JOHN M. PELLEGRINO DIRECTOR
DEPARTMENT OF PURCHASING AND CONTRACTING 5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204 Phone (858) 505-6367
ALLEN R. HUNSBERGER ASSISTANT DIRECTOR
Fax (858) 715-6452
April 27, 2015
REQUEST FOR INFORMATION (RFI) #6857 DOCUMENT AND CORRESPONDENCE CAPTURE, ELECTRONIC STORAGE, AND WORKFLOW SYSTEM
The County of San Diego is issuing this Request for Information (RFI) to invite and seek input from all interested parties who may possess the capability and interest in providing a Document and Correspondence Capture, Electronic Storage, and Workflow System and related services for the Treasurer-Tax Collector. Interested parties may respond to this RFI via electronic submittal on BuyNet or deliver its submittal to the below Department of Purchasing and Contracting address. Parties interested in making a presentation to the Treasurer-Tax Collector staff in addition to the written response may call no later than (NLT) Monday, May 18, 2015, 3:00 Pacific Standard Time to schedule an appointment. Information submitted in response to this request will be used by the County to consider what capabilities and equipment is commercially available to potentially meet its needs. Please note that all information provided in response to this RFI will be considered public information and may be subject to release under the California Public Records Act. Additionally, by submitting information in response to this RFI, the County has no obligation to use, contract for such services, and/or enter into programs in the future. No costs will be reimbursed for the preparation or submittal of any response to this RFI. Responses to this RFI will assist the County in planning for establishing its requirements for future solicitations. RFI Submission Requirements Your interest and input can be provided by responding to the questions in the attached Questionnaire, and include any other applicable information which describes your hardware, systems, and services including important features which relate to providing a DOCUMENT AND CORRESPONDENCE CAPTURE, ELECTRONIC STORAGE, AND WORKFLOW SYSTEM. Your response, including the answers to the Questionnaire, should not exceed 30 pages. RFI Response Process (3 ways to respond) 1. Submit your response no later than 3:00 PM local time on Monday, May 18, 2015 electronically by uploading your information in either Word or PDF format directly in the BuyNet system at: https://buynet.sdcounty.ca.gov/ reference RFI #66857; or
2. Deliver your response no later than 3:00 PM local time on Monday, May 18, 2015 directly to: Department of Purchasing and Contracting Attention: Josielyn Kaai – RFI #6857 5560 Overland Avenue, Suite 270 San Diego, California 92123-1204 3. Call no later than 3:00 PM on Monday, May 18, 2015 to schedule an appointment with County Staff to provide a demonstration of your product in addition to the written response. Meetings will be scheduled for a maximum of 45 minutes each on Friday, May 22nd prior to 3:00 PM Pacific Standard Time. Meetings may be in-person or via WebEx. Please contact Detra Williams, Manager, Treasurer-Tax Collector at (619) 531-4763 or
[email protected] to schedule a meeting time. Questions Questions and requests for clarification regarding this RFI shall be submitted prior to 3:00 PM Monday, May 6, 2015. Questions MUST be submitted in writing to Josielyn Kaai at
[email protected]. An addendum will be issued in response to questions, which will only be available from BuyNet. The County of San Diego looks forward to your organization’s participation in this process. Thank you for your interest in responding to the County of San Diego.
COUNTY OF SAN DIEGO REQUEST FOR INFORMATION (RFI) #6857 DOCUMENT AND CORRESPONDENCE CAPTURE, ELECTRONIC STORAGE, AND WORKFLOW SYSTEM QUESTIONNAIRE The Treasurer-Tax Collector currently stores and manages property tax collection related documents as paper documents in filing cabinets throughout the department and in offsite storage. Letters, forms and other documentation are received from taxpayers requesting action and information from the TreasurerTax Collector. In addition, the Treasurer-Tax Collector generates letters, forms and other documentation essential to tax collection activities. This documentation may be routed to various divisions throughout the department in order to review, perform action, provide information and support decisions made throughout the department. The Treasurer-Tax Collector is seeking an electronic solution to efficiently manage correspondence in a solution that will allow them to capture, store and route the documentation through workflow functionality. Please respond to each of the following questions regarding your company’s Document and Correspondence Capture, Electronic Storage, And Workflow System: 1. GENERAL FUNCTIONAL REQUIREMENTS 1.1 Explain how users can navigate and perform their primary job tasks with little-to-no training. 1.2 Does the application display all of the associated information about a document right alongside the image itself – displaying index values, notes, related documents, revisions, discussion threads, and document history? 1.3 Does the application offer the ability to auto-import camera images and media files directly from a connected device? 1.4 Does the application offer the ability to auto-import camera images and media files from a network device (e.g. network printer, networked scanner, or PC on the network)? 1.5 How does the proposed application enable users to export data, documents, and or links to document out of the system via email, to a file share or a spreadsheet? 1.6 Does the application enable users to organize documents in nested, parent-child folders? Does it have any other organization user-interface features (e.g. color-coding, tabs, etc.?) 2. IMAGE CAPTURE 2.1 Describe the breadth of your solution’s native, individual capture solutions. 2.2 Describe your ability to import documents and information (central or remote). 2.3 Describe your ability to automatically classify and index documents/images. 2.4 Describe your ability to extract information and index documents (central and remote). 2.5 Describe your ability to define and apply business rules to validate extracted data. 2.6 Describe how users from email clients such as Outlook, Notes and GroupWise can import emails, attachments and more into the system with minimal data entry? 2.7 Describe the system’s ability to perform quality assurance (QA) / verification of captured image documents. For instance, the solution should provide options to QA image quality and / or index accuracy. It should also provide a simple image re-scan process that automatically replaces the poor images with the newly-scanned images. 2.8 Describe your solution’s ability to full-page OCR. 2.9 Describe the ability to import content into your system from directly within an application such as Microsoft Word or Excel. 2.10 Does the solution require specific models of scanners necessary for capturing images in your system? 2.11 What is the maximum number of pages per minute that your scanner is capable of? 2.12 Is your scanner capable of capturing documents in color?
COUNTY OF SAN DIEGO REQUEST FOR INFORMATION (RFI) #6857 DOCUMENT AND CORRESPONDENCE CAPTURE, ELECTRONIC STORAGE, AND WORKFLOW SYSTEM QUESTIONNAIRE 3. WORKFLOW 3.1 Please provide a high-level description of your solution’s general Workflow. Attach any diagrams that would assist a novice in understanding your services. 3.2 Describe your solution’s built-in Workflow capabilities (design, rules engine, and ability to route documents hierarchically, handle exceptions, provide logging, etc.). 3.3 How many configurable workflow actions are available ‘off-the-shelf’ with your system (actions that are point-and-click configurable without any custom code)? 3.4 Will users be able to easily access the solution to perform Workflow activities using a standard web browser such as Internet Explorer or Mozilla Firefox? 3.5 Does the solution’s workflow capabilities allow for a task to be assigned a completion deadline determined by a number of configurable hours and/or days? 3.6 Does your workflow provide automatic event notifications via email? 3.7 Can users send alerts and reminders on documents that need attention in the future? 3.8 Does your solution allow documents to be added to a workflow in several different ways, including: a. Scanning b. Enterprise text report processing c. Electronic forms processing d. Document import processing e. API f. E-mail interface g. Drag and drop from a line-of-business application screen h. Adding documents already stored within the solution’s repository to a workflow process at a specific point-in-time 3.9 Does your workflow provide support for ad hoc and rules-based workflows? 3.10 Does the solution allow for workflow to begin automatically when a document is added based on specified document types and workflow templates? 3.11 Does your solution provide the ability for the workflow process to interact directly with defined Web services, allowing external data received to be used as part of a workflow process (i.e., confirm a delivery date from a website such as ups.com). 3.12 Can your web services integration be accomplished out-of-the-box with point-and-click configuration? 3.13 Is your workflow solution fully integrated with Microsoft Office applications (including Outlook, Word, Excel, etc.)? 3.14 Describe the proposed solution’s ability to provide content to third party applications for presentation within those applications. 3.15 Does your solution have the ability to store and maintain Microsoft WORD template versions and automatically merge data collected during the Workflow process in order to print and/or e-mail correspondence? 3.16 How does your system identify the status of a workflow item? 4. RESEARCH CAPABILITIES 4.1 Describe your search capabilities. 4.2 Does your system allow users to save searches for re-use? 4.3 Does your solution accommodate Boolean logic, fuzzy, wild card, proximity, etc., to assist with searches?
COUNTY OF SAN DIEGO REQUEST FOR INFORMATION (RFI) #6857 DOCUMENT AND CORRESPONDENCE CAPTURE, ELECTRONIC STORAGE, AND WORKFLOW SYSTEM QUESTIONNAIRE 4.4
Can your system store multiple values for the same index value instance (e.g., Client Name = Sarah Adams and John Adams)? The population of an additional value(s) should be accomplished with a single mouse click or keyboard short cut. 4.5 Does the solution provide the ability to search for specific values within the pages of a particular document? 4.6 Can your search capabilities extract and search the content from multiple types of files including PDF, Zip, Microsoft Office, etc.? 4.7 Does your solution provide the ability to retrieve documents using multiple index words, numbers, dates, etc., simultaneously? 4.8 Can your solution automatically identify known document types and pre-populate known fields via OCR? 4.9 Does the application allow users to search for multiple document types (i.e. text, COLD, image, PDF, Word, Office, DWG, etc.) in one search with hit-highlights directly on documents and easy page-to-page navigation between hits? 4.10 Does the solution provide the ability to automatically link related documents of similar or different file types to each other (i.e. mainframe-generated text file to a TIFF image)? 4.11 Does your application allow e-mails and attachments to be automatically imported and fully indexed into the system without any user intervention or data entry? 5. REPORTING CAPABILITY 5.1 Does your solution provide detailed reports based on performance statistics? 5.2 Does the solution workflow create an audit trail of a user’s activities and provide the ability to quantify those activities in a user-friendly report? 5.3 Does your solution support exception reporting when a related document is missing? 5.4 Does your solution provide the ability to report data in graphical and chart formats? Can your reporting tool directly integrate with Microsoft Excel? 5.5 Does your solution allow us the ability to develop customized reports? If so, provide some examples of what customizable reports we could create. 5.6 Can your solution generate a user profile history log and security report? 5.7 How many standard, pre-configured reports does your solution provide? 5.8 Please provide a sample listing of your standard, pre-configured reports. 6. ADMINISTRATION & SECURITY 6.1 Does your system provide a single interface for security administration of all system components, with a single logon for administrators? 6.2 Describe your solution’s authentication capabilities. 6.3 List the single-sign on (SSO) applications in which you currently integrate with. 6.4 Describe how new users are added/created in your solution. 6.5 Does your solution provide the ability to maintain a user profile for each user account? If so, describe in detail all fields included in the profile. 6.6 In what manner are permissions applied to users? 6.7 How are user passwords stored in the system? 6.8 Describe your solution’s password policy options. 6.9 How can user passwords be reset? 6.10 If documents are accidently deleted by a user (assuming that user has delete permissions), can that document be quickly recovered by the system administrator?
COUNTY OF SAN DIEGO REQUEST FOR INFORMATION (RFI) #6857 DOCUMENT AND CORRESPONDENCE CAPTURE, ELECTRONIC STORAGE, AND WORKFLOW SYSTEM QUESTIONNAIRE 6.11 Does your solution record a detailed, permanent audit log of all actions performed on a document, specific to the user and a time stamp? 6.12 Describe any security policies or procedures used to manage access to your applications and systems. Please also describe the solution’s security capabilities in relation to document security, use of security groups for access, etc.). 6.13 Does your system provide the ability for personalized user preferences, views, alerts, workflow preferences and others? 7. STORAGE 7.1 Can your solution store virtually any kind of document in its native file format? How many native file formats do you support? For unique file types, explain how you handle storage. 7.2 How are unidentified documents classified? 7.3 Do you have document retention capabilities as part of your solution or is it handled by a third party utility? 7.4 Describe your solution’s ability to apply and enforce the record retention policies to stored objects at the document and document group level. 7.5 Please provide a detailed description of your document purging capabilities for those documents that have reached their retention period limit. 7.6 Does your solution allow for multiple documents to be grouped together and treated by the system as a single record, with a single retention plan? 7.7 Please explain your solution’s destruction options, including the ability to keep both index values and files permanently, keep only index values, or purge both index values and files with or without a history log. Does this include an audit trail or certificate of destruction? 8. OTHER REQUIREMENTS 8.1 What warranty do you provide with your equipment? 8.2 Is your equipment in compliance with all applicable Federal, State and local laws? 8.3 Do you provide a user manual with the system? 8.4 Do you provide initial and ongoing training? 8.5 Does the proposed solution offer a Thin Client? If so, does this client provide a dashboard component to create and manage personalized interfaces that present end users with access to priority content and tasks (e.g., workflow status report, commonly used document searches). 8.6 Does the proposed solution offer full support for Internet Explorer, Safari and Mozilla Firefox browsers on the Windows platform as well as full support for the Mozilla Firefox browser on the Macintosh platform? 8.7 Explain how the solution integrates with remittance processing and other systems/platforms. 8.8 How will your organization ensure quality in the products and or services you provide? Please discuss software maintenance and schedule of updates.
