MICHIGAN DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET IT SERVICES for FileNet Enterprise Content Management (ECM) STATEMENT OF WORK TEMPLATE Enterprise Content Management (ECM) Work Request The FileNet Enterprise Content Management (ECM) is maintained and hosted by DTMB and currently supports multiple agencies, including the Department of Civil Service Commission (DCSC), the Department of Community Health (DCH), the Department of Human Services (DHS), the Department of Licensing and Regulatory Affairs (DLARA), the Department of State (DOS), the Department of State Police (MSP), the Department of Technology, Management, and Budget (DTMB), the Department of Transportation (MDOT), and the Department of Treasury (DOT). Additional agencies may be supported in the future. ECM services will be provided in a second-tier fashion. The primary support for an agency’s ECM needs will come from its associated DTMB Agency Services team. Where this is not possible, due either to lack of skills or resource shortages, the Agency Services team will create a Statement of Work to contract with a pre-qualified ECM service Contractor to provide appropriate support. That support may come in the form of staff augmentation where Contractor staff works side by side with DTMB staff under the direction of a DTMB supervisor. In that case the ECM Contractor must be able to provide knowledge transfer to State staff sufficient to maintain and extend the application. A Pre-Qualification Program was developed to provide a mechanism for staff augmentation and project development support of the FileNet Enterprise Content Management Services and related application development. Process for obtaining FileNet Enterprise Content Management Services The State after formalizing a comprehensive Work Request will facilitate a second tier selection process for each Contracting effort. This ECM Work Request template will identify the statement of work, category of service, period of performance, deliverables, specific response information required, work evaluation and payment criteria, and any special terms and conditions. Awards made as a result of any formal Work Request for ECM Services will be subject to the Terms and Conditions of the Primary Contracts listed above. Each award will be issued as a change notice to the applicable Primary Contract.
Purchase Request Form Instructions
Date: 7/22/2013 ITB# 0071141113B0000251 Due 7/30/2013 by 3:00 PM EST This is a FileNet Enterprise Content Management (ECM) ITB. Only the pre-qualified Contractors listed below FileNet ECM 12-13-2011
may submit proposals. Contractor Name HTC Global Services, Inc. Pyramid Solutions, Inc. HCL America, Inc. HP State & Local Enterprise Services, Inc.
City Troy Bingham Troy Lansing
State MI MI MI MI
Contract Number 071B2200068 071B2200070 071B2200069 071B2200091
IBM Corporation
Lansing
MI
071B2200099
Deloitte Consulting
Detroit
MI
071B2200071
This request is issued under your Contract with the Michigan Department of Technology, Management and Budget, Procurement, as established under the FileNetEnterprise Content Management Program. Project Title: Period of Coverage: Michigan Department of State - MDOS Enterprise Document Solution 8/1/13 thru 7/31/14 Requesting Agency: Date: Michigan Department of State (MDOS) 07/20/2013 Agency Project Manager: Phone: Maxwell Deh/Cindy Boss 517-322-1730 DTMB Project Manager: Phone: Dan Klodt 517-636-0234
Required Skill Category Requested: (choose all that apply – detailed description attached to template for ease of use) o FileNet Support Services o FileNet Project Manager o FileNet Technical Services Consultant Brief Description of Services to be provided: MDOS documents as defined will be scanned into FileNet system. They come in a variety of shapes and sizes. The system shall automatically index and store the scanned documents into folders and case files. The system shall meet DTMB encryption and other standards. The electronic documents shall be made available to authorized users. There are four segments to this project. Business Licensing and Regulation Division Driver Programs Division Traffic Safety Division Convert current paper documents to FileNet with the Business Licensing Division and the Driver Programs Division. A description of each phase is attached. The MDOS estimates a maximum of 3,000 IT hours to complete this project. MDOS would like bids for the following options: 1. 2.
Work the project by PHASES through all four segments by individual Division and Work the project SIMULTANEOUSLY for all three divisions (at the same time).
BACKGROUND: MDOS wishes to establish a strategic partnership with a vendor for its digital document needs. The imaging solution will help MDOS move from keeping paper documents in files and microfilm records to electronic records. Paper files and microfilm records are not secured. The existing MDOS microfilming equipment is way past its life expectancy, getting expensive to maintain and near impossible to find replacement parts. PROJECT OBJECTIVE: Bureau of Driver and Vehicle Programs is proposing implementation of an imaging solution that scans, automatic indexes and electronically stores into folders and case files and allows for efficient FileNet ECM 12-13-2011
retrieval of documents (using the defined index). SCOPE OF WORK: The Vendor will work with MDOS and DTMB to include: Establishing image storage hardware/software according to state standards with primary and back-up capabilities Programming Establishment of document preparation process, image capture, automatic indexing, storage on FileNet, and creation of folders and case files Imaged documents must meet State standards for completeness, resolution, accuracy and file format Establishment of access process by case or document class for authorized in-house and remote users Daily back-up of the image storage hardware for disaster recovery purposes Use of an automatic indexing system (based on specific criteria) Image purging by schedule Support UAT Quality Control Training staff Auditing Audit log capability to track usage Reports TASKS: Technical support is required to assist with the following tasks: Develop process to prepare, accurately scan, automatically index and electronically store documents by class and allow for retrieval of these documents on the DTMB FileNet system Permit definition of document classes with different sets of indexes Develop a quality control review process for a batch of images before commitment to storage Provide for indexed, wildcard, and text searches Develop workflows and reports to be used by State staff to process work items Develop purge process driven by retention schedule Transfer of knowledge Develop training of end users needed to understand and use the system Produce documentation of solution, user manual, trouble shooting guide DELIVERABLES: The project is expected to start within one month of vendor selection, and take no longer than nine months to complete. Deliverables will not be considered complete until the Agency Project Manager and the DTMB Project Manager has formally accepted them. Deliverables for this project include: Functioning system, Scanning, Automatic Indexing, Storage, Purging, Audit Log, Reports, Technical design documentation, Source code, User manual, Support/operations manual, reports, and a transition plan. The preferred vendor should have a successful document management track record using FileNet storage.
Deliverables will not be considered complete until the Agency and DTMB Project Managers have formally accepted them. Deliverables for this project include: APPROVAL OF DELIVERABLES, IN GENERAL: (a) All Deliverables (Physical Deliverables, Written Deliverables, and Service Deliverables) require formal written approval by the State, in accordance with the following procedures. Formal approval by the State requires that the Deliverable be confirmed in writing by the State to meet its specifications, which will include the successful completion of Testing as applicable in Section 2.252, to be led by the State with the support and assistance of Contractor. The parties acknowledge that the approval process set forth herein will be facilitated by ongoing consultation between the parties, visibility of interim and intermediate Deliverables and collaboration on key decisions. (b) The State’s obligation to comply with any State Review Period is conditioned on the timely delivery of Deliverables being reviewed. (c) Prior to commencement of its review or testing of a Deliverable, the State may inspect the Deliverable to confirm that all components of the Deliverable have been delivered without material deficiencies. If the State FileNet ECM 12-13-2011
determines that the Deliverable has material deficiencies, the State may refuse delivery of the Deliverable without performing any further inspection or testing of the Deliverable. Otherwise, the review period will be deemed to have started on the day the State and Contractor receive the Deliverable and agree that the Deliverable is ready for use and, where applicable, Contractor has provided certification in accordance with Section 2.252. (d) The State will approve in writing a Deliverable upon confirming that it conforms to and, performs in accordance with, its specifications without material deficiency. The State may, but shall not be required to, conditionally approve in writing a Deliverable that contains material deficiencies if the State elects to permit Contractor to rectify them post-approval. In any case, Contractor will be responsible for working diligently to correct within a reasonable time at Contractor’s expense all deficiencies in the Deliverable that remain outstanding at the time of State approval. (e) If, after three (3) opportunities (the original and two repeat efforts), Contractor is unable to correct all deficiencies preventing Final Acceptance of a Deliverable, the State may: (i) demand that Contractor cure the failure and give Contractor additional time to cure the failure at the sole expense of Contractor; or (ii) keep any resulting Contract(s) in force and do, either itself or through other parties, whatever Contractor has failed to do, in which event Contractor shall bear any excess expenditure incurred by the State in so doing beyond the Contract(s) price for such Deliverable and will pay the State an additional sum equal to ten percent (10%) of such excess expenditure to cover the State’s general expenses provided the State can furnish proof of such general expenses; or (iii) terminate the particular Statement of Work for default, either in whole or in part by notice to Contractor provided Contractor is unable to cure such breach. Notwithstanding the foregoing, the State shall not use, as a basis for exercising its termination rights under this Section, deficiencies discovered in a repeat State Review Period that could reasonably have been discovered during a prior State Review Period. (f) The State, at any time and in its reasonable discretion, may halt the testing or approval process if such process reveals deficiencies in or problems with a Deliverable in a sufficient quantity or of a sufficient severity as to make the continuation of such process unproductive or unworkable. In such case, the State may return the applicable Deliverable to Contractor for correction and re-delivery prior to resuming the testing or approval process. PROCESS FOR APPROVAL WRITTEN DELIVERABLES: The State Review Period for Written Deliverables will be the number of days set forth in the applicable Statement of Work/Purchase Order following delivery of the final version of the Deliverable (failing which the State Review Period, by default, shall be five (5) Business Days for Written Deliverables of one hundred (100) pages or less and ten (10) Business Days for Written Deliverables of more than one hundred (100) pages). The duration of the State Review Periods will be doubled if the State has not had an opportunity to review an interim draft of the Written Deliverable prior to its submission to the State. The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within five (5) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. PROCESS FOR APPROVAL OF SERVICE DELIVERABLES: The State Review Period for approval of Service Deliverables is governed by the applicable Statement of Work/Purchase Order (failing which the State Review Period, by default, shall be forty- five (45) Business Days for a Service Deliverable). The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. PROCESS FOR APPROVAL OF PHYSICAL DELIVERABLES: FileNet ECM 12-13-2011
The State Review Period for approval of Physical Deliverables is governed by the applicable Statement of Work/Purchase Order (failing which the State Review Period, by default, shall be forty-five (45) continuous Business Days for a Physical Deliverable). The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. ACCEPTANCE CRITERIA:
ACCEPTANCE CRITERIA: Vendor will work with MDOS to develop formal user acceptance criteria and test cases. MDOS will perform the actual test activities in collaboration with vendor. PROJECT CONTROL AND REPORTS: A bi-weekly progress report must be submitted to the Agency and DTMB Project Managers throughout the life of this project. This report may be submitted with the billing invoice. Each bi-weekly progress report must contain the following: 1. Hours: Indicate the number of hours expended during the past two weeks, and the cumulative total to date for the project. Also state whether the remaining hours are sufficient to complete the project. 2. Accomplishments: Indicate what was worked on and what was completed during the current reporting period. 3. Funds: Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project. SPECIFIC DEPARTMENT STANDARDS: Agency standards, if any, in addition to DTMB standards.
PAYMENT SCHEDULE:
Payment will be made on a Time and Materials basis. DTMB will pay CONTRACTOR upon receipt of properly completed invoice(s) which shall be submitted to the billing address on the State issued purchase order not more often than monthly. DTMB Accounts Payable area will coordinate obtaining Agency and DTMB Project Manager approvals. All invoices should reflect actual work completed by payment date, and must be approved by the Agency and DTMB Project Manager prior to payment. The invoices shall describe and document to the State’s satisfaction a description of the work performed the progress of the project, and fees. When expenses are invoiced, receipts will need to be provided along with a detailed breakdown of each type of expense. Payment shall be considered timely if made by the DTMB within forty-five (45) days after receipt of properly completed invoices. EXPENSES: The State will NOT pay for any travel expenses, including hotel, mileage, meals, parking, etc.
FileNet ECM 12-13-2011
PROJECT CONTACTS: The designated Agency Project Manager is:
Maxwell Deh Departmental Specialist Driver and Vehicle Records Division Michigan Department of State 7064 Crowner Drive (517) 322-1730
[email protected]
The designated DTMB Project Manager is: Dan Klodt Department of Technology, Management and Budget Agency Services MDOS 7285 Parsons Drive Lansing, MI 48912 517-636-0234
[email protected] AGENCY RESPONSIBILITIES: The DTMB/Agency will provide necessary on-site office accommodations with necessary equipment (PC, phone, printer and copier) access and privileges granted for data access.
LOCATION OF WHERE THE WORK IS TO BE PERFORMED: Consultants will work at the Austin Building, 430 West Allegan, Lansing, MI 48909. EXPECTED CONTRACTOR WORK HOURS AND CONDITIONS: Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 8:00 am to 5:00 pm Monday thru Friday are to be observed unless otherwise agreed to in writing. No overtime will be permitted.
Responses will be evaluated on the following criteria:
FileNet ECM 12-13-2011
RIGHT TO OWNERSHIP: State intends to own the Software at the end of the Contract Ownership of Work Product by State. All Deliverables shall be owned by the State and shall be considered works made for hire by the Contractor for the State. The State shall own all United States and international copyrights, trademarks, patents or other proprietary rights in the Deliverables. Vesting of Rights. With the sole exception of any preexisting licensed identified in ________, the Contractor agrees to assign, and upon creation of each Deliverable automatically assigns, to the State, ownership of all United States and international copyrights, trademarks, patents, or other proprietary rights in each and every Deliverable, whether or not registered by the Contractor, insofar as any such Deliverable, by operation of law, may not be considered work made for hire by the Contractor for the State. From time to time upon State’s request, the Contractor and/or its personnel shall confirm such assignment by execution and delivery of such assignments, confirmations of assignment, or other written instruments as the State may request. The State shall have the right to obtain and hold in its own name all copyright, trademark, and patent registrations and other evidence of rights that may be available for Deliverables. State does not intend to own the Software when it is completed Contractor grants to the State a non-exclusive, royalty-free, site-wide, irrevocable, transferable license to use the Software and related documentation according to the terms and conditions of this Contract. For the purpose of this license, “site-wide” includes any State of Michigan office regardless of its physical location. The State may copy each item of Software to multiple hard drives or networks. The State will make and maintain no more than one archival copy of each item of Software, and each copy will contain all legends and notices and will be subject to the same conditions and restrictions as the original. The State may also make copies of the Software in the course of routine backups of hard drive(s) for the purpose of recovery of hard drive contents. In the event that the Contractor shall, for any reason, cease to conduct business, or cease to support the Software, the State shall have the right to convert these licenses into perpetual licenses, with rights of quiet enjoyment, but subject to payment obligations not to exceed the then current rates. State is granting a license back to the Contractor for the Software(Optional – Deliverables only) License to the Contractor. The State upon approval of the State’s Administrative Board Approval, grants to the Contractor, the royalty-free, world-wide, non-exclusive right and license under any Deliverable now or in the future owned by the State, or with respect to which the State has a right to grant such rights or licenses, to the extent required by the Contractor to market the Deliverables and exercise its full rights in the Deliverables, including, without limitation, the right to make, use and sell products and services based on or incorporating such Deliverables. (Optional II – Deliverables and Derivative Works) License to the Contractor. The State grants to the Contractor, the royalty-free, world-wide, non-exclusive right and license under any Deliverable and/or Derivative Work now or in the future owned by the State, or with respect to which the State has a right to grant such rights or licenses, to the extent required by the Contractor to market the Deliverables and/or Derivative Work and exercise its full rights in the Deliverables and/or Derivative Work, including, without limitation, the right to make, use and sell products and services based on or incorporating such Deliverables and/or Derivative Work. (For the Solicitation.) Preexisting Works. In the event that any Deliverable constitutes a Derivative Work of any preexisting work, the bidder shall ensure that their proposal pertaining to such Deliverable so indicates by references to (1) the nature of such preexisting work, (2) its owner, (3) FileNet ECM 12-13-2011
any restrictions or royalty terms applicable to the Bidder’s use of such preexisting work or State’s marketing of the Deliverable as a Derivative Work, and (4) the source of Bidder’s authority to employ the preexisting work in the preparation of the Deliverable. (Also for the Contract). Unless otherwise specifically agreed to by the State, before initiating the preparation of any Deliverable that is Derivative of a preexisting work, the Contractor shall cause the State to have and obtain the irrevocable, nonexclusive, worldwide, royalty-free right and license to (1) use, execute, reproduce, display, perform, distribute internally or externally, sell copies of, and prepare Derivative Works based upon all preexisting works and Derivative Works thereof, and (2) authorize or sublicense others from time to time to do any or all of the foregoing. STATE MUST RECEIVE FAIR MARKET VALUE FOR THE LICENSE – (This must be reviewed and negotiated by the DTMB Procurement Buyer)
FileNet ECM 12-13-2011
INFORMATION REQUIRED FROM CONTRACTORS INFORMATION REQUIRED 1. Name and date of availability of the candidate. 2. The resume(s) of the actual individual(s) proposed 3. The results of two reference checks that the Contractor has performed on the proposed individual, including the names and telephone numbers of the references themselves. At least one of these reference checks must be from a supervisor. 4. Verification of a candidate’s permission to work in the United States. 5. Payment Rate for each resume submitted. Payment rates may not exceed the rates in the Contract. However, the Payment rates may be less, depending on the State's requirements, nature of the job market, and candidate's abilities. 6. During the response period, the Contractor may request any clarification needed on the Statement of Work. RATE PROPOSAL 1. All rates quoted in contractor’s response to this work request will be firm for the duration of the contract. No price changes will be permitted. 2. Pricing Classification/skill set: _______________________ Hourly/Monthly Rate: $____________________________ PROPOSAL SUBMITTAL Submit 2 copies of each qualified name and resume and 1 copy of the Rate Proposal in accordance with the following instructions: 1. SEALED BIDS (PROPOSALS) MUST BE RECEIVED AT PROCUREMENT AND TIME-STAMPED BY PROCUREMENT NOT LATER THAN 3:00 P.M. ON THE DUE DATE AS INDICATED ON BID4MICHIGAN. 2. Submit with your proposal a signed cover letter with the company name, contact name and phone number, contact email address, vendor ID number, and ITB number and INSERT IT IN YOUR SEPARATE SEALED RATE PROPOSAL BEFORE SUBMITTAL. CONTRACTORS ARE RESPONSIBLE FOR ASSURING THAT THE FOLLOWING IDENTIFYING INFORMATION APPEARS ON THE OUTSIDE ENVELOPE: "Sealed Bid" notation, bid number, company or organization name, bidder number, date due, and time due. If a delivery service is used which prohibits such markings on their envelope or package, this information must be placed on the outside of an interior envelope or package.
Procurement address for proposals submitted by CONTRACT CARRIER, COURIER DELIVERY, or FileNet ECM 12-13-2011
PERSONAL DELIVERY, is: State of Michigan Department of Technology, Management and Budget Procurment 2nd Floor, Mason Building 530 West Allegan Street Lansing, Michigan 48933
Additional Information Business Licensing and Regulation Division BLRD receives 200,000 paper documents from their stakeholders every year. Currently, these paper documents are filed, stored, and retrieved in their paper format. As such, BLRD has over 5 million paper documents stored in files. When documents are scanned into FileNet, they would need to be retrieved by identified indicators: The original dealer applications shall be indexed by License Number, Business Name, and Business Address. The original dealer applications are: Original Dealer A Original Dealer B Original Dealer C Original Dealer D Original Dealer E Original Dealer F Original Dealer G Original Dealer H Original Dealer R Original Dealer W The original Mechanic application shall be indexed by Certificate Number, Date of Birth and Driver License Number. The original Mechanic Trainee shall be indexed by Certificate Number, Date of Birth and Driver License Number. The original Driver Education Provider application shall be indexed by Certificate Number, Provider Name, and Provider Address. The original Driver Education Instructor application shall be indexed by Certificate Number, Instructor Name and Address.
FileNet ECM 12-13-2011
The original Repair Facility application shall be indexed by Repair Facility Number, Facility Name, and Facility Address. The original Salvage Agent application shall be indexed by License Number, Date of Birth, and Driver License Number: The renewal dealer application shall be indexed by License Number, Business Name and Business Address. The renewal dealer applications are: Renewal Dealer A Renewal Dealer B Renewal Dealer C Renewal Dealer E Renewal Dealer F Renewal Dealer G Renewal Dealer H Renewal Dealer R Renewal Dealer W The renewal Mechanic application shall be indexed by Certificate Number, Address, and Driver License number. The renewal Driver Education Provider application shall be indexed by Certificate Number, Provider Name and Provider Address. The renewal Driver Education Instructor application shall be indexed by Certificate Number, Instructor Name and Address. The renewal Repair Facility application shall be indexed by Facility Number, Business Name, and Business Address. The renewal Salvage Agency application shall be indexed by Agent License Number, Employing Dealer, and Agent Name. Complaints against any entity will be indexed by a Certificate, Facility or Agent Number, Address of Individual or Business. FileNet system shall use these identified indexing fields for automatic/programmatic indexing. FileNet system shall allow a few MDOS staff the capability to manually fix indexes that have problems during the automatic/programmatic indexing process (the authorized users to be identified by MDOS). The indexes shall link multiple documents together.
Driver Programs Division DPD receives approximately 750,000 paper documents from their stakeholders every year. Currently, DPD scans some of these documents and stores the scanned records on the MDOS network. FileNet ECM 12-13-2011
The Driver Programs Division has approximately 10 forms that will be indexed by Organization Name, Examiner Name, Test Organization Name, Test Organization Number, and Driver License Number. This is still a work in progress and we are looking at the forms individually to address each identifier.
Traffic Safety Division TSD receives both paper and electronic records from their stakeholders. Every year, TSD receives approximately 630,000 paper documents. Currently, these paper documents are packaged and sent to analysts in branch for driver reexaminations, returned to TSD, and then sent to Secondary Complex for microfilming. The Traffic Safety Division will have one “banner” page that will have 3 to 4 identifiers. Traffic Safety would also like to identify pending cases.
Final Segment Convert current paper documents to FileNet.
FileNet ECM 12-13-2011
