REQUEST FOR PROPOSAL (RFP) Proposal Title:
Enterprise Content / Document Management System
Proposal Number: 17428
Date Issued: May 30, 2013
Response Due Date: July 8, 2013
Time:
KUB Contact: Meghan Cianelli
Phone Number: (865) 558-2658
2:00PM EST (Knoxville local time)
E-mail address:
[email protected] The Knoxville Utilities Board will receive Proposals in an electronic format sent to the Procurement Department, as instructed below. All proposals are subject to the instructions, conditions, specifications, Addenda, and any other elements of this Request for Proposal, including those incorporated by reference.
This RFP is prepared in both Microsoft Word and Microsoft Excel file formats. Any alterations to this document made by the Proposer may be grounds for rejection of the Proposal, cancellation of any subsequent award, or any other legal remedies available to the Knoxville Utilities Board.
E-mail the Proposal response to:
[email protected] with the following in the subject line: Content Management System RFP #17428 by 2:00PM EST Knoxville, TN time by the “RFP Close Date” referenced in Section 3.0. Proposer will receive an auto response within a reasonable time frame; otherwise please follow-up with Meghan Cianelli (865) 558-2658 and/or re-send your response.
NOTE: A conference call is scheduled for Monday, June 11, 2013 at 2:00 p.m. To participate in this conference call, please contact
[email protected] prior to Monday, June 11, 2013 at 12 noon.
Content/Document Management System
RFP
Table of Contents
1.0
STATEMENT OF INTENT .................................................................................................................... 3
2.0
PRIMARY OBJECTIVES....................................................................................................................... 3
3.0
RFP TENTATIVE TIMELINE ................................................................................................................ 3
4.0
PROPOSER INSTRUCTIONS ................................................................................................................ 4 4.1 COMMUNICATION WITH KUB ................................................................................................. 4 4.2 QUESTIONS AND ANSWERS PROCESS .................................................................................... 4 4.3 GENERAL INSTRUCTIONS ....................................................................................................... 4 4.4 PROPOSAL CONTENT AND ORGANIZATION .......................................................................... 5
5.0
PROPOSAL EVALUATION .................................................................................................................. 9 5.1 EVALUATION PROCESS ........................................................................................................... 9 5.2 EVALUATION CRITERIA .......................................................................................................... 9
6.0
KUB REQUIREMENTS AND PREFERENCES .................................................................................... 10 6.1 FUNCTIONALITY .................................................................................................................... 10 6.2 KUB’S EXISTING CMS ENVIRONMENT ................................................................................. 10 6.3 KUB’S PREFERRED CMS ENVIRONMENT ............................................................................. 13 6.4 KUB’S DESIRED EXPECTATIONS FOR PROPOSER DURING IMPLEMENTATION ............... 16
7.0
INSTRUCTIONS, TERMS, AND CONDITIONS................................................................................... 19 7.1 INSTRUCTIONS ....................................................................................................................... 19 7.2 TERMS AND CONDITIONS...................................................................................................... 19
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1.0 STATEMENT OF INTENT The Knoxville Utilities Board (KUB) is a governmental agency existing under the laws of the State of Tennessee and an independent agency of the City of Knoxville. KUB provides electricity, gas, water, and wastewater services to approximately 200,000 customers in Knoxville and parts of seven surrounding counties. KUB seeks proposals from interested firms and companies to provide a proposal for a solution and professional services to implement an enterprise Content/Document Management System (referred to as CMS) that manages documents and records and that performs a PostScript (PS) conversion according to the specifications outlined in this Request for Proposal (RFP).
2.0 PRIMARY OBJECTIVES KUB anticipates that the CMS it is seeking will offer cost advantages over current practices and will deliver better efficiencies. It is essential that the service levels and support provided under the new arrangement be of the highest caliber and meet KUB’s needs and requirements. KUB's primary objectives include, but are not limited to, the following:
To reduce significantly the current annual support fee for KUB’s existing CMS. To deliver a sizeable reduction of internal resource expenditures for documentation management and information sharing. To provide a centralized KUB repository (or multiple repositories, if needed). To migrate the files currently housed in KUB’s existing CMS to the new proposed repository. The migration should be seamless to users and have no or minimal interruptions of service during migration. To ensure continued automatic nightly ingestion of files into the new proposed repository. To provide functionality for standardizing the management of documentation development and control. To provide the capability to share files between KUB’s enterprise applications utilizing KUB’s Enterprise Service Bus (ESB). To provide the capability to electronically apply record retention rules from KUB’s Records Management Program. To supply a platform that supports flexibility and scalability for future growth. To inevitably retire KUB’s existing CMS.
3.0 RFP TENTATIVE TIMELINE ESTIMATED TIME (EASTERN DAYLIGHT TIME)
ESTIMATED DATE
Release Request for Proposals
N/A
May 30, 2013
Pre-Proposal Conference Call
2 p.m.
June 11, 2013
Questions Cut-off Date
2 p.m.
June 14, 2013
Answers to Questions Posted
2 p.m.
June 21, 2013
Proposal Due Date
2 p.m.
July 8, 2013
Short-List Selection Notification
2 p.m.
August 8, 2013
Proposer Interviews/Demonstrations
N/A
August 26 – Sept 13, 2013
Proposer Selection Announced
N/A
October 11, 2013
FUNCTION
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4.0 PROPOSER INSTRUCTIONS Responses to this RFP must meet KUB’s requirements and specifications as outlined herein. Evaluation and final award of the contract will be contingent upon the responses in the submitted proposals and, for short-listed Proposers, performance during interviews/demonstrations. KUB will not pay any costs associated with proposal preparation and/or demonstrations. All materials submitted pursuant to this RFP shall become the property of KUB. To the extent permitted by law, all documents pertaining to the RFP shall be kept confidential until the evaluation is complete and a contract is awarded. No information about any proposals submitted, other than the names of the Proposers who submitted a proposal, shall be released to anyone until the process is complete, except to members of KUB’s evaluation and selection committees who are evaluating these proposals, other appropriate KUB staff, and, if necessary, KUB’s General Counsel. Solutions and approaches described in the proposal are not considered protected intellectual property unless documented in the proposal as a registered trademark or patented.
4.1
COMMUNICATION WITH KUB
In order to create a fair bidding environment for Proposers, all communication with KUB related to this RFP must be done through Meghan Cianelli at
[email protected] in KUB’s Procurement Department. Failure to comply may be grounds for rejection of the Proposer’s proposal.
4.2
QUESTIONS AND ANSWERS PROCESS
KUB follows competitive bidding for the selection process that is both fair and equitable for all participating Proposers. KUB will provide Proposers with sufficient information to prepare meaningful and thorough proposals. To address these objectives, KUB will use a formal question and answer process. First, Proposers may participate in the pre-proposal conference call on Monday, June 11, 2013 at 2:00 PM EST. To participate in this conference call, Proposers must contact Meghan Cianelli at
[email protected] prior to Monday, June 11, 2013 at 12 noon. Second, Proposers may submit questions related to the RFP to the e-mail address detailed below from the time they receive this RFP until Friday, June 14, 2013 at 2:00 PM EST. Proposers must submit all questions in writing to the following e-mail address:
[email protected]. KUB will compile all questions and post the questions and the answers online at www.kub.org on Friday, June 21, 2013 at 2:00 PM EST.
4.3
GENERAL INSTRUCTIONS
Proposers should read this RFP in its entirety, including the appendices, before preparing their proposals. Proposers should respond as detailed as necessary to the RFP.
Proposers are responsible for referring back periodically to this RFP posting online for KUB’s responses to Proposers’ questions and for any addenda to this RFP. All proposals must be submitted electronically to
[email protected]. Proposers may submit multiple bids to propose various solutions. If proposing more than one solution, each solution must be submitted separately and in its entirety, including all appendices as outlined in this RFP. Proposers should review and consider the information provided in KUB Requirements and Preferences (Section 6.0) in its entirety to provide a comprehensive proposal that meets KUB’s expectations and specific needs. Proposers should price their proposed solution accordingly.
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4.4
RFP
Proposers must understand and accept all Instructions, Terms, and Conditions in Section 7.0. KUB has listed functionality questions in a separate spreadsheet Appendix A. Proposers shall answer all questions and provide detailed information as directed within the spreadsheet. Proposers are encouraged to include comments wherever the Proposer believes this will help KUB understand the Proposer’s response. All customizations must include an explanation, and the Proposer must clarify if the customization would become a part of the proposed solution at the price proposed. Proposers shall complete the pricing template provided within Appendix A. All cost items are to be itemized as set up within the pricing template. Proposers shall review KUB’s existing information technology (IT) environment provided in Appendix B. The appendix provides KUB’s hardware, network, and IT standards.
PROPOSAL CONTENT AND ORGANIZATION
Proposers are required to submit the following content to KUB electronically at
[email protected] in the order provided below: 1. 2. 3. 4. 5.
6. 7. 8. 9. 10. 11. 12.
4.4.1
Cover Page Executive Summary Proposed Solution Completed Functionality Spreadsheet Project Management and Implementation Plan a. Project Team Personnel b. Project Schedule Completed Pricing Spreadsheet Proposer’s Contact Information Form Client Reference Form Exceptions to Terms and Conditions Form IRS W-9 Form Insurance Documents Certificate of minority, woman-owned, or small business status (if applicable)
Cover Page
The cover page must provide the complete legal name of the Proposer’s organization, name of the contact who will be the primary contact for the entire RFP process, and contact’s telephone number. This must be the same individual named on the Proposer’s Contact Information Form provided in Appendix C.
4.4.2
Executive Summary
The executive summary must provide a high-level, brief summary of the most important aspects of the proposal, containing a concise description of the proposed solution and a summary of costs.
4.4.3
Proposed Solution
This section must provide KUB with a comprehensive explanation of the proposed solution to meet the requirements and objectives as described in this RFP. Proposers should include as much detail as necessary to enable KUB to differentiate between the different solutions and providers.
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Proposers should cover all of the following:
4.4.4
Describe solution functionality. Provide screenshots as needed and describe how the solution meets KUB’s requirements, specific needs, objectives, and preferences. Describe the general system architecture and/or architecture options. Describe all software product(s) that comprise the proposed solution. The database, operating system, development and administrative tools, and similar products including all associated component, licenses, or support components should also be described. If the desired solution intends to utilize existing KUB virtualization platforms and/or enterprise systems, describe the required virtual server(s) minimum and recommended requirements in detail. Refer to KUB’s IT standards found in Appendix B. If the desired solution requires dedicated server hardware, describe both the minimum and recommended solution requirements in detail. Describe any unique approaches for KUB to control software licensing, hardware, and support costs. Describe other key attributes and/or unique functionality of the system that you feel would be relevant and beneficial for KUB. Describe relevant recommendations that include tasks and activities not included in KUB Requirements and Preferences (Section 6.0). Any recommendations must be clearly marked as recommendations. There will be space provided in the pricing template for you to itemize and price them.
Completed Functionality Spreadsheet
This section must include the completed functionality spreadsheet in Appendix A (Figure 1). It contains the specific instructions required to complete it. The questions address KUB’s required needs as well as functionality that KUB may consider in a solution.
Figure 1. Functionality Spreadsheet Explanation Proposers should follow those instructions and answer all questions. Proposers are encouraged to provide additional relevant information which will enable the evaluators to have an understanding of how functionality is accomplished. It must be fully understood that KUB considers the spreadsheet and the Proposer’s response to all questions to be the legally binding agreement of the capabilities of the proposed solution and service(s). To assure that misrepresentation of the Proposer’s solution does not occur, Proposers must seek clarification from KUB of any question that they do not understand.
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Any Proposer who makes the shortlist will ensure, at a minimum, that all functionality questions that are responded to with a ‘Yes’ response are able to demonstrate the functionality during a demonstration. If the functionality will not be available for the demonstration, the Proposer must provide an explanation in the Comments section for that question. (For tentative RFP timeline, see Section 3.0.)
4.4.5
Project Management and Implementation Plan
The Proposer shall describe the project management approach and implementation methodology for the proposed solution. The Proposer should review and consider the information provided in Section 6.4 in its entirety. NOTE: The scope of KUB’s project is to install, configure, and deploy the proposed solution as outlined within this RFP. KUB intends to migrate/convert only files in the current CMS into the proposed solution repository as part of this project. Once the proposed solution has been deployed, KUB intends to begin a pilot program with one or two departments. The pilot program is not within the scope of this project. Proposers should price their proposed solution accordingly. The Proposer should ensure that this section describes each of the following:
4.4.5.1
Describe how implementation of the project will be organized and managed. Include a description of the project management plan. Describe major milestones and deliverables. Pay items should be tangible deliverables. Identify which tasks you will perform onsite and which tasks you will perform remotely. Describe your solution development, configuration, and documentation process. Describe your file migration approach and quality control procedures. The selected Proposer is expected to assume primary responsibility for migrating current CMS files into the proposed solution repository. Describe your unit, system, and performance testing approaches and overall quality control program. The proposed solution should include a formal plan and schedule for testing. System testing should be performed on the entire system in the context of functional requirements. Performance testing may be omitted provided the proposed solution has an established publicly available performance record for the proposed architecture and configuration. Describe your training approach, suggested classes and attendees, hardware requirements for training, and logistical considerations. Training is expected to cover functional use for expert/advanced users as defined in the table in Section 6.3.3, technical system administration, and technical development. Describe your approach to deployment (cut-over or go-live) of the proposed solution and the activities involved to ensure that users are able to perform their work using it. Identify any potential user impacts such as downtime or loss of functionality (such as during a freeze to migrate existing files). Describe your approach to acceptance testing, consisting of the execution of test plans developed in previous tasks. Acceptance testing of all solution configurations and integrations are required prior to KUB accepting transfer of ownership. Describe your post-deployment services through go-live and the stabilization phase.
Project Team Personnel
This section must describe the qualifications and experience of the specific staff members who will be involved in the project. The Proposer should define any and all KUB resources needed to support the project, including project management, participation in testing, participation in training, and deliverable reviews with approximate time commitments. The Proposer should include an estimate of KUB’s level of effort. If the approach includes the Proposer’s team working at KUB facilities, KUB will provide the following:
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4.4.5.2
RFP
Workspace, including desktop computers, telephones, access to internal e-mail, and the Internet Badges that will facilitate limited access to KUB's departmental offices Accounts on the KUB network and permissions to access the KUB system remotely, if required by the delivery approach proposed Resources to perform testing KUB technical/functional project manager(s) Normal working hours for this project are 8 a.m. to 5 p.m., Monday through Friday, with overtime work performed as necessary to meet implementation deadlines. The contract employee(s) shall observe the same standard holidays as KUB employees.
Project Schedule
This section must provide an implementation schedule by major task showing tasks in the critical path. The project schedule shall specify payment milestones and be consistent with the project plan proposed in Section 4.4.5. The specific duration will be negotiated with the selected Proposer. If KUB is expected to purchase additional hardware and/or software, a specific timeline/deadline for this purchase must be specified.
4.4.6
Completed Pricing Spreadsheet
Proposers shall use the pricing template spreadsheet provided by KUB in the Appendix A. The pricing proposal should take into consideration the following:
Prices quoted shall be itemized and all-inclusive, firm fixed prices with payments at milestones. Prices must include all costs including labor, shipping, licenses, fees, training, support, installation, travel expenses, overhead, profit, warranty, etc.
KUB will retain approximately 10 percent of the total contract value pending final acceptance of the solution plus 60 calendar days. A mutual agreement on expected resolution of issues will be documented. All issues must be addressed before final acceptance.
4.4.7
Miscellaneous Forms and Documents
The proposal must provide the completed miscellaneous forms and documents listed below in the order provided. KUB specific forms are provided in Appendix C. The IRS W-9 Form is provided in Appendix D. 1. Proposer’s Contact Information Form – Complete the form in its entirety. 2. Client Reference Form – Complete the form in its entirety. Provide references for clients for whom you provided a solution that most closely reflects your proposed solution for KUB. KUB prefers to have at least three (3) references. By providing this information, it is understood by the Proposer that KUB may contact these clients. 3. Exceptions to Terms and Conditions Form – If there are no exceptions, indicate ‘No Exceptions’ on the form and sign it. If any exceptions are taken to any of the Terms and Conditions, they must be noted on the form, and the form must be signed. 4. IRS W-9 Form – A completed W-9 Form (Request for Taxpayer Identification Number and Certification) must be returned. 5. Insurance Documents – Provide copies of appropriate insurance documents demonstrating that all insurance requirements for this project can be met. 6. Certification(s) – Provide copies of appropriate certifications from a recognized source showing minority, woman-owned, or small business status, if applicable.
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5.0 PROPOSAL EVALUATION KUB shall be the sole judge of the proposal(s) and the resulting negotiated agreement. KUB reserves the right to ask for additional information, as it deems necessary, to evaluate the ability of any Proposers to perform the work or service requested. KUB reserves the right to contract for all services, no services, or any portion of services proposed. KUB reserves the right to evaluate and accept any bid, which in KUB’s sole opinion, offers the most acceptable solution to KUB. KUB reserves the right to reject any or all proposals, and, in its sole discretion, KUB reserves the right to award a contract to either one or two Proposers if it is deemed to be in the best interest of KUB.
5.1
EVALUATION PROCESS
A multimember evaluation team will review all proposals and short-list the best responses for further consideration. The short-listed Proposers will be notified and scheduled to participate in a solution interview/demonstration with KUB staff. If during the demonstration, finalists cannot demonstrate the functionality that they reported in the proposals, their overall score will be reduced. After the evaluation team reviews the short-listed proposals and interviews/demonstrations, one or more solutions will be selected and recommended to KUB’ Project Management Office (PMO). The PMO will approve the final decision prior to notifying selected Proposer(s).
5.2
EVALUATION CRITERIA
The KUB evaluation team will evaluate Proposers’ responses using the following criteria: EVALUATION CRITERIA
CRITERIA DESCRIPTION
Minimum Requirements
As reflected in the proposal, the proposed solution must meet all of the minimum requirements outlined in Section 6.1.
Ability to Meet or Exceed Functionality Expectations
The team will evaluate the proposed solution on its ability to meet or exceed required and preferred functionality. The complete proposal, including answers to the detailed functionality questions in Appendix A, will be evaluated.
Company Experience, Staff Qualifications, and References
The team will evaluate the Proposers with regard to their similar experience deploying a CMS with PS conversion capability. The staff proposed for this project will be evaluated based on similar prior experience. The results of client reference checks will also be considered by the team.
Solution Total Cost of Ownership and Price
The team will conduct a cost-benefit analysis of the proposed solution that will, in KUB’s sole judgment, best meet its specific needs and preferences. The total cost of ownership will be based on price of implementation services, software purchase and licensing, and annual maintenance/support fees for all system components and licenses.
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6.0 KUB REQUIREMENTS AND PREFERENCES 6.1
FUNCTIONALITY
The following list provides the minimum functionality requirements KUB is seeking in the CMS proposed solution. As specified in Section 5.2, this list is not the sole criteria for the selected solution.
The ability to check in and out files The ability to conduct full-text searches and metadata searches The ability to subscribe to notifications/alerts Access controls/security within the system Audit/Event logging and tracking of system activities Authentication mechanism for logging into the system Desktop application integration Document workflows Records management capabilities Reporting functionality Retrieval throughput of at least 5 seconds for Web service requests Retrieval throughput of 100 simultaneous Web Service requests in at least 30 seconds Support of a large number of users who have read-only access to the repository without the need to login or have a licensed seat Version control Web Services API
The following list provides the functionality KUB prefers in the CMS proposed solution but is not required in the proposed solution. As specified in Section 5.2, KUB will conduct a cost-benefit analysis to determine the solution that best meets KUB’s expectations and specific needs. Questions related to these preferences are included in Appendix A for evaluation.
6.2
The ability for non-technical users to setup form fields and other configurable operations The ability to manage physical records The ability to publish/issue files to an unalterable format Active Directory Integration Document scanning and imaging Drag and drop file importation/ingestion E-form creation, routing, and storage Electronic signature capabilities Mobile and offline access to the system Optical character recognition (OCR) and indexing Role-based approach for access controls
KUB’S EXISTING CMS ENVIRONMENT
KUB currently has a CMS that is actually three (3) separate software applications from IBM that were purchased in 2003:
IBM DB2 Content Manager V8.2.0.0 IBM Content Manager OnDemand V7.1.0.14 (CMOD) IBM Document Manager (formerly Green Pasture G5)
The CMS repository stores PDFs of customer bills and TIFFs of customers’ payment checks and their bill stubs. APIs (application programming interfaces) have been created to connect the CMS to other
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enterprise applications and the Internet via a Web portal. Only the checks and bill stubs are viewed using the CMS user interface. The bill images are viewed utilizing an ESB and a secured WebSphere portlet other than the CMS user interface. Section 6.2.1 provides a detailed description of how these files are ingested, indexed, and retrieved. For KUB’s other documentation, KUB allows departments to manage their own electronic document and record files. To support this flexibility, KUB does not have a centralized repository for these files. Each department has their own drive to store and organize their files. To collaborate on files or to share files between department personnel, KUB staff have the following options:
Save file copies in their respective department’s public drive Create a folder on the Intrashares drive and save files in it Upload file copies to their respective department’s SharePoint page E-mail the files as attachments Set up a Lotus Notes TeamRoom to post file copies Create links to files from their respective department’s intranet site, if available Request application integration to enterprise systems, if applicable
Departments administer their own approval and content auditing processes. The thoroughness of these processes depends on the subject matter and the departments themselves. In 2010, KUB implemented a Records Management Policy for records with a focus on physical records. With this policy KUB has instituted a complete records retention schedule and defined retention periods for each record series. This has resulted in departments assessing their records and recognizing a need to improve the management of their document and records files. In 2011, KUB recognized the need to replace the current CMS with a more robust and user-friendly system.
6.2.1
Details of KUB’s Existing CMS Operations
KUB’s current CMS is accessible via a thin client or thick client. Three (3) APIs were created to connect the CMS to other applications and the Internet via a Web portal. The Customer Information System (CIS) interface is in production, and the Geographic Information System (GIS) interface has been tested on a small scale, but is not in production. The Web Services API is currently in use. Each night the CMS automatically uploads a batched PDF (portable document file) composed of thousands (15k+) of multi-paged billing files. The system divides the batched PDF file into individual PDFs, which may be multi-paged bill files or single-paged bill files, and saves them accordingly in the system repository. A PS file is generated of the day’s batched PDF processing. The PS file is utilized to index the PDFs individually. The CMS indexes approximately 250,000 of these PDFs per month. CMOD is used specifically to allow KUB’s Customer Service Representatives (CSRs) to retrieve image files of customer bills via CIS. This enables the CSRs to address customers’ questions about their bills while viewing the exact image of the bill. KUB utilizes an ESB to enable customers to access their individual PDFs (bill images). After logging into the KUB Website, customers can access the last 18 months of their bills. From the Bill Presentment Web page, customers click the hyperlink for the bill they want to view, and, through a secured WebSphere portlet, they are able to view bill images. The portlet requests the bill image file via Web service call to the ESB SOA middleware layer. The ESB in turn then sends a Web service request to the CMOD system. CMOD then retrieves the requested bill image file and responds to the ESB Web service request and portal request in turn. The portal Web service request utilizes the bill date, account number, and bill amount as metadata for bill retrieval. Customers are not required to log into the CMS to complete this task.
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Figure 2 illustrates KUB’ current PS conversion, storage, and retrieval environment.
Customer Information System (CIS)
Customer bill run
Daily bill processing
PS Bill Image
Import PDF into CMOD and retrieve metadata from PS file
Adobe Acrobat Distiller
PDF bill images in single pdf file on file system
PDF Output
Import PDF file
Split each image into individual PDF files PDF in datastore with metadata Retrieve Check and Stub Images
CMOD User Interface
IBM CMOD repository
Web Service / Custom Integration
Retrieve Bill Image Acct # Bill Date Direct Integration
KUB Customer Service via CIS
Enterprise Service Bus SOA Middleware layer (ESB)
Retrieve Bill Image Acct #, Bill Date, $ Amount Web Service Retrieval & Presentment
Customer Portal Website
Ingestion & Storage PDF Generation
Figure 2. KUB’s Current PS Conversion, Storage, and Retrieval Environment The CMS also uploads and stores the image files of customers’ payment checks and their bill stubs. Each business day checks and stubs are scanned into individual TIFF files and a flat data file is generated of the day’s payment processing. The TIFF files and flat file are saved into a network folder that is watched by a script that automatically uploads whatever is in the folder into the CMS repository. The flat data file is utilized to index the TIFF files for retrieval by CMS users. These are the only users who utilize the CMS user interface.
6.2.2
Additional Repository Usage
The current CMS repository is also storing a few TIFF and PDF files of miscellaneous documents and engineering drawings; however, the department owners chose years ago not to ingest all of their documents into the system. These files are not searched nor retrieved by any CMS user.
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6.3 6.3.1
KUB’S PREFERRED CMS ENVIRONMENT PS Conversion, Ingestion, and Retrieval of Bill Image Files
KUB seeks a solution that will continue to automatically upload a batched PDF nightly composed of thousands (15k+) of multi-paged billing files, divide the file into individual PDFs, which may be multipaged bill files or single-paged bill files, and save them accordingly in the system repository. For indexing purposes, the solution may continue to utilize the PS file. The proposed solution must consolidate bill image retrieval to a single, standard ESB Web service for all bill image consuming systems at KUB. Previous direct integration patterns will not be needed nor recreated in the new solution. The solution should be capable of completely responding to a single bill image Web service request in at least 5 seconds. Figure 3 provides an illustration of a possible storage and retrieval environment for customer bills. The desired environment requires ESB Web service development and an updated integration with CIS. However, KUB staff will assume responsibility for these developments, not the Proposer.
Customer Information System (CIS)
Customer bill run
Daily bill processing
PS Bill Image
Adobe Acrobat Distiller
Import PDF into new ‘system’ and may utilize PS file for metadata
PDF bill images in single pdf file on file system
PDF Output
Import PDF file
Split each image into individual PDF files PDF in datastore with metadata
New repository capable of 30 million + bills and < 5 second response
Web Service for Presentment (ESB to be the only consumer)
Enterprise Service Bus SOA Middleware layer (ESB)
Customer Portal Website
KUB Customer Service via CIS
Retrieval & Presentment Ingestion & Storage PDF Generation
Figure 3. Possible PS Conversion, Storage, and Retrieval Environment
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6.3.2
Documentation and Records Management
KUB seeks a solution that will enable personnel to improve the management of document and record files from creation to final disposition. (See Figure 4 for a typical system management process.) As part of this improved management, KUB desires a solution that will do the following:
Enable configurable, rule-based document lifecycle management. Enable KUB personnel to better collaborate and share information. Provide standardized approval and content auditing workflows. Manage electronic files and folders as records with the ability to define and manage retention and disposal rules. Provide granular security on information so that the mere existence of a file within the repository is only known to users who have permission to the file. Provide tracking for users to monitor the status of documentation and workflows. Offer multiple access methods into the solution repository so that remote individuals can perform tasks within the system. Provide reporting and auditing tools for management. Provide automated notifications. Assist in the elimination of content and/or file duplication.
Importation of existing record file to repository Importation of draft file to repository
Metadata retrieved and file indexed
Creation of draft file within repository
Collaboration and development with limited user access
Initiation of review and approval workflow
Approved
Revisions needed
Accurate and retainable file Information edits needed
Publication of record
Record series applied to file in repository
Metadata retrieved and file indexed
Accuracy and retention review workflows Retention due
Record disposal
Figure 4. Standard Document Lifecycle Management Process in a System
6.3.3
Usability
The proposed solution should allow users to configure document lifecycle rules based on a simple, menu-based interface. KUB prefers a system that does not require programming for a user to customize a documentation approval and publication workflow. Overall, the system is expected to have an easy-to-use interface and intuitive navigation. KUB desires a simple, menu-driven administrative interface. The proposed solution must enable users to import/upload files easily and quickly. KUB prefers a solution that offers its users a variety of means to import a file, such as dragging and dropping files directly into the repository and integration with Microsoft Office. Once files are in the repository, the system is required to conduct full-text searches and to retrieve a file within five (5) seconds. KUB expects the system to
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display the latest version of a file so that a solution user is assured of retrieving the most accurate and upto-date information. Figure 5 illustrates KUB’s desired file retrieval environments.
Solution viewer
Search conducted in solution
Integration with native application
Retrieval of file from repository
Enterprise Service Bus SOA Middleware layer (ESB)
Enterprise systems
Portal website
Figure 5. KUB’s Desired File Retrieval Environments As described in the table below, KUB seeks a solution that can accommodate the following user needs. USERS
DESCRIPTION OF USER NEEDS
Guest/Read-Only Users
1. KUB has approximately 900 employees and many contractors who work onsite. For immediate use of the system, KUB expects all individuals who have authorized access to KUB’s internal computer network to easily access files within the proposed repository. The preference is for the solution to support single sign-on (SSO) to prevent these users from being challenged for credentials. These internal read-only users should be able to, at a minimum, conduct searches, view files, and print files that do not have restricted access applied to them. 2. KUB currently has 200,000 customers, and KUB must have unlimited read-only users due to the needs of our customers on the Internet. 3. KUB has many contractors who work offsite. A long-term plan is for individuals who are external to KUB’s network to be able to link directly to files within the proposed repository without an authentication challenge. KUB’s intent is for these external read-only users to access files via a Web portal.
Standard Solution Users
For immediate use of the system, KUB anticipates approximately thirty (30) employees who would be considered standard solution users. KUB expects these users to be capable of importing/uploading files into the system, checking files in and out, participating in workflows, and performing other standard operations. These users may be on the system concurrently.
Expert/Advanced Solution Users
For immediate use of the system, KUB anticipates approximately four (4) employees who would be considered expert/advanced users. In addition to performing all the tasks standard users can do, these non-technical users will have the authority to perform other operations, such as workflow development, e-form development, and other configurations. These users are to be considered the functional owners of the system.
System Administrators
For the immediate use of the system, KUB anticipates approximately three (3) employees who would be considered System Administrators. These users can control all aspects of the system, are responsible for maintenance, patching, backup/restore, and other technical aspects. These users will be considered the technical owners.
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6.3.4
RFP
Design, Integration, and Performance
The proposed solution repository should possess enterprise class scalability. KUB expects the proposed solution to be easily expandable regardless if it is implemented using local storage or storage area network. KUB may consider multiple repositories in the future. The system repository is expected to keep 10 years worth of bill image files alone. At KUB’s current customer level (200,000), this equates to roughly 30 million files and corresponding metadata. The bill image files average 100k in size, and KUB anticipates three (3) terabytes of storage space for the full 10 years of storage for these image files alone. The solution architecture must be highly available and capable of continuing to operate in the event of any hardware failure across its architecture. To support such architecture, KUB operates the following:
6.4
F5 Local Traffic Manager High Availability pairs WebSphere Portal Clusters Lotus Domino Clusters Neverfail Clusters SAN Mirroring File system mirroring
KUB’S DESIRED EXPECTATIONS FOR PROPOSER DURING IMPLEMENTATION
This section provides Proposers with KUB’s desired expectations of the selected Proposer during the implementation of the proposed solution. In other words, this section provides Proposers with KUB’s desired expectations after the bid is awarded. The definitive implementation and responsibilities will be clarified with the selected Proposer during contract negotiations.
6.4.1
Project Management
KUB and the selected Proposer will agree on how to jointly work on the implementation and who will be responsible for maintaining the environments during the project. The selected Proposer’s project manager is expected to be the primary point of contact for KUB’s project manager. NOTE: As specified in the note in Section 4.4.5, the scope of this project is to install, configure, and deploy the selected solution. KUB intends to migrate only files in the current CMS into the selected solution repository. After deployment KUB intends to pilot the system; however, the pilot is not within the scope of this project, and Proposers should price their solution accordingly.
6.4.2
Architecture Plan
To ensure KUB’s solution requirements are understood, the selected Proposer should elicit and compile a final set of requirements. The selected Proposer is expected to focus on better understanding KUB’s IT environment and needs to determine architecture options and develop an Architecture Plan. The selected Proposer is expected to participate in discussions that cover the following topics:
Discuss the final set of requirements for PS conversion and bill image retrievals. Discuss all components of the solution including users, data, support staff, hardware, software, licensing, network, customizations, and interfaces. Discuss provisions for environments. Provide hardware specifications for servers, number of licenses for third-party software and supporting applications. Discuss security considerations for various aspects of the solution or user groups (such as contractors) and implications on solution architecture. Discuss provisions and licensing implications for high availability architecture. Discuss backup and disaster recovery, archive, and storage strategy. The leveraging of existing KUB storage and backup resources should be determined.
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6.4.3 6.4.3.1
RFP
Implementation Implementation Planning
The selected Proposer should facilitate discussions to determine implementation options and develop an Implementation Plan. The selected Proposer is expected to participate in discussions that cover the following topics:
Discuss security topics. User groups with different access control needs should be defined so that an initial set of roles can be developed. Discuss configurations. Workflows, subscriptions and notifications, document-specific metadata and forms should be defined so that their initial set of rules can be developed. Discuss Web service capabilities to be consumed by ESB. Confirm the sequence of implementation activities so that KUB staff can be made aware of upcoming activities they will be responsible for supporting. For example, ISD staff will need to understand when servers need to be deployed.
KUB and the selected Proposer will agree on how to jointly work on the implementation and who will be responsible for maintaining environments during the project. A plan for bringing the solution current with patches and other updates during the project and before final acceptance will be developed.
6.4.3.2
Support Hardware Deployment and Install Software
The selected Proposer is expected to support KUB staff for hardware/software installation and implementation of the proposed solution. KUB staff will assume primary responsibility for acquiring hardware and deploying it on the KUB network. The selected Proposer is expected to provide expertise, knowledge transfer, and support by advising KUB on hardware/software deployment and configuration. The selected Proposer will assume responsibility for the successful installation of all products that it includes as part of its proposed solution. The selected Proposer will install its product(s) in coordination with KUB’s staff. The selected Proposer will assist KUB staff in creating implementation documentation in accordance with KUB’s established processes for system documentation.
6.4.3.3
Configuration
The selected Proposer is expected to support KUB staff for configuration of the proposed solution. KUB will have preliminary designs, specifications, and/or rules for the below flagged configurations; however, the selected Proposer is expected to provide expertise, knowledge transfer, and support by advising KUB on configuration. As part of implementation, the selected solution must have the following configured for immediate use:
Audit trail Desktop application integrations Document-specific metadata specifications* Initial retention schedule and disposal rules* Initial set of roles* User entry forms for metadata and for document approval workflow* Reporting template User subscriptions and workflow notifications, including the configuration of an e-mail template, if applicable* Versioning settings* Workflows for the document approval, for the record audit, and for record retention* Other configurable user operations available in the selected solution that are standard for immediate use
The selected Proposer and KUB staff will configure the integration with KUB’s existing Active Directory, if available in the proposed solution, and security setup for the proposed solution.
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The selected Proposer and KUB staff will configure the Web service design for the ESB SOA Middleware layer. KUB’s preferred interface approach is via SOA and Web services that allow isolation of system interfaces from system patching and replacements in the future. The Proposer will test and deploy it. The selected Proposer must document all final configurations and submit them to KUB.
6.4.4
Migration of Current Files to New Solution
The current CMS is storing approximately 650,000 new files a month (bill images, customer payment check images, and bill stub images). The repository contains over 10 million files. These files will need to be migrated to the new repository. KUB expects for the selected Proposer to assume primary responsibility for migrating these files. Additionally, KUB staff will assume primary responsibility for importing a limited number of other file types into the system repository for testing purposes only. Proposers should not consider the uploading of these particular files in their pricing for the proposed solution.
6.4.5
Testing and Performance
The selected Proposer and KUB staff will develop a formal system testing plan and schedule. System testing should be performed on the entire system in the context of functional requirements. This plan should include and involve KUB staff as much as possible. Issues uncovered during formal testing should be logged into an issue tracking system. Once all high-priority issues have been resolved to KUB’s satisfaction, training and deployment activities can begin. In addition, a performance testing plan would be preferred. Performance testing may be omitted provided the proposed solution has an established publicly available performance record for the proposed architecture and configuration. KUB seeks to have a confident understanding of performance limits either by commission of actual performance test or by supporting documentation for similar architecture.
6.4.6
Training
The selected Proposer is expected to train the expert/advanced solution users (defined in the table in Section 6.3.3) so that they will be equipped to train the standard solution users. These users must know how to perform standard system operations and how to configure operations within the system, such as the creation of automated workflows, the creation and modification of forms, and other non-system administrator tasks. KUB anticipates approximately four (4) individuals needing this training. KUB expects all trainees to be supplied with comprehensive user manuals. Training is also expected for the technical system administration and technical development. KUB expects all trainees to be supplied with comprehensive technical manuals. KUB maintains a computer training lab with 10 workstations, which may be used for training.
6.4.7
Deployment
The selected Proposer is expected to have a deployment plan that limits solution downtime. KUB prefers unavoidable system outages be performed after hours and at times that limit impact to KUB customers. The preference is for minimal interruption to services during deployment. The solution deployment plan must include user acceptance testing of all solution configurations and integrations prior to KUB accepting transfer of ownership. Acceptance tests should emulate real-world usage conditions. KUB expects post-deployment support through go-live and the stabilization phase.
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7.0 INSTRUCTIONS, TERMS, AND CONDITIONS 7.1
INSTRUCTIONS
A. Instructions: These documents constitute the complete set of specifications, requirements, and proposal request instructions. The Proposer is responsible for insuring that all pages and all addenda are received. KUB advises all proposers to closely examine this proposal response, and to immediately direct any questions regarding the completeness of this RFP and any addenda to the Procurement Department. B. Rights: KUB reserves the right to reject any or all proposals and to waive irregularities therein, and the undersigned hereby agrees that such rejection or waiver shall be without liability on the part of KUB for any damage or claim brought by the undersigned because of such action, nor shall the undersigned seek any recourse of any kind against KUB because of such action. There is no obligation to buy. All proposals submitted to KUB become the property of KUB upon submission and after the execution of a contract become subject to Tennessee’s Public Records law, as codified in Tenn. Code Ann. §§10-7-101 et. seq. C. Request for Proposal Definitions: This section describes the procedures for companies submitting a response to this Request for Proposal (RFP). The term “Proposer” refers to the person or entity to which a contract is awarded. D. Time and Date for Submitting Proposals: Each Proposer shall respond to this RFP on or before the time and date indicated on the Request for Proposal cover sheet. Proposals will not be made available for public inspection until after the RFP process is completed and a purchase order has been issued. The Proposal shall be delivered by email to
[email protected] with the subject line of Content Management System RFP #17428 before 2:00pm Knoxville, TN time on the “Proposal Due Date” referenced in Section 3.0. E. Response: Each Proposer must acknowledge that it accepts and understands each of the Instructions, Terms, and Conditions of this RFP. If a Proposer is unwilling to accept any one or more of the Instructions, Terms, and Conditions, they must clearly identify in their proposal the Instructions, Terms, and Conditions to which they take exception and note it on the enclosed exception sheet. In its sole discretion, KUB reserves the right on a non-discriminatory basis to: a) consider any Proposal(s) which takes exception(s) to any one or more of the Terms and Conditions; or b) reject any Proposal(s) which takes exception(s) to any one or more of the Terms and Conditions. F. Ex Parte Communication: KUB does not permit contact concerning this RFP process with any KUB personnel other than as identified in the RFP until the selection process has been completed. All exchanges of information concerning this RFP must be in writing, with e-mail as the preferred method of communication. Failure to honor this requirement will be viewed negatively in the selection process and may result in the disqualification of the Proposer. Any questions or requests for clarification will be responded to in writing or by email with a copy of the response being sent to each proposer on record. G. Discrepancies, Errors and Omissions: Any discrepancies, errors, omissions, or ambiguities in this RFP or the requirements / guidelines or addenda (if any) stated herein should be reported to KUB. At KUB’s option, a written addendum may be issued and the addendum will be incorporated in the RFP and will become part of the Contract Documents. KUB will not be responsible for or bound by any oral instructions, clarifications or other communications and no such oral communication may be relied on by any Proposer.
7.2
TERMS AND CONDITIONS
A. Agreement: Each successful Proposer will be required to sign a contract with KUB. The entire agreement shall include the Proposer’s response to this proposal, the RFP, and an agreement (the “Contract Documents”). If the RFP and the Proposer’s response to this proposal are modified in negotiation between KUB and the Proposer, then the modified proposal shall be included as addenda to the successful Proposer’s contract with KUB. Should any conflict or discrepancy arise between the Instructions, Terms, and Conditions of the RFP and the Instructions, Terms and Conditions of the
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B.
C.
D.
E.
F.
G. H.
I.
RFP
Agreement, the Instructions, Terms and Conditions of the Agreement shall control. The individual who signs this document must be empowered to sign the Agreement, or if sent by email the name that appears on the proposal response must be empowered to sign the Agreement. KUB reserves the right to withdraw the RFP or condition the award on additional or different terms proposed to be included in such contract, and KUB shall not incur any obligation to the successful Proposer except as provided in the Agreement. To produce the Agreement, KUB reserves the right to provide its own draft contract terms or request draft contract terms from the Proposer. Notification of award of the or acceptance of a RFP, in whole or in part, shall not restrict KUB’s discretion with regard to the terms of the definitive contract, shall not preclude KUB from terminating the proposal or withdrawing the proposal prior to execution of the Agreement, and shall not limit KUB’s right to consider and act on additional information that may come to its attention from any source. Cancellation: KUB reserves the right to cancel the agreement without cost or penalty to KUB, if, in KUB’s opinion, there is a failure at any time by the Contractor to adequately perform the Agreement, or if there is any attempt to willfully impose upon KUB service workmanship which is, in the opinion of KUB, of an unacceptable quality or time requirements. Cancellation of the Agreement shall not impair any rights or claim of KUB to damages for the breach of any covenants of the Agreement by the successful proposer. General: KUB recognizes that the highest price Proposal does not necessarily indicate the best Proposal in terms of capabilities, quality or service. As a result, the selection of a Proposer to which the contract will be awarded will be determined on the basis of which Proposal is in the best interest of KUB based on the factors described in the Proposal Evaluation (Section IV.) of this RFP. KUB reserves the right to reject any or all Proposals, to waive technicalities or informalities and to accept any proposal determined to be in the best interest of KUB. KUB will not be responsible for misinterpretations that are caused by failure of a Proposer to follow the RFP format or to give proper and specific references when citing referenced material. The selection criteria are described in the RFP. KUB reserves the right, in its discretion and without incurring any liability to any Proposer, to modify or terminate this RFP at any time prior to the execution of a definitive contract, and to accept or reject any Proposal for any reason. Documents: Each proposal must include the following documents 1) A fully completed Proposal, including any KUB data sheets or addenda, 2) A signed Exceptions document to Instructions, Terms, and Conditions, attached to Proposal. . Communication: KUB reserves the right to communicate with the Proposers, individually or collectively, formally or informally. KUB requires that questions and other communications concerning the RFP be submitted to KUB only in writing and must be directed to the appropriate person identified on this RFP cover sheet. Response Times: Response times will be made as described in the RFP. Failure to respond to as specified and in accordance with the Proposal submitted, including promised lead times, will constitute sufficient grounds for cancellation of the contract, and KUB shall incur no cost or penalty for cancellation. All Proposals must include all applicable transportation, service charges, sales and use taxes, assembly, and all other applicable charges. Minimum Performance: The services in accordance with this RFP (including optional items selected by KUB) shall be fully in compliance with all federal, state, and local laws, rules, and regulations. Guarantee: In making a proposal, each Proposer certifies that it is fully aware of the conditions of service and that its offer will meet these requirements of service and purpose to the satisfaction of KUB. Proposer warrants and guarantees to KUB all services and products to be provided and that work and products will be of good quality, and in conformance with the Contract Documents. All work not conforming to these standards may be considered defective by KUB. Insurance: Insurance Requirements Proposer’s Insurance: The successful Proposer shall provide KUB with the types and amounts of insurance coverage that the Proposer maintains in its RFP response. The insurance coverage required by KUB for this project will be mutually agreed upon by KUB and the Proposer before a contract is signed. The successful Proposer shall not allow any subcontractor to commence service on their subcontract until all similar insurance required of the subcontractor has been obtained and approved. All insurance policies shall be with insurers approved and admitted to do business in Tennessee. KUB shall be furnished proof of coverage of insurance by certificates of insurance
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J.
K. L.
M.
N.
O. P.
RFP
accompanying the contract documents and shall name KUB as an additional insured as respects commercial general liability and business automobile liability. The successful Proposer shall provide KUB a thirty (30) day cancellation notice in the event any insurance required by fair agreement is canceled. Employer’s Liability Insurance: The successful Proposer shall secure and maintain during the term of the Agreement if applicable, Employer’s Liability Insurance. Worker’s Compensation Insurance: The successful Proposer shall secure and maintain during the term of the Agreement if applicable, worker’s compensation insurance for all of their employees connected with the work on this project and, in case any work is sublet, shall require the subcontractor similarly to provide worker’s compensation insurance for all of the latter’s employees unless such employees are covered by the protection afforded by the successful Proposer. Such insurance shall comply fully with Tennessee Worker’s Compensation Law. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under the Worker’s Compensation Statute, the successful Proposer shall provide, and cause each Subcontractor to provide, adequate insurance satisfactory to KUB, for protection of their employees not otherwise protected. Commercial General Liability and Business Auto Liability: The successful Proposer shall secure and maintain during the term of the Agreement, comprehensive general liability and comprehensive automobile liability insurance which shall protect them from claims for damage for personal injury, including accidental death, as well as claims for property damages which may arise from operations under this Agreement whether such operation be by themselves or by anyone directly or indirectly employed by them. Indemnification Rider: The successful Proposer agrees to indemnify and hold harmless KUB, its agents, or employees from and against all loss or expense (including cost and attorney’s fees) by reason of liability for damages because of bodily injury, including death, at any time resulting there from, sustained by any person or persons or damage to property, including loss of use thereof, arising out of or in consequences of the performance under the Agreement to be entered into whether such injuries to persons or damage to property is due or claimed to be done due to the negligence of the Proposer, his/her subcontractor, KUB, their agents or employees, except only such injury or damage as shall have been occasioned by the sole negligence of KUB. Compliance with the foregoing requirements shall not relieve the Proposer of its liability and obligations under this section or under any other portion of the contract. Proposers regulated by the Tennessee Regulatory Authority or other regulatory authority are required to respond by stating what provisions of their tariff satisfy the requirements of this paragraph. Taxes: All taxes of any nature arising out of or in connection with the work above shall be the responsibility of the successful Proposer. Nondiscrimination: KUB is an equal opportunity employer and as such requires that its suppliers not discriminate on the basis of race, color, sex, religion, or ethnic origin. Submitting a RFP constitutes Proposer’s acknowledgement of this provision. KUB encourages the use of small business, minority, and women owned business enterprises. Title VI: Proposer shall comply with the requirements of all federal statutes relating to nondiscrimination, including but not limited to, Title VI of the Civil Rights Act of 1964, which prohibits discrimination on the basis of race, color, sex, or national origin (“Title VI”). No person on the grounds of race, color, or national origin shall be excluded from participation in, denied benefits of, or be otherwise subject to discrimination in the performance of the proposal. The proposer if awarded the proposal shall upon request, show proof of such nondiscrimination. Damages: The proposer will be responsible for any damages to property of KUB or others caused by it, its employees, or sub-suppliers, and will replace and make good such damages to the satisfaction of KUB. Choice of Law: This proposal and any subsequent contract or agreement related to this proposal shall be governed by and construed with the Laws of the State of Tennessee. Statutory Disqualification: By submitting a proposal the proposer represents that neither it nor any of its officers, directors, shareholders, members or partners has been convicted or plead guilty or nolo contendere to any violation of the Sherman Anti-Trust Act, mail fraud, or other state, or federal criminal violation in connection with a contract let by the State of Tennessee or any other state or any
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political subdivision of the State of Tennessee. Q. Conflict of Interest: By submitting a proposal, proposer represents that no commissioner or officer of KUB or other persons whose duty is to vote for, let out, oversee, or in any manner supervise any work on any contract for KUB has a “direct interest” in the proposer or in the work which is subject to this proposal. R. "Right to Know Law": Manufacturers and Distributors that are regulated by and complying with the provisions of the OSHA hazard communication standard must provide KUB a material data safety sheet (MSDS) for any element, chemical, or mixture that presents a physical hazard or a health hazard as defined by the OSHA standard or any hazardous substance. The data sheet must be provided to KUB at the time of delivery. Manufacturers and Distributors must insure that each container of hazardous chemical delivered to KUB be properly labeled, tagged, or marked in accordance with OSHA standards. Labels and other forms of warning for each incoming hazardous chemical will be inspected for compliance with the standard. S. Copyright, Trademark, Service Mark, or Patent Infringement: a. Proposer shall, at its own expense, be entitled to and shall have the duty to defend any suit which may be brought against KUB to the extent that it is based on a claim that the products or services furnished infringe a copyright, trademark, service mark, or patent. Proposer shall further indemnify and hold harmless KUB against any award of damages and costs made against KUB by a final judgment or a court of last resort in any such suit. b. If the products or services furnished under this proposal or contract are likely to, or do become, the subject of such a claim of infringement, then without diminishing Proposer’s obligation to satisfy the final award, Proposer may at its option and expense: i. Procure for KUB the right to continue using the product or service. ii. Replace or modify the alleged infringing products or services with other equally suitable products or services that are satisfactorily to KUB, so that they become non-infringing. iii. Remove the products or discontinue services and cancel any future charges pertaining thereto. Provided, however, that Proposer will not exercise options b.i. or b.ii. when they are impractical. T. Ownership of Intellectual Property: Any and all intellectual property, including but not limited to copyright, invention, trademark, trade name, service mark, and/or trade secrets created or conceived pursuant to or as a result of this contract and any related subcontract (“Intellectual Property”), shall be work made for hire and KUB shall be considered the creator of such Intellectual Property. KUB shall own the entire right, title and interest to the Intellectual Property throughout the world. Contractor shall notify KUB, within thirty (30) days, of the creation of any Intellectual Property by its or its subcontractor(s). Contractor, on behalf of itself and any subcontractor(s), agrees to execute any and all document(s) necessary to assure ownership of the Intellectual Property vests in KUB and shall take no affirmative actions that might have the effect of vesting all or part of the Intellectual Property in any entity other than KUB. The Intellectual Property shall not be disclosed by contractor or its subcontractor(s) to any entity not KUB without the express written authorization of KUB. U. Property of KUB: Any materials, including reports, computer programs, and other deliverables created under the Contract Documents are the sole property of KUB. The successful Proposer is not entitled to a patent or copyright on those materials and may not transfer the patent or copyright to anyone else. The Proposer shall not use or release these materials without the prior written consent of KUB. V. Force Majeure: No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of God, storm, fire, casualty, flood, earthquake, embargo, civil disturbance, acts of terrorism, governmental regulation, or causes similar nature beyond its control. W. Possession of Weapons: All Proposers vendors, suppliers, and service providers and their employees, agents, or subcontractors are prohibited from possessing any weapons on KUB property. X. Search: All persons, packages, and vehicles on KUB property are subject to being searched. Routine unannounced searches by KUB may be conducted. Refusal to submit to random searches will be grounds for removal from KUB property and prohibited access in the future. All vehicles leaving the KUB facilities are subject to being searched. Y. Traffic: Traffic regulations are to be observed at all times.
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APPENDIX A
Functionality Worksheet and Pricing Template
See separate Excel spreadsheet with separate worksheets for functionality and pricing.
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APPENDIX B KUB IT Preferred Technologies The following table lists KUB’s existing hardware and software environment. KUB’s preference is for the proposed solution to be compatible with current technology and infrastructure.
REQUIREMENT TYPE
KUB PREFERRED TECHNOLOGY & INFRASTRUCTURE INFORMATION
Server Operating System
Windows 2008 Server or IBM AIX 6.1
Enterprise Database
Oracle 11G or SQL Server 2008 R2
Application Messaging
IBM MQSeries or WebSphere Enterprise Service Bus (ESB) using SOAP
Email and Calendaring
Lotus Notes / Domino 8.5
Network Infrastructure
Cisco Routers and Switches
Backup Server and Client
Tivoli Storage Manager
Windows Server Imaging
Acronis True Image
AIX UNIX Server
MKSYSB
Virtual Server Host
ESX 4.0
Desktop Operating System
Microsoft Windows XP and Microsoft Windows 7
Desktop Type
Dell OptiPlex
Laptop Types
Dell (In Office) Panasonic Toughbooks (In Field)
Desktop Applications
Microsoft Office 2007 Internet Explorer 7.0 Firefox 3.6
Internet Connection
10 Mbps burstable to 45 Mbps
Web Application Server
IBM WebSphere
Customer Service Suite
PeopleSoft 8.9 – CIS (Customer Information System)
Human Resources App
PeopleSoft 8.8 – HRMS
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REQUIREMENT TYPE
KUB PREFERRED TECHNOLOGY & INFRASTRUCTURE INFORMATION
Financials Application
PeopleSoft 8.8 – FMS
Asset and Work Management
IBM Maximo 7.5
Network Backbone
10 GB
Desktop Connection
100 MB
Server Connection
1 GB or 100 MB
Server Hardware
5 year – 24x7 vendor supported
SAN Infrastructure
Windows Active Directory or IBM Lotus Notes Directory Services Brocade SAN Fabric Switches / IBM Storage Devices
Virus Detection
Sophos Anti-Virus
Document Design
Doc1 Designer
Document Management
N/A
Document Distribution
IBM Content Manager On-Demand
Disaster Recovery
Second Data Center attached by Fiber backbone
Industrial Billing
LodeStar
Telephony Infrastructure
Nortel
Meter Reading
Itron
Printing / Faxes
Lanier Multi-Functional Devices
Security Authentication
Firewall
Océ or HP Design Jet Check Point
Web Filtering
IBM Websense
Portal Technology
IBM WebSphere Portal Extend
RAID Levels
5, 6 or 10
Geographic Information System (GIS)
ESRI v10.0.2 Telvent ARCFM v10.0.2
COBOL
Microfocus
Wireless Access Point
IEEE 802.11 b/g
Private Radio Network
Motorola RDLAP 19.2 kbps 800 MHz band
Web Server
Lotus Domino / IBM IHS
Plotting
RFP
and
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APPENDIX C
This appendix is composed of the following KUB specific forms that must be completed and submitted as part of the proposal as specified in Section 4.4:
Proposer’s Contact Information Form Client Reference Form Exceptions to Terms and Conditions Form
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PROPOSER’S CONTACT INFORMATION FORM Please provide the following information in the shaded boxes.
Company Name: Company Address: City / State / Zip: Telephone #: Fax #: Web Address:
Primary Sales Contact: Title: Telephone #: Mobile #: Fax #: E-Mail Address:
Person Authorized to Sign Contracts: Title: Telephone #: Mobile #: Fax #: E-Mail Address:
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CLIENT REFERENCE FORM List references that most closely reflect similar scope of service within the past five (5) years. Please provide the following information in the shaded boxes. Reference Company #1: Street Address: City, State, Zip: Contact’s Name: Contact’s Title: Contact’s Phone #: E-Mail Address: Type of Service Performed/Project Description: Dates of Performance:
Reference Company #2: Street Address: City, State, Zip: Contact’s Name: Contact’s Title: Contact’s Phone #: E-Mail Address: Type of Service Performed/Project Description: Dates of Performance:
Reference Company #3: Street Address: City, State, Zip: Contact’s Name: Contact’s Title: Contact’s Phone #: E-Mail Address: Type of Service Performed/Project Description: Dates of Performance:
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EXCEPTIONS TO ‘TERMS AND CONDITIONS’ FORM The Proposer hereby declares that the following list states any and all variations from and exception to the requirements of the Terms and Conditions (Section 7.0) and that, otherwise, it is the intent of the Proposer that the materials and services work be performed in strict accordance with the Contract Documents. The Proposer acknowledges that the listing of any exception, which is unacceptable to KUB, will have the effect of voiding the proposal. Please provide the information in the shaded boxes. NOTE: If you have no exceptions, indicate ‘No Exceptions.’
The Proposer hereby accepts the Terms and Conditions described herein except for the list of exceptions described immediately above. Date:
Signed: Title:
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APPENDIX D
W-9 Form
See separate PDF for a writeable form.
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