MOBILE COUNTY COMMISSION205 Government Street

Mobile, Alabama 36644P0 BOX 1443

Mobile, AL 36633

BID INVITATION NO. 120-11JULY 21, 2011

In accordance with General Act No, 217, Special Session 1967, notice is herebygiven that the Mobile County Commission, Mobile, Alabama, will receive bids onthe following itemsDOCUMENT AND FILE MANAGEMENT SYSTEM FOR MOBILE COUNTY PUBLIC WORKS DEPARTMENTAS PER ATTACHED SPECIFICATIONS:Any questions or comments concerning the bid requirements must be brought to the attentionof the Purchasing Agent, Susan Holland, 251-574-8613, 205 Government Street, 8th floorsouth tower, Mobile, Alabama 36644,to or at bid opening or will be forever waived.

All bidders shall furnish a five (5%) percent bid bond on any contract exceeding $15,000:provided, that bonding is available for services, equipment or materials.Out of State Corporations shall furnish a Certificate of Authority to transact businessin the State of Alabama. Out of State limited liability companies shall proof ofregistration to transact business in this state.

If applicable to a contract resulting from this invitation, the successful bidder mustcomply with the Contractor Felony Investigation Policy, available in the PurchasingDepartment or at mobilecountyal.gov.

This inquiry is to establish a price and a source of supply for the above listed itemsby Mobile County Commission and the incorporated areas therein. Purchases by politicalsubdivisions are optional with those agencies.

THE t’E)BILE COUNTY COCSSION DOES NOT DISCRIMINATE ON THE BASIS OF RACE, AGE, SEX,NATIONAL ORIGIN, RELIGION, OR DISABILITIES.

F.O.B. Mobile DATE OF DELIVERY

_________

TERMS

____________You

are invited tobid on the above specifications. The restrictions contained herein are for thepurpose of fixing a quality level, and any deviation therefrom must, in detailestablish that it meets the quality requirements.

BIDS WILL BE RECEIVED UNTIL 10:00 k.M. AUGUST 17 ,2011

ALL BIDS MUST BE SEALED, THE WORD”BID”, THE BID NUMBER AND THE NAME OF THE ITEMMARD ON THE OUTSIDE OF THE ENVELOPE. BIDS WILL BE RECEIVED BY THE RECEPTIONISTIN THE OFFICE OF THE COUNTY COMMISSION A1INISTRATOR , 205 GOVERNMENT STREET ONTHE EIGHTH FLOOR OF THE MOBILE COUNTY GOVERNMENT PLAZA. FAILURE TO OBSERVE TIlEABOVE INSTRUCTIONS WILL CONSTITUTE GROUNDS FOR REJECTION OF YOUR BID. THECI1ISSION RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS.

MOBILE COUtY OMMISSION

JLJOI-f’PAFE C COUNTY ADMINISTRATOR

We propose to meet the above specifications for the sum

of$

_________________

Delivery can be made in days from receipt of award.

RESPECTFULLY

BY

MOBILE COUNTY COMMISSION

______

BID FORM

1)cue:BiD #120-11

DOC U1E v F VD I ILE t4AA(xE4zJF VT S) JFM FOR 1JOBJI E ( O( ‘NT} PLiBI IC WORKSDEPART;1E,VT:

Company

Company Representative(Print)

Company Representative(Signature)

Address

Phone number ( )___________________

Fax number (

Federal ID Number_______

Email Address_________

Company Web Address

Document and File Management System for Mobile County, ALEngineering / Public Works

Mobile County, its Commission and agencies, hereinafter referred to as COUNTY, are accepting bids for an electronicdocument and file management system for the Engineering and Public Works Departments. Throughout thisspecification, SYSTEM refers to the proposed electronic document and file management system, ENGINEER refers to thespecifier and end-user of the SYSTEM, and VENDOR refers to the document management software company awardedthe bid. The primary function of the ENGINEER is to build and maintain roads and bridges. The Engineer also managesbuilding maintenance, fleet maintenance, Environmental Services, Countywide radio communications and severalCounty parks. The ENGINEER has a total staff of approximately 500 working from at least 10 different locations whichare connected by a private computer network supporting about 200 computers.

The ENGINEER currently utilizes Fortis Enterprise Document Management System Ver. 2.4.1 to manage and storeelectronic images and OCR results, Scanning and indexing is performed by file room staff and various administrative staffat the ENGINEER’s facilities. Most of the electronic documents result from scanning paper documents from less than 10workstations.

The file and application servers are located at the ENGINEER’s office at 205 Government Street, Mobile, AL. The serversexist in a virtual environment on three virtual hosts using VMWare. There is some potential for replication or backupacross the network at the facility at 1110 Schillinger Road North, Mobile, AL. The ENGINEER utilizes many softwareapplications throughout the organization including the following:

Windows and Linux computer operating systemsMicrosoft Office and Open Office product linesCorel’s WordPerfect and DrawESRI ArcGIS software (SDE)Cartegraph asset management softwareMicroStation and In-Roads CAD softwareAdobe AcrobatNumerous custom Web applications

A. GENERAL REQUIREMENTS

1. The ENGINEER and/or COUNTY will provide the computers, scanners, server(s) and network to support theSYSTEM. The Vendor shall provide and the Bid shall include all software, licensing, configuration, installation,

training, support, discovery, implementation services, travel expenses and other products and services

necessary to meet the requirements specified herein.

2. The SYSTEM shall be a comprehensive and fully integrated Electronic Document Management solution.

3. The complete system must be developed by the VENDOR.

4. The System shall have fully native functionality without the necessity for third party software to satisfy thesespecifications. No third party modules or programming allowed.

5. The Vendor shall be the direct producer and servicer of the system. Bids will not be accepted from a reseller.

6. The SYSTEM shall have a proven track record of deployments within Public Works. The VENDOR shall

provide a list of five (5) references for Public Works deployments.

7. The SYSTEM shall provide, without the necessity for custom programming, an integration tool to allow theENGINEER to utilize the SYSTEM in additional departments. This integration shall include native retrieval,workflow, and capture functionality direct from the line of business application.

8. The SYSTEM shall have an out-of-the-box Workflow engine with the following features:

a. A graphical representation of the designed workflow

b. At least 200 out-of-the-box rules and actions to customize the workflow

c. A comprehensive load balancing function to provide distributed workflow tasks

9. The SYSTEM shall provide a fully-functional and referencable Microsoft Outlook integration module.

10. The SYSTEM shall have a proven and referencable integration into the ESRI product suite

a. Include integration into ArcGlS Server and Desktop

b. This includes at least five (5) references of customers who integrate ESRI customers

11, The SYSTEM shall provide flexible capture and indexing functionality such as:

a. An automated indexing method which will provide access to stored keywords

b. Possibility for structured OCR field retrieval and broad OCR capture

c. Barcode capture functionality with the ability to read over 20 different bar code types

12. The SYSTEM shall provide robust searching capabilities including:

a. The ability to create custom HTML search queries from within the SYSTEM

b. The ability to create favorite searches which can default when the user starts a query

13. The SYSTEM shall provide the functionality to run detailed reports on the following:

a. Workflow activity

b. Missing documents within folders

c. User Activity

d. Document Activity

14. The SYSTEM shall provide comprehensive foldering capabilities that will:

a. Provide functionality to mirror our current folder structure

b. Provide capabilities to report and search for missing documents within particular folders

c. Provide an administrative tool to create the Foldering structure which will provide dynamic folder

creation for end-users

15. Questions regarding these specifications shall be submitted in writing via email to

net

16. The contact at the County Engineer’s office is as follows:

Peter Olivero, Engineer Ill, Phone: (251) 574-8595

Email:

17. VENDOR must be able to meet the COUNTY’s insurance requirements as stated in Section T.

18. The SYSTEM will be primarily installed on computers located at:

Mobile Government Plaza

205 Government Street, 6th & 7th Floor, South Tower

Mobile, Al 36644-1600

19. The COUNTY shall have the right to use the SYSTEM to provide access to document records to other

government agencies that may have access to the COUNTY’s computer network including the right to install

client software as required and in a manner consistent with the licensing agreement executed by the Mobile

County Commission and VENDOR.

20. Subsequent to the bid being awarded, the COUNTY and VENDOR will execute a contract which embodies the

terms of the Bid Invitation, Bid Specification, Bid Response, and other terms and conditions necessary for

the project to proceed.

B. SCANNING

Integrated image capture

Supports Kofax, ISIS, and TWAIN scanning standards

Images to be stored in non-proprietary format such as TIFF, JPEG, or PDF

Copy scanner settings from one station to another

Include color and monochrome images in same batch

Duplex scanning from one sided scanner with auto page r&ordering

Add scanned pages to documents already in system

Automatic blank page as document separator

Batch indexing interface

Ability to lock fields for carryover while batch indexing

Allow multiple instances of indexed field without additional configuration

Pan to or focus on designated area of scanned image automatically

One step scan to SYSTEM capable

Batch progress viewing based on security setting

Scan direct to TCP/IP socket server capable

Double blind indexing of scanned docs with correction method

Quality Assurance method for image quality / accuracy and indexing

Customization of scanning process using Visual Basic Scripting

Scan and index (or classify) to SYSTEM using Web from any location over internet

Visual onscreen method for separating images into documents

Ability to separate a large document into multiple separate documents during indexing

Batch scanning through internet only connection with no loss of documents during internet outages

Bar code recognition including support for automatic document classification during scanning

Full page OCR and OCR of pages added to a document

Batch or single document OCR

Schedule batch OCR of any documents that have already been indexed

Sweeping of existing images from network directory by file type with indexing tools

Sweeping with separate batches for each sub directory

Documents of any file type can be captured in one process

Automatic indexing based on file location or file name

Identify and offer processing options for duplicate documents

Option to append document with identical index values to existing document

Run import process unattended based on user defined schedule

Import document based on presence of file indicating readiness of document for import

Run import processes simultaneously from several workstations

Import process includes success/error report mechanism

C. TEXT SEARCHING

Full text searching of documents and keywords including fuzzy, inflectional, thesaurus, proximity, wild card

and SOUNDEX searches

Retrieve a group of documents based on string search

Search a document for a number or currency value

Case sensitive search capability

Change display order of search results to sort by selected field

D. METADATA

Support an unlimited number of Metadata types and values

Support currency, date, time, alphanumeric, numeric, and floating point data types

Support variable character length data

Supports selection from multiple preconfigured data formats like dd/mm/yyy or month/dd/yy for date

Provide point and click configuration to restrict end user metadata entry

Validate metadata values and allow case restrictions and length restrictions

Ability to require metadata values in fields designated by the SYSTEM administrator

Support use of keyword sets to automatically index documents

Supports entry of single keyword to retrieve all remaining keywords in set

Allow multiple values for the same metadata field or multiple instances of the same field

Allow for document source file name to be automatically used as a metadata field

Metadata values can be selected from drop down list of valid entries when indexing or retrieving documents

Metadata values can be hidden based on users security

Provide configurable document naming structure

Ability to purge unused metadata values

Update or replace metadata values on multiple documents without scripting

Provide for summary report of metadata values

Ability to store all metadata values in one database

Ability to store all metadata field names in one table

E. DOCUMENT MANAGEMENT

Import documents by scanning, automated processes (sweep), or by other unique procedures

Search for documents in SYSTEM by text search, full text search, keyword search, or custom search

Search can be applied to all documents of all types with single search query

Search queries can be saved and reused

Configurable search results page to display icons or keywords

Open more than one document from search results list

Provide ability to link documents of any type as being related

Allow customized redaction and annotation viewable based upon user credentials

Allow removal of some or all keyword values during redaction process

Allow use of overlays on text documents at discretion of system administrator

Ability to create new document type by drag-and-drop functionality from the metadata field name list

Allow creation of un-limited number of document types

F. ELECTRONIC DOCUMENT MANAGEMENT

Allow access to specific document revisions based upon users credentials

Control and track the modification of document revisions

Prompt user for designation of document as revision to existing or new

Distinguish between and control viewing of draft and final documents

Allow, force or restrict application of comments to revisions

Allow designation of document as restricted from revision

Allow “checkout” of document to local workstation for revision

Automatic synchronization of checked out documents at next login

Support drag and drop movement of documents

G. PHYSICAL RECORDS TRACKING

Support centralized administration over departmental physical and electronic records

Manage check-out! check-in of physical records

Allow users or administrator to view checkout status of physical records

H. ELECTRONIC FORMS

Support the creation, storage, management and processing of data with electronic forms

Use standard HTML forms, Cascading Style Sheets and java scripting for flexibility

Allow mapping of form fields to document metadata to support automatic indexing

Allow customization of forms based upon user credentials

Support calculations within form fields

Allow form field values to be saved for future use

Support tabbed views in forms

Provide a complete audit trail of modifications to forms

Allow disconnected users to submit forms when reconnected

I. WORKFLOW

Provide workflow software to define, develop, and deploy process logic and steps without programmingProvide logical workflow grouping of documents

Provide link or association between all documents in single workflow process

Provide graphical interface for workflow design

Provide for standardized workflow components

Allow workflow components to be renamed without programing or loss of functionality

Support workflow “de-bugging”

Support re-configuration of workflow by managers without IT intervention

Support multiple input methods for documents to enter workflow

Allow access to workflow based upon user credentials

Allow for workflow to be moved from one system to another

Allow enforcement of consistent document processing based upon workflow rules

Support use of Boolean logic in workflow routing

Support parallel processing of same document by multiple users

Support identification of exceptions to a process with notification triggers

Support distribution of work based upon load balancing rules

Allow process to start based on timer without human intervention

Allow for email notification to be sent with embedded URL link to a specific process

Support integration of electronic forms into workflow process for input or output

Allow workflow processes to be rolled back in event a mistake is identified

Support workflow processes executed locally, over internet using standard browsers

Allow for instructions to be displayed for user during workflow process

Allow user to modify interface to accommodate practices or habits

Allow addition of digital signature as part of process

Allow administrator to set and manage timers for each step of the developed workflow

Allow automated email notification when workflow component is due

Allow users to view history of workflow events

WEB SERVICES

Provide user access via Web browser supporting standard web browsers

Support direct TWAIN scanning via Web browser based client into system repository

Support advanced viewing and printing capabilities through the Web client

Support reordering pages, insertion of pages from another document

Allow importing and indexing of documents using web client

Allow access to SYSTEM’s internal messaging system over Web client

Allow creation of redactions, notes and markups using Web client

K. INTEGRATION WITH CAD, GIS. MICROSOFT

Support seamless integration with Cartegraph asset management software, ESRI Server, and support

optional integration with AutoCAD and Microstation

Provide an integration solution for Java, HTML, NET and Windows based applications without any custom

programming

Allow users to interact with data in other applications to trigger a search, start a workflow within the

SYSTEM

Support triggering from within other application create, populate, index, and store electronic form

Allow user to launch scan from within other application

Support data scraping for later use in indexing

Support automatic indexing of documents imported from other applications

Support use of print function to generate TIFF image for import to SYSTEM form other application

Provide an Application Programming Interface for customization

Provide secure web access to ESRI for access to documents from any Internet connected computer

Allow keyword searches of ESRI layers and documents

L PUBLISHING

Easily export select data and create portable system on CD or DVD for unconnected user

Ability to automate backup of documents to CD or DVD

Ability to schedule publication of documents to CD or DVD

Ability to publish Runtime client of SYSTEM

Perform keyword and text searches using Runtime client

View related documents using Runtime client

M. INFRASTRUCTURE

Support Microsoft Windows XP, Vista, Windows 7, all versions of Windows Server since 2003

Support Microsoft SQL Server and Oracle Database architecture

Support operation within Virtual Server environment using VmWare

Support deployment on single or separate database and application servers

Support load balancing to accomplish failover and redundancy between Microsoft IIS Web Servers

N. SECURITY

Allow assignment of rights to users and groups of users

Allow administrator to assign users to more than one group

Easily restrict rights to users or groups based upon the value of a keyword

Easily restrict rights of users or groups to functionality

Allow administrator to control editing of keywords based upon user’s credentials

Allow administrator to restrict the print functionality at the group level

Allow specific individuals limited administrative functions over specific group(s)

Allow administrator to allocate licenses to specific groups

Support import from or synching with Active Directory

0. TRAINING

120 hours of online or classroom instructor led training in topics to be selected by the COUNTY from the

complete catalogue of courses offered by the VENDOR. The offerings should cover the following topics:

System administration

Workflow design

Workflow Administration

Software Integration

Application Programming Interface

Form Design

P. LICENSING

Five (5) concurrent user licenses for all workflow functionality described in Section I

Ten (10) concurrent user licenses for all functionality described herein except workflow functionality

License for use of Server software for production and development simultaneously

All necessary licenses to support the Web and Client based applications capable of the functionality

described herein including, document control, ESRI integration and non-programmatic integration of other

third party software products as described in Section K.

Unlimited licenses for use of Web based functionality including advanced printing capabilities and batch OCR

Seven (7) total scanner station licenses supporting average scan rate of 30 ppm

Q. DATABASE

The SYSTEM shall store document information in a relational database such as SQL or Oracle

The SYSTEM shall not use a proprietary database

Indexing data or metadata shall be stored in a single database

The SYSTEM shall store the documents in their original format with no proprietary security “wrap” or

“cover”

R. SUPPORT

The bid shall include the first year of Technical and Software support

Toll free telephone support shall be provided 24 hours a day, 365 days a year

Support shall be provided directly by the VENDOR

Support shall cover all software, available software updates, custom programming provided by VENDOR,

and configuration provided to the COUNTY pursuant to this specification

Software releases shall be provided and supported to the COUNTY as they become available

S. IMPLEMENTATION

Discovery (1 week of direct interaction with COUNTY staff)

Discovery services shall be provided directly by the VENDOR covering the requirements analysis and

configuration of the SYSTEM and shall include the following major activities:

Three (3) days of On-Site and two (2) days of activities (phone conference, Webex, or VPN)

Project kickoff meeting

Discovery sessions with COUNTY staff

Documentation of the SYSTEM requirements

Review and refinement of the SYSTEM requirements with COUNTY staff

SYSTEM requirements approval by the ENGINEER

Implementation Services (2 Weeks of direct interaction with COUNTY staff)

Five (5) days of On-Site and up to five (5) days of remote (phone conference, Webex, or VPN) Services

provided directly by VENDOR shall include the implementation of the SYSTEM per agreed-upon SYSTEM

requirements identified during the discovery phase

Configuration of the SYSTEM in accordance with the SYSTEM requirements approved by the ENGINEER

Testing Software modules and\or functionality implemented, per SYSTEM requirements

User testing kickoff

Issue support for SYSTEM testing

Creation of documentation for administrative use

Train-the-Trainer” session for up to ten (10) testers and/or trainers designated by the ENGINEER

Execution of administrative training specific to the SYSTEM and administration of SYSTEM

Installation, setup, and migration of SYSTEM into development environment

Preparation for go live

Go live support

T. INSURANCE

NO WORK IS TO BE PERFORMED UNTIL PROOF OF COMPLIANCE WITH THE INSURANCE REQUIREMENTS HASBEEN RECEIVED BY THE COUNTY.

(a) Workers’ Compensation and Employers Liability

Part One: Statutory Benefits as required by the State of AlabamaPart Two: Employers Liability $1,000,000 Each Accident

$1,000,000 Each Employee

$1,000,000 Policy Limit

(b) Commercial General LiabilityCoverage on an Occurrence Form with a combined single limit (Bodily Injury and Property Damagecombined) as follows:Each Occurrence $1,000,000Personal and Advertising Injury $1,000,000Products/completed Operation Aggregate $2,000,000General Aggregate $2,000,000

Coverage to include

Premises and operationsPersonal Injury and Advertising InjuryProducts/Completed Operations

Independent Contractors

Blanket Contractual LiabilityBroad Form Property Damage

The VENDOR shall name the Mobile County Commission, its employees and agents as additional insured.

Liability insurance as required by this contract to provide cross-liability coverage.

(b) Automobile LiabilityCovering all Owned, Non-Owned, and Hired vehicles with a Combined single limit (bodily injury and

property damage combined) of $1,000,000 each accident. The policy shall name the OWNER as an

Additional Insured.

(d) Professional Liability (where applicable)Coverage shall be maintained during design, construction and for two (2) years after completion and

acceptance by the OWNER.

Limits of LiabilityEach Claim $1,000,000Aggregate $1,000,000

Certificate of Insurance

A certificate of Insurance evidencing the above minimum requirements must be provided to and accepted by

the COUNTY PRIOR to commencement of any work on the Contract. Each policy shall be endorsed to provide

thirty (30) days written notice of cancellation lapse or termination to the COUNTY. The project number onwhich the VENDOR is working must be included in the description section of the certificate.

The VENDOR, at its sole expense, shall obtain and maintain in force the following insurance to protect the

VENDOR and the Mobile County Commission for all acts performed pursuant to this bid. The limits and coverage

specified are the minimum to be maintained and are not intended to represent the correct insurance needed to

fully protect the VENDOR. All insurance will be provided by insurers licensed to conduct business in the State of

Alabama and shall have a minimum A.M. Best rating of A-Vll and must be acceptable to the Mobile County

Commission. Self-insured plans and/or group funds not having an A.M. Best rating must be submitted to the

Mobile County Commission for prior approval.

Document and File Management System for Mobile County, ALEngineering / Public Works

Mobile County, its Commission and agencies, hereinafter referred to as COUNTY, are accepting bids for an electronicdocument and file management system for the Engineering and Public Works Departments. Throughout thisspecification, SYSTEM refers to the proposed electronic document and file management system, ENGINEER refers to thespecifier and end-user of the SYSTEM, and VENDOR refers to the document management software company awardedthe bid. The primary function of the ENGINEER is to build and maintain roads and bridges. The Engineer also managesbuilding maintenance, fleet maintenance, Environmental Services, Countywide radio communications and severalCounty parks. The ENGINEER has a total staff of approximately 500 working from at least 10 different locations whichare connected by a private computer network supporting about 200 computers.

The ENGINEER currently utilizes Fortis Enterprise Document Management System Ver. 2.4.1 to manage and storeelectronic images and OCR results. Scanning and indexing is performed by file room staff and various administrative staffat the ENGINEER’s facilities. Most of the electronic documents result from scanning paper documents from less than 10workstations,

The file and application servers are located at the ENGINEER’s office at 205 Government Street, Mobile, AL. The serversexist in a virtual environment on three virtual hosts using VMWare. There is some potential for replication or backupacross the network at the facility at 1110 Schillinger Road North, Mobile, AL. The ENGINEER utilizes many softwareapplications throughout the organization including the following:

Windows and Linux computer operating systemsMicrosoft Office and Open Office product linesCorel’s WordPerfect and DrawESRI ArcGIS software (SDE)Cartegraph asset management softwareMicroStation and In-Roads CAD softwareAdobe AcrobatNumerous custom Web applications

A GENERAL REQUIREMENTS

1. The ENGINEER and/or COUNTY will provide the computers, scanners, server(s) and network to support the

SYSTEM. The Vendor shall provide and the Bid shall include all software, licensing, configuration, installation,

training, support, discovery, implementation services, travel expenses and other products and services

necessary to meet the requirements specified herein.

2. The SYSTEM shall be a comprehensive and fully integrated Electronic Document Management solution.

3. The complete system must be developed by the VENDOR.

4. The System shall have fully native functionality without the necessity for third party software to satisfy these

specifications. No third party modules or programming allowed.

5. The Vendor shall be the direct producer and servicer of the system. Bids will not be accepted from a re

seller.

6. The SYSTEM shall have a proven track record of deployments within Public Works. The VENDOR shall

provide a list of five (5) references for Public Works deployments.

7. The SYSTEM shall provide, without the necessity for custom programming, an integration tool to allow the

ENGINEER to utilize the SYSTEM in additional departments. This integration shall include native retrieval,

workflow, and capture functionality direct from the line of business application.

8. The SYSTEM shall have an out-of-the-box Workflow engine with the following features:

a. A graphical representation of the designed workflow

b. At least 200 out-of-the-box rules and actions to customize the workflow

c. A comprehensive load balancing function to provide distributed workflow tasks9. The SYSTEM shall provide a fully-functional and referencable Microsoft Outlook integration module.10. The SYSTEM shall have a proven and referencable integration into the ESRI product suite

a. Include integration into ArcGIS Server and Desktop

b. This includes at least five (5) references of customers who integrate ESRI customers11. The SYSTEM shall provide flexible capture and indexing functionality such as:

a. An automated indexing method which will provide access to stored keywordsb. Possibility for structured OCR field retrieval and broad OCR capture

c. Barcode capture functionality with the ability to read over 20 different bar code types12. The SYSTEM shall provide robust searching capabilities including:

a. The ability to create custom HTML search queries from within the SYSTEM

b. The ability to create favorite searches which can default when the user starts a query13. The SYSTEM shall provide the functionality to run detailed reports on the following:

a. Workflow activity

b. Missing documents within folders

c, User Activity

d. Document Activity

14. The SYSTEM shall provide comprehensive foldering capabilities that will:

a. Provide functionality to mirror our current folder structure

b. Provide capabilities to report and search for missing documents within particular foldersc. Provide an administrative tool to create the Foldering structure which will provide dynamic folder

creation for end-users

15. Questions regarding these specifications shall be submitted in writing via email topjvemobieccuxtv,net

16. The contact at the County Engineer’s office is as follows:Peter Olivero, Engineer Ill, Phone: (251) 574-8595Email:

17. VENDOR must be able to meet the COUNTY’s insurance requirements as stated in Section T.18. The SYSTEM will be primarily installed on computers located at:

Mobile Government Plaza205 Government Street, 6th & 7th Floor, South TowerMobile, Al 36644-1600

19. The COUNTY shall have the right to use the SYSTEM to provide access to document records to othergovernment agencies that may have access to the COUNTY’s computer network including the right to installclient software as required and in a manner consistent with the licensing agreement executed by the MobileCounty Commission and VENDOR.

20. Subsequent to the bid being awarded, the COUNTY and VENDOR will execute a contract which embodies theterms of the Bid Invitation, Bid Specification, Bid Response, and other terms and conditions necessary forthe project to proceed.

B. SCANNING

Integrated image capture

Supports Kofax, ISIS, and TWAIN scanning standards

Images to be stored in non-proprietary format such as TIFF, JPEG, or PDF

Copy scanner settings from one station to another

Include color and monochrome images in same batch

Duplex scanning from one sided scanner with auto page re-ordering

Add scanned pages to documents already in system

Automatic blank page as document separator

Batch indexing interface

Ability to lock fields for carryover while batch indexing

Allow multiple instances of indexed field without additional configuration

Pan to or focus on designated area of scanned image automatically

One step scan to SYSTEM capable

Batch progress viewing based on security setting

Scan direct to TCP/IP socket server capable

Double blind indexing of scanned docs with correction method

Quality Assurance method for image quality / accuracy and indexing

Customization of scanning process using Visual Basic Scripting

Scan and index (or classify) to SYSTEM using Web from any location over internet

Visual on-screen method for separating images into documents

Ability to separate a large document into multiple separate documents during indexing

Batch scanning through internet only connection with no loss of documents during internet outages

Bar code recognition including support for automatic document classification during scanning

Full page OCR and OCR of pages added to a document

Batch or single document OCR

Schedule batch OCR of any documents that have already been indexed

Sweeping of existing images from network directory by file type with indexing tools

Sweeping with separate batches for each sub directory

Documents of any file type can be captured in one process

Automatic indexing based on file location or file name

Identify and offer processing options for duplicate documents

Option to append document with identical index values to existing document

Run import process unattended based on user defined schedule

Import document based on presence of file indicating readiness of document for import

Run import processes simultaneously from several workstations

Import process includes success/error report mechanism

C. TEXT SEARCHING

Full text searching of documents and keywords including fuzzy, inflectional, thesaurus, proximity, wild card

and SOUNDEX searches

Retrieve a group of documents based on string search

Search a document for a number or currency value

Case sensitive search capability

Change display order of search results to sort by selected field

D. METADATA

Support an unlimited number of Metadata types and values

Support currency, date, time, alphanumeric, numeric, and floating point data types

Support variable character length data

Supports selection from multiple pre-configured data formats like dd/mm/yyy or month/dd/yy for dateProvide point and click configuration to restrict end user metadata entry

Validate metadata values and allow case restrictions and length restrictions

Ability to require metadata values in fields designated by the SYSTEM administrator

Support use of keyword sets to automatically index documents

Supports entry of single keyword to retrieve all remaining keywords in setAllow multiple values for the same metadata field or multiple instances of the same fieldAllow for document source file name to be automatically used as a metadata fieldMetadata values can be selected from drop down list of valid entries when indexing or retrieving documentsMetadata values can be hidden based on users security

Provide configurable document naming structure

Ability to purge unused metadata values

Update or replace metadata values on multiple documents without scripting

Provide for summary report of metadata values

Ability to store all metadata values in one database

Ability to store all metadata field names in one table

E. DOCUMENT MANAGEMENT

Import documents by scanning, automated processes (sweep), or by other unique proceduresSearch for documents in SYSTEM by text search, full text search, keyword search, or custom searchSearch can be applied to all documents of all types with single search querySearch queries can be saved and reused

Configurable search results page to display icons or keywords

Open more than one document from search results list

Provide ability to link documents of any type as being related

Allow customized redaction and annotation viewable based upon user credentialsAllow removal of some or all keyword values during redaction processAllow use of overlays on text documents at discretion of system administrator

Ability to create new document type by drag-and-drop functionality from the metadata field name listAllow creation of un-limited number of document types

F. ELECTRONIC DOCUMENT MANAGEMENT

Allow access to specific document revisions based upon users credentials

Control and track the modification of document revisions

Prompt user for designation of document as revision to existing or new

Distinguish between and control viewing of draft and final documents

Allow, force or restrict application of comments to revisions

Allow designation of document as restricted from revision

Allow “checkout” of document to local workstation for revision

Automatic synchronization of checked out documents at next loginSupport drag and drop movement of documents

G. PHYSICAL RECORDS TRACKING

Support centralized administration over departmental physical and electronic recordsManage check-out! check-in of physical records

Allow users or administrator to view check-out status of physical records

H. ELECTRONEC FORMS

Support the creation, storage, management and processing of data with electronic forms

Use standard HTML forms, Cascading Style Sheets and java scripting for flexibility

Allow mapping of form fields to document metadata to support automatic indexing

Allow customization of forms based upon user credentials

Support calculations within form fields

Allow form field values to be saved for future use

Support tabbed views in forms

Provide a complete audit trail of modifications to forms

Allow disconnected users to submit forms when reconnected

WORKFLOW

Provide workflow software to define, develop, and deploy process logic and steps without programming

Provide logical workflow grouping of documents

Provide linkr association between all documents in single workflow process

Provide graphical interface for workflow design

Provide for standardized workflow components

Allow workflow components to be renamed without programing or loss of functionality

Support workflow “de-bugging”

Support re-configuration of workflow by managers without IT intervention

Support multiple input methods for documents to enter workflow

Allow access to workflow based upon user credentials

Allow for workflow to be moved from one system to another

Allow enforcement of consistent document processing based upon workflow rules

Support use of Boolean logic in workflow routing

Support parallel processing of same document by multiple users

Support identification of exceptions to a process with notification triggers

Support distribution of work based upon load balancing rules

Allow process to start based on timer without human intervention

Allow for email notification to be sent with embedded URL link to a specific process

Support integration of electronic forms into workflow process for input or output

Allow workflow processes to be rolled back in event a mistake is identified

Support workflow processes executed locally, over internet using standard browsers

Allow for instructions to be displayed for user during workflow process

Allow user to modify interface to accommodate practices or habits

Allow addition of digital signature as part of process

Allow administrator to set and manage timers for each step of the developed workflow

Allow automated email notification when workflow component is due

Allow users to view history of workflow events

L WEB SERVICES

Provide user access via Web browser supporting standard web browsers

Support direct TWAIN scanning via Web browser based client into system repository

Support advanced viewing and printing capabilities through the Web client

Support reordering pages, insertion of pages from another document

Allow importing and indexing of documents using web client

Allow access to SYSTEM’s internal messaging system over Web client

Allow creation of redactions, notes and markups using Web client

K. INTEGRATION WITH CAD, GIS, MICROSOFT

Support seamless integration with Cartegraph asset management software, ESRI Server, and support

optional integration with AutoCAD and Microstation

Provide an integration solution for Java, HTML, NET and Windows based applications without any custom

programming

Allow users to interact with data in other applications to trigger a search, start a workflow within the

SYSTEM

Support triggering from within other application create, populate, index, and store electronic form

Allow user to launch scan from within other application

Support data scraping for later use in indexing

Support automatic indexing of documents imported from other applications

Support use of print function to generate TIFF image for import to SYSTEM form other application

Provide an Application Programming Interface for customization

Provide secure web access to ESRI for access to documents from any Internet connected computer

Allow keyword searches of ESRI layers and documents

PUBLISHING

Easily export select data and create portable system on CD or DVD for unconnected user

Ability to automate backup of documents to CD or DVD

Ability to schedule publication of documents to CD or DVD

Ability to publish Runtime client of SYSTEM

Perform keyword and text searches using Runtime client

View related documents using Runtime client

M. INFRASTRUCTURE

Support Microsoft Windows XP, Vista, Windows 7, all versions of Windows Server since 2003

Support Microsoft SQL Server and Oracle Database architecture

Support operation within Virtual Server environment using VmWare

Support deployment on single or separate database and application servers

Support load balancing to accomplish failover and redundancy between Microsoft lIS Web Servers

N. SECURITY

Allow assignment of rights to users and groups of users

Allow administrator to assign users to more than one group

Easily restrict rights to users or groups based upon the value of a keyword

Easily restrict rights of users or groups to functionality

Allow administrator to control editing of keywords based upon user’s credentials

Allow administrator to restrict the print functionality at the group level

Allow specific individuals limited administrative functions over specific group(s)

Allow administrator to allocate licenses to specific groups

Support import from or synching with Active Directory

O TRAINING

120 hours of online or classroom instructor led training in topics to be selected by the COUNTY from the

complete catalogue of courses offered by the VENDOR. The offerings should cover the following topics:

System administration

Workflow design

Workflow Administration

Software Integration

Application Programming Interface

Form Design

P. LICENSING

Five (5) concurrent user licenses for all workflow functionality described in Section I

Ten (10) concurrent user licenses for all functionality described herein except workflow functionality

License for use of Server software for production and development simultaneously

All necessary licenses to support the Web and Client based applications capable of the functionality

described herein including, document control, ESRI integration and non-programmatic integration of other

third party software products as described in Section K.

Unlimited licenses for use of Web based functionality including advanced printing capabilities and batch OCR

Seven (7) total scanner station licenses supporting average scan rate of 30 ppm

Q. DATABASE

The SYSTEM shall store document information in a relational database such as SQL or Oracle

The SYSTEM shall not use a proprietary database

Indexing data or metadata shall be stored in a single database

The SYSTEM shall store the documents in their original format with no proprietary security “wrap” or

“cover”

R. SUPPORT

The bid shall include the first year of Technical and Software support

Toll free telephone support shall be provided 24 hours a day, 365 days a year

Support shall be provided directly by the VENDOR

Support shall cover all software, available software updates, custom programming provided by VENDOR,

and configuration provided to the COUNTY pursuant to this specification

Software releases shall be provided and supported to the COUNTY as they become available

S. IMPLEMENTATION

Discovery (1 week of direct interaction with COUNTY staff)

Discovery services shall be provided directly by the VENDOR covering the requirements analysis and

configuration of the SYSTEM and shall include the following major activities:

Three (3) days of On-Site and two (2> days of activities (phone conference, Webex, or VPN)

Project kickoff meeting

Discovery sessions with COUNTY staff

Documentation of the SYSTEM requirements

Review and refinement of the SYSTEM requirements with COUNTY staff

SYSTEM requirements approval by the ENGINEER

Implementation Services (2 Weeks of direct interaction with COUNTY staff)

Five (5) days of On-Site and up to five (5) days of remote (phone conference, Webex, or VPN) Services

provided directly by VENDOR shall include the implementation of the SYSTEM per agreed-upon SYSTEM

requirements identified during the discovery phase

Configuration of the SYSTEM in accordance with the SYSTEM requirements approved by the ENGINEER

Testing Software modules and\or functionality implemented, per SYSTEM requirements

User testing kickoff

Issue support for SYSTEM testing

Creation of documentation for administrative use

“Train-the-Trainer” session for up to ten (10) testers and/or trainers designated by the ENGINEER

Execution of administrative training specific to the SYSTEM and administration of SYSTEM

Installation, setup, and migration of SYSTEM into development environment

Preparation for go live

Go live support

T. INSURANCE

NO WORK IS TO BE PERFORMED UNTIL PROOF OF COMPLIANCE WITH THE INSURANCE REQUIREMENTS HAS

BEEN RECEIVED BY THE COUNTY.

(a) Workers’ Compensation and Employers LiabilityPart One: Statutory Benefits as required by the State of Alabama

Part Two: Employers Liability $1,000,000 Each Accident

$1,000,000 Each Employee$1,000,000 Policy Limit

(b) Commercial General LiabilityCoverage on an Occurrence Form with a combined single limit (Bodily Injury and Property Damage

combined) as follows:

Each Occurrence $1,000,000Personal and Advertising Injury $1,000,000

Products/completed Operation Aggregate $2,000,000

General Aggregate $2,000,000

Coverage to include

Premises and operationsPersonal Injury and Advertising InjuryProducts/Completed OperationsIndependent ContractorsBlanket Contractual LiabilityBroad Form Property Damage

The VENDOR shall name the Mobile County Commission, its employees and agents as additional insured.Liability insurance as required by this contract to provide cross-liability coverage.

(b) Automobile LiabilityCovering all Owned, Non-Owned, and Hired vehicles with a Combined single limit (bodily injury andproperty damage combined) of $1,000,000 each accident. The policy shall name the OWNER as anAdditional Insured.

(d) Professional Liability (where applicable)Coverage shall be maintained during design, construction and for two (2) years after completion andacceptance by the OWNER.

Limits of LiabilityEach Claim $1,000,000Aggregate $1,000,000

Certificate of InsuranceA certificate of Insurance evidencing the above minimum requirements must be provided to and accepted bythe COUNTY PRIOR to commencement of any work on the Contract. Each policy shall be endorsed to providethirty (30) days written notice of cancellation lapse or termination to the COUNTY. The project number onwhich the VENDOR is working must be included in the description section of the certificate.The VENDOR, at its sole expense, shall obtain and maintain in force the following insurance to protect theVENDOR and the Mobile County Commission for all acts performed pursuant to this bid. The limits and coveragespecified are the minimum to be maintained and are not intended to represent the correct insurance needed tofully protect the VENDOR. All insurance will be provided by insurers licensed to conduct business in the State ofAlabama and shall have a minimum A.M. Best rating of A-Vll and must be acceptable to the Mobile CountyCommission. Self-insured plans and/or group funds not having an A.M. Best rating must be submitted to theMobile County Commission for prior approval.