April 15, 2015 REQUEST FOR PROPOSAL RP009-15 ? Â· April 15, 2015. REQUEST FOR PROPOSAL. Office, RP009-15 . ... into FileNet and linking from SAP to FileNet for viewing from SAP. iv. Travel request:

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  • RP009-15

    April 15, 2015

    REQUEST FOR PROPOSAL RP009-15 The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified service providers for the Implementation of the FileNet System Upgrade Project for the Department of Information Technology Services.

    Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 P.M. local time on Monday, June 1, 2015 at the Gwinnett County Financial Services - Purchasing Division 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 P.M. A list of firms submitting proposals will be available the following business day on our website www.gwinnettcounty.com.

    A pre-proposal conference is scheduled for 10:00 a.m. on Monday, May 18, 2015 at the Gwinnett County Purchasing Office, 75 Langley Drive. All service providers are urged to attend. Questions regarding proposals should be directed to Ann Porter, Purchasing Manager at ann.porter@gwinnettcounty.com no later than Wednesday, May 20, 2015 at 3:00 p.m. Proposals are legal and binding upon the bidder when submitted. One unbound original and six copies should be submitted.

    Successful service providers will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department, and must have an A.M. Best rating of A-5 or higher. Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to Michael Plonowski, Gwinnett County Justice and Administration Center, 770-822-8015. The written proposal documents supersede any verbal or written prior communications between the parties. Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals to waive technicalities, and to make an award deemed in its best interest. Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a proposal will be notified via email. We look forward to your proposal and appreciate your interest in Gwinnett County.

    Ann Porter Purchasing Manager The following forms should be returned as part of your proposal package: References, Page 16 Subcontractors List, Page 32 Contractor Affidavit, Page 33 Ethics Affidavit, Page 34 Proposal Pricing Schedule, Appendix A 35-38 Signature Page, Page 39

    http://www.gwinnettcounty.com/mailto:ann.porter@gwinnettcounty.comhttp://www.gwinnettcounty.com/

  • RP009-15

    2 ECM FileNet Upgrade RFP

    Contents Contents ......................................................................................................................................................................... 2

    General Information ...................................................................................................................................................... 4

    Current FileNet P8 Environment4

    Intent .............................................................................................................................................................................. 8

    Scope of Services........................................................................................................................................................... 9

    RFP Response Proposal Format and Content .............................................................................................................. 10

    Miscellaneous Information ...................................................................................................................................... 11

    Proposal Format and Content Detailed Information ................................................................................................. 12

    Introduction and Executive Summary12

    Experience and Qualifications................................................................................................................................. 12

    Implementation Section One.12

    System High Availability Architecture (Section Two) ..14

    Project Management..15

    References ............................................................................................................................................................... 16

    Proposed Project Plan....17

    Incomplete Projects ................................................................................................................................................ 17

    Cost Proposal Description..17

    Warranty...17

    Completion Criteria ..................................................................................................................................................... 17

    Compensation..18

    Confidientiality and Background Checks .................................................................................................................... 19

    RFP Selection Process and Evaluation Factors.19

    Insurance Requirements21

    General Conditions ...................................................................................................................................................... 23

    Sample Contract .......................................................................................................................................................... 29

    Subcontractors List ...32

    Contractor's Affidavit....33

    Ethics Affidavit..34

    Appendix A Proposal Pricing Schedule .................................................................................................................... 35

    Appendix B- Proposed High Availability ...40

    Appendix C- BOC Agenda Workflow......41

    Appendix D- County Administrator Workflow ..42

  • RP009-15

    3 ECM FileNet Upgrade RFP

    Request for Proposal

    Implementation of the FileNet System Upgrade Project

    For

    Gwinnett County, GA

    Requested By

    Gwinnett County Board of Commissioners

    For The

    Department of Information Technology Services/Other Operating Departments

  • RP009-15

    4 ECM FileNet Upgrade RFP

    General Information Section General Information: Department Background The Gwinnett County Department of Information Technology Services (DoITS) provides Enterprise Content Management (ECM) services to all departments within the County and is seeking to upgrade the current FileNet ECM System to the latest version including all existing data, modifications, and functionalities. This Request for Proposal (RFP) describes the current FileNet environment that the County desires to upgrade along with associated documents and index values. The County also seeks to implement improved functionality and efficiencies as provided by the latest FileNet software version. Current FileNet P8 Environment: The Gwinnett County FileNet P8 environment uses the IBM-FileNet Workplace application (a J2EE-based application) as the main portal for accessing both content and workflow items of Board of Commissioners, County Administrator and Tax Commissioner (BOC/CA/TCO). Additionally, Workplace has been customized and integrated with third party applications such as Aderant Total Office, Juvenile JCATS, FairFax Quick Modules and SAP system. More information on these integrations is provided within this document.

    Each security group is assigned an Access Role within Workplace and authenticated through Active Directory. Search Templates and Document Entry Templates are utilized for retrieval and archival of documents through out of the box, OOTB, via web interface. For some departments the documents are processed through ACSAP - SAP archive link. The My Workplace page displays secured Public Inbox Port lets for each public queue assigned to the particular group.

    The Gwinnett County Board of Commissioners (BOC) Agenda, BOC Rezoning forms and County Admin forms use eForms and the Tax workflow uses the standard Approval HTML step processor interface as the primary interface for interacting with workflow items. The email notification setup is configured to receive emails at various milestones throughout the workflow. The HR and BOC agenda print functions generate PDF versions of the Documents and Agenda items. There are a number of web-based reports.

    The County utilizes Kofax Capture Professional version 10 which processes paper pages and photographs, and digital files and related content. Paper pages and photographs are scanned and digitized. Digital files are imported in the original format from a network or local folder.

    The Gwinnett County FileNet system utilizes File Storage Services for storing the data on the local drive on the server/s and Oracle Database for metadata. The Microsoft SQL Server database is used for custom reporting purposes and for looking up data across eforms.

    The current environment consists of five separate Object Stores that assist in defining security for documents. The main object store includes over 50 document classes that are used county-wide and by specific departments only. The other Object Stores include over 30 different document classes combined. Index values for these document classes are single and multiple choice, date format, string format and alphanumeric. On a daily basis, we currently average: - Document access: approximately 1000 users - Workflow access: approximately 400 users

    -SAP access: approximately 270 users

    Document Ingestion:

    As of January 2015, our FileNet system contained an approximate total of 5,582,368.00 documents.

    On average, approximately 120,000 new documents are added each month.

    As of November 2014, our FileNet system contained approximately 190 document classes.

    Gwinnett Countys Existing FileNet System Includes:

  • RP009-15

    5 ECM FileNet Upgrade RFP

    Server Current Patch levels

    Application Engine P8AE-3.5.1-18 FileNet Application Engine

    PE Client (AE) P8PE-3.5.2-002.003

    Process Engine P8PE-3.5.2-002.003 FileNet Process Engine

    Content Engine P8CE-3.5.2.000,38 FileNet Content Engine

    eForm (ae) P8eF-3.5.1-14 FileNet eForms

    Process Analyzer P8PA-3.5.1-001 FileNet Process Analyzer

    Process Simulator P8PS 3.5.2-002 FileNet Process Simulator

    ACSAP R/3 J2EE Connector

    ACSAP 2.1 Patch 2 ACSAP Connector

    Oracle 9.2.0.1.0

    JBOSS 4.0.4 GA/Apache 2.0.5

    JAVA 1.2

    MSSQL Server 2000 Secondary storage

    Oracle 9.2.0.1.0 Main Database

    The Countys current FileNet P8 environment includes the following:

    1. Custom Workflows and eforms:

    a. Agenda (BOC) (see Appendix C)

    b. County Administrator (CA) (see Appendix D)

    c. Invoice Invoice workflow for the storage of images and link to SAP system for viewing.

    d. Tax Commissioner (CAR) Used to scan and route customer correspondence and customer service requests to responsible staff.

    e. DWR Request (Single queue) Archival of DWR refund request and linking to SAP for viewing.

    f. Backflow Request The archival of Backflow prevention documents and linking to SAP for viewing.

    g. Travel Request Travel documents are archived and linked to SAP for viewing.

    h. Rezoning (BOC)

  • RP009-15

    6 ECM FileNet Upgrade RFP

    i. Print (BOC/HR)

    j. Admin Reports

    2. Reports (Custom)

    3. eForms

    4. Document Management configuration

    5. API or Application links:

    a. Aderant: Client Profiles - http://www.aderant.com Integrated Law Case Management platform that delivers calendaring, email, contact, document, and case information management. Currently, FileNet has an API established for Client Profiles to archive documents and retrieve.

    b. Canyon Solutions: Juvenile JCATS - http://www.canyonsolutions.com/ Currently, FileNet has an API established for JCATS to archive documents and retrieve.

    c. Citizen Self Service Integration: Transfer photos posted on the web server to FileNet. Note: In the future we would like to link the photo to CRM.

    6. Custom Integration

    FairFax Quick Modules Remittance System - http://www.ffximg.com

    a. Allows the Tax Commissioners office to scan and process mail more efficiently. The system images all documents for archival into FileNet and creates output files for upload into Thomson Reuters (formerly known as Manatron).

    7. ACSAP Integration http://www.sap.com

    a. SAP ECC6 EHP6 Currently there are a number of integration links between SAP and FileNet. Each allows documents to be stored in FileNet. Integration with SAP should allow for inbound or outbound linking and retrieval.

    i. Invoices: This integration allows for the archiving of Invoice images into FileNet and linking from SAP to FileNet for viewing from SAP.

    ii. DWR Request: This integration allows for the archiving of refund request documents into FileNet and linking from SAP to FileNet for viewing from SAP.

    iii. Backflow request: This integration allows for the archiving of backflow prevention related documents into FileNet and linking from SAP to FileNet for viewing from SAP.

    iv. Travel request: This integration allows for the archiving of travel request and related documents into FileNet and linking from SAP to FileNet for viewing from SAP.

    v. Fire Department Certificates: The integration allows the certificate information, index values, to be passed from the FileNet scanning into the SAP system.

    b. SAP CRM 7.0 EHP2 - Currently this is a custom application, Citizen Self Service (CSS) that allows citizens to upload photos to our public website. The photos are then moved and stored in FileNet P8.

    8. Security

    9. Document entry templates

    http://www.aderant.com/http://www.canyonsolutions.com/http://www.ffximg.com/http://www.sap.com/

  • RP009-15

    7 ECM FileNet Upgrade RFP

    10. Searches

    11. Open Records Request; Customized function.

    12. HR Print function; customized function.

    13. Kofax Enterprise scanning software

    Hardware / Servers / Desktops

    The current FileNet hardware environment consists of eight servers, one for each module. The FileNet P8 ECM system is accessed by desktop and notebook computers from County offices and from outside using Gwinnett Countys VPN. Additionally, Gwinnett County employees can access FileNet via the County intranet interface. The enterprise network uses Hewlett Packard NC7782 Gigabit Server Adapter

    Current FileNet Server Hardware Architecture is listed below:

    O/S: Windows 2003 Server Standard -32Bit with SP2

    Enterprise Edition SP1

    Hardware:

    HP ProLiant DL380 G8

    Dual 6-Core processors

    16GB memory

    O/S Drive: C:\ 2x146GB (RAID 1) O/S and Application

    Data Drive: D:\ 3x300GB (RAID 5) Data

    Scanner Standards:

    Currently Gwinnett County has multiple scanners in use: Fujitsu 6130, Fujitsu 6130z, Fujitsu 61...

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