RACINE UNIFIED SCHOOL DISTRICT 3109 Mount Pleasant Street Racine, Wisconsin 53404-2519 (262) 631-7030
REQUEST FOR PROPOSAL ELECTRONIC CONTENT MANAGEMENT SYSTEM RFP # 14-014 October 18, 2013 The Racine Unified School District, Racine, Wisconsin (hereinafter also referred to as “DISTRICT” or “RUSD”) is seeking proposals from qualified individuals and/or organizations, herein after also referred to as RESPONDENT or VENDOR, to provide an Electronic Content Management System for the DISTRICT. In responding to this solicitation the RESPONDENT signifies to be fully informed as the extent and character of the equipment and services required and the terms and conditions specified herein. The RESPONDENT represents that the equipment and services can be provided satisfactorily and in complete compliance with the specifications. RESPONDENT agrees that their response to the solicitation and subsequent acceptance by the DISTRICT shall constitute a contract. Responses to this solicitation shall be submitted by mail or as otherwise specified in this RFP. The DISTRICT certifies that the responses will not be opened by anyone in the DISTRICT prior to the date and time indicated. Acknowledgement of the receipt of this Request for Proposal should be sent by email to Glenn Schueffner, Supervisor of Purchasing, at
[email protected] so you will be added to the email list for updates, clarifications, and changes, if any. Please complete the attached form A.00 RESPONDENT INFORMATION & CERTIFICATION and include it with your RFP response.
RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
I.
TABLE OF CONTENTS
I.
Table of Contents ................................................................................................................................... 2
II.
Overview ................................................................................................................................................. 3 Background – Racine Unified School District ................................................................................................................. 3 Schools ........................................................................................................................................................................................... 4 Project Overview ........................................................................................................................................................................ 4 Project Scope ............................................................................................................................................................................... 4 Terms and Conditions .............................................................................................................................................................. 4 Timeline.......................................................................................................................................................................................... 9 Submittal Requirements .......................................................................................................................................................... 9
III. Current Business Processes and Needs.............................................................................................. 10 Document Storage ................................................................................................................................................................. 10 Forms ........................................................................................................................................................................................... 11 Document Management Solution .................................................................................................................................... 11 IV. Supplier Information ........................................................................................................................... 12 General Information ............................................................................................................................................................... 12 Supplier ECM Qualifications ............................................................................................................................................... 12 V.
Solution Requirements ........................................................................................................................ 12 General Solution Information............................................................................................................................................. 12 Functional Requirements ..................................................................................................................................................... 13 Searching Requirements ...................................................................................................................................................... 15 Workflow Requirements ....................................................................................................................................................... 16 Scanning Requirements........................................................................................................................................................ 16 Forms Requirements .............................................................................................................................................................. 17 Security Requirements .......................................................................................................................................................... 17 Integration Requirements .................................................................................................................................................... 18 Data Migration Requirements ........................................................................................................................................... 18 Support and Maintenance Requirements ..................................................................................................................... 18
VI. Technology Configuration .................................................................................................................. 18 VII. Project Management and Implementation ....................................................................................... 19 VIII. Training Requirements ........................................................................................................................ 20 IX. Pricing.................................................................................................................................................... 20 Financial Proposal ................................................................................................................................................................... 20 ECM Software Pricing ............................................................................................................................................................ 21 X.
References ............................................................................................................................................. 22
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
II.
OVERVIEW
Background – Racine Unified School District Racine Unified features rigorous academics, a success orientation for all students, and strong programming in the fine arts, foreign language, career-to-work, physical education, technology, and other electives. Our goal is to educate every student to succeed. Through the Quality District Model, we are working to improve student achievement for all students. With an emphasis on Mastery Learning, we are using a Continuous Progress model - placing students at their point of last success, and moving them forward. This allows for success at all levels and advancement ahead of grade level. We commit to continually improve the effectiveness of our processes, practices and programs in order to satisfy customer expectations and achieve our quality objectives as listed below: Student Achievement To continually improve the processes through which students achieve academic success by concentrating on each student's progress toward proficiency in and mastery of defined academic skills.
Customer Satisfaction To continually reduce customer complaints and reach or exceed customer satisfaction goals by achieving our instructional and engagement objectives and improving communication, ease of interaction, and respect for our customers.
Student Engagement
Effectiveness and Efficiency
To continually improve the teaching and learning environment to enhance the potential for academic achievement and to engage all learners in developing skills as communicators, collaborators, problem solvers, quality producers, and responsible citizens.
To continually improve operational effectiveness and efficiency in order to allocate maximum resources to instructional and customer services.
Racine is an urban community located on the beautiful shores of Lake Michigan in southeastern Wisconsin. The community has a strong arts population and supports museums, the Racine Symphony, the Racine Theatre Guild, and numerous arts and cultural events. The lakefront, the marina, and the downtown have become a hub of shops, dining and cultural events and are alive with renewal. With approximately 21,000 students, we are the fourth largest school district in the state of Wisconsin.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
Schools 21 elementary schools including 3 magnet elementary schools Bull Fine Arts, Dr. Jones, Fratt, Giese, Gifford, Goodland, Janes, Jefferson Lighthouse, Jerstad-Agerholm, Julian Thomas, Knapp, Mitchell, North Park, Olympia Brown, Racine Early Education Center, Red Apple, Roosevelt, Schulte, SC Johnson, Wadewitz, West Ridge and Wind Point Elementary Schools 7 middle schools including 2 magnet middle schools and 1 charter middle school Gilmore, Jerstad-Agerholm, McKinley, Mitchell Magnet, Starbuck, Walden III Magnet, REAL Charter School and Keith R. Mack Alternative Program at Winslow 6 high schools including 1 magnet high school, and 1 charter high school Case, Horlick, Park, Walden, REAL Charter School and Keith R. Mack Alternative Program at Winslow Racine Unified features rigorous academics, a successful orientation program for all students, and strong programming in the fine arts, foreign language, career-to-work, physical education, technology and other electives. As a district, we are proud of our diversity and the success that we create for all of the students we serve and proud of our mission to... "Educate Every Student to Succeed."
Project Overview In addition to being the fourth largest school district in the state of Wisconsin, RUSD is also one of the largest employers in Racine County. This fact is the driving force for RUSD’s Human Resources Department quest for efficiency gains in the department. The hope is to provide a better overall experience to RUSD personnel as it relates to Human Resource requests and functions. RUSD currently utilizes OnBase electronic content management system for retrieval of termed employee data for the period of 2000 to 2004. This system has not been updated in 10 years and does not currently have the capability to handle the department’s needs today.
Project Scope Key RUSD individuals were interviewed to ascertain the processes and documents involved with Employee Files, Benefits and Employee Relations. The details identified in these discussions provide the basis for the requirements of the requested Electronic Content Management System. This includes finding a solution that can automate all the documents into electronic format as many are stored in filing cabinets today within many different departments.
Terms and Conditions GENERAL INFORMATION 1.
DISTRICT invites any qualified individual or organization to respond to this solicitation. RESPONDENT must be responsible, regularly and practically engaged in providing the goods or services requested,
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System and possess ample resources for providing the supplies, materials, equipment and/or services identified. 2.
A distribution list for this solicitation will be created and maintained by the DISTRICT. Qualified individuals or organizations may request to be added to the list. DISTRICT reserves the right to prequalify individuals or organizations and to limit the number that may be invited to respond to this solicitation. If the DISTRICT limits the number of individuals or organizations it will be done on a "first come" basis from among those deemed to be qualified.
3.
If you received a copy of the solicitation from a source other than by direct and intentional delivery from DISTRICT, contact the Contact Person identified in Submittal Requirements to be added to the distribution list. Supplements and other communications that may be significant in the response and selection process will only be sent to individuals and/or organizations on the distribution list.
4.
All official communications in regard to this solicitation will be conducted by e-mail. The DISTRICT does not assume any responsibility for integrity or operability of the RESPONDENT’s e-mail system.
GENERAL CONDITIONS DISTRICT does not discriminate on the basis of religion, sex, race, national origin, age, ancestry, creed, color, political affiliation, membership in the National Guard, state defense force or any reserve component of the United States military or state military forces, pregnancy, marital or parental status, sexual orientation, or physical, mental, emotional, or learning disability or handicap or other bases prohibited under state or federal law. 1. This solicitation is to assist DISTRICT in the selection of a qualified individual or organization (RESPONDENT) to provide products and/or services as described herein. 2.
DISTRICT reserves the right to reject any or all responses or portions thereof and to accept any responses or portions thereof that may be the most advantageous. Further, the DISTRICT reserves the right to waive technicalities.
3.
RESPONDENT may include additional information and data that is believed to be helpful to DISTRICT in the evaluation of the product or services identified herein.
4.
Responses should be prepared simply and economically, providing a straightforward and concise explanation of RESPONDENT’s {or product’s} capabilities that will satisfy the identified requirements. Fancy bindings, colored displays, and promotional material are neither necessary nor desired; however, literature describing the RESPONDENT’s background and experience and/or the characteristics and features of product or services, may be included.
5.
RESPONDENT shall submit responses on the forms and in the manner specified and shall respond to each specification.
6.
All costs for preparing and submitting responses are entirely the responsibility of the RESPONDENT and will not be chargeable in any manner to the DISTRICT.
7.
The DISTRICT reserves the right to amend the contents of this solicitation. The intent of such amendments is directed toward finding the best solution available at the associated cost. If it
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System becomes necessary to amend any part of this specification an addendum will be provided to all RESPONDENTS on the distribution list. Each addendum will be numbered (i.e. Addendum #). 8.
If additional data is necessary to provide clarification of provisions in this solicitation, a supplement will be provided to all RESPONDENTS on the distribution list. Each supplement will be numbered (i.e. Supplement #).
9.
Any RESPONDENT that contacts any School Board member, any member of DISTRICT staff, or any member of the selection team, with the intent to influence selection decisions, will be disqualified from further consideration.
Questions and Interpretations 1.
Responses to the questions may result in a supplement or addenda. Supplements and/or addenda will be sent to all RESPONDENTS on the distribution list. All supplements and addenda so issued shall become part of the specifications. RESPONDENT’s shall acknowledge receipt of said supplements and / or addenda.
2.
RESPONDENT shall carefully examine the contents of this solicitation and any subsequent addenda or supplements. Failure to do so shall not relieve RESPONDENT of the obligation to fulfill the terms of the project herein identified.
3.
DISTRICT shall be not be responsible for oral interpretations given by a DISTRICT employee, representative or other individual. The issuance of a written addendum or supplement is the only official method where interpretations, clarifications or additional information can be given that would change the terms and conditions of this solicitation.
Quality Standards 1.
RESPONDENT shall note any deviation or exceptions from the specifications on the submitted response. If proposing an item other than specified, include the trade name, identification or model number and appropriate brochures.}
2.
RESPONDENT shall notify DISTRICT of any omission, contradictions or conflicts in the specifications prior to the Due Date. If the RESPONDENT does not notify the DISTRICT of any such conditions, it will be assumed that the RESPONDENT has included all necessary items to fulfill the purpose of the solicitation.
3.
The successful RESPONDENT shall assume full responsibility for the protection and safekeeping of project materials stored on premises, if any.
4.
DISTRICT adheres to ISO 9001:2000 standards. As such, RESPONDENTS are required to:
provide timely responses and effective corrective action on identified non-conformance and customer complaints.
provide the specified services / products to a specific minimum level.
provide evidence of preventive action to continually improve the level of service.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
Safety Requirements 1.
Where applicable, the successful RESPONDENT shall provide Material Safety Data Sheets.
2.
RESPONDENT shall comply with federal, state, and local fire and safety codes and requirements that are applicable to the project.
Anti-collusion Clause 1.
During the preparation and submission to this solicitation, RESPONDENT is prohibited from directly or indirectly entering into any combination or arrangement with any person, firm or corporation, or entering into any agreement, or participate in any collusion, or otherwise take any action in the restraint of free competitive bidding in violation of the SHERMAN ACT (15 U.S.C. Section 1).
2.
In responding to the solicitation, RESPONDENT certifies that this submittal is not the result of, or affected by, any act of collusion with, or any act of, another person or persons, firm or corporation engaged in the same line of business or commerce.
3.
In responding to the solicitation, RESPONDENT certifies that no person acting for, or employed by, DISTRICT has an interest in, or is concerned with, this submittal and that no person or persons, firm or corporation other than the RESPONDENT, have an interest in this proposal.
Proprietary Information 1.
RESPONDENT is advised that most records and documents in the possession of the school DISTRICT are subject to the state’s Open Records law. Trade secrets or proprietary information submitted in response to this solicitation will be protected by the DISTRICT to the extent permitted by law.
2.
RESPONDENT must provide a statement that identifies the data or other material to be protected and the reasons why protection is necessary. Such trade secrets or proprietary information should be submitted in a separate, sealed, envelope clearly marked PROPRIETARY. If such a submittal is being made, RESPONDENT must so indicate on the official submittal sent to DISTRICT.
3.
DISTRICT reserves the right to submit such information to its legal counsel for determination of the DISTRICT’s right to deny an Open Record’s request. The determination of DISTRICT’s legal counsel shall be final and binding on RESPONDENT.
4.
A statement by RESPONDENT that the entire submittal is proprietary and/or a statement that pricing/costs are to be protected cannot be honored. RESPONDENT will be requested to remove any such statement(s) in order to be eligible for further consideration. References may be made within the body of the submittal to proprietary information; however all information contained within the body of the submittal, not under separate cover and labeled proprietary, shall be deemed a public record.
Brand Names 1.
Unless otherwise provided, the name of a certain brand, make, manufacturer, or definite specification is to denote the quality standard of the article desired. The RESPONDENT is not restricted to the specific brand, make, manufacturer, or specification named but it is to set forth and convey the
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System general style, type, character, and quality of article desired. The decision of DISTRICT shall be final as to whether an item other than specified is in fact "equal." 2.
If an item other than the specified brand is proposed, the RESPONDENT must give the trade name of the article, manufacturer's name, and detailed specification of item offered. Otherwise, it is assumed RESPONDENT is proposing the identical item as specified. The burden of proof as to whether an item is “equal” is the responsibility of the RESPONDENT.
3.
Bids on equipment must be standard new equipment, of latest model, and in current production, unless otherwise specified.
4.
DISTRICT is a smoke free environment. RESPONDENT shall assure that their representatives will refrain from smoking while on school grounds.
5.
DISTRICT is a drug free environment. RESPONDENT shall assure that their representatives will refrain from the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance while on school grounds.
6.
DISTRICT is exempt from federal and state excise and sales taxes. All prices quoted shall reflect the tax-exempt status. Tax exemption certificates, if required, will be provided upon request.
7.
It is expressly understood that performance of this solicitation by DISTRICT shall be contingent upon the availability of funding. Such funds are appropriated by DISTRICT on an annual basis. In the event funding is not adequate, the continuation of the project will be dependent on the parties reaching mutual agreement as to adjustments in the goods and/or service to be provided and the associated costs.
8.
All equipment must be approved by Underwriters Laboratories or a recognized equivalent certification agency. Equipment for trade-in shall be dismantled by the successful RESPONDENT and removed at RESPONDENT expense.
9.
All regularly manufactured stock electrical items must meet the following minimum requirements:
National Electrical Code
Standard Rules of the American Institute of Electrical Engineering
National Electrical Management Association
O. S. H. A.
10. The successful RESPONDENT shall submit to DISTRICT all invoices promptly upon completion of the requirements for installation, delivery, and acceptance of the goods and services required under this project. Invoices shall not include any costs other than those identified in the executed purchase order issued upon award of this project or any subsequent changes made in writing by the DISTRICT. All shipping costs are the RESPONDENT’s responsibility, except to the extent such charges are identified in the executed purchase order or change orders. Contractor's invoices shall include the purchase order number. 11. Payment terms shall be net 60 days. Payment of invoices will be processed promptly by DISTRICT for items received in accordance with the specifications. Payment shall not preclude the DISTRICT from making a claim for adjustment on any item later found not to have been in accordance with the Racine Unified School District Request for Proposal Electronic Content Management System
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System conditions of this solicitation. Payment will be made on an adjusted price basis for any items used or accepted from a delivery later found to be inferior. Partial payments on a total order will be made only by a special arrangement with DISTRICT. 12. Acceptance of a preferred proposal does not constitute an order. Orders shall only be made following issuance of a purchaser order. Shipments shall be made as specified on the purchase order, conforming to this solicitation, specification and the general conditions. 13. It is the practice of school DISTRICT to notify only the RESPONDENT that is selected to provide the supplies, materials, equipment or services identified herein. The DISTRICT may, at its option, post results. 14. All prices specified in response to this solicitation shall remain effective for a period of not less than 45 days following the Due Date. 15. Selection recommendations and final selection will be made in accordance with the procedures and criteria identified in the specifications. 16. A contract for services will be negotiated with the RESPONDENT who submits the preferred proposal, following evaluation of all responses. After reviewing the RFP responses and conducting any initial meetings deemed necessary, the District will determine whether or not it is in the best interest of the organization to continue discussions with one or more vendors. If it is determined that RUSD will continue discussions with specific vendors, the process to be followed during the final phases of the vendor selection process will be clearly communicated.
Timeline Date October 18th, 2013 November 1st , 2013 November 8th, 2013 November 19th, 2013 November 20th, 2013 December 17, 2013
TIMELINE FOR RFP Activity RFP Issued Deadline for Submitting Questions Issuing of any Addenda and/or Supplement(s), if necessary. Proposal Submission Deadline - 4:30p.m. CST Bid Opening Notification of Contract Award
Responsible RUSD Supplier RUSD Supplier RUSD RUSD
Submittal Requirements Respondents to this RFP should submit their Sealed Bid Responses in their entirety by U.S. Mail, courier (UPS, Fedex, etc.), or in person to: Racine Unified School District Attn: Glenn Schueffner 3109 Mount Pleasant Street Racine, WI 53404
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System Proposals must be received on or before the date and time specified. No responses received after the deadline will be considered. All questions must be sent electronically to Glenn Schueffner (
[email protected]) by the date indicated in the above table. The subject of the email should clearly state “Question Re: RFP #14-014 Electronic Content Management System.” Answers will be returned electronically to all participants in the RFP process. For RFP responses, all questions must be answered and follow the sequence and numbering of the sections and questions. Responding bidders must provide one (1) hard copies of their response to the address and individual listed above. Envelopes/packages should include the wording “Sealed Bid – RFP #14-014 Electronic Content Management System” on the outside. In no way does the submission of a completed RFP by a respondent bind the Racine Unified School District to enter into any form of agreement. Business will only be awarded if and when the District and a respondent agree on terms and execute a legally binding contract.
III.
CURRENT BUSINESS PROCESSES AND NEEDS
Overview of Scope Racine Unified School District (the District) is seeking competitive proposals from qualified vendors who can provide a district-wide Electronic Content Management Solution as described in this Request for Proposal. This contact is expected to provide an ECM production for the Human Resources Department with the opportunity to add additional workflows/departments to the system.
Document Storage Current paper documents are kept in filing cabinets and bankers boxes in each department. In most cases, a security badge is required to gain access to the department areas.
Most filing cabinets are not
locked. Documents or file folders can be removed from the filing cabinets and taken to offices or with employees. There is no formal “checkout” process in place alerting others that a document or folder has been removed.
In many cases, older documents are moved to warehouse locations for storage in
bankers’ boxes. The warehouse locations are not conducive for document archival based on security and environmental factors. RUSD would like a system that can eliminate the paper storage.
In reviewing a
number of employee files, we have identified approximately 90 different document types which we would like an electronic document storage system to be able to auto-identify in bulk and store to employee folders.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
Forms The Human Resources Department uses a multitude of internal forms from vacation requests to transfer requests and benefits forms. In reviewing the different forms with HR personnel, it was determined that there are approximately 40 unique forms that we use. Some forms require employee and HR personnel signatures. We would like an electronic document storage system to have the capability to provide these forms electronically for employees to fill out and submit, thus never printing.
Document Management Solution Terminated employee Human Resource documents for the years 2000 to 2004 were saved in OnBase. The OnBase system has not been maintained in many years but is active for searching. The Special Education and Health Services departments are still actively saving files to the OnBase system and a new solution will need to be able to meet the current Archival needs of these departments.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
IV. SUPPLIER INFORMATION General Information 1.
Please provide a brief history of your organization, including years in business and growth.
2.
The District is seeking to partner with an experienced vendor that has a minimum 5 years local presence in Southeastern Wisconsin. Please indicate your compliance with this requirement and provide your location address.
3.
If your company is a division or subsidiary, please state the name of the parent company and whether the division or subsidiary is wholly or partially owned.
4.
Please share an overview of the financials of your organization. If your organization is a division or subsidiary, provide the financials for the division or subsidiary.
5.
Please indicate the insurance coverage/limits your organization carries.
6.
Will your company use any subcontractors in support of the RUSD account? If so, list the subcontractor(s) and describe the services and/or equipment they will provide.
7.
For any questions, comments or concerns related to your RFP response, please list a single contact from your organization by completing the chart below with the appropriate information. SINGLE POINT OF CONTACT FROM YOUR ORGANIZATION Name Title Address City State Zip Code Telephone Number E-Mail Address
Supplier ECM Qualifications 1.
Indicate your company’s qualifications and experience as an ECM provider and describe your ability to fulfill the requirements detailed in this RFP.
V.
SOLUTION REQUIREMENTS
General Solution Information 1.
Indicate the solution recommended for the District to utilize as an Electronic Content
2.
Please indicate any modules (with descriptions of functionalities) necessary for the solution to
Management System. meet the Districts requirements.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
Functional Requirements 1.
Does the proposed solution allow for a standard naming format of documents based on the metadata selected?
2.
Please describe how your solution will handle the need for documents to be shared within many different locations in the electronic content management system.
3.
Can the system have multiple naming and archive processes?
4.
Please describe how your solution could help automate the employees annual benefit reenrollment process
5.
Does the solution have the ability to identify and remove duplicate files?
6.
Describe how the solution provides the ability to manage versions of documents.
7.
Does the Document Management System fully integrate with Microsoft Office applications (Word, Excel, PowerPoint, OneNote, Visio) and add e-mail, including attachments (Google Apps) to the repository?
8.
Does the Document Management System allow users to insert a link to document(s) in an outgoing e-mail utilizing Google Mail Website? The link will return to the document when clicked by the recipient and operates under the confines of the security in place.
9.
Does the Document Management System have the ability to classify documents with metadata to make them easier to search and retrieve in the future?
10. Does the Document Management System limit the number of document types utilized by the system? 11. Does the Document Management System ensure a mandatory amount of metadata is captured for each document or record within the repository? 12. Does the Document Management System have the ability to process e-forms and automatically extract metadata values? 13. Does the Document Management System have the ability to “check out” electronic documents? 14. Does the Document Management System have the ability to automatically increase the version number of the document upon check in? Will previous version of documents are maintained by the system in the event that a rollback is required? 15. Does the Document Management System store virtually any kind of document in its native file format? Are there any known limitations? 16. Does the system provide a document viewer for most common file types, but also allows opening the document in a native application? 17. Does the system capable of importing audio content files (MP3, wav, etc) and launching the appropriate media viewers for retrieval? 18. Does the system have the ability to capture, store, retrieve, and reproduce irregular-size documents? 19. Will users be able to configure alerts and reminders on documents that need attention in the future (i.e. contract renewals)? Racine Unified School District Request for Proposal Electronic Content Management System
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System 20. When a document is accidentally deleted by a user (with delete permission), can the deleted document be quickly recovered by a system Administrator? 21. Does the Document Management System provide adherence document and record naming conventions or standards? As documents are added to the repository, are they automatically renamed according to the naming pattern determined by the system Administrator? 22. Does the system have predefined templates for document properties, such as “HR Document”? 23. Does the Document Management System provide the ability to redact documents? Does the system provide the ability for select users to see the information, while others cannot? 24. Does the Document Management System allow users to mark-up, annotate, and make sticky notes on the documents? Are these notes saved, but do not impact the original document? 25. Does the system print out annotations on images as an option? 26. Does the system provide the ability to manipulate image displays by scaling, magnifying, or panning? 27. Does the system interface a virtual printer to allow importing of documents from any Windows based application with the print function? 28. Does the system have a portal which users from outside the organization can access specially designated information in the library when approved for access? 29. Does the Document Management System capable of allowing users to view (read-only) a piece of content when it is checked out to another user. 30. Does the system allow supervisors or specific administrator users to unlock a piece of content that is checked out to another user (i.e. an override). 31. Does the system must allow the users to search, retrieve, add, view content via authorized mobile devices. 32. The system must allow content to be marked as “Confidential” 33. Does the solution provide both a Web browser and Desktop Client? 34. Does the Document Management System allow for accessing documents by an Apple IOS or Android device, via native interface or web browser? 35. Does the Document Management System prompt users for the metadata when electronic documents are added to the repository? 36. Does the Document Management System provide check in and check out ability preventing documents from being overwritten or deleted as documents are updated? 37. Does the Document Management System have document to document linking to allow users to bundle files into logical groups and integrated viewing capability to display all linked files screen? Will users be able to click on the linked file and the system will either take the user to the record or open the file? 38. Does the system provide the ability to view a file or multiple files on the screen at the same time? 39. Describe how the solution will manage documents with a retention policy.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System 40. Provide examples of reports that can be used to ensure the Records Retention Policy is being adhered to. 41. Does the Document Management System have a detailed permanent audit log of all actions, including opening for view and action performed on a document? 42. Can exceptions be made to the retention policy if a document needs to be placed “on-hold” for litigation purposes?
Searching Requirements 1.
Does your product have the ability to identify document types during the scanning process?
2.
Does the Document Management System off web based and Desktop Client interface search and retrieval?
3.
Does the system search capability be used to search the metadata associated with the document as well as the actual content of the document?
4.
Does the system search capability have the ability to extract and search the content from file types (including PDF, Microsoft Office, and other common file types)?
5.
Can the system restrict searching to a specific area in the repository?
6.
Does the solution provide full text search capabilities support Fuzzy, Synonym, Phonic, Boolean and Wild Card?
7.
Does the Document Management System allow for exporting search results and import the results into an analysis tool (I.E Excel).
8.
Does the Document Management System allow for users to find (retrieve) documents that they have access to?
9.
Does the system have the ability to save searches for re-use?
10. Does the system have the ability to retrieve documents by document title, classification, type or other user-defined metadata values? 11. When a user searches on a significant portion of the database, does the Document Management System display all file names that the search identified? Will the user be able to click on any file(s) displayed and open? 12. Does the system provide the capabilities to only display the search results without previewing the document? 13. Does the Document Management System accommodate “Full Text Indexing” (i.e. OCR) to search for and retrieve files? 14. Does the system allow for users to configure personally used searches that they commonly use?
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
Workflow Requirements 1.
Does your product have the ability to customize business process to mirror current processes within the departments?
2.
Describe how your solutions workflow will automatically name and archive documents within the system?
3.
Will the system route documents based on approval, document type, or user defined metadata to the appropriate folders within the repository?
4.
Does the system allow users to easily access the Document Management System to perform workflow activities using a standard web browser such as Internet Explorer and Mozilla Firefox?
5.
Does workflow allow for routing protocols?
6.
Does workflow allow users to define conditions?
7.
Can workflow be automated for a specific document type and workflow template?
8.
Does workflow create an audit trail?
9.
Does workflow include electronic signature capabilities?
10. Can workflow begin with a submission of a web form, such as a Job Applicant? 11. Can workflow validate a “package” in which the workflow will not validate without all required documents or metadata fields being provided? 12. Does the Document Management System take documents and file them into appropriate folders based on predefined values in customized scripts? 13. Can the system retrieve data and insert into metadata from third party systems? 14. Does the system allow users to enter/update index information after the content has been committed to the repository in the event that index information was entered incorrectly or was not known at time of scanned/upload. 15. Does the system able to validate index field entries based on lookup to an external database? 16. Does the system provide system or “background” workflow action capability to advance workflow/work items based decision made programmatically without user interaction.
Scanning Requirements 1.
Does the Document Management System provide imaging software to import basic scanned document?
2.
Does the system support both simple and complex scanning?
3.
Does the Document Management System support advance scanning features such as: image enhancement, OCR, viewing, annotation, printing, and storing images for both black and white and color pages, barcode and patch code recognition for automatic document separation when processing large number of document.
4.
Is the software configurable to watch for files created by the scanning process and streamline the indexing and addition of scanned files to library?
5.
Is the system compatible with desktop, production scanners, and multifunction copiers?
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System 6.
Does the system have the capability to do batch scanning and indexing?
7.
Will the system accommodate full text OCR to search for and retrieve files?
8.
Does the system have the ability to employ OCR technology at scan time to populate index values from a full page OCR scan?
9.
Does the system support reusable coversheets/separator sheets to be used for scanning operations that identify separation between pieces of content and identify the content type/classification?
10. Does the system must provide functionality that would re-use index values when uploading multiple pieces of content simultaneously by a user into the repository (i.e. if uploading 10 piece of content at the same time, users should only have to enter the common fields once and not rekey for each document)? 11. Does the system provide the ability to capture index information from the scanning/capture software? 12. Does the scanning solution change per page or click to process the document?
Forms Requirements 1.
Does your solution have the ability for users to complete online forms and populate forms within the system? If so, please describe the process?
2.
Does the system have the ability to populate PDF forms from 3rd party application data?
3.
Does the Document Management System provide standard work process capabilities within the Forms module (i.e. work wrap, backspace, delete, undo, insert, overtype, etc.) in free-form text fields?
4.
For electronic forms, system can automatically display additional fields based on entered data (i.e. the next line for additional data is displayed when one line is filled in)?
5.
For electronic forms, ability for data entry in designated fields to automatically generate a prompt the user for further associated with that field?
6.
For electronic forms, system automatically validates that correct formats are used for data entered into designated field’s base on field type or a field mask.
7.
For electronic forms, system must be able to visually identify fields for which data is required to be entered and then enforce the requirement during data entry?
Security Requirements 1.
Does your proposed solution have the ability to integrate with user accounts and groups in Active Directory?
2. 3.
Describe how the solution tracks user activity throughout the system. Describe how you would configure the solution to ensure users and/or departments only have access to certain documents. Can security be set for different users within departments?
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System 4.
Does the Document Management System allow navigational security, with multiple layers of user definable security to limit access at department, user, system, function, and file levels.
5.
Roles or group based security model includes ability to establish exceptions. Additionally, access can be limited to “read only” at the user level.
Integration Requirements 1.
Does your solution have the ability to integrate with Lawson? If yes, please describe the integration.
2.
Does your solution have the ability to integrate with UHC? If yes, please describe how the integration will work with uploading data.
3.
Does the Document Management System allow for the expansion of document repositories while remaining seamless to the end-user?
Data Migration Requirements 1.
Does the Document Management System import existing documents from existing 3rd party application, desktops, network drives and file servers.
2.
Does your product have the ability to import documents from OnBase?
3.
Does your product have the ability to import documents from Roll Files
4.
Does your product have the ability to import documents from Microfiche?
Support and Maintenance Requirements 1.
Describe the on-going support available to both technical staff and end-users.
2.
Describe your process for remote and on-site support.
3.
Describe the maintenance costs and services associated with the solution.
VI. TECHNOLOGY CONFIGURATION Due to the complex nature and scope of this project, the District wants to ensure the proper technology is in place to support the Electronic Content Management Solution. 1.
Describe the recommended software configuration (including modules) for the proposed solution.
2.
Provide hardware recommendations based on your recommended software solution.
3.
Provide detailed system requirements for the solution (both servers and clients).
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
VII. PROJECT MANAGEMENT AND IMPLEMENTATION Due to the technical nature and scope of this project, the District will require the selected vendor to provide the services of a certified Project Manager to manage the implementation of the project. In this regard, please respond to the questions and requirements listed below. 1.
Does your organization have a project manager? If so, list the credentials of your organization’s project manager.
2. 3.
Describe your organization’s Project Management Methodology. Provide an organizational chart showing all Team Members and their roles within the project that will be assigned to the project. The Districts goal is to have a central point of contact for all aspects of the project.
4.
Describe your organization’s process of defining business requirements and diagraming processes for each department.
5.
Your RFP response should include a Work Breakdown Structure (WBS). The WBS should define and identify all tasks elements that will be conducted or used in the project.
6.
Your RFI response should include a high-level sample project schedule that includes a presentation on the overall project implementation. The schedule should outline the key implementation steps for completion of the project from Notice to Proceed through and including final testing, go-live, scanning, acceptance and signoff. It is understood that the schedule may be deemed preliminary and will involve some modifications prior to implementation.
7.
The District is looking to have the solution be implemented in phases, is your project management office agile enough to handle multiple phases for implementation?
8.
Describe your organization’s process for ensuring the project stay’s on track.
9.
Provide a detailed outline of deliverables for delivery for this project. Deliverables should also appear as milestones on the project schedule.
10. Describe your organization’s plan for managing communication throughout the entire project. 11. Describe your organization’s plan for managing the governance (stakeholders) of the project. These meetings will be used to review the services/solutions you recommend and implement, and the details of your review process. 12. Describe your organization’s plan to test the application to ensure it is working as designed. Does the plan include user acceptance testing by the District? 13. The proposal should provide an overview of the issue tracking and reporting process, including how the project manager will track and manage issues that arise during the project.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
VIII. TRAINING REQUIREMENTS The District expects thorough end-user and administrator training to be performed by the selected vendor. 1.
Describe your organization’s plan to create customized training and documentation on each business process.
2.
Provide a sample training plan and/or user materials appropriate for end-users.
3.
Is their on-line training available for users after go-live on the product?
4.
Provide a description of the administration training sessions and what is included during the session.
5.
Will the District receive any documentation on all of the processes and document materials at the completion of the project? What would this comprise of?
IX.
PRICING
Financial Proposal Pricing, along with many other factors, will be a key consideration in the selection of a vendor to manage specific print services at designated locations. The District seeks to establish a contractual arrangement with pricing terms that satisfy the objectives of this RFP at the most competitive price possible. We will seek to ensure, however, that quality of service delivery is not negatively impacted by any form of exceedingly aggressive pricing scenario. Please note the following regarding financials: 1.
The solicitation of pricing does not constitute a commitment to purchase by the District; it is our intent to select a partner that we feel offers the best overall value proposition.
2.
Any contract as a result of this solicitation is subject to funding availability.
3.
Racine Unified School District wishes to avoid any obligations to third party leasing organizations. It is our clear preference to partner with a vendor who will write and hold its own lease agreement throughout the term of the contract. Bidding vendors are therefore required to state if they are using a third-party leasing partner or if they are using an internal funding source. If using an internal funding source, vendors shall state whether this is a private leasing arrangement with a leasing company or a true internal source of funds.
4.
The term of the contract will be 36 months. Please quote both Dollar Buyout and FMV.
5.
Please detail all expenses that will be incurred. Racine Unified School District will not be liable for expenses not detailed in your RFP response.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
ECM Software Pricing Please provide a monthly cost for the electronic content management software you are proposing. This portion should be expressed as a total base cost. Please detail the software modules included. Additionally, please detail any included hardware and/or any hardware that you expect to be provided by the District.
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System
X.
REFERENCES
References of Current Clients As the District begins the process of selecting a vendor to manage specific print services at designated locations, it is very important to have dialogue with reference that have worked with you on a project of similar size and scope, as well as in an educational setting. Please complete the table below with information from three current clients. REFERENCE #1 Name of Company Contact Name and Title Telephone Number Address City, State and Zip Code E-Mail Address REFERENCE #2 Name of Company Contact Name and Title Telephone Number Address City, State and Zip Code E-Mail Address REFERENCE #3 Name of Company Contact Name and Title Telephone Number Address City, State and Zip Code E-Mail Address
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RACINE UNIFIED SCHOOL DISTRICT RFP # 14-014 Electronic Content Management System {required documents identified earlier} A. 00 RESPONDENT INFORMATION & CERTIFICATION COMPANY Representative E-Mail Address Address
Local Phone Toll Free Phone Payment Address
Date of Proposal Proposal reference number, if required: I have read the specifications and I understand the content and my firm’s obligations with regard to providing the specified services and products. I hereby submit the attached proposal. The prices being submitted shall be binding on our firm until 45 days from the date proposals are due, or until I am notified that I am not a successful RESPONDENT, whichever comes first. If my firm is awarded a contract as a result of the quoted process, or subsequently negotiated prices, I guarantee that the prices shall be the maximum amount that my firm may charge for the products identified. I certify that I have the authority to sign this proposal and bind my firm to the prices specified and the obligations associated with the award of all or any part of the items so specified. I acknowledge receipt of
supplements.
I acknowledge receipt of
addendum.
We will accept payment in the form of a purchasing card. Yes Date:
No
Signed: Title:
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