PACE Enterprise Content Management p00147...entity members with their requirements for Enterprise Content Management and Enterprise Content Management Services from January 1, 2015

SEALED PROPOSAL PACE Purchasing Cooperative 1314 Hines Avenue October 1, 2014 San Antonio, Texas 78208 Telephone: (210) 370-5200 www.pacecoop.org Please quote the following not later than 2:00 p.m., OCTOBER 30, 2014 SEALED PROPOSAL to be marked No. P00147 Company : _____________________________________ Proposal On:

Enterprise Content Management and Enterprise Content Management Services

Page 1 of 45 PRICE - F.O.B. - Destination =============================================================================================

PACE Purchasing Cooperative will accept proposals for the purchase of Enterprise Content Management and Enterprise Content Management Services Proposal #P00147, as per the attached specifications, terms and conditions. Proposals will be accepted by PACE Purchasing Cooperative until 2:00 p.m. local time, THURSDAY, OCTOBER 30, 2014 at which time they will be opened and tabulated for approval. Faxed proposals will not be considered. By submitting a proposal, vendor certifies to the best of his/her knowledge that all information is true and correct. All proposals must be sealed and received prior to scheduled opening time at the address listed in the box below. Proposals must be plainly marked on outside of envelope:

Mr. Jim Metzger, Purchasing Coordinator SEALED Proposal #P00147 Business and Human Resource Services Enterprise Content Management and Enterprise Content Management

Services Education Service Center, Region 20 1314 Hines Avenue San Antonio, TX 78208 Proposal Opening: 2:00 p.m., OCTOBER 30, 2014

Proposals must be submitted on the forms provided or proposal may be rejected. Only proposals received by the date and time specified will be considered. Vendors are invited to be present at the opening of the proposals to be held at PACE PURCHASING COOPERATIVE, Conference Center Building, 1314 Hines Avenue, on the above date. PRICE, QUALITY, AND SUITABILITY: It is not the policy of PACE Purchasing Cooperative to purchase on the basis of low price alone, quality and suitability to purpose are taken into consideration. Quote lowest possible net price after all trade discounts have been deducted. Term discount, if any, must be indicated on Signature, Deviation or Compliance Notation & Felony Notification Page and will be considered in awarding proposals. Vendors who do not quote are requested to submit a "no bid on proposal" form to PACE Purchasing Cooperative, Purchasing Department, if they wish to receive future proposals. Failure to do so may result in their being deleted from our vendor list. Proposals marked "subject to price change" or "price in effect on date of delivery" will not be considered. Pricing must be guaranteed from proposal award through DECEMBER 31, 2016.

PACE PURCHASING COOPERATIVE Proposal No.: P00147 1314 Hines Avenue Proposal On: Enterprise Content Management and Enterprise

Content Management Services San Antonio, TX 78208 Proposal Opening: 2:00 p.m., October 30, 2014 Page 2 of 45 Pages Company _____________________________________ =====================================================================================

TABLE OF CONTENTS Scope of Services ................................................................................................................................................. 3 Special Conditions for Proposal ....................................................................................................................... 3-4 List of Current Participating Districts .................................................................................................................. 4 General Terms for All Proposals ..................................................................................................................... 4-5 Preparation of Proposal Information ................................................................................................................. 6 Contact ................................................................................................................................................................. 7 References .......................................................................................................................................................... 7 Delivery ............................................................................................................................................................... 8 Warranty ............................................................................................................................................................... 8 Quantity Information ........................................................................................................................................... 8 Proposal Rejection, Withdrawal, Late or Modification ..................................................................................... 9 Clarification or Objection to Specifications ....................................................................................................... 9 Evaluation and Award .................................................................................................................................... 9-10 Payment ............................................................................................................................................................. 10 Acknowledgement of Addenda ........................................................................................................................ 10 Samples .............................................................................................................................................................. 10 Member Districts…………………………………………………………………………………………… 11 Proposal Pages .............................................................................................................................................. 12-38 Contract………………………………………………………………………………………………......39-42 Resident Certification ........................................................................................................................................ 43 Unfair Business Practices .................................................................................................................................. 44 Deviation/Compliance & Signature & Felony Notification Page .................................................................... 44 Notice of "No" Proposal on Proposal ............................................................................................................... 45



1.0 SCOPE OF SERVICES This proposal is intended to be used to provide PACE Purchasing Cooperative and participating cooperative

entity members with their requirements for Enterprise Content Management and Enterprise Content Management Services from January 1, 2015 through December 31, 2016 with four renewal options, in accordance with specifications and conditions embodied in this proposal. It is the expectation that this contract will not be a multiple award.

This contract will be effective for one term with four renewal options (periods listed below), at PACE PURCHASING COOPERATIVES option and with the acceptance of the awarded vendor(s).

First Term - January 1, 2015, through December 31, 2016 Second Term - January 1, 2017 through December 31, 2018 Third Term - January 1, 2019 through December 31, 2019 Fourth Term - January 1, 2020 through December 31, 2020 Fifth Term - January 1, 2021 through December 31, 2021 2.0 SPECIAL CONDITIONS

a) When requested after award, vendor must provide training, installation & system integration. Vendor must indicate when an additional charge will be made for these services. In the absence of any entry, vendor assures PACE these services will be provided at no charge.

b) The successful vendors shall provide copies of the pricing catalog(s) / price sheets to any members whom request them within 5 days after receiving the request.

c) Brochures and price sheets must be bound, enclosed in a file pocket or folder, and identified with vendor's name, address, telephone and fax numbers.

d) Supplies quoted must be new with original manufacturer warranty and packaging. Individual packaging shall be labeled showing the name of the manufacturer, brand name, name of product, quantity of contents & complete directions for use. Labels & labeling shall conform to all federal regulatory requirements for goods in interstate commerce and containers shall meet DOT requirements. Shipping packaging/cases shall be marked to show name of supplier, name & address of receiving agency and agency purchase order number, and must be delivered with material safety data sheets where required.

e) Renewal of contracts will be in accordance with Local Government Code 271.903 concerning non-appropriation of funds for multiple year contracts. The right is reserved to rescind the contract at the end of each fiscal year if it is determined that there are insufficient funds to extend the contract.

f) Award information will be furnished to all members. Contracts for purchase will be put into effect by means of purchase orders prepared by participating districts after this proposal has been awarded. All orders, deliveries, billings, and payments will be made with each member directly.

g) PACE PURCHASING COOPERATIVE members will not be responsible for any material being delivered or services performed without a purchase order, signed by an authorized representative. No valid orders will be submitted without a purchase order and shall not be accepted by the vendor without a purchase order number.

h) The variety and quality of the products and services offered by the vendor are expected to be leading the industry.

i) Selected Provider will contract with PACE to share the revenue generated by the sale of products and services. Each proposal must state a profit sharing percentage of gross sales to be paid to PACE by the selected Vendor.

j) The Contract issued to the selected Provider as a result of this RFP will contain a Default Clause containing definitions, procedures and timelines that if invoked, could result in Termination of the contract and put any investment of the Provider in fulfilling the Contract in jeopardy.



2.0 SPECIFIC CONDITIONS (continued) i) Supplies will be purchased as needs arise and funding allows, there is no guarantee to purchase. j) This proposal shall be awarded to the successful vendor(s) by confirmation letter. k) This proposal is intended to hold firm discounts for a period of one year after the proposal is awarded and

the renewal period(s). In the event this proposal expires before another proposal is awarded, the vendors shall extend the contract on a month-to-month basis, for a maximum of 3 months, by mutual agreement.

l) Public Disclosure – No public disclosures or news releases shall be made pertaining to this RFP or subsequent Contract award without written approval of PACE Purchasing Cooperative.

m) The selected vendor will be required to actively market, sell and service catalog products and services to selected members throughout Texas and other states through a collaborative purchasing agreement with the PACE purchasing cooperative.

n) The selected vendor will be required to establish and maintain, at vendor’s expense, A clear reference to the PACE purchasing mechanism with client contact information for usage. Unless there is a mutual determination that pricing and member order placement will be conducted in another manner.

3.0 GENERAL TERMS a) All contracts and agreements between vendors and PACE PURCHASING COOPERATIVE members

shall strictly adhere to the statutes as set forth in the Uniform Commercial Code as last amended in 1990 by the American Law Institute in the National Conference of Commissioners on uniform state laws. Reference: Uniform Commercial Code, 1990 Official Text, 2/Sales.

b) Vendors are advised that contracts are subject to all legal requirements provided for in the Texas Education Code, Subchapter B, Section 44.031 and/or applicable state and federal statutes. Any proposal after being awarded becomes subject to the Open Records Act, Article 6252-17a VTCS.

c) If product and/or service provided is not perform per the manufacturer specifications, this agreement can be terminated at any time upon a 30-day written notice.

d) PACE PURCHASING COOPERATIVE members reserve the right to all warranties, express and implied.

e) All parties agree that venue for any litigation arising from this contract shall lie in San Antonio, Bexar County, Texas, and that the laws of the State of Texas shall govern the rights of the parties and the validity and interpretation of any purchase order, contract, or service agreement that shall arise from and include this proposal.

f) Patented or copyright protected items: Vendor agrees to protect PACE PURCHASING COOPERATIVE members from recourse and all claims arising from rights under patent, copyright, trademark or application infringement.

g) Award(s) resulting from this request are not exclusive agreements to purchase. PACE PURCHASING COOPERATIVE members reserve the right and option, without penalty, to purchase like materials and services from other legal sources when and if such purchases, in their opinion, are necessary and in the best interest of PACE PURCHASING COOPERATIVE member.



3.0 GENERAL TERMS (continued) h) It is understood and agreed that PACE PURCHASING COOPERATIVE members reserve the right to

make minor modifications to conditions of this proposal due to unforeseen circumstances, by mutual agreement with selected supplier, both at the time of acceptance of this quotation offer as so modified, and subsequent thereto.

i) Wherever terms refer to PACE PURCHASING COOPERATIVE, they also apply to any school districts, regional service centers, cities, counties or other government agencies to which the proposal has been extended.

j) Some orders may require special handling or delivery to another location. These will be negotiated with the vendor(s) awarded, i.e. individual packaging, multiple deliveries, palletizing, delivery location.

k) Substitutions are not acceptable without prior written approval of PACE PURCHASING COOPERATIVE members. Unauthorized substitutions may delay payment of invoices and shipper shall be required to pick up incorrect items. PACE PURCHASING COOPERATIVE members shall not under any circumstances accept outdated materials, old stock, or obsolete products. If items under contract are discontinued or become unavailable from any manufacturer during the duration of the contract, PACE PURCHASING COOPERATIVE members reserve the right to require the contractors to offer substitutes. PACE PURCHASING COOPERATIVE members reserve the right to accept or reject substitutes, and in the case of rejections PACE PURCHASING COOPERATIVE members may cancel the item or items in question.

4.0 PREPARATION OF PROPOSALS

a) PROPOSALS MUST BE MADE ON THE ENCLOSED SHEETS OR PROPOSAL MAY BE CONSISDERED NON-RESPONSIVE.

b) The failure to adhere to accepted proposals will be deemed reason for canceling purchase commitments and for not accepting future proposals from defaulting contractors.

c) The transfer or assignment of contracts is prohibited. d) Prices must be quoted f.o.b. destination with all transportation charges prepaid and included in quoted

prices, special delivery on short notice, unless otherwise specified in this Proposal e) Vendors will not include federal taxes nor State of Texas limited sales, excise or use taxes in proposal

prices since PACE PURCHASING COOPERATIVE members are exempt from payment of such taxes. An exemption certificate will be signed where applicable upon request.

f) In the event of a price decrease to the general trade or special offers or promotions during the full term of the contract, such must be allowed to PACE PURCHASING COOPERATIVE members for all items included in this contract.



5.0 CONTACT All questions should be directed between 8:00 a.m. and 4:30 p.m., Monday through Friday to: Jim Metzger (210) 370-5204 [email protected]

Questions regarding this RFP must be submitted electronically or in writing to the email or physical address appearing above no later than five (5) business days prior to submittal deadline date.

6.0 REFERENCES All vendors must submit a list of references for whom vendor has provided like services/products in volumes

equal to or greater than the estimates listed in the proposal. Educational and governmental agencies are preferred. This list may be placed in a separate envelope and labeled "PROPRIETARY" and is not subject to public view. Failure to provide references may cause proposal to be considered non-responsive.

Company:__________________________ Contact Person: Phone number: Address:___________________________ _________________ _____ _____ _____ City/St: ___________________________ Company:__________________________ Contact Person: Phone number: Address:___________________________ _________________ _____ _____ _____ City/St: ___________________________ Company:__________________________ Contact Person: Phone number: Address:___________________________ _________________ _____ _____ _____ City/St:___________________________ Company:__________________________ Contact Person: Phone number: Address:___________________________ _________________ _____ _____ _____ City/St:___________________________ Company:__________________________ Contact Person: Phone number: Address:___________________________ _________________ _____ _____ _____ City/St:___________________________



7.0 DELIVERY REQUIREMENTS a) Vendor must deliver all material to receiving area as specified on purchase orders received. Deliveries

required in this proposal shall be freight Prepaid and Allowed (proposal prices shall include all freight and delivery charges), and F.O.B. destination with title transferring at member dock following inspection for any possible concealed damage.

b) Proposals shall be for tailgate delivery. Staff does not have permission to enter carrier's vehicle. c) A packing list or other suitable shipping documents shall accompany each shipment and show (a) name

and address of vendor, (b) name of employee ordering equipment, (c) purchase order number, (d) description of material shipped including item numbers, quantity, number of containers, and package number.

d) BRAND AWARDED MUST BE THE BRAND DELIVERED. e) All goods are subject to inspection and return, at the expense of the vendor, if found to be non-

conforming to the award. No unauthorized substitutions will be accepted. If items are non-conforming in any respect (quantity, quality or packaging), PACE PURCHASING COOPERATIVE members have the right to reject shipment without liability.

f) Failure to deliver in proposal time frame may cause vendor to be removed from the vendor list. A properly signed delivery receipt must be furnished with each invoice. If deliveries cannot be completed within the time frame indicated in the proposal, written notice shall be given to the ordering member. Unauthorized deliveries after the time frame specified on the order may be rejected at PACE PURCHASING COOPERATIVE members’ discretion. PACE PURCHASING COOPERATIVE members may cancel purchase orders without liability if deliveries are not completed before the specified dates and vendor has not notified PACE PURCHASING COOPERATIVE member of extenuating circumstances.

8.0 WARRANTY

a) Vendor must guarantee items to be free from manufacturers’ defects and that defective items will be

replaced. Vendor must guarantee standard commercial warranty be provided on all materials and labor. In the event of failure, the vendor agrees to repair or replace such units at no cost to PACE PURCHASING COOPERATIVE members.

b) During the warranty period, neither the final payment nor any provision of the contract documents shall relieve the contractor of responsibility for faulty materials, design, workmanship, manufacture, assembly or installation. If after due notice successful bidder fails to comply with warranty provisions, PACE PURCHASING COOPERATIVE members may, at their option, have the defects corrected or items replaced from the best available source and the contractor shall be liable for all related expenses incurred by PACE PURCHASING COOPERATIVE members.

9.0 QUANTITIES A) There will be no minimum purchase requirement in total or per order.



10.0 REJECTION, WITHDRAWAL, MODIFICATIONS OF PROPOSALS AND LATE PROPOSALS PACE PURCHASING COOPERATIVE reserves the right to accept or reject any or all proposals, to waive

any technicality or irregularity in proposal submitted, and to accept or reject any part of a proposal as deemed to be in the best interest of PACE PURCHASING COOPERATIVE members. Proposals may be withdrawn at any time prior to the official opening. Alterations made before opening time must be initialed by vendor guaranteeing authenticity. Upon approval of PACE PURCHASING COOPERATIVE, proposals may be withdrawn for obvious miscalculations or industry-wide conditions. Proposals shall remain open and valid for acceptance a period of 60 days following the opening. Proposals received after the time set for the opening will be declared late and not eligible for opening and consideration. PACE is not responsible for mail, courier or other delivery methods' in-transit time or non-delivery. Late deliveries will be held unopened. Vendor will be advised by mail that his proposal was late and not accepted and will be allowed to pick up his proposal package or furnish a "call tag" and have the package picked up by a courier.

11.0 CLARIFICATION OR OBJECTION TO PROPOSAL SPECIFICATIONS PACE PURCHASING COOPERATIVE is willing to assist any vendor(s) in the interpretation of proposal

provisions or explanation of how proposal forms are to be completed. Assistance can be received by visiting the PACE PURCHASING COOPERATIVE, Business Office, 1314 Hines Avenue; or calling (210) 370-5204. If any person contemplating submitting a proposal for this contract is in doubt as to the true meaning of the specifications, or other proposal documents or any part thereof, he/she may submit a written request for clarification to the Jim Metzger, Purchasing Coordinator, 1314 Hines Avenue, San Antonio, TX 78208 at least seven days prior to scheduled opening. Any interpretation of the proposal, if made, will be made only by Addendum duly issued and mailed or delivered to each person receiving a proposal document. PACE will not be responsible for any other explanation or interpretation of the proposal made or given prior to the award of the contract. Any objections to the specifications and requirements as set forth in this proposal must be filed in writing with the Purchasing Coordinator.

12.0 EVALUATION and AWARD OF CONTRACT a) PACE PURCHASING COOPERATIVE is not only concerned with the best & lowest price for the

user, but also the most responsive and responsible vendor. We must have contractors that are qualified and perform well. The contract will be awarded to the responsible vendor(s) whose proposal, conforming to the proposal terms and specifications, offers the best value and is most advantageous to PACE PURCHASING COOPERATIVE, price and other factors considered. Tie proposals will be awarded by the casting of lots.

b) PACE PURCHASING COOPERATIVE reserves the right to award the proposal to one vendor or multiple vendors. It is anticipated this proposal will be awarded to one vendor.

c) PACE PURCHASING COOPERATIVE reserves the right to accept and award any item or group of items of this proposal, as deemed to be in the best interest of PACE PURCHASING COOPERATIVE members, unless the vendor qualifies the proposal by specific limitations.

d) Proposal evaluation and award shall be based on, but not necessarily limited to the following factors: purchase price, ability to meet delivery requirements, quality of samples, reputation of the vendor and of the vendor's goods or services, quality of the vendor's goods or services, the extent to which the goods or services meet the needs of PACE PURCHASING COOPERATIVE, vendor's past relationship with PACE PURCHASING COOPERATIVE, the impact on the ability of PACE PURCHASING COOPERATIVE to comply with laws and rules relating to historically underutilized businesses, the total long-term cost to the district to acquire the vendor's goods or services, and any other relevant factor that a private business entity would consider in selecting a vendor.



12.0 EVALUATION and AWARD OF CONTRACT (continued) e) After the opening, PACE PURCHASING COOPERATIVE will check each proposal for the presence

or absence of required information in conformance with the submittal requirements of this proposal. These submittal requirements are obligatory, and failure to fully comply will deem the proposal unresponsive

f) Determination of the successful vendor(s) will be based on information supplied by the vendor and information obtained, where necessary, through user contacts. Ongoing documentation by using departments regarding a company's performance may be used in determining the vendor's responsibility for award purposes of this and future awards. The vendor must proposal all mandatory services. The lowest dollar proposal may not represent the best proposal when all factors of the evaluation have been qualified.

13.0 PAYMENT a) PACE PURCHASING COOPERATIVE members will pay for the requested goods and/or services as

promptly as possible, usually no later than thirty (30) days after 1) receipt of the goods; or 2) the day the service is complete, or 3) the day PACE PURCHASING COOPERATIVE members receive the undisputed invoice for the goods and/or services, whichever is later.

b) PACE PURCHASING COOPERATIVE members agree to notify vendor of error or contested invoice. PACE and vendor hereby agree to mutually resolve disputed invoices within sixty days of receipt of notice of dispute, verbal or written. There shall be no interest on any delayed, disputed or delinquent payment, nor shall the vendor be entitled to attorney's fees in any dispute to collect such payment.

c) In connection with any discount offered, time will be computed from the date of receipt of supplies or services or from the date a correct invoice is received, whichever is later. Payment is deemed to be made on the date of mailing of the check.

14.0 ACKNOWLEDGEMENT OF ADDENDA (this applies only, if in fact Addenda are issued related to this proposal): The bidder acknowledges receipt of ADDENDA to the solicitation and related documents numbered and dated:

Addendum No.

Date

All addenda shall be acknowledged on the solicitation/offer. Failure to do so may cause the proposal to be

rejected. Any changes to the solicitation will be made by Addendum and delivered to all parties that PACE shows as having received a copy of the solicitation.



Some of over 444 Current Members: Abilene ISD Healy‐Murphy Perryton ISD

City of Grand Prairie Higgs Carter King Gifted & Talented Charter Pleasanton ISD

George Washington University Hondo ISD Por Vida Academy

Tracy Unified School District Hunt ISD Poteet ISD

St. Louis County Government Hutto ISD Poth ISD

University of Washington Ingram ISD Prairie Lea ISD

City of Monroe Irving ISD Randolph Field ISD

County of Orange Jarrell ISD Raymondville ISD

City of Concord Johnson City ISD Rio Hondo ISD

California Polytechnic State University Jourdanton ISD Round Top‐Carmine ISD

Prince William County Jubilee Academic Center Roy Maas Youth Alternatives, Inc

Southampton Town Judson ISD Sabinal ISD

Frederick County Public Schools Junction ISD Sacred Heart Catholic Sch

Washoe County School District Kerrville ISD San Antonio Academy

Cedars International Academy Killeen ISD San Antonio ISD

Washington State University Kingsville ISD San Felipe‐Del Rio CISD

Florida State College at Jacksonville Kipp Aspire Academy San Marcos CISD

Comal ISD Knippa ISD Schertz‐Cibolo‐U City ISD

Comstock ISD La Escuela De Las Americas School Of Excellence In Education

Corpus Christi ISD La Grange ISD Schulenburg ISD

Cotulla ISD La Pryor ISD Seguin ISD

Crystal City La Vernia ISD Smithville ISD

Del Valle ISD Lackland ISD Somerset ISD

Devine ISD Lake Travis ISD Sonora ISD

D'Hanis ISD Lamar CISD South San Antonio ISD

Dilley ISD Leakey ISD Southside ISD

Dime Box ISD Leander ISD Southwest ISD

Dripping Springs ISD Lexington ISD St Luke's Catholic Sch

Eagle Pass ISD Llano ISD St Mary Magdalen Catholic Sch

Eanes ISD Lockhart ISD St Matthew Catholic Sch

East Central ISD Lytle ISD St Paul Catholic Sch

Edgewood ISD Manor ISD St Paul Lutheran School

Elgin ISD Marble Falls ISD St. Mary's Elementary

Flatonia ISD Marion ISD Stafford MSD

Florence ISD McDade ISD Stockdale ISD

Floresville ISD Meadowland Charter School Texas City ISD

Fredericksburg ISD Medina ISD Thorndale ISD

Friona ISD Medina Valley ISD Thrall ISD

Frisco ISD Menard ISD Tomball ISD

Ft Sam Houston ISD Natalia ISD Utopia ISD

George Gervin Academy Navarro ISD Uvalde CISD

George West ISD New Braunfels ISD Waco ISD

Giddings ISD Nixon‐Smiley CISD Waelder ISD

Godley ISD North East ISD Wimberley ISD

Goliad ISD Northside ISD Education Service Ctr, 13

Granger ISD Notre Dame Catholic Sch Education Service Ctr, 20

Gregory‐Portland ISD Nyos Charter School Crystal City ISD

Harlandale ISD Pampa ISD Alief ISD

Harper ISD Pearsall ISD Dallas County Schools

Hays CISD Pegasus Schools, Inc Alamo Community College District

Whitney ISD



15.0

Demonstrations Prior to ordering, demonstrations may be required

a) When requested, vendor(s) must contact and schedule a demonstration. b) Demonstrations and literature must be scheduled within 10 days of email, phone or fax request.

d) Buyer will be sole judge to approve all demonstrations as meeting specifications. f) Brand and model demonstrated & awarded must be brand and model shipped when ordered. g)

The PACE Purchasing Cooperative currently has approximately 444 members in 17 states. It is the intention of the PACE Purchasing Cooperative in partnership with its awarded vendors to add city, county and other government and non-profit member in Texas and throughout the United States. PACE is available for use by all public and private schools, colleges, universities, cities, counties and other government agencies in the State of Texas and other states as allowed by state member law and statues. Participation in PACE is not required of any governmental agency. However, participation of government agencies can provide the legally required competition for contracts for commonly purchased products and services, thereby saving the individual government agency the cost of going through the competitive process. Purpose of PACE Provide government agencies opportunities for greater efficiency and economy in acquiring goods and services. Take advantage of state-of-the-art purchasing procedures to insure the most competitive contracts. Provide competitive price solicitation and bulk purchasing for multiple government agencies that yields economic benefits

unobtainable by the individual entity. Provide quick and efficient delivery of goods and services by contracting with high performance vendors. Equalize purchasing power for smaller agencies that are unable to command the best contracts for themselves. Assist government agencies in maintaining the essential controls for budget and accounting purposes. Maintain credibility and confidence in business procedures by maintaining open competition for purchases and by

complying with purchasing laws and ethical business practices. Open Records Policy PACE/Region 20 ESC is a government body subject to the Texas Public Information Act. Responses submitted to PACE as a result of this solicitation are subject to release as public information after contracts are executed or the procurement is terminated. If a Vendor believes that its response, or parts of its response, may be exempted from disclosure under Texas law, the Vendor must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt. In addition, the Vendor must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s).



16.0

Proposal

PACE is interested in an Enterprise Content Management (ECM) Solution, and associated services. The Cooperative is looking for a provider that can perform all the functions of an outsourced IT department, including the on-going support and maintenance for a complete ECM solution. Marketing to these districts is also a requirement of this RFP. It will be the sole decision of each member to participate in this RFP. All associated pricing should be provided on a “per member” bases. This RFP also addresses the scanning of backfile documents such as; Human Resources, Student Records, Accounts Payable, and Board Minutes. Only a single vendor solution for the backfile scanning and hosted ECM will be considered. All interested parties will be required to fill out attached documents in their entirety for consideration.

Vendor Profile ECM Software Functionality ECM Technical Requirements Conversion / Scanning Services and Pricing Software and Hardware Pricing Please make sure to provide all sales and technical brochures for all products offered under this RFP.

Each proposal must include a cover letter stating their interest, as well as the name and address, telephone number and e-mail address of the proposer.

Each proposal must describe the company’s strategy and capability for marketing and selling the products and

services listed in this RFP to eligible PACE members.

Each proposal must describe the company’s strategy and capability for enrolling new members in the PACE purchasing cooperative.

Each proposal must describe the company’s strategy and capability for reporting and tracking all products and services sold to eligible PACE members.



Each proposal must state a profit sharing percentage of gross sales (suggested 1.5%) to be paid to PACE by the selected Vendor.

Provide a brief history of your company, including the year it was established. Provide company’s official registered name. List number of sales and service offices in Texas, listing the name of key contact at each with title, address, phone and fax number, e-mail address, etc. along with resume.

Provide your companys Dun & Bradstreet (D&B) number. Provide your income statement, balance sheet and cash flow for the past three (3) years. Please define your standard terms of payment. Responses should be direct, concise, complete, and unambiguous. Offerors failing to organize proposals in the manner requested will be suggesting to evaluators that they are unable or unwilling to follow reasonable suggestions.

16.1 Vendor Information (indicate if Prime Contractor or third-party business partner) _______________________________________________________ A. General Information Response 1. Vendor name 2. Primary vendor contact name and title 3. Primary vendor contact phone number 4. Primary vendor contact e-mail address 5. Technical contact name and title 6. Technical contact phone and e-mail address 7. Are your Products or Scanning Services on any

Federal or State purchasing procurement catalog?

B. Company Performance and Stability Response 1. How many years has your company been in

business? Have there been any mergers, acquisitions or has it been sold within the last two years?

2. Number of employees employed by your company.

3. Company sales revenues and number of new customers added during each of the last two years.

4. Amount of sales revenues (above) that is specifically for the K-12 through higher education marketplace.



5. Describe what differentiates your product from the competition.

C. Application Implementation Response1. How many implementations of the proposed ECM

have been performed by your company?

2. What is the minimum and maximum length of time required to perform a typical implementation? What is the typical project team size? What is the typical level of effort required in terms of hours per team resource?

3.

Describe the various types of implementation services that your company typically provides (including configuration, customization, data conversion, interface development services, etc.).

D. Software Licensing Response1. What methods are available for licensing the

software? Please provide copies of all software licensing and maintenance options with your response.

2. Is the license transferable to another server and physical location for disaster recovery or testing of a disaster recovery plan?

3. Is any of the material to be provided copy written or subject to any restrictions? What limitations are imposed on the use of proprietary or copy written materials?

E. Application Support and Customer Service Response1. Briefly describe your organization's philosophy

and approach to customer service and explain how it integrates with your approach for long-term support of the product.

2. Do you offer hotline phone support for application questions? If so, please describe the packages available, including hours of support and cost.

3. Please list the average response and resolution times for hotline phone support calls.

4. Is your hotline phone support toll-free? 5. Is on-site support available? If yes, what are the

rates associated with these services?

6. Do you provide an on-line bulletin board for known problems/fixes? If so, please provide the website address.

7. What technical skills and how many full time equivalents are typically needed to maintain the system and support the technical architecture?

8. How do new product releases affect client customizations?

9. When is the next version of your product due to be released?



16.2 Please respond with the following Response Key: 5 = Meets with Current Release; 4 = Meets with Future Release Before 2008; 3 = Meets with Customization; 2 = Supports with 3rd Party Software; 1 = Does Not Support. Additionally, please provide comments for clarification and understanding if necessary. # Requirement Requirement Description Response Comments

Software Requirements 1 Software / Functionality Does the proposed solution require

installation of client software for Administrative or End-User functions?

2 Software / Scalability Describe the proposed solution’s scalability. What additional software licensing costs will be incurred as the system scales up?

3 Software / Notes Does the proposed solution have the ability to attach notes to conditions?

4 Software / Notes Does the proposed solution have the ability for notes and conditions fields to allow unlimited amount of text? If not unlimited, what are the text limitations?

5 Software / Export Does your system allow for the export of the images and its associated metadata to a self executable CD Rom for State Archiving? Please describe how you would perform this over the next 4-5 years.

6 Software / Electronic functionality

Does the proposed solution provide the ability to accept and export electronic submissions of content in standardized formats (e.g. AutoCAD, TIFF, JPG, GIF, PDF and Microsoft Office)?

7 Software / Versioning Does the proposed solution support document version control?

Indexing / Taxonomy 8 Indexing Are there a maximum number of indexes

per document? If so, what is that limit?

9 Indexing Describe how changing the index structures can be accomplished, as opposed to individual data elements.



# Requirement Requirement Description Response Comments 10 Indexing Does the proposed solution have the

capability of indexing electronic documents (e-mail, electronic forms, intranet/internet forms) without converting these types of documents to paper documents for scanning and then indexing?

11 Indexing Does the proposed solution include metadata in the indexing process?

12 Indexing Does the proposed solution allow for the assignment of sequential and unique identifiers or document control numbers?

13 Indexing Does the proposed solution support feature that will allow an operator to view the document and re-index, if necessary? Please describe.

14 Indexing / Customization Can custom index fields be designed for managing physical documents and file folders? Please list the standard index fields that are available out of the box.

15 Indexing / Taxonomy Does the proposed solution have the ability to relate documents to each other using parent-child relationship?

16 Indexing / Taxonomy /Categorize

Does the proposed solution have the ability to categorize all document activities by type?

17 Indexing / Cloning Does the proposed solution have the ability to clone existing projects for purposes of use on similar projects?

18 Indexing / Multiple index field search

Does the proposed solution support searching on multiple index fields?

Searching 19 Searching / Thread

tracking Does the proposed solution provide the ability to do e-mail thread tracking? (i.e.g-mail)

20 Searching Does the proposed solution support full text searching? (e.g. MS Documents, TIFF, txt, PDF,other)

21 Searching Does the proposed solution have the ability to do range and/or wildcard searches?

22 Searching Does the proposed solution have the ability to support partial key searches?

23 Searching Does the proposed solution include a search engine? Describe the search engine’s features and capabilities.

24 Searching Does the proposed solution support access by external search engines (i.e. Google, FAST and other search utilities)?

Audit



# Requirement Requirement Description Response Comments 25 Audit trail Does the proposed solution provide a

configurable audit trail? Please describe.

26 Audit trail Does the proposed solution provide an audit trail of all updates to user security information?

27 Audit Trail Does the proposed solution record system violation and unauthorized system access, if the threshold is exceeded?

Security 28 Security Does the proposed solution provide

secure check in and check out of documents?

29 Security Does the proposed solution allow for varying levels of administrative security?

30 Security Does the proposed solution provide the ability to prohibit modifications of the documents received into the repository?

31 Security Does the proposed solution provide the ability to restrict access at the document level to viewing electronic objects that are sealed, expunged or confidential by authorized persons only?

32 Security Does the proposed solution provide the ability to reschedule dispositions of records by authorized individuals only?

33 Security Does the proposed solution provide the ability to give the public access to non-sensitive documents via the Internet? Please describe.

34 Security Does the proposed solution provide the ability to use digital signatures?

Training 35 Training What are your help features? Do you

have on-line help, on-line manuals and hard-copy manuals? Please describe.

36 Training Describe the vendor supplied training classes or in-house training classes. What types of resources are available?

E-mail 37 E-mail Does the proposed solution provide the

ability to retrieve filed e-mails for viewing, forwarding, replying and other functions of the e-mail application in its native format?

Viewing 38 Viewing Does the proposed solution include a

universal viewer? (One that doesn’t require launching the native software application.) Please describe.



# Requirement Requirement Description Response Comments 39 Viewing Does the proposed solution provide the

ability to manage and store all document types that, when retrieved, can be viewed and manipulated in the same manner as the original?

40 Viewing Can more than one user view the same document at once?

41 Viewing Does the proposed solution allow for simultaneous multiple image viewing with window and image scaling?

42 Viewing Does the proposed solution support the ability to pan, zoom (in or out) and scale an image?

43 Viewing Can documents be printed from the viewer?

44 Viewing Are images presented one at a time or can users scroll through document pages in a manner similar to a PDF viewer or Word document?

Retrieval 45 Retrieval Does the proposed solution retrieve all

the pages of a document or just the first page? Please describe the method of page retrieval.

46 Retrieval Does the proposed solution have system administration tools to control page retrieval? Please describe this functionality.

47 Retrieval Does the proposed solution support the capability of executing a single query to retrieve images, text or other document formats?

Notification & Scheduling 48 Automated Notification Does the proposed system provide the

ability for automatic notification of deadlines/retention schedule guidelines?

49 Automated Scheduling Does the proposed system provide the ability to automatically schedule tasks for various staff members, reviewers and review groups? (i.e. review retention schedule before destruction)

50 Automated Outlook Scheduling

Does the proposed system provide the ability to interface with Microsoft Outlook/Exchange scheduling application?

51 Automated Scheduling for Processing

Does the proposed system provide batch processing facilities so that long running reports and processes can be scheduled to run in off hours and without operator intervention?



# Requirement Requirement Description Response Comments Workflow

52 Workflow The proposed solution should provide robust workflow capabilities. Does the workflow system contain a “Graphical Workflow Creation Utility” for creating workflows? If a third-party product is to be used, please describe in detail.

53 Workflow Does the proposed solution allow electronic distribution, editing, digital electronic signatures and completion by filling in the documents? Is there a check in-check out audit trail?

54 Workflow Does the proposed system provide the ability to edit document content and route back the changes to selected users?

55 Workflow Can the features of approval, notification, review and comment be made available to selected users?

56 Workflow Does the proposed system provide the ability for email event notification of collaboration or workflow elements such as: approvals, receipt, completion, status, etc.?

57 Workflow Does the proposed system provide the ability to generate e-mail notification to related departments to initiate workflow?

58 Workflow Does the proposed system allow for workflow route splitting and joining?

59 Workflow Does the proposed system allow the ability to launch subsequent workflows from current flow?

60 Workflow Where and how are business rules maintained?

61 Workflow Does your system allow for ad-hoc workflow? Please describe.

62 Workflow Does your system have the ability to add in rules and exception within the workflow? Please describe.

63 Workflow What types of reporting capabilities does your workflow have?

64 Workflow Please describe the types of notifications your workflow engine has. Can they be time sensitive?

65 Workflow Does your workflow have the ability for load balancing? Please describe.

66 Workflow Does your solution allow for annotations and notes based on workflow?



# Requirement Requirement Description Response Comments 67 Workflow Does your solution provide Business

Activity Monitoring? Please describe how this can assist The Region when implementing.

68 Workflow Please describe the tool that can assist The Region when implementing workflow. (e-forms, custom applications, 3rd party tools, etc.)

69 Workflow Does your workflow product provide any reporting and statistical tools? Please describe.

Capture 70 Capture Does the proposed solution support large

format scanning? If it does, to what width? Please describe how the proposed product would address this requirement, listing any special drivers or interfaces necessary and identifying any costs associated in the cost estimate.

71 Capture Does the proposed solution support 256 shades of gray?

72 Capture What is the range of scanning resolution (in dot per inch-DPI) that the proposed solution supports? (200, 300, higher)

73 Capture Does the proposed solution allow an operator to change DPI settings on the fly?

74 Capture Does the proposed solution support both pre-defined scanner settings (brightness, contrast, resolution) and does it also allow the scanner operator to manually adjust the settings?

75 Capture Does the proposed solution allow the scanner to sense the characteristics of a document and automatically adjust the scanner settings to optimize the image?

76 Capture Does the proposed solution support a scan restart in mid-batch, in case of an interruption?

77 Capture Does the proposed solution support duplex scanning? If it does, are blank pages created when there is nothing on the reverse (back) side?

78 Capture Is the proposed scanning process able to sense and eliminate blank pages automatically?

79 Capture Does the proposed solution allow additional pages to be inserted into a scanned document?



# Requirement Requirement Description Response Comments 80 Capture Does the proposed solution allow

individual pages or groups of pages to be deleted?

81 Capture Does your capture solution have a limited number of images that can be scanned per day/month/year?

82 Capture Does the proposed solution have the following repair tools: de-skewing, speckles and artifact removal, cropping, line removal, line smoothing, rotation, automatic scaling for output and fill for holes?

83 Capture Does the proposed system provide hot keys for entering default values as index information without typing the data each time?

84 Capture Does the proposed solution provide any quality assurance or image review processing tools? If it does, please describe.

85 Capture Does the proposed solution support bar code recognition?

86 Capture Does the proposed solution support automatic indexing based on bar codes?

87 Capture Does the proposed solution allow the operation of scanning, indexing and writing to storage repository in batches?

88 Capture Does the proposed solution support Optical Character Recognition (OCP) and Intelligent Character recognition (ICR)?

89 Capture / Face sheets Can face sheets (separator pages) be created from within the proposed application?

Imaging 90 Imaging Please describe how annotations are

stored.

91 Imaging Does the proposed solution annotation functionality alter the original image? If it does, please describe.

92 Imaging Does the proposed solution support searchable annotations?

93 Imaging Does the proposed solution have any of the following mark-up capabilities: highlighting, digital stamp, digital signatures, “sticky notes”, redact (blackout)?

Report Design and Management



# Requirement Requirement Description Response Comments 94 Reporting Does the proposed system provide

standard administrative reports (user by activity log-on, document checkout and return, and a detailed audit trail report)?

95 Reporting Can the proposed system produce reports that contain links to documents identified in the report content?

96 Reporting Does the proposed system provide a convenient method for implementing file plans by setting up and labeling folders and sub-folders?

97 Reporting Does the proposed system support management of records at the document, file and box level?

98 Reporting Please describe how your system handles the following reports?

Workflow Reports Content Retention

Reports Disposition Reports Audit Reports Ad-hoc Reports Exception Reports Scanning Reports Other – Please describe

other reporting functionality your system has.

99 Reporting Can files and boxes managed in the proposed system be checked out for circulation?

100 Reporting / Lists / Labels Does the proposed solution provide the ability to auto generate reports, document lists and barcode labels (which could include numbers or titles)?

101 Reporting / Tracking Are end users able to easily track documents by type, user and department (e.g. contracts, Kerry Bush, Clerk and Recorder)

102 Reporting / Tracking Does the proposed solution have the ability to track requests and resolution of request?

103 Reporting / Tracking Does the proposed solution support tracking of both physical and digital documents?

Records & Retention 104 Records & Retention Can document retention be applied as

both event and date based triggers (i.e. close of a project or the creation date plus seven years)?



# Requirement Requirement Description Response Comments 105 Records & Retention Describe the retention approval process

for records at the file and document level.

106 Records & Retention Does the proposed system allow for document destruction holds to be applied to records at the file and document level (i.e. for litigation purposes)?

107 Records & Retention Please describe how the systems workflow module can be used for destruction approval as part of the document lifecycle.

108 Records & Retention Does the proposed system allow for customized file plans for designated department, division or project team level users?

109 Records & Retention Does the proposed system allow for the modification of a series of identification numbers?

110 Records & Retention Can records series be presented in alpha-numeric format?

111 Records & Retention Please describe how your system handles long term achieving. (permanent archiving)

112 Records & Retention Please describe your methods of notification and verification of disposition.

113 Records & Retention Please describe how your system handles electronic records and physical records?

114 Records & Retention Please describe how your system handles security within the records management solution. Is it the same as the ECM system?

115 Records & Retention Does the proposed system allow for a custom file plan? Please describe.

116 Records & Retention Does the proposed system leave a stub after disposition? Please describe what information remains in the stub.

117 Records & Retention Does the proposed solution provide the ability to perform barcode tracking by physically bar-coding the physical files and then performing barcode recognition? Is there a 3rd party vendor or solution involved?

118 Records & Retention Does the proposed solution support the ability to retain metadata for purged documents? Can stored metadata content defined by The Region?



# Requirement Requirement Description Response Comments 119 Records & Retention Can documents submitted as final or

record copies be locked down; preventing editing, deletion or replacement until their retention period is met or until legal holds are released? Please describe.

120 Records & Retention Please describe in detail how your system places legal holds on documents.

16.3 Please respond with the following Response Key: 5 = Meets with Current Release; 4 = Meets with Future Release Before 2008; 3 = Meets with Customization; 2 = Supports with 3rd Party Software; 1 = Does Not Support. Additionally, please provide comments for clarification and understanding if necessary. # Requirement Requirement Description Response Comments

Backup & Restore 1. Backup &

Restore Describe strategies and specific backup procedures needed to provide application and data backup.

2. Backup & Restore

are backups be automated and accomplished unattended?

3. Backup & Restore

Under what conditions can single database tables, files, and metadata be restored?

4. Backup & Restore

Under what conditions can single databases be restored?

5. Backup & Restore

Under what conditions must complete data spaces be restored?

6. Backup & Restore

How is access to the database assured while backups are being performed?

7. Backup & Restore

Describe safeguards for file integrity if the application goes down due to network failure, power outages, or error conditions.

8. Backup & Restore

How long does it take to accomplish full data recovery on new hardware under the configuration you have specified?

Capture 9. Batch Does your application provide batch

processing facilities so that long running processes can be scheduled to run in off hours without operator intervention?

10. Batch Do the batch processing facilities provide the capability of notifying staff of success or failure of the jobs via e-mail?



# Requirement Requirement Description Response Comments 11. Batch Does your application consistently support

submission of batch processes from user workstations without locking up that workstation while the batch process runs?

Browser 12. Browser

Does the proposed solution provide browser viewer technology that does not require direct network access or access to the program that created the document?

13. Browser Are all the applications’ functionality fully web enabled? Please describe.

14. Browser Are all of your tool sets fully web enabled? Please describe.

Clients / User Interface 15. Clients / User

Interface Is your web interface compatible with both IE 6.0, IE 7.0?

16. Clients / User Interface

Is all client software compatible with Windows 2000, Windows XP and Vista?


Does your application provide full Windows 2000, Windows XP and Vista operating features such as the ability to open and toggle between multiple windows, copy and paste information from one window into another window?


How does having other Windows client programs, such as Excel, Microsoft Word or others, open simultaneously affect the performance of your application on your minimum recommended PC configuration?


Can Windows client programs, such as Excel or Access, be used to save data directly into the application? Please describe.


What are your minimum and recommended desktop hardware requirements (RAM, clock speed, hard disk free space) for clients and workstations?


Which of your application modules or tools requires client software?


Can a single user have multiple concurrent sessions with your applications? Please describe.



# Requirement Requirement Description Response Comments

Conversion 23. Conversion What tools are available in your product(s)

for converting from an existing system?

Customization 24. Customization Define, compare and contract the terms

""configuration" and "customization" from your firm's perspective.

25. Customization Although our goal is to minimize software customizations, describe your approach to customer enhancements to your package and customization service you can and have provided to other clients.

26. Customization Can the Web interface be customized? (Color, layout, tabs order, etc.)

27. Customization Can you create custom screens with only certain fields in a definable order?

28. Customization How are modifications to the database and additions to the screens handled? Will the City have the ability to add data fields without programming?

29. Customization What happens during upgrades? Are the customizations overwritten? Describe your policy regarding making and maintaining custom enhancements to the software.

30. Customization Does the proposed solution provide the ability to create custom menus?

Distributed Environment 31. Distributed

Environment Describe how the application manages record locking and concurrency.

32. Distributed Environment

Describe how the application handles committing and rolling back transactions to the database.

Documentation 33. Documentatio

n How often will you provide updates to documentation and help files? At what cost?

Error Handling 34. Error handling Describe how the software handles

application and database problems in a way that ensures the integrity of the data.



# Requirement Requirement Description Response Comments 35. Error handling Are the same error messages sent to users

whether they are using a Windows client, a browser? Can they be tailored by user/role?

Help 36. Help Does the application provide on-line help,

including context-sensitive help, with the ability for the City to add user-defined topics specific to City policy and procedures? Please describe.

Import / Export 37. Import / Export Can the applications CREATE a file in a

common file format to facilitate interfaces with other applications? What formats?

38. Import / Export Does the proposed system provide the ability to export document images and indices to external storage media? How is this completed?

39. Import / Export Can the application RECEIVE a file in a common file format to facilitate interfaces with other applications? What formats are standard?

Integration 40. Integration Can third party integration and/or

development tools be used to modify or enhance the application? Describe any restrictions that apply.

41. Integration Does the proposed solution provide for Microsoft Office integration? Please describe.

42. Integration Does the proposed solution provide for Microsoft Exchange integration? Please describe.

43. Integration Can the solution create a file in a common file format to facilitate interfaces with other applications? What formats?

44. Integration Can third-party integration or development tools be used to modify or enhance the solution? Describe any restrictions.

Interface 45. Interfaces How do you interact with Windows Active

Directory? Please describe how you audit users, terminate connections for logged in individuals for maintenance, backups, etc?



# Requirement Requirement Description Response Comments 46. Interfaces How does your system interact with e-mail

systems including Microsoft Exchange? Please describe, including applicable version numbers.

47. User Interface Does the application provide the capability to customize screens, reports, forms, help text, etc.? Describe how the application achieves this kind of flexibility.

48. User Interface Does the proposed solution require any proprietary plug-ins for image viewing? If so, please describe.

49. User Interface Does the proposed solution require a proprietary image viewer?

50. User Interface To what degree do application elementsprovide a common look and feel, common business rules, security, validation and lookup tables, easy posting/updating of information from one application to another, and drilldown to source information and support documentation between modules?

Development Languages 51. Languages What is the underlying programming

language for your system(s)?

Web Services 52. Web Services Does the proposed solution employ web

service architecture? If so, is it based on .Net or J2EE?

Repository & Protocols 53. Repositories &

Protocols Does your n-tier architecture depend on anything other than TCP/IP such as SNA?

54. Repositories & Protocols

Does your system use any non-routable protocols?

Software Releases 55. Software Please specify the application release(s) you

are proposing. Is the proposed application release currently in production, or is it in Beta testing? If it is in Beta testing, what is the projected date for the application to be in production?

56. Software Please describe how new release are distributed and implemented.




Staffing 57. Staffing What in-house IT expertise will be required

for ongoing care and feeding of the product(s) you propose?

58. Staffing What in-house IT expertise will be necessary for implementation of any functionality of your product(s)?

Support 59. Support What is your support policy regarding

response and assistance to questions and problems?

Is the City limited to a number of support calls?

What are the hours of operation for support?

Will you need remote access to the system?

Will you need remote access to PC’s?

60. Support Describe procedures and response time policies for correcting errors that render the application unusable or threaten processing deadlines.

61. Support Who bears responsibility to modify software as necessary for compliance with changes in state and federal law?

62. Support What means other than phone support do you use to provide technical assistance? What fees, if any, are involved?

63. Support Are there any restrictions as to how many or which employees may call for technical assistance?

64. Support To what extent will you be providing support to resolve problems with any 3rd party software vendors or hardware vendors you're recommending in this proposal?

System Tools 65. System How many and what file types are supported

by the proposed solution?

66. System What tools come bundled with your software for load balancing, tuning, monitoring, etc. for the database?




Upgrades & Patches 67. Upgrades &

Patches How are custom enhancements maintained when there are regular software updates to the base software?

68. Upgrades & Patches

Describe the anticipated frequency of application upgrades, procedures for distribution and installation of upgrades, and documentation accompanying upgrades.


How long do you provide continuing support for previous versions of your applications once new versions are released?


How is version control managed for upgrades?


How often are minor patches released and what level of effort is necessary to implement them?


Does the system provide automated network client installs and upgrades?


How often will you provide updates to the software and at what cost?


How often are major patches released and what level of effort is necessary to implement them?

Workflow 75. Workflow What kind of tools do you have for designing,

implementing, and documenting workflow?

76. Workflow Describe your product's workflow functionality and what sets your tools apart.

Licensing 77. Licensing Does the proposed system provide

concurrent licensing? Please describe your licensing schema.

Hardware 78. Hardware Does the proposed solution require

proprietary hardware to work properly?

Searches 79. Searches Does the proposed solution have the ability to

automatically pull contact demographics/info from centralized database?




Data Extraction 80. Data

extraction Does the proposed solution support data extraction from ODBC compliant host applications for automatic indexing? Please describe the tools used to support this requirement.

Repositories 81. Shared

repository Does the proposed solution support a shared repository? (Document scanned and indexed using the EDMS imaging. Can the user search and retrieve this document from within another system using the same indices? i.e. the permit tracking system)

Indexing 82. Indexing Describe the proposed system’s indexing

capabilities and any limitations in combination of types (text, character, numeric, etc.)

Security 83. Security Can an invalid password threshold be set for

the number of invalid log-on attempts?

84. Security Please specify if the system’s password can be linked to the network password?

85. Security Are the passwords entered in a non-printing, non-displaying portion of the screen?

86. Security Does the proposed system encrypt passwords?

87. Security What security roles are enabled by the proposed solution?

88. Security Does the proposed solution provide access control by Operating system security (HP-UX, Linux, Windows, Netware, OS400, Solaris)?

89. Security Can passwords be composed of letters, numbers, special characters, and in upper or lower case?

90. Security Does the proposed solution provide the ability to secure documents and images based on user identification or groups by user?

91. Security Does the proposed solution provide the ability for the system administrators to redefine access privileges as necessary?

92. Security How are security, account access, and field access handled?



# Requirement Requirement Description Response Comments 93. Security What security roles are enabled by your

system?

94. Security Can security be linked to other applications via LDAP? By other means?

95. Security Please describe any tools you provide to simplify security maintenance.

96. Security Specify if the system's password can be linked to the network password.

97. Security Do you provide a complete management trail/reporting of all system activity, including capability to trace monetary transactions forward to control totals, and backwards from control totals to source documents?

98. Security Do you require only one log-on to access the application software (suite)?

99. Security How does the application administer security and control over the operating environment? (The operating environment includes the operating system that your software will operate under; the database management system; and your application software.)

100. Security Does the system provide an audit trail of all updates to user security information?

101. Security Are passwords entered in a non-printing, non-displaying portion of the screen?

102. Security Can passwords be composed with letters? Numbers? Special Characters? Upper and lower case?

103. Security Can an invalid password threshold be set for the number of invalid log-on attempts?

104. Security Does the system record system violation and unauthorized system access if this threshold is exceeded?

105. Security Can the system suspend a user ID from further use until appropriate security administration staff re-activates?

106. Security Can the system require users to periodically change their password?

107. Security Can a system wide parameter be used to force all passwords to be changed upon demand?

108. Security Are passwords encrypted in system tables? 109. Security Can access be controlled for a user ID at the

following levels:

110. Security Role? 111. Security Server? 112. Security RDBMS? 113. Security Application? 114. Security Menu?



# Requirement Requirement Description Response Comments 115. Security Function/Screen? 116. Security File? 117. Security Field? 118. Security Organization? 119. Security Time of day and week? 120. Security Specific terminal, network,

TCP/IP addresses?

121. Security Ability to provide various access types such as:

122. Security Inquiry or read only? 123. Security Modify or update? 124. Security Add or create? 125. Security Delete or remove? 126. Security Supervisory approval of

transactions?

127. Security Any combination of the above access types?

128. Security Ability to provide access control for: 129. Security On-line activities? 130. Security Batch processing? 131. Security Report writer and retrieval

software?

132. Security System utilities? 133. Security Does the system control remote access

security?

134. Security Can users be grouped into user groups, classes, and roles?

135. Security Does the proposed system provide safeguards for file integrity if the system goes down due to network failure, power outages or error conditions? Please provide specific details.

eForms 136. eForms/Web

Forms Does the proposed system provide the ability to create electronic forms? Please provide specific details if this is a third-party solution.

137. eForms/Web Forms

Is the data collected from the electronic forms stored in a SQL Server database?

System Administration 138. System

Administration Does the proposed system provide the ability for management of a fully functional test environment for use in training and testing? State if there are software licensing implications and if additional hardware is required.



# Requirement Requirement Description Response Comments 139. System

Administration Does the proposed system allow a System Administrator to monitor and manage system activities through the use of standard reports?

Database 140. Database What database systems and versions are

certified for use with this product?

141. Database Does the proposed system provide database backup and recovery functions? If it does, describe, in detail, how database backup and recovery functions operate.

142. Database How is access to the database assured while backups are being performed?

143. Database How much database space would you recommend? Please use volumes provided to recommend database space.

144. Database Do the applications utilize a normalized data model?

145. Database What rate of database storage growth can we expect with normal processing volumes above the 20% per year expected by the city?

146. Dictionary Is a data dictionary supplied with the proposed solution? Please describe.( i.e. Software specific terminology)

Architecture 147. Architecture Please describe specific strategies and

backup procedures needed to provide application and data backup.

148. Architecture Can backups be automated and accomplished unattended? Explain.

149. Architecture Does the proposed system have the ability to send and/or receive fax documents?

150. Architecture What is the underlying programming language for your system?

Compliance 151. Compliance Is the database for the proposed solution

ODBC, JDBC and SQL compliant? If so, with what ANSI standards are they compliant?

152. Compliance Is your web interface compatible with both IE 5.0 and IE 6.0?

153. Compliance Is the proposed system compatible with NT 4.0, Windows 2000 Professional, Windows XP and Vista?

154. Compliance Does the proposed solution support the standard XML interface?



16.4

Conversion Scanning Services and Pricing We anticipate that many members will have some backfile conversion/scanning services to be performed. The number of images or departments is unknown at this time; however, summary pricing is requested. The known departments for these services are: Human Resources, Student Records, Accounts Payable, and Board Minutes. Only a single vendor solution for the backfile scanning will be considered. Conversion Services (price per image): Up to 50,000 images Document Preparation – Standard ______ Document Preparation – Difficult ______ Scan Paper 200 dpi Black/White ______ Document Indexing – Per Field - Single Pass 10% ______ Total Cost Per Image ______ Over 50,000 images Document Preparation – Standard ______ Document Preparation – Difficult ______ Scan Paper 200 dpi Black/White ______ Document Indexing – Per Field - Single Pass 10% ______ Total Cost Per Image ______ Over 250,000 images Document Preparation – Standard ______ Document Preparation – Difficult ______ Scan Paper 200 dpi Black/White ______ Document Indexing – Per Field - Single Pass 10% ______ Total Cost Per Image ______ Over 500,000 images Document Preparation – Standard ______ Document Preparation – Difficult ______ Scan Paper 200 dpi Black/White ______ Document Indexing – Per Field - Single Pass 10% ______ Total Cost Per Image ______



Optional Pricing:

OCR Conversion per image ______ Conversion Project Set Up ______

Shredding per Box Letter/Legal ______ Other Information: Please provide in detail your back file conversion operation to include but not limited to;

Pickup and Delivery Document staging Document preparation Document scanning Large format scanning Data Entry Security Import services into the ECM system

Please attach any other information that may be important to this RFO. 16.5

Software, Hardware and Professional Services Pricing It is required that each vendor provide itemized pricing for all software, hardware and professional services which will be required herein. PACE has developed a pricing matrix in order to evaluate each offering. Please use the pricing matrix below; vendors are encouraged to expand pricing options outside of the technical requirements set forth herein. Please provide sales and technical brochures for all proposed Software and Hardware offerings. Software Pricing :

Required Pricing Vendor Software Description PACE Pricing

Concurrent ECM User License Annual Maintenance for Concurrent ECM User License

Concurrent Workflow ECM User License

Annual Maintenance for Concurrent Workflow ECM User License



Capture Software (per License) Annual Maintenance for Capture Software (per License)

Reporting Software Annual Maintenance for Reporting Software

Records Retention Module Annual Maintenance for Records Retention Module

*Note: Please detail pricing for any other software that may be of interest to PACE. Technical :


Backup and Restore Software Annual Maintenance for Backup and Restore Software

Browser Based User Interface Software Maintenance for Browser Based User Interface Software

Import Module for Batch Import of images and index fields

Annual Maintenance for Batch Import of images and index fields

Integration Module (allows the system to “image enable” other applications such as Human Recourses, Student Records or Account Payable “Line of Business” software)

Annual Maintenance for Integration Module

E Forms/Web Forms Software (Please note how many E Forms/Web Forms are allowed under this pricing structure)

Annual Maintenance for E Forms/Web Forms Software

*Note: Please detail pricing for any other Technical Requirement that may be of interest to PACE. Scanner Hardware:


Low End User Scanner 30 – 45 pages per minute – dual page scanning

Annual Maintenance for Low End User Scanner

Medium Usage Scanner 60 - 80 pages per minute – dual page scanning



Annual Maintenance for Medium Usage Scanner

High Usage Scanner 90 + pages per minute – dual page scanning

Annual Maintenance for High Usage Scanner

Pricing is to be firm unless there is a market condition change that would require cost modification. Cost modification must be submitted to PACE to be offered to the PACE membership. Professional Services: In this section please describe your professional services pricing structure for discovery, implantation, end user and system administration training and on-going support of the ECM software and associated hardware.

Professional Services Description Hourly Pricing

Please provide an ESTIMATED cost for Professional Services based on a 5 concurrent user ECM with Capture Software and High End Scanner for a centralized scanning solution.

ESTIMATED Sample Installation as noted above ESTIMATED

Pricing

16.6 List any other cooperative that the company participates in:

Cooperative

Discount Offered

BuyBoard

TIPS / TAPS



TPASS

TCPN

US Communities

Others

17.0

Vendor/Coop Contract Agreement The following pages will constitute the contract between the successful vendors(s) and PACE. Bidders shall state, in a separate writing, and include with their proposal response, any required exceptions or deviations from these terms, conditions, and specifications. If ageed to by PACE, they will be incorporated into the final contract. The Vendor Contract (“Contract”) made and entered into by and between the Purchasing Association of Cooperative Entities (hereinafter referred to as “PACE” respectfully) a government cooperative purchasing program authorized by the Region 13 Education Service Center and Region 20 Education Service Center. This contract consists of the provisions set forth below, including provisions of all Attachments referenced herein. In the event of a conflict between the provisions set forth below and those contained in any Attachment, the provisions set forth shall control. General Terms and Conditions A. Contracts

All contracts and agreements between Merchants and PACE members shall strictly adhere to the statutes that are set forth in the Uniform Commercial Code as most recently revised.contracts for purchase will normally be put into effect by means of a purchase order(s) executed by authorized agents of the member government entities.

B. Warranty conditions

All supplies equipment and services shall include manufacturer’s minimum standard warranty unless otherwise agreed to in writing. Vendor shall be an authorized dealer, distributor or manufacturer for all products. All equipment proposed shall be new unless clearly stated in writing.

C. Customer support

The Vendor shall provide timely and accurate technical advice and sales support to PACE staff and PACE members. The Vendor shall respond to such requests within one (1) working day after receipt of the request. Training can be requested of vendor, if chargeable, the vendor must provide a written proposal to PACE staff and members. Chargeable items must be included on Vendor pricing schedule.



D. Tax exempt status A taxable item sold, leased. or rented to, or stored, used, or consumed by, any of the following governmental entities is exempted from the taxes imposed by this chapter:(l) the United States; (2) an unincorporated instrumentality of the United States; (3) a corporation that is an agency or instrumentality of the United States and is wholly owned by the United States or by another corporation wholly owned by the United States;(4) the State of Texas; (5) a Texas county, city, special district, or other political subdivision; or (6) a state, or a governmental unit of a state that borders Texas. but only to the extent that the other state or governmental unit exempts or does not impose a tax on similar sales of items to this state or a political subdivision of this state. Texas Tax Code§ 151,309.

E. Assignments of contracts

No assignment of contract may be made without the prior written approval of PACE. Payment can only be made to the awarded Vendor.

F. Disclosures

F.1. Vendor shall attach, in writing, a complete description of any and all relationships that might be considered a conflict of interest in doing business with members in the PACE program. F.2. The vendor affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is

submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract.

G. Invoices

The Vendor shall submit invoices to the PACE member. Each invoice shall include the PACE member’s purchase order number. The shipment tracking number or pertinent information for verification of PACE member receipt shall be made available upon request. The Vendor shall not invoice for partial shipments unless agreed to in writing in advance by PACE and the PACE member.

H. Payments The PACE member will make payments directly to the Vendor. I. Pricing

The Vendor agrees to provide pricing to PACE and its participating governmental entities that are the lowest pricing available to similar customers and the pricing shall remain so throughout the duration of the contract. The Vendor agrees to not sell to PACE members at a price lower than can be obtained thru the PACE contract.

The Vendor agrees to promptly lower the cost of any product purchased through PACE following any reductions in the manufacturer or publisher’s direct cost to the Vendor. Price increases will be honored. However, the Vendor shall honor previous prices for thirty (30) days after written notification to PACE of an increase.

All pricing submitted to PACE shall include the One and one half percent (1.5%) profit sharing percentage of gross sales to be remitted to PACE by the Vendor.

J. Participation Fees

PACE and vendor will share reports of all member sales based on this agreement. PACE will then invoice the Vendor on a monthly basis for the One and one half percent (1.5%) profit sharing percentage of gross sales fee. The invoice will be based on total sales made through the program. The Vendor shall remit payment to PACE at net thirty (30)



day terms. K. Indemnity

Indemnity for Personalty Contracts. Vendor agrees to indemnify and hold harmless and defend PACE, its member(s), officers and employees, from and against all claims and suits for damages, injuries to persons (including death), property damages, losses, and expenses including court costs and attorney’s fees, arising out of, or resulting from, Vendor’s performance of this contract, including all such causes of action based upon cominon, constitutional, or statutory law, or based in whole or in part, upon allegations of negligent or intentional acts on the part of the Vendor, its officers, employees, agents, subcontractors, licensees, invitees, whether or not such claims are based in whole or in part upon the negligent acts or omissions of the PACE, member(s), officers, employees, or agents.

Indemnity for Performance Contracts. The Vendor agrees to indemnify and hold harmless and defend PACE, its member(s), officers and employees from and against all claims and suits for damages, injuries to persons (including death). property damages, losses, and expenses including court costs and attorney’s fees, arising out of, or resulting from, Vendor’s work under this contract, including all such causes of action based upon common, constitutional, or statutory laxv, or based in whole or in part, upon allegations of negligent or intentional acts on the part of the Vendor, its officers, employees, agents, subcontractors, licensees, or invitees. Vendor further agrees to indemnify and hold harmless and defend PACE, its member(s), officers and employees, from and against all claims and suits for injuries (including death) to an officer, employee, agent. subcontractor, supplier or equipment lessee of th.e Vendor, arising out of. or resulting from, Vendor’s work under this contract whether or not such claims are based in whole or in part upon the negligent acts or omissions of the PACE, its member(s). officers, employees, or agents.

L. Attorney’s Fees--Texas Local Government Code § 271.159 is expressly referenced.

Pursuant to §271.159, TEXAS LOC. GOV’T CODE, in the event that any one of the Parties is required to obtain the services of an attorney to enforce this Agreement, the prevailing party, in addition to other remedies available, shall be entitled to recover reasonable attorney’s fees and costs of court.

M. Purchase Order Pricing/Product Deviation

If a deviation of pricing/product on a purchase order occurs, PACE is to be notified within 24 hours of receipt of order.

N. Other Requirements Automated Contract: Some high-volume or web-site based contracts may be designated as an Automated Contract. This

allows entities to purchase directly from awarded Vendor at contract price. All entities listed on the PACE membership list are hereinafter referred to as Members. All purchases from Members must be reported under the PACE account and submitted in the monthly sales report. Failure to do so may result in removal of Vendor from Program.

Non-Automated Contract: All non-automated contract vendor purchase orders must go to the PACE- fax 877.418.6544. (Unless PACE and vendor agree upon an alternate order receipt method) Should an member agency send an order direct to vendor, it is the vendor’s responsibility to forward the order to PACE at the fax above and marked as “received” by the vendor within 24 business hours and confirm its receipt with PACE. Failure to do so may result in removal of Vendor from Program.

Promotion of Contract: It is agreed that Vendor will encourage all eligible entities to purchase from the PACE Program. Encouraging entities to purchase directly from the Vendor and not through PACE contract is not acceptable to the terms and conditions of this contract and will result in removal of Vendor from Program. Vendor is expected to use marketing funds for the marketing and promotion of this contract.

Daily Order Confirmation: Unless an Automated Contract, orders will be faxed twice daily from PACE to vendor and followed with an email confirmation. The vendor must confirm receipt of all orders within 24 business hours.

Vendor custom website for PACE: If Vendor is hosting a custom PACE web site then updated pricing must be posted by the 1st of each month.



Back Ordered Products: If product is not expected to ship within 3 business days, customer is to be notified within 24 hours and appropriate action taken based on customer request.

Monthly Sales Report: Vendor must submit a monthly sales report of all PACE Member purchases to PACE by the 1st business day of each month for all PACE sales invoiced the previous month. The PACE one and one-half (1.5%) invoice will be based off this report. Report fields must include: Member name PO#, and P0 Total Sales Amount, Example: City of ABC PO#ABC 123 $xxx.xx (order total) O. Vendor Profile Minority/Women Business Enterprise (Required by some participating governmental entities) or HUB Vendor certifies that his firm is a M/WBE or HUB [ Yes ][ No] If yes, circle above certification that applies and list any others: ________________________ Certification of Residency (Required by the State of Texas) Company submitting bid is a resident bidder. [Yes] [No] Vendors principal place of business is in the city of State of ________________ P. Pricing Information . In addition to the typical unit pricing furnished herein, the Vendor agrees to furnish all current and future products at prices that are proportionate to Dealer Pricing. [ Yes] [ No] If answer is no, attach a statement detailing how pricing for PACE members would be calculated. Pricing submitted includes the 1.5% PACE participation fee. [Yes] [No] Vendor agrees to remit monthly to PACE the required 1.5% participation fee. [Yes] [No] Additional discounts for purchase of a guaranteed quantity? [Yes] [No] Company billing address where the invoice for the 1.5% profit sharing percentage of gross sales fee will be sent by PACE:

Contact person: __________________________________ Company:________________________________ Address: ________________________________ City, State, Zip: ______________________________________________________ Phone: __________________________________________ Fax: ______________________________ Email: ____________________________



18.0 RESIDENT CERTIFICATION: This Certification Section must be completed and submitted before a proposal can be awarded to your company. This

information may be placed in an envelope labeled "Proprietary" and is not subject to public view. In order for a proposal to be considered, the following information must be provided. Failure to complete may result in rejection of the proposal:

As defined by Texas House Bill 602, a "nonresident vendor" means a vendor whose principal place of business is not in

Texas, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in Texas.

Texas or Non-Texas Resident

I certify that my company is a "resident vendor".

I certify that my company qualifies as a "nonresident vendor". If you qualify as a "nonresident vendor," you must furnish the following information: What is your resident state? (The state your principal place of business is located.) ___________________________________________________________________________________________ City State Zip Code ____________________________________ ___________________________________________________ Company Name Address 19.0 UNFAIR BUSINESS PRACTICE Has your company ever been convicted of unfair business practices?

Yes No If yes, when: _____________



20.0 SIGNATURE PAGE, DEVIATION or COMPLIANCE NOTATION & FELONY NOTIFICATION

DEVIATIONS: In the event the undersigned vendor intends to deviate from the general terms and conditions or specifications contrary to those listed in the "Terms and Conditions", "Specifications" and other information attached hereto, all such deviations must be listed on this page, with complete and detailed conditions and information also being attached (attach additional pages as necessary). Vendors must list all specifications for item(s) proposal that differ from any specifications/brands listed in proposal. PACE PURCHASING COOPERATIVE will be the sole judge to determine if deviations are acceptable in meeting the needs of PACE PURCHASING COOPERATIVE/members.

NO DEVIATIONS: In the absence of any deviation entry on this form, the vendor assures PACE Purchasing Cooperative of their full compliance with the Terms and Conditions, Specifications, and information contained in this proposal.

ALL vendors MUST COMPLETE this page (check appropriate box) SIGN & RETURN with proposal or proposal may be considered NON-RESPONSIVE.

Our proposal is submitted according to (check appropriate box):

Deviations listed below See Attached letter for Deviations No Deviations Having carefully examined the Proposal's, terms and conditions, specifications and proposal form, the undersigned hereby proposes and agrees to furnish goods and/or services in strict compliance with the specifications and conditions contained in this document. The representative signing this document affirms that they are duly authorized to execute this contract, that this company corporation, firm, partnership or individual has not prepared this proposal in collusion with any other vendor, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the representative signing this document nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal. FELONY NOTIFICATION Also, pursuant to the Texas Education Code, Subchapter B, Section 44.034, Notification of Criminal History, the undersigned affirms this firm is_____ /is not_____ owned or operated by anyone who has been convicted of a felony. Attach explanation of any felony conviction. This statement is not required of a publicly-held corporation. By signing this proposal, vendor makes the assurance that vendor has not been debarred or suspended from conducting business with the US Government according to Executive Order 12549 titled Debarment and Suspension. ============================================================================================ NOTE - Use this form. If necessary to go Term Discount: ________________________________ Date: ___________________ into details, attach a letter. COMPANY _____________________________________________________________ Exclude Federal and State Taxes. SIGNATURE ______________________________________________________ The right is reserved to accept or reject (Must be able to sign contracts to obligate company) quotation on each item separately or as a whole. TYPED NAME ______________________________________________________ Proposals received after the time and date specified TITLE ______________________________________________________ will not be accepted. Order Placement Contact: _____________________________________________ Address ______________________________________________________ PHONE (_____)______________________ FAX (_____)_____________________ Website Address:__________________________________________________________



Email Address:____________________________________________________________

20.0

Notice of No Bid on Proposal (To be completed only if vendor will not be submitting a proposal response)

Please complete this form and return by fax: Attn: Jim Metzger (210) 370-5776 (Check below)

1. We have decided not to submit a proposal for the reason(s) listed below, but wish to remain on the vendor's list.

2. The product/service we represent should be listed in another category. (Specify) _____________________________________________________________________________________________________________

3. We wish to be removed from the vendors list for the reason(s) listed below: EXPLANATION FOR "No Bid on Proposal": _____________________________________________________________________________________________________________________ _____________________________________________________________________________________________________________________ Company: ________________________________________________ Phone: ______________________________________ Address: ________________________________________________ Fax: ________________________________________ ________________________________________________ Email Address:______________________________ Website Address:______________________________ Signature of vendor's Representative: ___________________________________________________________________________________ Typed/Printed Named: _________________________________________________________________________________________________ Title: ______________________________________________ Date: _______________________________________________________ Thank you for your assistance.

Vendors who respond to this proposal with a formal proposal or this form will remain on our mailing list. Vendors making no response at all are subject to removal from our vendors list.

