form-captured input like tasks, projects and other performance measures. Provide the ability to track every project from application to final inspection and to access the information relevant to each property in the county by one primary key unique to each one. Desire a controlled workflow form to track progress of processes like permitting, inspections, impact fee collection, staff reviews, site plans and subdivision approvals, road naming approvals, road sign maintenance and ordinance enforcement among multiple departments related to land development policies. Track service requests, by customer, for research, phone calls, correspondence, maps, reports, analyses from inception to solution. Maintain “to do” list of outstanding issues (status tracking). Report number of widgets performed on quarterly, yearly or custom-specified period to account for number of calls, e-mails, meetings, reports, inspections, permits, data created, letters, sales, purchasing, travel, etc. Offer definable workflow actions for certain document types. Example: Process a building permit application to automatically flag inspection steps associated with the construction. Ability for members of the public to submit documents of specific types to County Government using this CMS. Examples: building permit
4
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
applications, zoning variance requests, etc. Ideally these submissions would be buffered for staff to review prior to being accepted into the system. Optionally integrate signature pads.
Interface with GIS Mapping Mid to Long-term goal of integrating with County GIS software or other mapping app to allow graphical representation of search returns, like number and location of permits issued during 2007-2009 or chronological sequencing of subdivision applications for an area of interest or upcoming land development activity for future public hearing announcements. Each of these would be linked by a controlled domain found in the GIS data attributes. Greater flexibility is needed to attach property history information to mapping features in our GIS. Tagging of information based on geo-coordinate data (address, parcel ID, subdivision name) with integration into our existing ArcGIS application. Example: A submitted subdivision plan would contain data to tie the plan and its myriad associated documents with one or more layers in ArcGIS so staff could view maps and/or layers related to the parcel in question. Also provide the ability to search/retrieve a document and map its location and conversely, click an address or parcel to search/retrieve its associated documents.
Provide Data Security Web access is a critical component in the County’s CMS vision. Proposal must fully describe web capabilities for secure, confidential access to databases by users and public and via variety of web-browsers. Proposals should concentrate first on traditional, in-house server solutions, however, optional off-site, cloud or SAAS solutions can be submitted for consideration. Auto backups will allow departments to rest easy knowing that if we input the data properly, any detail can be retrieved at any future moment. Data integrity, security and archival backup or redundancy is vital. Access control lists manage users within groups where a group has access to a specific department’s records. The system should also support Public documents which are accessible (view only) to anyone within the enterprise. Public documents should also be available for viewing on line by citizens using the County Commission’s website. Allow cross referencing to external, authoritative databases to augment files in other departments like subdivision history, permitting, land development activity based on address, owner name, tax district/map/parcel, subdivision name, etc. Consideration given to custom APIs developed to allow connection to variety of department-specific, ODBC-compliant databases and apps. Provide audit trail tracking.
Operations and Maintenance: The County anticipates a software licensing environment. The proposer shall fully describe its licensing structure, update cycles and costs. Licensing may be concurrent, enterprise, client-based of optionally provided via the internet as Software as a Service (SAAS).
Project Management: The County is dependent on Project Management and Implementation Services provided by the proposer. Project Manager will work closely with the County’s project representative to ensure implementation and training meets County’s objectives on schedule and on budget. The vendor must designate the Project Manager and primary Technical Staff as key personnel, subject to time commitment and replacement criteria established by the County
Training: Similar to Project Management, the proposer will be responsible for all necessary training for all user roles, administrator, editor, browser, public, etc.
5
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
4. Existing County Infrastructure and Departmental Conditions The table below estimates number of CMS users and potential paper archives for scanning in the first (or pilot) phase. Existing CMS File Estimated Total Pilot CMS Departments Printing/Scanning Users Cabinets Paper Documents Capability Xerox Color Cube 9201 Planning & Zoning 8 55 500,000 Ricoh MPC3001 Engineering/Impact Fees 9 76 500,000 Ricoh MPC3001 GIS/Addressing 4 14 150,000 2 HP Color Laser Jet CM Health Department 3 40 350,000 2320nf MFP Ricoh MPC5502 County Administration 6 18 130,000 N/A Information Technology 2 2 20,000 Total 32 205 1,650,000 The next table inventories the existing digital files that MAY be eligible for ingestion into the CMS. Not all of these documents will be indexed as some are duplicates or unnecessary. Documents
GIS
P&Z
.DOC (letters/memos) .XLS (RNI, Permits db) .MDB (Access db) .PDF (maps, reports) .JPG (photos) .MXD (GIS map docs) .PPT (presentations) .HTML (web links) .TIF (aerials, scans, photos) Totals
7,521 7,065 619 7,063 13,303 1,384 128 205 5,152
12,291 1,750 3 9,342 7,329 11 552 42 1,165
42,440
32,485
Engineering (incl. 'Scan') 8,217 1,822 87 2,369 4,431 14 2,431 4,030 23,401
Health N/A N/A N/A N/A N/A N/A N/A N/A N/A 0
Admin 2,003 624 56 4,349 1,434 0 28 1,436 23 9,953
IT 486 125 0 78 1027 0 119 1112 0 2,947
Samples of existing Document types for most departments will be distributed as an Appendix on the County’s website.
4.1
County Commission IT Jefferson County Commission has 6 staff with typical document management needs: scanning, digital input, indexing, searching, output, reporting and archiving. Documents include agendas, meeting minutes, policies, correspondence, memos, legal research, etc. Future phases could include purchasing, personnel files, timesheets and other confidential information if the CMS solution met data security requirements.
6
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
Jefferson County Commission has one (1) IT Support Specialist that supports the majority of the County’s IT needs. There are 2 computer rooms housing 10 servers, with the intent to consolidate into one. The following statistics characterize the entire organization, not just the 5-6 departments in this pilot project: 150 PCs, printers, peripherals, each with own admin rights Windows XP Pro is prevailing OS in the network, but increasingly Windows 7 220 e-mail accounts 7-10 TB (terrabytes) of storage 150 AntiVirus installations (Sophos) Internet Bandwidth – up to 21Mbps download and 3Mbps upload Eight of ten servers running either Windows 2003 or Windows 2008 R2 One server uses tape as backup, the rest use external HD No centralized storage device operates on the network Active Directory is not implemented, Workgroups instead WSUS, DHCP, NTP, LDAP services and log management are not configured Imail is used for e-mail services with a Barracuda spam filter and mail archive software VLANs not configured
4.2
GIS/Addressing Office
The GIS Office has redundancy issues where multiple paper copies may be on file as well as its original electronic source files on the network server. Existing electronic document types on the server include: .DOC (letters/memos) .HTML(web links) .MXD (GIS map docs) .XLS (RNI, Permits db) .PDF (maps, reports) .TIF (aerial photos) .MDB (Access db) .JPG (photos) .SID (aerial photos) .PPT (presentations) .TXT (e-mails, text files) .GeoTIFF (aerial photos) The GIS Department has several tasks, workflows, services, projects, staff performance measures and mapping applications that require input, search ability, geographical distribution (mapping), reporting and archiving. We are seeking software/hardware solutions to meet departmental needs, but allow scalable potential to do federated search or interface with other County Departments, outside government agencies (Elected Officials, municipalities) and the public via a web tool. Our goal is to archive all documents, communication records, metadata, and project history while allowing integrated access to others interested in common elements. The GIS Department has attached below a basic, graphic overview of Input data, Workflows, Products, Customers, Widgets, Database Connections, and GIS Mapping needs. The following graphic is also included in its original large format along with other sample document types.
7
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
The Jefferson County GIS/Addressing Office maintains and serves as the central repository for all GIS layers and spatial databases except parcels. Currently, staff maintains personal geodatabases (PGDB), export shapefiles (.shp), develop ArcMap documents (.mxd) and publish maps to PDF. It is expected that the GIS will migrate to the Local Government Information Model in ESRI’s ArcGIS Server 10.1 Enterprise Standard by the end of calendar year 2013. This new platform shall provide web-based viewing of special purpose map templates for staff and the public based on rights and privileges.
4.3
Engineering Department
There is a need for improvement to the current system to improve access and sharing of common information between the departments. Proficiency and ease of access could be increased for the employees and citizens of Jefferson County. Our goal is to archive documents, communication records and all other relevant information to a specific property and make this information searchable and accessible to all who have the right to access. 12,137 total Permits are currently tracked in Sage ACT! Pro 2012 customer relationship management (CRM) software application v. 14.0.572.0. The proposed CMS solution must integrate with or fully replace ACT! by absorbing permit records and mimicking existing functionality. See appendix for ACT! screenshot. Additionally, Impact Fee records are currently tracked and maintained in a custom, in8
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
house PHP application (see Appendix for these screenshots). The CMS is expected to interact with this application or functionally replace it. The Department has a ten year old, but well-performing, OCE 400 scanner to do 36” B/W scanning.
4.4
Planning & Zoning Department
The Departments of Planning and Zoning have an ample amount of paper files that are not “backed up”. There is a justified need to have a document storage system to which all paper files can be scanned and saved, therefore preserving the Departments’ information. Such a system would allow for version control and document management as well. The Departments of Planning and Zoning also process large land developments and projects through our office for review, as well as sharing the reviewing and input process with the Engineering Department and GIS Department. There is a need to have a work flow management system to track all projects and their stage of completion. It is necessary to be able to research work performed and being performed at certain stages within a fiscal year or budget cycle. There is also justified need for a reporting and tracking system. Such system would allow the Departments to run reports of work completed and being completed in order to better analyze the use of Department work hours.
Document Types Used
.doc .xls .mdb .pdf .ppt .pub .jpg .tif .html
Paper documents come in a variety of sizes, from Letter, to Tabloid, to Architectural E-sized. Process Minor Residential Subdivision Minor Non Residential Subdivision Merger Deed/Lot Line Adjustment Major Residential Subdivision Major Non Residential Subdivision Mobile Home Park Subdivision Campground Site Plan Townhome, Condo, Apartment & Motel/Hotel Site Plan Process Cell Tower Site Plan Minor Limited Site Plan Minor Full Site Plan Major Full Site Plan Redline Revision Rezoning Conditional use Permit Zoning Variance Multiple Use Variance Subdivision Waiver Zoning Certificate Information Request
9
Documents Shared with Engineering X X X X X X X X Documents Shared with Engineering X X X X X X X X X X X x
Documents Shared with GIS x x x x x x Documents Shared with GIS x x x
Jefferson County (WV) Commission Jefferson County Board of Health 4.5
Request for Proposal Enterprise Content Management System
Health Department Records and IT
The Health Department application process typically starts with forms and permit packages downloaded from the WV State DHHR website. The following documents are filled out in hard copy format: Perc Results (4” x 6” card) Septic Permit (8.5”x11”) Permit Application (8.5”x11”) Well Completion Report (8.5”x11”) Well Permit (8.5”x11”) Septic Field Inspection (8.5”x11”) Throughout the well and septic permitting process, BoH staff must have access to a variety of other County forms, permits and documents like Plats (18” x 24”) or Use & Occupancy permits. Current practice calls for redundant copying and storage of these documents in the Health Department file cabinets. The WV State Office of Technology provides the local health department with computer, data, and network service through an MOU signed between the two organizations. They provide software and hardware support for all the networked PCs and printers. These PCs are provided with all the installed software and the licensing of the software. The prevalent OS is Windows XP and 7. The Office of Technology provides them Exchange/ Outlook, antivirus software (Forefront Enterprise Solutions), and web filtering. It is an active directory network. They require password changes every 35 days. DHCP is in use. Server is an HP Proliant ML350 G5. Data drive is 107GB total size, with 98.5GB currently free. The server sits on the LAN with all the PCs at Jefferson LHD, so the “speed of access” is 100Mbps over Ethernet locally. 2GB RAM. Processor is Intel Xeon 5140 at 2.33GHz. OS is Windows Server 2003 R2 Standard Edition with SP2 installed. The data is backed up via the data line. There is no tape backup. The state owns the server but the data on the device is health department property. If the office would need another server for a specific purpose it would be up the Health Department to purchase. There is no fiber is use in the building. It is a straight copper facility. The office has a shared full T1 with the Office of Environmental Services. The data line is paid for by the Department of Health and Human Resources for the OEHS in the building. The health department connection is run from the switch there.
[The remainder of this page intentionally left blank]
10
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
5. Vendor Background and Qualifications 5.1. Vendor Background Vendor Information Company Name Address City, State & Zip
Primary Vendor Contact Name and Title Address City, State & Zip Phone Email
5.1.1. Provide a brief company history. 5.1.2. Does the vendor develop, sell, or support any software other than content management systems? If so, describe. 5.1.3. Provide a chronology of the company’s growth, heritage, staff size, and ownership structure. 5.1.4. Indicate whether the business is a parent or subsidiary in a group of companies. 5.1.5. Is the company a Microsoft® Certified Solutions Partner? 5.1.6. Is the company an ESRI certified Partner? If so, explain and provide the tier. 5.1.7. What percentage of vendor employees are dedicated solely to CMS software versus public sector and/or private sector software? 5.1.8. How many local government agencies are currently using the vendor’s CMS software? 5.1.9. How many current local government agencies have used the vendor’s software for 10 years, 15 years, and 20 years, respectively? 5.1.10. Provide a contact name and the agency geographically nearest or demographically closest to Jefferson County that is using the same systems that are proposed.
10
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
5.1.11. Has the vendor ever been party to a buy-out, merger, or acquisition? If so, explain. 5.1.12. Has the company or product being proposed ever been purchased by another company or acquired because of a merger or acquisition? 5.1.13. Has the company or any company employee ever been named in litigation or arbitration related to the company’s products or services? If so, explain. 5.1.14. Has the company had a workforce reduction during the past 7 years? If so, provide details regarding workforce reductions: percentage of workforce, areas of the Company affected, senior management team changes, etc. 5.1.15. Describe how your company measures customer satisfaction for software applications, and customer service & support. 5.1.16. Describe the company’s commitment to research & development for the specific CMS application(s) being proposed; include development staff size and percentage of annual revenue invested in application development of solution proposed. 5.1.17. Include brief statement of the Vendors experience in providing the services stated in the Scope of Services. This statement should include specifics as to experience with implementation of a CMS solution, including document imaging and records management. If subcontractors or special consultants will be used, they should be identified and their qualifications included in the proposal. Include experience of key individuals assigned to this project, emphasizing their experience in working with similar projects and local governments. List key professional staff to be assigned work under the contract and describe their experience as project team members. Show only experience directly related to their assigned duties under the proposed project. List team members’ names and titles in the listed project, project title, brief project description, year completed and name, address, and phone number of the client. Include resumes of key personnel and subcontractors 5.1.18. For each of the applications being proposed, please provide the following background information:
CMS Component
Original Development Organization
Date of First Release
Date of Most Recent Release and Version #
Content Management System Workflow Management Document Imaging GIS/Mapping Interface Data Security Software maintenance and support If the proposed applications were not originally developed by the proposing vendor, please provide a narrative detail for the following: Date of product acquisition Name of organizations involved 11
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
Description of how integration / interfacing was accomplished References of all customers using the proposed applications prior to acquisition Status of the originating development team resources (retention, rate, location)
5.2. Vendor References Provide at least five (5) references that are currently using the same system to the proposed solution. At least three (3) of these references must be local government customers who have used the system for five years or more. References should support similar goals, objectives and requirements of this RFP like scalability, internet-based tools, workflows, mapping, archiving and data security. Include the following information:
Agency name Address, city, state, zip Contact information Name, phone number, email Population Served Years using system Programs/modules in use Date of Project Commencement Date of Project Completion
6. System Requirements and Desired Functions Please answer the following questions in section 6 by describing how your solution meets or does not meet any requirement as a standard feature or modifiable through configuration (tools, fields, etc) or customization (programming). Indicate (Y / N / M) for each requirement at the beginning of each answer Y
Yes – The proposed software meets or exceeds the requirement.
N
No – The proposed software cannot meet the requirement.
M Modification – The software must be modified in order to meet the requirement. Provide explanation, estimated costs and proposed delivery date
Complete the question by providing examples or referencing existing projects that perform the required or desired function; demonstrating that your solution has met the need in practice rather than in theory.
12
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.1. System Overview 6.1.1.In the table below, enter the name of the vendor providing each module or service in your proposed solution. The information should reflect any third party vendors proposed for this project.
Module/Service
Vendor
Hardware/Software Imaging and Document Capture Content Management System Workflow Management GIS/Mapping Interface Data Security Software maintenance and support Licensing Training Project Management
6.2. Hardware/Software The Vendor shall provide its plan for installation of all hardware and software required to operate the system. The County requires the Vendor to provide sufficient instructions or assistance as needed to ensure correct operation of CMS. The instructions or assistance should also be sufficient for the Vendor to confirm the equipment installation is fully compliant with their software and suitable for use in acceptance testing of the Vendor’s software. All prerequisites must be given in the Vendor’s bid response. Equipment purchase and installation will be the responsibility of the County. The County requires the proposer to provide the recommendation of minimum specifications for processing and storage requirements. It is the intent of the County to implement and utilize an iSCSI storage area network (SAN). Jefferson County is exploring modern off-site and cloud-based storage solutions and web-based “software as a service” (SAAS), but currently employs a locally hosted server system and client applications. Our expectation for a CMS is based on in-house data servers and proposers should default to this solution. The County will entertain alternate proposals that store data and perhaps applications off-site or in the cloud, however many traditionalist staff members will need assurances that concerns over data security are met in order to embrace this modern concept. The County’s recommendation is to propose a traditional on-site server system, but welcome an optional or alternate pricing structure for off-site solutions as long as they are fully explained and meet security requirements. Keep in mind that users are in separate locations, so network connectivity is critical unless multiple, locally situated servers are proposed. The Vendor must provide specialized technical service personnel in areas such as communications, computer hardware and software, equipment service and repair, etc., as required by the project. All 13
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
technical service personnel must be fully qualified in their respective disciplines. All costs associated with the provisions of the technical support services, if any, are to be included in the proposal. The vendor shall provide complete and comprehensive system installation and configuration documentation of all systems hardware, operating systems software, database software, applications software and any "middleware" software components of the CMS system. This documentation must be sufficient for Jefferson County’s IT staff to re-install the CMS system on substitute hardware to a functional status without direct Vendor assistance, in an emergency disaster recovery event. 6.2.1.Describe the system’s minimum networking requirements. Provide a block diagram of the proposed network that includes all facets of the proposed system (servers, routers, switches, workstations) from the department’s workstations and the proposed methodology that the network uses to connect all of the devices together. 6.2.2.The solution must be able to support a minimum of 50 work stations all operating simultaneously without any system degradation. The solution should provide multiple monitor support (ability to display multiple windows across multiple monitors of different sizes and resolutions) 6.2.3.If not locally client-based or locally hosted, describe our organizations technical infrastructure dependencies 6.2.4.How many servers will be required to operate the proposed system? Describe the purpose of each proposed server. 6.2.5.Using the table below, provide server hardware specifications. Repeat the table for each proposed server.
6.2.5 Server Recommendations Number of Concurrent Users Supported System Information Operating System Processors # of Processors @ Speed Memory Total Memory Storage Type Speed RAID levels supported Capacity Network Adapters Number of Ports Speed 6.2.6. Does your system run on current or newer versions of MS Windows Server (2008) and SQL Server (2008)? 6.2.7.Provide the recommended specifications for user workstations 14
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.2.7 Client Workstations Operating Systems Processor Memory Network card Hard disk space Additional applications/ software
6.3.
Imaging and Document Capture
6.3.1.
The software must integrate with large and small format scanners
6.3.2.
The solution shall support scanning in either black and white, color, or in grayscale and allow for previewing image quality
6.3.3.
The solution shall allow for scanning of batches of documents and individual documents.
6.3.4.
The solution shall allow individual pages to be rescanned (if poorly captured) or added to an existing document
6.3.5.
The solution shall provide image enhancement capabilities, including as a minimum deskew, despeckle, blank page detection and image rotation features. Describe this functionality
6.3.6.
The scanning process must allow for auto-page size detection and can process both letter and legal sized paper mixed together
6.3.7.
The software shall work with most common scanning drivers, and shall support scanner features such as multiple image resolutions, paper sizes, duplex scanning and automatic document feeders. A variety of page sizes and orientations must be merged into one file or record. Describe how your solution does this and utilizes existing scanners listed in Section 4, page 6
6.3.8.
Describe your recommended scanning settings, including output resolution, dpi, digital size, file type, and scanning speed. Include consideration of: batch processing capacity, distributed workgroup capture, quality control and rescanning, simplex/duplex capacity, resolution, document preparation, indexing, and routing. Indicate any proprietary tools which are required
6.3.9.
The software should support OCR, ICR, OMR, and barcode technologies. Describe these functions
6.3.10. Can your solution ingest and store bookmarked, internet URLs as web-linked resources? Rather than copy the file or content into the CMS, store a record with the authoritative website such as federal standards or County forms? 6.3.11. System shall ingest files or records in their native formats, store, retrieve and display or print using their native applications, (MS Office Suite, Adobe, Graphics applications, etc) 6.3.12. Describe how your solution provides the ability to auto-import camera images and media files directly from a connected device
15
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.3.13. The solution should offer optional templates and electronic forms capabilities to eliminate continuing the use of paper forms and scanning. Describe how you provide ability to construct eForms, serve them on the internet and ingest them via fax, scan or e-mail
6.4.
Document Management
6.4.1.
The solution shall automatically assign meta-data from scanned documents. Describe the process of creating and managing content tagging of metadata.
6.4.2.
The solution shall support multiple methods for finding and searching of content. Describe the methods used (e.g., folders, indexes, searches, personal content).
6.4.3.
Does your solution support a large number of metadata tags, keywords and index values? Recommend a limit.
6.4.4.
Can index or metadata values be updated or replaced at once at a global level without programming?
6.4.5.
The solution shall easily perform both simple, and complex multi-field queries, word and phrase searches using the most common searching methods (word, wildcard, phrase, range, Boolean, proximity, fuzzy logic and google-type full text searches). Describe.
6.4.6.
Describe how keyword and index fields are used and managed using pick-lists, manual entry, and multiple values or have the ability to add new index values to the controlled domain based on administrative rights.
6.4.7.
The solution shall support multiple file formats. Describe how your solution ingests, stores, and manages documents, including hardcopy print, images, photographs, digital text and spreadsheet documents, e-mail, MS Office products and other industry standard formats. Describe the file formats in which records are stored
6.4.8.
The solution should display the results of searches to allow user configuration to display document name, location, and database fields pertaining to that document or sort search results by any indexed field
6.4.9.
Does your solution provide the ability to search on e-mail index values and/or perform a full text search on e-mail and attachment content in a separate system?
6.4.10. Please state the expected retrieval times for systems containing 1 million records, 5 million records and 10 million records and list the assumptions 6.4.11. Does your system perform common operations such as re-index, revise, copy, e-mail, export, print and delete pages within the document view interface 6.4.12. If identical, duplicate electronic copies of a document are discovered in search retrieval, provide ability to delete redundant file per user privileges. Describe this function. 6.4.13. Project files, plans and documents are often in a review cycle where multiple stages and revisions occur. Describe how versioning is managed 6.4.14. The software should provide the following annotation capabilities: sticky notes, highlighting (image and/or text), redaction (image and/or text), stamps, custom annotation and graphics using 16
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
common tools like pen, line, arrow, text, rectangle, and the ability to print documents with or without these markups or annotations 6.4.15. The solution should optionally support data discovery. Describe how the system discovers and profiles content resident in other repositories, file shares, etc 6.4.16. Document viewing must be able to view side-by-side display of corresponding image and text pages, single pages, with multiple zoom options, and rotate and save ability. Convenient and flexible page selection tool function within the viewer 6.4.17. The software should provide for the manipulation of documents with thumbnail views. This should include adding pages to previously scanned documents, rearranging pages, deletion of pages, moving pages from one document to another, and rotating a page so that subsequent retrievals will display it properly 6.4.18. The solution should support easy retrieval of records information, allowing a novice operator to accomplish tasks through the use of a simple sequence, allowing quick access with a minimum of confusion, delay or instruction. Describe how basic users will navigate and perform normal tasks with minimal training and intuitive toolbars, tabs and graphical user interfaces similar to MS Office look and feel 6.4.19. The solution shall optionally support functions for expungement, legal acceptance of documents, meeting retention requirements, and redaction. Describe the legal considerations of the records management solution 6.4.20. Many of our records are not subject to State or Federal records retention laws. Describe your systems ability to track and comply with new or user-defined retention policies.
6.5.
Business Process Management and Workflow
6.5.1.
The solution shall have business process/document workflow capabilities. Describe the capabilities of the BPM components of the solution via WAN, LAN, or anywhere by TCP/IP.
6.5.2.
Integration with Microsoft Office (e.g., the ability to open an Office document and save it directly into the repository) is required, including Outlook. Describe how this functions in MSOffice 2007 and 2010 client and web interfaces. Describe how emails are saved in the repository
6.5.3.
Describe how the solution can integrate with or preferably replace Sage ACT! after ingestion of ACT’s database.
6.5.4.
The solution must include standard processes, such as approvals, serial workflows, parallel workflows, out-of-office alternate routing, time-based escalation, etc. that are customizable to our workflows. Describe these processes
6.5.5.
Queue management is required. Described how work queues are created and monitored.
6.5.6.
Printing should also be allowed for a document in its entirety, as well as a single page, selected range of pages, or section of an individual page
6.5.7.
The software shall allow internal and external e-mailing or faxing from printer of all imaged documents 17
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.5.8.
The solution should offer enterprise reports management and electronic report distribution capabilities. Describe what your solution offers to extract metrics, statistics, widget counting and performance reporting.
6.5.9.
Can the system create both preformatted and ad hoc reports? Describe the system’s reporting capabilities
6.5.10. Graphical depiction of workflows should be included as an option. Describe these capabilities. 6.5.11. Monitoring of workflows is required. Describe the tools used to create, access, and monitor workflows, including any third party integration capabilities (e.g., Visio, SharePoint, InfoPath). 6.5.12. Does your solution provide a document-level audit trail capability for tracking record viewing, printing, e-mailing, deletion and redaction? Ability to capture and report user activity and interaction with a document, record, project or workflow? Describe your audit trail process. 6.5.13. Is the solution optionally extensible to other workflows like timesheets, purchasing, budgeting, project management or legal research? Describe. 6.5.14. Ability to create alarms based on triggers defined by number of projects in queue, length of time in queue, document types and project type. 6.5.15. Describe how your system manages electronic signatures or cases where original hardcopy signatures are required 6.5.16. Does your solution capture signatures from a signature pad, which can become a permanent unalterable part of a form or document? 6.5.17. Can the solution optionally analyze return on investment (ROI) over a specified time period? Suggest an ROI method for the County to utilize post-implementation when analyzing if your CMS was worth the investment
6.6.
Integration with GIS Mapping
6.6.1.
Describe the CMS Mapping capabilities including a description of GIS integration
6.6.2.
The solution shall integrate with the County’s Geographic Information System (GIS). Describe how your solution can access our authoritative Enterprise ESRI ArcServer databases to control keywords and index value domains
6.6.3. Describe how a record or document, once retrieved, can be mapped or displayed in our GIS software according to geographical indexes like parcel, address, city or subdivision. 6.6.4. Describe how a user can select an address, parcel or subdivision feature in our GIS and return all linked documents, forms, permits, etc. 6.6.5. Describe your solution’s interface to standard mobile devices – BlackBerry, iPad, smartphone, etc. What functions can be completed?
18
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.7.
Data Security
6.7.1.
Describe your system’s security methodology (rights and privileges) including your system’s ability to assign security at each of the following levels: User groups, Users, Document type groups, Document types, Index values, Folders, Notes, Workflow, Import processors, Scan queues, Configuration, Storage locations
6.7.2.
Describe the system’s ability to perform the following administrative tasks: Add new users, Change passwords, Reset passwords, Apply rights to user groups, Revise user access and/or group, Inactivate and re-activate users
6.7.3.
The solution shall support content archiving and data backup security. Describe this process
6.7.4.
The software should be capable of managing record access at user level and according to supplemental/security markings. Describe this process
6.7.5.
The solution shall be usable via a public-facing, internet application. Describe this functionality
6.7.6.
The solution should be able to discern public and staff privileged records based on permissions, and present the public facing content in an easy to use manner without special training, software downloads or County staff assistance. Describe this functionality
6.7.7.
Public facing content should be accessible on any browser platform, including tablets and smart phones. Does your solution provide responsive web design to adapt to all screen sizes and platforms (IE 9+, Chrome, Safari, Firefox, etc.)? Describe your solution’s capabilities.
6.7.8.
Multiple user authentication options which build on an organizations existing security infrastructure; local domain, network domain, LDAP and Microsoft SQL Server authentication
6.7.9.
The solution must provide ability to independently use CMS services as stand-alone without integration of workflows or cross departmental access to files
6.7.10. Can the public facing application control or prevent access, viewing or printing of protected documents? 6.7.11. In any server scenario, on-site, offsite, cloud or SAAS, describe security measures taken to ensure data integrity and security 6.7.12. The Health Department is not ready to scan, index and archive personal health records. However, should the BoH determine that these documents can be properly secured in a CMS, describe how the solution optionally complies with all applicable HIPAA Privacy regulations? 6.7.13. Option for Secure Socket Layer (SSL) encryption between application server and browser-based client 6.7.14. Do all system modules query a single database? Describe the internal interface between proposed modules. 6.7.15. Describe the backup and restoration capabilities for your system including the amount of automation available for routine backups
19
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.7.16. Do backups require any portion of the system to be offline or actively removed from LIVE environment or placed into a degraded mode of operation for routine backup? If so, please describe. 6.7.17. Explain how your system accomplishes continued data integrity of stored information and database file integrity 6.7.18. System shall have encrypted communication between server and clients. Does the solution provide the ability to encrypt data at the data base and file storage levels? Describe.
6.8.
Operations, Maintenance and Support
6.8.1.
Describe the proposed licensing structure (user, concurrent, etc.).
6.8.2.
Provide the following information for each proposed component that requires a license. (Add rows as needed)
Licensed Component or Module
License Type (user, concurrent, etc.)
# of Proposed Licenses
6.8.3.
As the agency expands, will there ever be any additional charges for workstation licenses?
6.8.4.
Using agency-defined privileges, will the agency be able to grant unlimited view-only licenses to outside departments, such as the Prosecuting Attorney’s Office?
6.8.5.
Provide a sample of the proposed License Agreement.
6.8.6.
Describe your product roadmap for the next two releases of the product
6.8.7.
Describe your standard maintenance program including any software updates, enhancements, upgrades, services, notification by vendor of new versions, update cycles or ancillary costs associated with local County server and OS dependencies
6.8.8.
The solution shall consist of open architecture and ODBC compatibility. Describe.
6.8.9.
Can the solution provide internet access to application tools without any software beyond a browser?
6.8.10. The solution may offer multiple hosting/licensing alternatives, including software licensing with software maintenance, a managed hosting solution, software as a service. Please describe these and include any third parties involved 6.8.11. Is the proposed system(s) developed with a widely accepted development environment? Please describe all development languages utilized, including any proprietary toolsets 20
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.8.12. Detail how your company typically handles existing customers regarding changes in technology platforms, such as upgrades of SQL or Windows operating systems; changes from Windows to a different future platform; changes in programming languages used for development, etc 6.8.13. Describe your telephone or online support procedures. Provide a copy of the vendor’s standard application and technical support agreement. 6.8.14. Please describe all third-party software required or recommended for the solution you are proposing, including database, operating systems, report writers, GIS, compilers, etc
6.9. Warranty and Reliability Jefferson County intends to enter into a long-term relationship with a Vendor that can maintain the latest in CMS functionality for Jefferson County, with minimal disruption. Proposers must provide sufficient detail for the County to fully consider future costs rather than any substantial unknown future costs. Warranty 6.9.1.What is the length of the warranty? When does the warranty begin? 6.9.2.Does the warranty include both maintenance and support services? 6.9.3.Describe internal performance metrics used to quantify key customer support responsiveness, such as: Issues resolved on first call, average call duration, average time to reach issue resolution, etc. All equipment, software, and services furnished by the Vendor under the resulting contract shall be warranted free from defects in material and workmanship, and shall conform to this RFP and the Vendor's response thereto, with all exceptions agreed to by Jefferson County. In the event any such defects in equipment, software, or services become evident within the warranty period, the Vendor shall correct the defect by (1) repairing any defective component of the equipment; (2) otherwise correcting any reproducible and/or recurring software defects; or (3) redoing the faulty services. The Vendor is responsible for all charges incurred in returning defective parts to the Vendor's, Subcontractor's, or suppliers' plants, and in shipping repaired or replacement parts to Jefferson County. Labor to perform warranty services will be provided at no charge during the warranty period. Thereafter, Jefferson County will provide the maintenance and service of the system backbone, defined as Base CMS clarified in contract. The Vendor further warrants that during the warranty period that any equipment and software furnished under this contract shall operate under normal use and service as a complete system, which shall perform in accordance with this RFP and the Vendor's response thereto, with all exceptions agreed to by Jefferson County in writing. The warranty period shall be a period of at least 12 months from the date of final systems acceptance as defined herein. Claims under any of the warranties herein are valid if made within 90 days after termination of the warranty period. In addition, the following specific requirements apply to the Vendor's warranty:
The Vendor will obtain any warranties which Subcontractors or suppliers to the Vendor give in the regular course of commercial practice, and shall apply the same to the benefit of Jefferson County.
21
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
The Vendor shall remedy at its own expense damage caused by the Vendor to Jefferson County owned or controlled real or personal property. The Vendor shall be liable to Jefferson County for supply of information, materials, and labor necessary for mandatory revisions determined by the manufacturer for the duration of the warranty period at no cost to Jefferson County.
The "acceptance" of systems/equipment by Jefferson County shall not limit Jefferson County's warranty rights set forth above with respect to defects in materials or workmanship.
It is Jefferson County's position that the Proposer should be capable of accurately projecting the technology that will be available on the market at the time of delivery. It is expected that the Proposers will respond to this RFP accordingly. It is the intent of Jefferson County to purchase the latest in current technology. If, however, the Proposer develops technology that was not known at the time of the Proposer’s proposal, the Proposer shall provide to Jefferson County any increase or decrease in the prices for any equipment or software changes required under the terms of this section for consideration by Jefferson County, to be formalized in a change order. Jefferson County will not be obligated to execute a change order in the event of an increase.
Reliability Successful operation is defined as the absence of any major failure of equipment or software, or equipment or software function, which results in the disabling of a major equipment item, resulting in the inability of the overall system to perform as specified. Minor failures, such as operational problems and adjustments normally encountered during implementation of a new system, shall not constitute a failure in achieving successful operation. All hardware and software must be fully installed, configured, optimized, and tested prior to acceptance by the County. Vendors shall describe their quality assurance procedures and user acceptance testing processes and procedures, including any test plans, templates, or other information that demonstrates how quality assurance and system acceptance will be accomplished A reliability test period of ninety (90) consecutive calendar days of successful error free operation after installation and performance verification shall constitute a successful performance period. During the ninety day reliability period, Jefferson County shall utilize the system for its intended purpose (in service) to test all operational modes and equipment configurations, with the system fully loaded to peak activity, to ensure that all operational modes function properly and that all system “bugs” have been corrected. The County shall not interpret the use of the system during this performance test period as “acceptance”
6.10. Project Management The vendor will provide project management and implementation services, including financial and technical meetings with the County’s project team. The vendor’s Project Manager (PM) will be designated as key personnel and must commit a specific number or percentage of their hours to the project for the duration of the contractual commitment. The PM is responsible for management deliverables such as technical decision meetings, progress reports, financial reports, invoicing, etc. If the PM is not also the primary technical staff assigned to this project, then this staff will also be designated as key personnel. The circumstances and manner under which any key personnel may be replaced shall be determined during negotiations and specified in the final contract. 22
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
6.10.1. The solution shall include project management consulting services. Describe your offerings and include titles and hourly billing rates of typical positions that provide this support. Include information on approved third party providers 6.10.2. Describe the process and timing for acceptance testing for management deliverables and the relative responsibilities of both purchaser and vendor personnel 6.10.3. Provide an installation and implementation work plan for all facets of placing the system into first productive use. Indicate the tasks required, the party responsible for each task (department, vendor, other), the approximate time required to complete each task and the relative sequence of task 6.10.4. Describe your implementation methodology. Your response should include your recommendation for software installation, for hardware installation (server and workstations), for load testing, and for implementation to include business process redesign/design 6.10.5. Describe the extent of services provided for the following installation activities: Consulting , Software set-up, Business Process , Site preparation , Hardware set-up 6.10.6. Please provide samples of documentation (both system installation and training) provided as part of the standard installation approach including: System administration and reference manuals, User operator manuals, Data processing operations manuals
7. Training Training on all system functions will be provided by the Vendor prior to commencement of the reliability test period. Training will include sufficient information and experience to familiarize all participating Departments and users. All training will take place at the Jefferson County Offices and training rooms. The selected Vendor will be required to submit a detailed training plan, which will outline the objectives, strategy, and curriculum to be addressed during training for end users. This plan will present the activities needed to support the development of training materials, coordination of training schedules, reservation of personnel and facilities, planning for training needs, and other training tasks that are necessary for the implementation of the CMS. In developing this training plan, in no case will ad-hoc or demonstration-only training be considered adequate to fulfill the training requirement for any operational level position. The Vendor shall provide for the following minimum number of personnel for CMS training: Personnel
Position Descriptions
10 7 4 7
Clerks, Administrative Personnel Professional Planners, Engineers, GIS staff Building and Health Inspectors Managers
2
Legal Staff
2
IT staff 23
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
The selected Vendor will be required to provide any and all instructional materials, media presentation devices, presentation media, and course instructors. Jefferson County Commission intends to conduct all subsequent line-level training internally. Jefferson County requires the Vendor to grant permission to Jefferson County to reproduce any and all training materials for purposes of training Jefferson County personnel on the systems installed. To the extent possible, all such training materials shall be made available in electronic format. Jefferson County views training as a critical component to its land development process and document management goals and places a priority on training its personnel. Please articulate how the Vendor can assist the County in ensuring that this objective is achieved. 7.1. Describe the vendor’s training services. 7.2. Does the vendor provide a practice database that utilizes the agency’s data? If so, describe. 7.3. Describe all training documentation and instructional support available to the County. 7.4. Explain in detail your proposal to provide training for County personnel in the use of all CMS modules. 7.5. Training for the various roles (e.g., end user, administrator, developer) is required. Describe your offerings. Delineate any differences in the offerings that vary depending on deployment models. Include information on approved third party providers 7.6. What is the recommended maximum amount of personnel per class size? 7.7. Describe the approach to training end-users and the required number of hours for this training. 7.8. Estimate number of hours necessary to train the system end user on basic operations.
8. Deliverables 8.1. Core Software Applications The core software applications required to meet the requirements of this RFP are as follows: Enterprise Content Management System Capture, indexing, storage, query, retrieval of content in native file formats Reporting and Performance metrics Data Security and Archival Backups Workflow Management Ability to become multi-departmental CMS E-mail integration and Audit Trails
24
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
GIS Mapping Interface Map a document geo-tagged with an address, parcel or other layer Identify documents linked to a mapped feature The selected Vendor shall be responsible for providing the following: A system warranty and alternate maintenance plans and costs. Training for all end users of the system Project Management (including Project Plan, Meetings, Bi-Weekly status reports, Monthly financial reports, Potential Risk Matrix, and invoicing) Copies of standard system reports. System software (all software required to operate proposed systems unless specifically excluded). System documentation (training, user, maintenance, operation, etc) Vendor shall provide technical documentation that contains detailed descriptions of the CMS architecture and network topology using MS Word or Visio diagrams. Vendor shall also provide documentation on process flows for system activities, data flows, diagrams for any modules within the CMS, database diagrams, and documentation for any additional third party hardware or software tools used.
9. Terms of Contract The initial term of this contract shall be two years from the date of the contract, with the option to renew for additional two year periods upon mutual written consent of the parties. The Contract shall contain a non-appropriations clause as required by law. Prices submitted by the Proposer shall remain firm for at least the initial term of the contract. Jefferson County will negotiate terms upon selection. All contracts will be reviewed by County’s legal counsel. The project will be awarded upon signing an agreement or contract, which outlines terms, scope, budget, and other necessary items.
10. Payments, Incentives and Penalties This RFP is conditional upon the availability of federal, state or local funds which are appropriated or allocated for payment of the proposed purchase. If, during any stage of this RFP process, funds are not allocated and available for the proposed purchase, the RFP process will be canceled. The County will notify all known vendors at the earliest possible time if this occurs. The County is under no obligation to compensate a vendor for any expenses incurred as a result of the RFP process. The County reserves the right not to award this contract.
11. Contractual Terms and Conditions 11.1. Indemnification/Hold Harmless The Vendor shall indemnify and hold harmless Jefferson County, its agents, elected officials, and employees from and against all claims, actions, liabilities, losses (including economic losses), costs arising out of any actual or alleged (1) bodily injury, sickness, disease, or death, or injury to or destruction of tangible property including the loss of use resulting there from, or any other damage or loss arising out of or resulting from or claims to have resulted in whole or in part from any actual or alleged act or omission of the Proposer, Vendor, any subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in the performance of the work; (2) violation of any federal, state, 25
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
county, municipal, or other applicable laws, bylaws, ordinances, or regulations by the Vendor, its agents, associates, or employees in the performance of the work; (3) liens, claims, or actions made by the Vendor or any subcontractor or other party performing the work. The indemnification obligations hereunder shall not be limited by any limitation on the amount, type of damages, compensation, or benefits payable by or for the Proposer, Vendor, or any subcontractor under Worker's Compensation acts, disability benefit acts, other employee benefit acts, or any statutory bar. Any cost or expenses, including attorney's fees, incurred by Jefferson County to enforce this contract shall be borne by the Vendor. Jefferson County reserves the right at any time during the term of this contract to change the amounts and types of insurance required hereunder by giving the Vendor thirty (30) days written notice. If such change should result in substantial additional cost to the Vendor, Jefferson County agrees to modify the contract for additional compensation proportional to the increased benefit to Jefferson County. The Vendor's failure to procure and maintain the required insurance or self-insurance program during the entire term of this contract shall constitute a material breach of this contract under which Jefferson County may immediately terminate this contract or, at its discretion, procure or renew such insurance to protect Jefferson County's interests and pay any and all premiums in connection therewith, and recover all monies so paid from the Vendor. The Vendor shall be responsible for requiring indemnification and insurance as it deems appropriate from its employees receiving mileage allowance, agents, and subcontractors, if any, to protect the Vendor's and Jefferson County's interests, and for ensuring that such persons comply with any applicable insurance statutes. The RFP and the Vendor’s response will be incorporated into contract by reference. The order precedence shall be the contract, the RFP, and any addendum, and the vendor’s proposal in response to the RFP. Any verbal communication between the Vendor and any Jefferson County personnel is not binding, including that made at the mandatory pre-proposal conference. Only information added to the RFP specifications by an official written addendum is binding.
11.2. Insurance Requirements Proposers shall maintain during the term of the Agreement the following insurance coverage and shall file with Jefferson County prior to any work being started, certificates of such insurance which shall be subject to Jefferson County’s approval as to adequacy of protection and compliance with this condition: a. Worker’s Compensation Insurance: Proposers shall obtain Worker’s Compensation insurance and Employer’s Liability Insurance. b. Commercial General Liability/Automobile Liability: If a general aggregate limit is used, both the general aggregate including bodily injury and property damage, as a combined single limit or equivalent. General liability shall include contract liability. These policies shall be endorsed to include the County, its officers, employees and agents as additional insured. Certificates of such insurance, including all requirements, shall be filed with the County prior to any work being done. 26
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
c. The company is licensed to do business in the State of West Virginia. d. Verification of Coverage: Insurance, deductibles and self-insurance retentions shall be subject to Jefferson County’s approval. Original Certificates of Insurance with endorsements shall be received and approved by Jefferson County before work commences, and insurance must be in effect for the duration of the contract. The absence of insurance or reduction of stated limits shall cause work on the project to cease. Any delays shall not increase costs to Jefferson County or increase the duration of the project.
11.3. Liquidated Damages If the Vendor fails to deliver and install the system in accordance with this proposal, it is understood, and the Vendor hereby agrees, that the amount of $500 per day for a period of up to 90 days shall be deducted from the monies due the Vendor for each intervening calendar day any work remains incomplete, not as a penalty, but as liquidated damages. However, the Vendor shall not be liable if failure to perform arises out of causes beyond the reasonable control of the Vendor and without the fault or negligence of the Vendor (acts of God, the public enemy, fires, floods, strikes, freight embargoes, etc.). After 90 days, Jefferson County reserves the right to enforce the provisions of the performance bond or continue the liquidated damages, at a daily rate of $1,000, with a maximum not to exceed the value of the contract. Calendar dates are to be confirmed at contract.
11.4. Independent Contractor & Compensation of Proposers Employees The relationship between the Vendor and Jefferson County is contractual. It is not intended in any way to create a legal agency or employment relationship. The Vendor shall at all times maintain its status as an independent Contractor, and both parties acknowledge that neither is an agent, partner, or employee of the other for any purpose. The Vendor shall have the sole obligation to employ, direct, control, supervise, manage, discharge, and compensate all of its employees and subcontractors, and Jefferson County shall have no control of or supervision over the employees of the Vendor or any of the Vendor’s subcontractors. In this regard, the vendor shall have the sole obligation to secure any and all permits and/or licenses imposed by law, pay any and all charges or fees, and give all notices necessary to and incidental to the lawful prosecution of the work hereunder. The Vendor shall not and shall have no authority whatsoever to obligate Jefferson County to either make any payments to another party or make any promises or representation of any nature on behalf of Jefferson County, without the specific written approval of Jefferson County Administrator or Legal Counsel. The Vendor specifically warrants and agrees that it will be solely and exclusively responsible for compensating any of its employees, subcontractors, material men, and/or suppliers of any type or nature whatsoever and that no claims or liens of any type will be filed against any property owned by Jefferson County arising out of or incidental to the performance of any services performed pursuant to the contract.
11.5. Proprietary and Confidential Information The Proposer shall mark as "proprietary" those parts of its proposal that it deems confidential and proprietary. However, the Proposer is alerted that this marking is only an advisory and not binding 27
Jefferson County (WV) Commission Jefferson County Board of Health on Jefferson County. competitor.
Request for Proposal Enterprise Content Management System
The County will not redistribute any vendor’s proposal with another
All proprietary computer programs will be released only in accordance with the Vendor's Software License/Service provisions contained within the contract documents, including the applicable agreements to be entered into between Jefferson County and the Vendor governing Jefferson County's use of software, or as required by West Virginia Statute or court order. All other material and information of a confidential nature as designated by the Vendor will be released as necessary under the following conditions:
Jefferson County shall exercise reasonable and prudent measures to keep these items in confidence to the maximum extent permitted under law. Jefferson County shall not disclose confidential items without the Vendor's permission, unless the Vendor makes them public or Jefferson County learns them rightfully from sources independent of the Vendor, or disclosure of said items is required for any of the reasons enumerated in paragraphs contained below. To the extent allowed by the provisions of the law, the Vendor, where necessary, retains the right to prescribe specific security measures for Jefferson County to follow to maintain the confidentiality of items so designated by the Vendor. Notwithstanding the obligations on disclosure and confidentiality set forth herein, Jefferson County may disclose confidential items to third parties where required pursuant to West Virginia Statute, or insofar as necessary to satisfy a proper court order, subpoena, litigation discovery demand, or administrative or regulatory proceeding.
[The remainder of this page intentionally left blank]
28
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
12. Proposal Preparation Proposals should be prepared simply and economically providing a straight-forward, concise description of the contractor's ability to meet all the requirements and answer all of the questions in the RFP. Proposals shall be typewritten. No erasures or deletions are permitted.
12.1. Requirements
Attendance at Pre-Proposal Conference is mandatory Before submitting a proposal, vendors shall examine the specifications in order to understand all existing conditions and limitations. Clarification of documents submitted as a result of questions will be circulated in writing to all eligible vendors. Submit one (1) original and six (6) printed & bound copies; and one (1) electronic copy in .doc or .docx (MS Word) format on a CD/DVD. Title the file using the following format: 2013 CMS Bid for JCC_
Each original proposal shall be signed by an authorized individual and marked with the word “ORIGINAL” on the cover. Each copy of the proposal shall be marked “COPY” on the cover. The proposal must contain an authorized signature A response to all questions is required. Proposals cannot be withdrawn or corrected after submission. Proposers are liable for all errors or omissions contained in their proposals. Proposals must be submitted in a sealed box or envelope to the address below. Jefferson County GIS/Addressing Office 116 E. Washington Street, Suite 201 Charles Town, WV 25414
Proposals must be delivered by 3p.m. EST on May 14th, 2013 and to the place stipulated above. It is the sole responsibility of the vendor to see that their proposal is received by the County in the proper time. Any proposal received after the date/time specified shall be eliminated from consideration and returned to the vendor unopened. Jefferson County will not accept proposals by facsimile or email. Jefferson County will not waive or excuse late receipt of a proposal, which is delayed for any reason. The vendor is responsible for all costs incurred in the preparation, demonstration, or negotiation of this proposal. If your work requires sub-contractors, you must list their names and the work they will perform. The County retains the right to refuse any selected sub-contractors. The County reserves the right to award the project to the vendor based upon factors that include the ability to provide a comprehensive integrated solution that meets or exceeds the stated requirements, customer service, market focus, stability and price in whole or in part. Submission of a proposal shall constitute acknowledgement by the proposer that it has thoroughly examined the RFP, including any addenda that may be issued during the proposal preparation period. No claim will be allowed for additional compensation or additional time for completion, which is based on lack of knowledge or lack of understanding of any part of the RFP. 29
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
Additionally, any communication from a vendor, which in any manner discloses price information contained in its Proposal, if received prior to opening, may be cause for disqualification. Once the project is awarded and signed, all documents become public record.
12.2. Proposal Format Vendors must organize their proposals and answers to questions in the following format:
Letter of Transmittal Table of Contents Executive Summary (Concise overview of system proposed) Introduction/Company Background and Experience (RFP Section 5.) Functional Specifications (RFP Section 6.) Training (RFP Section 7.) Deliverables (RFP Section 8.) Pricing (RFP Section 13.) Implementation Schedule (RFP Section 14.) Draft contract with the proposal based on information in the RFP Attachments (if necessary)
The vendor must provide a point by point technical response stating compliance or taking exception to any or all sections of this RFP and provide sufficient information to allow County to evaluate proposal. Describe how your solution meets or does not meet any requirement as a standard feature or modifiable through configuration (tools, fields, etc) or customization (programming). Any deviations or exceptions to the County’s requirements should be noted. Complete System Functional Requirements questions by providing examples or referencing existing projects that perform the required or desired function; demonstrating that your solution has met the need in practice rather than in theory. Incomplete proposals or proposals that do not comply with the County’s stated requirements may be eliminated from the selection process at the County’s discretion. The vendor shall address each question in this RFP in the order they are presented. Proposers shall use a bold and italicized 11 point font for their written responses. The proposer must write the response immediately after the requirement/question. Figures and tables must be numbered and referenced in the text by that number and should be placed as close as possible to the referencing text. Pages must be numbered consecutively within each section of the proposal showing proposal section and page number.
12.3. Proposal Terms This RFP is used for procurement of services in situations where price is not the sole determining factor and the award will be based on a combination of cost and technical factors (Best Value). Through its proposal, the bidder offers a solution to the objectives, problems, and needs specified in this RFP, and defines how it intends to meet (or exceed) the RFP requirements. Jefferson County reserves the right to reject any and all proposals received as a result of this RFP. If a
30
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
proposal is selected; it will be the most advantageous regarding price, quality of service, the Contractors qualifications and capabilities to provide the specified service, and other factors that the County may consider as evaluation criteria. The County does not intend to award a contract fully on the basis of any response made to the proposal; the County reserves the right to consider proposals for modifications at any time before a contract would be awarded, and negotiations would be undertaken with that contractor whose proposal is deemed to best meet the County’s specifications and needs. The County reserves the right to reject any or all bids, to waive or not waive informalities or irregularities in bids or bidding procedures, and to accept or further negotiate cost, terms, or conditions of any bid determined by the County to be in the best interests of the County even though not the lowest bid. Proposals must be signed by an official authorized to bind the contractor to its provisions for at least a period of 90 days. Failure of the successful bidder to accept the obligation of the contract may result in the cancellation of any award. In the event it becomes necessary to revise any part of the RFP, addenda will be provided.
13. Pricing, Evaluation and Award Process Pricing proposal shall include: Total (overall) system cost ($USD) Cost for each system, including interfaces to other systems Application software license fees Modification costs if denoted to satisfy a requirement Implementation, training and support services costs Annual Software Maintenance costs for 5 years broken out by the yearly cost Other anticipated costs (i.e., travel, data file conversions, integration, etc.) All pricing information will be considered confidential and will be provided only to individuals associated with the project until such time as the contract is awarded and signed. After contract signing, the pricing information may be released to public record at the County’s discretion. All documents submitted as part of the vendor’s proposal will be deemed confidential during the evaluation process. Vendor proposals will not be available for review by anyone other than the evaluation team or its designated agents. There shall be no disclosure of any vendor’s information to a competing vendor prior to award of the contract. All applicable information will be subject to public disclosure in accordance with the Freedom of Information Act, at award of contract or cancellation of this RFP.
31
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
13.1. Evaluation Criteria A determination of finalists will be made based on responses to the Request for Proposal. The County will consider the following in its evaluation:
Quality, specificity, and conciseness of Proposal response Software functionality and capabilities Ease of use of system(s) Company profile and qualifications o Special consideration given to vendors with similar experience with local government clients that have same objectives, including GIS interface, web-based tools, etc. Information provided by references Stability (financial viability, business longevity, national focus) Market Focus (CMS specific) Proposed services and methodology Customer service (references, retention, measured service rates, 24x7 support) Warranty Proposed Schedule Pricing, including all labor hours adhering to objectives and deliverables of this RFP
Provide the following pricing information for each component of the proposed solution.
13.2. Pricing – Software Required Modules Provide pricing information for all required applications/modules included in the proposed solution. If a module is included in a “base price”, then indicate “included” in the price column.
Module
Price
# of user Price per licenses additional included in price user license
Hardware/Software
$
$
Imaging and Document Capture
$
$
Content Management System
$
$
Workflow Management
$
$
GIS/Mapping Interface
$
$
Data Security
$
$
Software maintenance and support
$
$
Licensing
$
$
Training
$
$
Project Management
$
$
Total Price for Required Modules 32
$
Jefferson County (WV) Commission Jefferson County Board of Health
Module
Request for Proposal Enterprise Content Management System
Price
# of user Price per licenses additional included in price user license
Check all the following that are included in the quoted Required Modules price: ☐ Complete integration of all modules with no internal interfaces ☐ Site license for all desktop modules ☐ First-year maintenance on software ☐ Technical support and customer service ☐ Onsite end user training at implementation ☐ Ongoing end user and administrative training
13.3.
Pricing – Professional Services Implementation Services
Total price for implementation project management
$
Check all the following that are included in the quoted implementation and project management price: ☐ Onsite project management services ☐ PMP-certified project managers
Total price for software and hardware installation
$
Check all the following that are included in the quoted software and hardware installation price: ☐ Multiple onsite installation visits
Total price for travel and per diem
$
Total Price for Implementation Services
$
Training Services Total price for administrative training
$
Check all the following that are included in the quoted administrative training price: ☐ User manuals and other training materials ☐ Defined timeframe for Go-live ☐ Training database that utilizes agency-specific data ☐ Complete administrator training ☐ Post Go-live refresher training
Total price for end user training
$
Check all the following that are included in the quoted end user training price: ☐ User manuals and other training materials ☐ Post Go-live refresher training ☐ Pre-Implementation project team training ☐ Access to online training database
33
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
Training Services Total price for Go-live assistance
$
Check all the following that are included in the quoted Go-live assistance price: ☐ Post Go-live onsite refresher training
Total travel and per diem estimate
$
Total Price for Training Services
$
Total Price for Implementation and Training Services
13.4.
$
Pricing – Warranty, Maintenance, and Support Standard Business Hours
Support
24/7 Support
First-year support (12 months)
$
$
Second through fifth year support (required modules)
$
$
Total Price for Warranty, Maintenance, and Support
13.5.
Pricing – Summary Inclusions
Price Total Modules $ Total Professional Services $ Total Support $
Grand Total
$
Vendor is required to provide an authorized signature certifying that the submitted bid includes ALL costs associated with the proposed project.
Name and title____________________________________________
Signature ________________________________________________ 34
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
14. Process Schedule 14.1. Implementation Describe your implementation strategy in detail. The proposer shall provide a detailed implementation work plan and project schedule in GANTT chart format that depicts the start and stop dates and logical relationships for all tasks and which shows major project events and milestones. The project schedule shall begin upon written notification from Jefferson County and shall end upon final system acceptance. Acceptance criteria will be established at final contract negotiation and include completeness, accuracy, organizational clarity, presentation and adherence to schedule. The project schedule shall include all project tasks performed; including all tasks that are the responsibility of Jefferson County as part of the implementation process. The Project Manager’s Plan and schedule shall include the following management deliverables: 14.1.1. Bi-Weekly meetings to discuss issues, resources, technical problems and action items 14.1.2. Monthly Financial Reports detailing invoicing and deliverables, including a Burn Rate Chart, followed up by a Financial and Risk Meeting 14.1.3. Monthly Financial and Risk Meetings to discuss activities and deliverables as they relate to invoicing and overall project actual spending vs. planned spending Using the table below, the Vendor must outline a preliminary schedule for the implementation of their proposed system. The Vendor must indicate the timeframe in which they are capable of installing the system, having it fully operational. These dates must be subject to change based on Jefferson County’s requirements.
14.1.4. Project Activity System Implementation Preliminary Acceptance System Training Begins System Goes Live System Acceptance
Estimated Time Length of time required from contract signing Length of time required from completion of System Implementation Length of time required from Preliminary Acceptance Length of time from start of Training Length of time from cutover to Final Acceptance
14.1.5. Describe the typical implementation process for a project of this scope including the roles of key members of the implementation team. 14.1.6. Include the resume of the project manager assigned to this project and detail their anticipated time commitment. Note whether the project manager is Project Management Professional (PMP) certified. 14.1.7. Provide a project plan and implementation schedule including all project management deliverables.
35
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
14.1.8. What tools are employed by the implementation team to collaborate with the agency regarding project milestones? Describe/attach the proposed implementation schedule with key activities and estimated milestones and deliverables. 14.1.9. Has the vendor ever failed to complete an implementation or completed an implementation after the deadline or exceeded the agreed budget? If so, describe. 14.1.10. Contractor will prepare monthly reports listing the tasks and deliverables completed during the project reporting period and deliver to the County’s Project Manager. The proposer shall provide an Acceptance Test Plan (script) that describes and exercises all system and subsystem components and which allows Jefferson County to verify that the systems installed provide the expected functional capabilities while allowing the County to document acceptance or failure of each test of the system or subsystem component. The proposer is required to provide example forms of each test, or series of tests, that will demonstrate the acceptable performance of the system proposed. 14.1.11. Describe the process and timing for acceptance testing for technical implementation deliverables and the relative responsibilities of both purchaser and vendor personnel Acceptance testing shall be accomplished with Jefferson County’s Project Manager or designee(s) present and participating in the testing for compliance. The County will negotiate a test compliance schedule with the Vendor. Should any failures be identified during the test, the Vendor will have a reasonable opportunity to correct the deficiencies, after which a retest will be scheduled. Jefferson County, at its sole discretion, will require a retest of the failed functions, or may elect to require the Vendor to conduct a complete retest. This process will continue until all functions have passed or it becomes obvious that the system under test will not support one or more functions that it was designed to accomplish. Jefferson County may decide to negotiate a settlement with the Vendor, or take other steps as deemed appropriate. To ensure that the systems purchased are the most beneficial to Jefferson County, a functional test similar to the above test may be required before the completion of proposal evaluation and Proposer selection. Proposers must be prepared to conduct such tests for the proposed system upon notification by Jefferson County. Adequate preparation times will be provided.
14.2. Rejection of Proposals Jefferson County reserves the right to accept or reject any or all proposals, in part or in whole at its discretion. Jefferson County further reserves the right to withdraw this RFP at any time and for any reason. Submission of or receipt of proposals by Jefferson County confers no rights upon the bidder nor obligates Jefferson County in any manner. At the conclusion of evaluating proposals, Jefferson County reserves the right to negotiate with any or all Proposers susceptible to award. Jefferson County may request oral presentations from Proposers. Jefferson County will not be responsible for any costs incurred by Proposers as a result of oral presentation 36
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
14.3. Method of Award Following evaluation of the written proposals as submitted, selection shall be made of two or more Proposers deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposals, including price if so stated in the Request for Proposals. Negotiations shall then be conducted with each of the Proposers so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Proposer so selected, the County shall select the Proposer which, in its opinion, has made the best proposal, and shall award the contract to that Proposer or to multiple Proposers should the County decide this to be in its best interest. Should the County determine in writing and in its sole discretion that only one Proposer is fully qualified, or that one Proposer is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Proposer.
14.4. Right to Negotiate At the conclusion of evaluating proposals, Jefferson County reserves the right to negotiate with any or all Proposers susceptible to award. Jefferson County may request Finalist Demonstrations from Proposers. Jefferson County will not be responsible for any costs incurred by Proposers as a result of such demonstrations.
14.5. Payment Schedule Partial payment shall be made by Jefferson County after the items awarded to the Vendor have been received, inspected, and found to comply with the RFP and to be free of damage or defect, and properly invoiced. A single itemized invoice shall bear the contract number and purchase order number. A potential payment schedule is proposed as follows for installation and acceptance of each CMS subsystem. Vendors preferred payment schedule should be submitted for consideration. Payment schedules will be subject to negotiation. Payment Percentage TBD (e.g. 10%) TBD (e.g. 10%)
Description Upon Contract signing. Upon Equipment installation and System Setup.
TBD (e.g. 3050%)
Upon completion of both functional testing and throughput testing of all software.
TBD (e.g. 30%)
Upon successful completion of the 90-day reliability test period.
Payment requests must be made through the County’s CMS Project Manager on an approved estimate showing component breakdown of the work totaling the awarded contract price and the amount of work for each item completed at the time of the request. It is estimated that payments will be made to the awarded Proposer within 30 days after Jefferson County gives approval and certification.
37
Jefferson County (WV) Commission Jefferson County Board of Health
Request for Proposal Enterprise Content Management System
Conditions to Final Payment Final payment shall be made by Jefferson County upon acceptance of all work fully completed under this contract. Jefferson County shall cause a final estimate to be made of the amount and value of said work according to the prices and terms of the contract, and in making this final estimate, neither Jefferson County nor the Vendor shall be stopped by the periodic estimates aforesaid. From the sum total so found shall be deducted, firstly, all previous payments made to the Vendor, and secondly, all damages and proper charges under the contract. The Vendor shall execute a final receipt and release on a form to be provided by Jefferson County. The acceptance by the Vendor of final payment shall be and shall operate as a release to Jefferson County of all claims and all liability to the Vendor for all things done or furnished in connection with this work, and for every act and neglect of Jefferson County and others relating to or arising out of this work. No payment, however, final or otherwise, shall operate to release the Vendor of his sureties from any obligations under the resulting contract or the Performance and/or Payment Bonds. Additional Quantities Quoted prices for software shall be valid for at least one year from the final system acceptance date. The Vendor is required to extend proposal prices beyond the initial one-year for purchase and delivery of additional equipment for future phases at a future date.
15. County/Agency Contacts All communication regarding this RFP shall be directed to the following agency contact: Todd Fagan – GIS/Addressing Director Jefferson County GIS/Addressing Office 116 E. Washington Street, Suite 201 Charles Town, WV 25414 304-724-6759 [email protected] All interested bidders should email the contact above to indicate their intent to attend the Pre-Proposal Conference and bid on this procurement. Jefferson County will establish a list of Vendors based on the email confirmations received. This will ensure that all responding Vendors receive addendums, including answers to all Vendor submitted questions. Contact with other agency employees regarding this RFP is prohibited without prior consent. Vendors that directly contact employees risk elimination.
38
