Document Management System RFP

Request for Proposals

#17-027

Document Management System (DMS)

RFP Issued:May 25, 2017

Questions Due by:June 9, 2017, 3:30 P.M., CST

Proposals Due:June 27, 2017, 1:00 P.M., CST

All Walworth County solicitations are posted on Demandstar by Onvia at: www.demandstar.com.

Vendors may register with Demandstar, at no charge, through the Wisconsin Association of Public Purchasers (WAPP) of which Walworth County is a participating member, at: http://www.onvia.com/WAPP

To ensure notification of future opportunities with Walworth County, vendors must be registered.

ContentsI.INTRODUCTION4II.BACKGROUND4III.PROJECT INTENT5IV.PROJECT OBJECTIVES5V.TYPES OF DOCUMENTS6VI.LICENSING, CERTIFICATION AND OTHER STATUTORY REQUIREMENTS6VII.PROJECT SCHEDULE6VIII.SPECIFICATIONS:6IX.DEVIATIONS AND EXCEPTIONS:6X.ALTERNATES:6XI.BACKGROUND CHECKS:7XII.COOPERATIVE USE OF CONTRACT:7XIII.INQUIRIES/SINGLE POINT OF CONTACT:7XIV.METHOD OF AWARD:7XV.REFERENCES:7XVI.SUBMISSION OF BIDS/PROPOSALS:7XVII.PROPOSAL SUBMITTAL8XVIII.WARRANTY:8XIX.WITHDRAWAL:8XX.HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA):8XXI.INSURANCE REQUIREMENTS:8XXII.VENDOR SUPPLIED DOCUMENTATION / MATERIALS:8XXIII.TERMS AND CONDITIONS:8XXIV.OTHER9XXV.CLARIFICATIONS10XXVI.TERM, PRICING AND PAYMENT10XXVII.PROPOSAL FORMAT & SUBMISSION11XXVIII.MULTIPLE PROPOSALS12XXIX.ACCEPTANCE REJECTION12XXX.BEST AND FINAL OFFERS12XXXI.SYSTEM USERS13XXXII.PAYMENT SCHEDULE13XXXIII.VENDOR PROPOSAL FORMAT13XXXIV.NONCONFORMING TERMS AND CONDITIONS13XXXV.PROPOSED EVALUATION & SELECTION13XXXVI.NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS17XXXVII.Required Documents17XXXVIII.WORKSTATION HARDWARE18W-9 Form Requirements20FUNCTIONAL REQUIREMENTS & CHECK LIST21TECHNICAL REQUIREMENTS & CHECK LIST30

Document Management System (DMS)

INTRODUCTION

Walworth County respectfully requests proposals from qualified vendors to obtain software and the assistance in the implementation and deployment of a county-wide enterprise Document Management System (DMS). Offeror is requested to focus on the need Walworth County has to improve records management, retention, indexing, work flow, document access and retrieval of documents created and utilized by County staff. The goal is to implement a system that stores digital images quickly and effectively for later retrieval by securely defined user or group access. The system should support archival permanency with the ability to migrate records to other mediums (hardware or software) for the full retention of a record and be able to remove records by date, type or number range. The system must be able to export the digital information into various formats, and to allow quick, easy, and timely retrieval of records and information as needed. The system should have the ability to control the authoring, check in/out, and/or version control of documents being developed, managed or stored. It should also give users the ability to index or enter the "metadata" associated to the documents being entered into the system.

All parts, items, details of services or features not specifically mentioned which are regularly furnished in order to complete this type of work will be furnished at proposed pricing and shall conform in quality, workmanship and service to that usually provided by the practice as specified in this Request for Proposals.

Proposal conditions including either the word must or shall, describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no consultant is able to comply with a given specification or condition, Walworth County Purchasing reserves the right to delete that specification or condition in the proposal.

Walworth County reserves the right to cancel any agreement that may result from this Request for Proposals with no penalty if the Walworth County Board of Supervisors fails to appropriate funds for this contract.

Consultants may attach additional information to this proposal.

BACKGROUND

The County does not currently use a Document Management System; however, many departments already maintain their records electronically. The DMS solution must be scalable to support the inclusion of existing electronic documents into the system and to allow paper documents to be scanned and imported into the system. It is not uncommon to have multiple copies of the same document in various locations. In general, users need easier retrieval of information, search tools to locate the information and a workflow solution to efficiently process and route documents. The County is looking to take the paper documents that will be archived for a specified period of time and scan them into a document management system. The system shall include document imaging, management, indexing, searching, workflow and document archiving/retention. This new modernized DMS system will improve the Countys business processes, provide additional protection for records and enhance availability of records to the public.

Walworth County is seeking the option to host the DMS system internally or by a hosting company, with the ability to access the system from any place on any platform (Windows, Mac, Android) 24/7.

PROJECT INTENT

Walworth County is seeking to install a Document Management System (DMS) solution and is currently looking for potential vendors, which can provide a turnkey system that includes necessary business functions and all associated interfaces.

The proposed Document Management System (DMS) shall be specifically designed for heavy-duty government use. The Document Management System (DMS) shall incorporate the latest technology available at the time of installation and must be easily upgradeable when hardware/software improvements become available. The proposing vendors shall keep in mind the following ideals that Walworth County is attempting to achieve in this RFP:

System reliability

System flexibility

System scalability

System interoperability

System integrity data security and user access levels

Ease of mobile or remote system accessibility

System user defined parameters

Project elements that the County will require proposals to include:

Application software

Software implementation

Computer hardware and setup

System interfaces

Software and hardware maintenance

Project management

Comprehensive training

PROJECT OBJECTIVES

1) Establish a main repository for documents

2) Reduce manual processes and increase productivity

3) Increase integration and interaction between departments

4) Improve workflow processes to streamline movement of documents between staff and departments to improve customer service

5) Full text searching of documents stored in the DMS using Optical Character Recognition (OCR) technology

6) All users will interact directly with the DMS to either enter/track their existing paper or retrieve documents as needed from other departments

7) Reduce liabilities through effective management of multiple types of documents (scanned or electronically generated), and improving the tracking, retrieval, retention, and final disposition of these documents

8) Share documents in both a structured and ad-hoc manner across the organization

TYPES OF DOCUMENTS

Given the wide ranging interests in document management technologies it is not surprising to see that the types of documents that may go into a central repository is quite extensive. Examples of documents that would be considered for this system include, but are not limited to:

AgreementsGeneral notes/minutesPresentations

Audit reportsGrant proposalsProject plans

Budget documentsInvoicesProposals

Board ActionsLettersPurchase Orders

ContractsLicense agreementsReports/papers

CorrespondenceMemosSpreadsheets

Electronic mailMisc/OtherWord processing documents

FaxesPersonnel actionsVendor files

Documents handled by a typical department include, but are not limited to: 8 x 11, 8 x 14, or 11 x 17 in size, and can include both printed and handwritten text. These document can be both single/double-sided; they can be folded, stapled, wrinkled, faded, and odd-size documents (e.g., post-it notes). Document types include, but are not limited to: TIF, PDF, JPG, Microsoft Office standard formats such as .docx and .xls.

LICENSING, CERTIFICATION AND OTHER STATUTORY REQUIREMENTS

Consultant is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing this type of service will apply and will be deemed incorporated into this project. These requirements shall be done at consultants expense, at no expense to the County.

PROJECT SCHEDULE

Proposal Publication/Release Date:

May 25, 2017

Questions due in writing by:

June 9, 2017 at 3:30 p.m.

Proposal Due Date and Time:

June 27, 2017 at 1:00 p.m.

Consultant Product demonstrations/Presentations

July 26 - 28, 2017 (Tentative)

Reference Checks

August, 2017

Contract Award

Estimated award at September 2017 Finance Committee Meeting

SPECIFICATIONS:

The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are proposed, they must be identified by manufacturer, stock number, and s