CC - Item 2E - EDMS Request for ProposalE M F
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ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER
DATE: MAY 13, 2008
SUBJECT: ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS)
REQUEST FOR PROPOSAL
SUMMARY
The City has thousands of vital records and important documents that exist only on
paper. These records are stored throughout City Hall in numerous file cabinets, boxes,
and shelves as illustrated in the attached photos (Attachment A). There is also a large
amount of files at our off-site storage location.
During the last budget cycle, City Council approved the appropriation of $58,000 in
order to purchase an electronic document management system (EDMS). The EDMS is
a process that converts paper documents into electronic images that can be viewed and
printed from almost any computer. EDMS also indexes documents so they can be
searched electronically. Most importantly it would provide the community a way to
easily access public records online, at anytime.
Staff has researched and analyzed the City's needs for storing and retrieving official
City documents. To identify a company that would provide the most effective document
imaging system that is customized for the needs of the City and community, staff has
prepared the attached Request for Proposal (Attachment B) for your review.
Staff recommendation
Staff recommends that the City Council approve the attached specifications for an
EDMS and authorize staff to solicit bids from qualified EDMS providers.
ANALYSIS
Through the course of regular business operations, the City has and continues to
generate thousands of documents, a majority of which exists only in paper. Many of
these documents were created many years ago, before computers were an essential
part of the office environment. These official and historic documents include City
Council and Commission agenda packets, ordinances, reports, and resolutions, building
and planning documents, permits and other valuable records.
It is estimated that the 107 file drawers and 367 boxes located throughout City Hall
contain approximately 1.6 million pages of documents. There are also over 2,000
plans, blue prints and tract maps that are stored on various shelves and in boxes. This
does not include the documents stored at our off-site storage facility. Approximately
APPROVED FOR CITY COUNCIL AGENDA
City Council Meeting • •
May 13, 2008
Page 2 of 3
2,000 mores pages are generated each month. For example, during the period
between October 2007 and April 2008, the smallest City Council agenda packet
contained 115 pages, while the largest agenda packet included 1,048 pages. The
EDMS would provide a system for creating an electronic back up and a secure and
efficient storage system for these vital documents. The public would also be able to
review agenda packets prior to public meetings. Rather than having to pay $.15 per
page for copies of an agenda packet, the public can view the latest agenda packets
from the comfort of their own homes. If a member of the public had requested a copy of
the agenda packets, the cost to photocopy the packet would have been $17.25 for the
small agenda packet and $157.20 for the large packet.
A majority of City documents are public records, however, they are not easily accessible
by the public. Many inquiries and public records requests require staff, mainly the City
Clerk's office, to sift through volumes of documents stored in various locations
throughout City Hall. It is the responsibility of the City Clerk's office to respond to
inquiries and make copies of documents for external requests and to business units
within the City.
The process of retrieving documents, sifting through pages, making copies and
distributing the documents can be very time consuming. Due to the lack of an efficient
archival system, the council, staff or the public may have to wait days or weeks to
receive the information they have requested. The document management system
would allow for the efficient storage and quick retrieval of City records.
In December 2007, after a major rain storm City Hall experienced minor flooding in the
basement. Luckily, the only room that experienced any damage was the kitchen. Had
this area been a location where documents were stored, many vital documents would
have been damaged or destroyed. As mentioned earlier, many of our documents only
exist in paper and we do not have back up of these documents.
The attached pictures illustrate the 107 file drawers, 367 boxes and 78 shelves located
at City Hall that house vital City documents. A majority of these documents are located
in the basement, which are stored underneath pipes, making them vulnerable to
potential water damage.
Benefits of Document lmaginp
• The preservation of vital City records
• Mitigation of damage to paper documents from water, fire, and deterioration
• Improved accessibility of City documents both internally (for City Council and
staff) and externally (for the public and the media)
• Increased staff efficiency and productivity by reducing research time and making
documents more centrally located.
• Ensure compliance with governing regulations regarding management of
documents including adherence to records management policies and procedures
and defined in the City's Records Retention Policy.
City Council Meeting • •
May 13, 2008
Page 3 of 3
Improved management of City records including the elimination of duplicate
and/or unnecessary paper documents and a reduction of filing errors.
Request for Proposal Process
To ensure that the vendor is able to provide a high quality system and service, the
specifications for Rosemead's EDMS are detailed in the request for proposal.
Bid Process and Anal
Upon City Council approval, the RFP will be mailed to a list of known qualified EDMS
providers. Tentatively, proposals will be due to the City by Wednesday, June 18, 2008
and staff will present a recommendation to the City Council on August 26, 2008.
Evaluation Criteria
Proposals submitted to the City will be reviewed by City staff. As indicated in Section
1.3 Vendor Selection Criteria, page 5 of the RFP, costs will not be the sole criteria for
award of this project. Instead, evaluation criteria for the proposals will include several
categories, including ease of use, quality of imaging, records management standards,
document retrieval, speed, security, cost, integration of other hardware and software,
vendor's performance on previous contracts and reference checks.
FINANCIAL REVIEW
Funding for this project was budgeted in the 2007-2008 budget process.
ENVIRONMENTAL REVIEW
This project does not require environmental review.
LEGAL REVIEW
This staff report has been reviewed and approved by the City Attorney.
Prepared by
~~~vtl ~OUW,
Aileen Flores
Public Affairs Manager
Attachment: A - Photos of City Hall Storage System
B - Electronic Document Imaging System Request for Proposal
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ATTACHMENT B
Request for Proposal
City of Rosemead Document Imaging Storage Retrieval System
Bid Opening: Wednesday, June 18th, 2008, 11:00 a.m.
Please submit your price proposal. Furnish all necessary equipment, materials, and
labor (including cost of insurance and all payroll taxes on such labor):
Prices quoted shall be F.O.B. jobsite, Rosemead, California. No charge shall be allowed
for your complying with this request. The City of Rosemead reserves the right to accept
or reject quotations on each item separately or as a whole and to waive any defects in
the bids submitted.
Discrepancies, ambiguities in, exceptions to, or omissions from the specifications or
conditions imposed by this Request for Proposal in any of its parts shall be brought
promptly in writing to the City of Rosemead's attention. The matter shall be clarified to
all bidders by means of a written supplement which shall become part of this Request for
Proposal. No oral alteration or variation in terms shall be valid. In order for their bid to
be considered, each bidder must submit the attached Company Information Form with
all sections completed.
SUBCONTRACTORS: Proposal shall include a list of all subcontractors that bidder
contemplates using on the jobsite for approval by the City. Once approved, the list shall
not be changed without prior written permission by the City of Rosemead.
QUESTIONS CONCERNING THIS RFP
Questions or comments concerning this RFP are to be directed to:
City of Rosemead
Development Services Business Unit
Attn: Pat Piatt, Management Analyst
8838 E Valley Blvd
Rosemead, CA 91770
Voice: (626) 569-2102
Fax: (626) 307-9218
E-mail: ppiatt(a).cityofrosemead.org Subject Line: Digital Imaging
The RFP will be made available in electronic form upon request. The document is
available to download from the City of Rosemead's website:
www. cityofrosemead. orp
• •
All questions related to this RFP should be directed in writing to the City of Rosemead,
Pat Piatt Management Analyst via phone, fax, or email. Questions of a general nature
that do not affect the specifications will be answered immediately; those of a technical
nature, or those which possibly modify the specifications, will be referred to the City's
consultant. The consultant will provide answers to the Purchasing Division. No
questions concerning this Request for Proposal will be accepted after 5:00 p.m. on
Tuesday, June 17th, 2008. Questions and answers will be issued as an addendum and
will be sent via e-mail to all known bidders. This will ensure equity among bidders and
that the question and correct information is routed to the appropriate person. Telephone
communications shall not be binding on the City. Contact with other City employees is
expressly prohibited without prior consent of the Development Services Business Unit.
EXAMINATION OF SPECIFICATIONS:
Before submitting a proposal for this work, each bidder shall be held responsible for
having examined the specifications and be satisfied of existing conditions under which
the work will be performed, For questions, contact the City of Rosemead, Pat Piatt,
Management Analyst (626) 569-2102.
All equipment and materials shall comply with all federal, state, and local safety rules
and regulations, including OSHA.
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EXECUTIVE SUMMARY
The City of Rosemead is soliciting proposals for the acquisition, installation, training, and
support for a document imaging storage and retrieval system.
This Request for Proposal (RFP) will cover hardware and software for the digital imaging
use by the following departments.
City Clerks office
City Manager/Administration
Planning Department
Building Department
Community Development Business Unit
Finance
Maintenance Services
Parks and Recreation
Public Safety
Proposals should include three (3) scanning workstations and the capacity to allow up to
50 concurrent users.
The deadline for submission of proposals is Wednesday, June 18th, 2008, at 11:00 a.m.
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SECTION 1
PROJECT OVERVIEW
1.0 ORGANIZATION BACKGROUND
The City of Rosemead, incorporated in 1959, has a population of 57,427 and is
located in Southern California near Los Angeles.
The City has 62 full-time employees, which are organized into 9 departments
located in several buildings.
Rosemead is committed to creating a City of the highest quality by providing
responsive, cost-effective and innovative local government services. The City's
vision for the future includes providing "seamless" services, streamlining work
processes and removing barriers. The City's values include open communication
with customers and seeking new and better ways to deliver services.
The acquisition of a document imaging system is one phase of a comprehensive
records management program being developed by the City.
1.1 EXISTING TECHNOLOGY ENVIRONMENT
The City of Rosemead
Currently, the City's network uses TCP/IP protocols over Ethernet 100 -1000
MBPS topology from city hall to 4 locations using point to point VPN
(Maintenance yard, Garvey Center, Rec Center and Safety Center). The network
client workstations are served by a variety of servers running a mixture of
windows 2003 server standard and enterprise. The servers are using
applications such and Microsoft SQL server standard, Microsoft Share point 2007
Server Enterprise, HDL Business and property license software, Microsoft
Exchange 2003 and windows file server which support more than 85 users
accessing various applications on these servers. Total file storage on these
servers are 2 Tb
The City's existing minimum standard configuration for a client microcomputer is
Intel Duo Core 2.0 GHz with 1 GB RAM and 70 GB hard disk runs windows XP
service pack 2 and computer associates Threat Manager for Enterprise and
Microsoft office applications.
Attached to our local area network are 2 networked copier/printer/scanner Aficio
3260c and LANIER LD190.
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1.2 DOCUMENT IMAGING PROJECT TEAM
A project team comprised of representatives from various departments has been
organized to bring this technology to the City of Rosemead.
1.3 VENDOR SELECTION CRITERIA
Evaluation of the proposals is expected to be completed within 45 days after their
receipt. The City of Rosemead will award the contract based upon the proposal
the City determines to be most advantageous. Selection criteria upon which
evaluation of the proposals will be based includes, but is not limited to:
1.3.1 Ease of Use
1.3.2 Speed (input, processing, and retrieval) under fully loaded conditions
1.3.3 Features
1.3.4 Security
1.3.5 The ability, capacity and skill of the submitter to perform the contract.
1.3.6 The ability of the submitter to provide the services promptly or within the
time desired by the City without delay or interference.
1.3.7 The character, integrity, reputation, judgment, expertise, and efficiency of
the submitter.
1.3.8 Integration to other applications
1.3.9 The cost to complete the project or the part(s) of the project the City
elects to award.
1.3.10 The quality of the submitter's performance on previous contracts with the
City of Rosemead and other public agencies.
The City of Rosemead reserves full discretion to determine the competence and
responsibility, professionally and/or financially, of submitter.
1.4 VENDOR SELECTION PROCESS
1.4.1 Selected vendors who meet the minimum requirements may be invited to
demonstrate their systems at Rosemead during the week of July 14,
2008. The consultant will schedule times after the bids have been
received and reviewed and qualified vendors are determined.
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1.5
1.6
1.4.2 The City will require visits to existing installations of selected systems the
week following the demonstrations outlined in 1.4 Arrangements will be
made individually with the selected vendors by the City.
1.4.3 Proposals will be available for public review when the award
recommendation is presented to Council.
CONSEQUENCES OF SUBMISSION OF PROPOSAL
Upon Award of Contract, the submitter shall agree that:
1.5.1 The City shall not be obligated to respond to any proposal submitted nor
be legally bound in any manner by the submission of a proposal.
1.5.2 Acceptance by the City of a proposal obligates the proponent to enter into
an agreement with the City.
1.5.3 An agreement shall not be binding or valid against the City unless or until
it is executed by the City and the proponent.
1.5.4 Statistical information contained in these documents is for informational
purposes only. The City shall not be responsible for the accuracy of said
data. City reserves the right to increase or decrease the project scope.
1.5.5 Information received from the City of Rosemead about its operations,
plans, products, or services may not be revealed to any third party without
prior written consent of the Project Manager.
1.5.6 Proposal shall include a list of all subcontractors that the Vendor
contemplates using for approval by the City. Once approved, the list shall
not be changed without prior written approval by the City of Rosemead.
ACCEPTANCE OR REJECTION OF PROPOSAL
The city reserves the right to select the successful proposal and negotiate an
agreement as to the scope of services, the schedule for performance and
duration of the services with proponent(s) whose proposal(s) is/are most
responsive to the needs of the City. Further, the City reserves the right to reject
any and all proposals, or alternate proposals, or waive any informality or
irregularity in the proposal as is in the City's best interest.
The City reserves the right to reject any and all proposals, or portions thereof,
received in response to the request or to negotiate separately with any source
whatsoever, in any manner necessary, to serve the best interests of the City.
Additionally, the City may for any reason, decide not to award an agreement(s)
as a result of his request.
Non-acceptance of any proposal shall not imply that the proposal was deficient.
Rather, non-acceptance of any proposal will mean that another proposal was
deemed to be more advantageous to the City or that the City decided not to
award an agreement as a result of this request.
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1.7 RIGHT TO CHANGE TO AMEND REQUEST
The City reserves the right to change the terms and conditions of this request.
The City will notify potential proponent(s) of any material changes by posting on
the City's website. No one is authorized to amend any of the request
requirements in any respect, by an oral statement, or to make any representation
or interpretation in conflict with their provisions. If necessary, supplementary
information an/or clarifications/question/answers will be emailed to all companies
who have expressed an interest to submit proposals.
1.8 HOLD HARMLESS DEFENSE CLAUSE
The contractor shall indemnify, defend, and save harmless the City against all
loss, cost, or damage on account of any injury to persons or property, including
employees or property of the City, contractor or third parties, occurring in the
performance of the contract.
1.10 PRODUCT OWNERSHIP
Any documents, products or systems resulting from the contract will be the
property of the City of Rosemead
1.11 METHOD OF PAYMENT
Payment will be made within thirty (30) days after invoices are received and
accepted by the City Manager. Invoices are to be rendered monthly.
1.12 PROJECT MANAGER
The Project Manager is:
Pat Piatt
Management Analyst
City of Rosemead
8838 E Valley Blvd.
Rosemead, CA 91770
1.13 JOB SITES
City of Rosemead Civic Center, 8838 E Valley Blvd., Rosemead, California,
91770 and other City office locations.
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SECTION 2
WORK SCOPE
2.0 DELIVERABLES
Deliverables shall include, at a minimum, the following components, installed and
fully functional as described below and elsewhere in this proposal, at specified
Rosemead City buildings as appropriate:
2.0.1 All required software (1 copy on CD for every release, including
upgrades).
2.0.2 All required hardware.
2.0.3 All required ancillary devices (if required, cabling and network upgrades
must be fully disclosed with the bid proposal, but will be provided by the
City of Rosemead).
2.0.4 The successful installation of the Digital Imagine Retrieval System must
take place within the agreed upon time frame(s). Successful installation
is defined as all components purchased via this proposal and contractual
agreement that are fully operational and able to be relied upon on a daily
basis by the City of Rosemead.
2.0.5 One set of hardcopy manuals and one set of electronic manuals suitable
for uploading on the City's Intranet.
2.0.6 On-site employee training completed within 14 days of successful
installation.
2.0.7 Annual software technical support.
2.0.8 Annual software maintenance and upgrades.
2.1 SILENCE OF SPECIFICATIONS FOR COMPLETE UNITS
All materials, equipment and/or parts that will become a portion of the completed
work including items not specifically stated herein but necessary to render the
service(s) complete and operational per the specifications are to be included in
the proposal price. Vendor may be required to furnish evidence that the product
or service, as proposed, will meet or exceed these requirements.
2.2 FUNCTIONAL REQUIREMENTS
The following provides an overview of the business and functional requirements
of the Departments which will receive Document/Record Management and
Automated Workflow solutions, based on their unique business and functional
requirements.
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2.2.1 EDMS REQUIREMENTS:
• Store electronic and scanned documents in a robust, enterprise EDMS
with expanded accessibility to electronic content via the City's
intranet/internet, as appropriate.
• Address physical file tracking, records retention, destruction
documentation, information queries, data validation, electronic document
management, document version control, information sharing, webpage
archiving and imaging and workflow system interfaces.
• Preserve the City's vital records.
• Store and access applications, plans, etc., and provide easy access to
previous applications and relevant information.
• Improve access to and delivery of information to citizens and staff via the
web.
• Maintain a system that is easy to use.
2.2 IMAGING REQUIREMENTS:
Implement imagines solution to support scanning and linking of hardcopy
documents to e-application that are part of this process.
Implement a small and large document scanning device, integrated with
the EDMS
Implement standard number and naming conventions.
2.2.3 RECORDS MANAGEMENT REQUIREMENTS:
• Develop a standard uniform filing plan used throughout the City, to
administer the management, archiving and destruction of documents and
records.
• Electronically manage and organize records through a single records
management interface and enforce a standard system for managing the
entire document lifecycle regardless of media type. Implement standard
number and naming conventions.
• Reduce record handling processes that are conducted manually leaving
the City vulnerable to inaccuracies and inefficiencies.
• Effective and efficient management of the citywide records inventory.
• Use of automated tools that adequately address the full spectrum of
records management functionality.
2.2.4 AUTOMATED WORKFLOW PILOT: DOCUMENT RECEIVING,
RETRIEVING, DISPOSITION.
Use of automated tools that adequately address the full document life
cycle, e.g., receive, date stamp, determine destruction, scan/index,
assign retention, and disposition (e.g., issue automatic email and work list
notification to various recipients).
Provide an imaging system made up of a high speed scanner and state of
the practice imaging software, to capture hardcopy documents in this
business process.
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Provide ability to receive faxed, emailed or scanned documents into the
business process and released in the EDMS.
Allow City staff to track the process, e.g.:
o Determine the physical location and completion status of the file or
project during processing so staff can easily answer customer
inquiries.
o Allow customers and/or outside agencies to check the status via
the internet.
o Produce summary results.
SECTION 3
PROPOSAL REQUIREMENTS
3.0 PROPOSAL FORM
All proposals must be submitted on the form(s) provided in the RFP
Specifications. Supplemental material may also be submitted.
3.1 PROPOSAL SUBMISSION
3.1.1 Proposals must be received no later than Wednesday. June 18`h, 2008 at
11:00 a.m. at the following location:
City Clerk's Office
City of Rosemead
8838 E Valley Blvd.
Rosemead, CA. 91770
Proposals received after this date will not be considered. This is a closed
bid process.
3.1.2 Proposals must be submitted via mail, courier, or in person. No FAX
submittals will be accepted. All proposals must be submitted in a sealed
envelope or package, plainly marked:
"Request for Proposal Document Imaging
Document Imaging Storage Retrieval System"
Wednesday, June 18`h 2008, 11:00 a.m.
Name and Address of Submitter
3.1.3 Pricing information must be included in a separate, sealed envelope
within each sealed copy of the proposal.
3.1.4 Five (5) complete copies of the proposal must be provided.
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• •
3.1.5 Proposals must be signed by an individual authorized to bind the
proposing entity to all commitments contained therein.
3.1.6 Submitters shall identify in writing all financial statements, copyrighted
material, trade secrets, or other proprietary information that it asserts is
exempt from disclosure under the Public Records Act.
3.2 BID SECURITY
3.2.1 The RFP shall be presented under sealed cover and shall be
accompanied by cashier's or certified check, or a bidder's bond executed
by a corporate surety insurer listed by the State of California, Department
of Insurance, as being certificated to transact Surety insurance in the
State of California. If a bid bond is submitted and the insurer is not
certificated as required above, the proposal will be deemed non-
responsive and will be disregarded. The submitter guaranty shall be in an
amount equal to at least 10% of the grand total amount of the proposal
and made payable to the City of Rosemead. All signatures on the bond
shall be notarized. A cashier's or certified check may be submitted in lieu
of a bid bond.
3.2.2 A successful bidder shall furnish a Faithful Performance Bond and a
Labor and Materials Bond, each in a sum of not less than 100% of the
total price, issued by a Corporate Surety or Sureties acceptable to the
City of Rosemead and listed by the State of California, Department of
Insurance, as being certificated to transact Surety insurance in the State
of California. The insurer must maintain the Certificate of Authority during
the entire Agreement period. If the Certificate is withdrawn, work will be
stopped until such time as the bidder furnishes new bonds from a
certificated surety.
3.2.3 The successful bidder agrees that failure to execute an Agreement and
file acceptable Certificates of Insurance with additional insured
endorsements as required herein, within 10 calendar days after receipt of
the Agreement, shall be just cause for annulment of the award and the
forfeiture of the submitter security.
3.2.4 Proposals will be received until 11:00 a.m. on Wednesday, June, 18th
2008. Late bids will not be accepted. Proposals sent by facsimile will not
be accepted. Sealed Proposals should be mailed to the Office of the City
Clerk, 8838 E Valley Blvd, Rosemead, California, 91770. Proposals are
to be submitted in a sealed envelope marked:
REQUEST FOR PROPOSAL
DOCUMENT IMAGING STORAGE RETRIEVAL SYSTEM
BID OPEN: Wednesday, June, 18th 2008, at 11:00 a.m.
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SECTION 4
CONDITIONS
4.0 RIGHTS
is
The City of Rosemead ("City") reserves the following rights:
4.0.1 To modify this Request for Proposal.
4.0.2 To require additional demonstrations and site visits to existing
installations.
4.0.3 To determine the competence and responsibility, professionally and/or
financially of submitters.
4.0.4 To accept the most advantageous proposal.
4.0.5 To purchase some components from other vendors.
4.0.6 To reject all proposals.
4.1 LATEST TECHNOLOGY
The submitter must provide all new hardware necessary in addition to the
hardware currently utilized by the City of Rosemead and the latest versions of all
software. All manufacturer's licenses, titles, manuals, and warrantees will be
passed through to the City of Rosemead. The submitter warrants that
deliverables will be in conformance with the RFP, free from defects of product or
workmanship, and fit for the intended purpose. All warrantees survive delivery
and are not waived by the City's acceptance or payment.
4.2 ABILITY TO PERFORM
Submitter warrantees that it possesses the expertise to provide all equipment,
labor, materials and licenses necessary to carry out and complete the work in
compliance with the request for proposal as well as any and all federal or state
laws and regulations.
The submitter shall guarantee that all provisions of the proposal submitted shall
remain in effect for a period of 120 calendar days from the date of proposal
opening. Proposal may not be withdrawn after the submission date.
4.3 INSURANCE
The successful submitter must comply with the City of Rosemead's insurance.
(See attached Exhibit 1.) Submitter will be required to provide Certificates of
Insurance with separate endorsements naming the City of Rosemead as an
additional insured and to maintain such insurance for the entire length of the
Agreement. Types of insurance required:
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1. Workers' Compensation
2. General Public Liability and Property Damage
3. Automobile Liability and Property Damage
4. Professional Liability
4.4
4.5
4.6
4.7
4.8
All insurers MUST be listed by the State of California, Department of Insurance,
as being certificated to transact Surety insurance in the State of California. The
insurer must maintain the Certificate of Authority during the entire Agreement
period. If the Certificate is withdrawn during the project, work will be stopped
until such time as the Submitter furnishes new insurance from a certified insurer.
PAYMENT TERMS
Payment for equipment and software,
software, will be made upon successfu
components and functions operating
network.)
less 25% of the price of equipment and
I installation at the City of Rosemead (all
successfully using Rosemead's existing
ACCEPTANCE TEST / TITLE
The City will require a 30-day acceptance test, which will begin after completion
of installation and training for each phase. Twenty-five per cent (25%) of the price
of hardware and software will be retained by the City and will be released after
successful performance of the acceptance test. After installation and training,
the City will exercise all functions of the system to ensure it meets all
requirements stated in this RFP and as stated in the Vendor's proposal. The
Vendor has a duty to repair or replace any problem components within the
agreed upon time frame. The City's acceptance will be transmitted in writing. If
there is no successful completion of the acceptance test, the City shall have the
option to return all equipment and software and the Vendor shall refund any
monies paid.
MAINTENANCE
Software Maintenance and Support costs shall not exceed 10% of the software
purchase price for the first three (3) years after successful installation of Phase 1.
BILLING
The Submitter shall provide an itemized billing for equipment, software,
installation, training, and maintenance.
AGREEMENT
Upon selection, Submitter will be required to enter into an agreement with the
City of Rosemead within 10 days after receipt of the agreement forms from the
City. Submitter warrants it is willing and capable of entering into an agreement.
Failure or refusal to enter into an agreement as herein provided or to conform to
any of the stipulated requirements in connection therewith shall be just cause for
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an annulment of the award. Vendors should note requirements regarding
software maintenance costs (may not exceed 10% of software price),
indemnification, and insurance. The insurance provision should be reviewed by
your insurance agent to ensure your ability to comply in a timely fashion.
4.9 BONDS
The successful bidder shall furnish a Faithful Performance Bond and a Labor and
Materials Bond, each in a sum of not less than 100% of the total price, issued by
a Corporate Surety or Sureties acceptable to the City of Rosemead and listed by
the State of California, Department of Insurance as being certificated to transact
Surety insurance in the State of California. The insurer must maintain the
Certificate of Authority during the entire Agreement period. If the Certificate is
withdrawn, work will be stopped until such time as the Submitter furnishes new
bonds from a certificated surety.
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City Of Rosemead
Document Imaging Storage Retrieval System
COMPANY INFORMATION FORM
Dear Sir or Madam:
Please complete the form below.
Company Name:
Telephone No: ( )
Contact Person:
Address (Other Than P.O. Box)
City:
State.
Full 9-Digit Zip Code:
Fax Number:
E- ail Address
Comments:
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PROPOSAL FORMAT
The proposal is to be divided into tabbed, marked sections and is to include, but not
limited to, information for each of the following:
A. FIRM'S QUALIFICATION/EXPERIENCE
FIRM OVERVIEW -Define the overall structure of your firm to include:
1. A descriptive background of your company's history;
2. Principal business location and any other service locations;
3. Primary line of business;
4. Length of time you have been selling proposed product(s) and/or
providing proposed service(s) described in this document;
5. Number of locations and where proposed product/services are in
use.
REFERENCES - Submissions are requested to include at least three (3)
references with names, addresses and telephone numbers and one (1)
from a financial institution with whom the firm has done business.
References should include at least two (2) projects similar to that
described by these specifications.
FINANCIAL STATEMENTS - Submissions are requested to include
recent financial statements with their proposal. Audited financial
statements are not mandatory. Unaudited financial statements will be
accepted. If submitters firm does, however, have audited statements;
please include a copy with your proposal.
OTHER PROJECTS INVOLVED WITH - Submitters are requested to
provide a list of other projects that you are currently involved with or will
be involved with.
FUTURE DEVELOPMENT - State the percent discount off of
manufacturers latest published suggested list price; percentage markup
above cost; and/or hourly rate for installation for additional product(s),
future enhancements, upgrades, advancements in technology, etc. Also
state the basis for determining the fee for any additional services required
under the same conditions.
PROPOSED PROJECT TEAM/STAFF AND QUALIFICATIONS
Identify the project team, staff involved and their qualifications including
the number of staff and individuals, if any, who will specialize in contract
performance with the city of Rosemead during the term of the contract.
Provide the contact information. Submitters are requested to provide
qualifications and credentials as well as experience information on
submitters key personnel.
C. PROPOSED PRODUCT(S)/SERVICES(S)
Submitters are requested to identify the proposed product(s)/service(s) to
include but not limited to all necessary components to render it complete
and operational.
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D. SUPPORT/WARRANTY/MAINTENANCE
WORK PLAN TO INCLUDE:
Installation
Education and Training
Testing and Support
Operation Manuals/Handbooks/Documentation
Warranty
Conversion
Spare Parts
Maintenance
Test Equipment
Impact on Current System
Schedule - Provide a schedule on each phase of the proposed project
beginning with program development and ending with the date of
operation. The schedule must include all tasks that will require time in the
process, such as City review (identify amount of time assumed for each
task).
E. PRICING/FEES
Within a sealed envelope, provide an explanation of the total cost of the
product(s)/system/service(s) showing a breakdown by item. Be sure to
include all items necessary to render project complete and operational.
Does the purchase price include each of the following?
1. Installation, education and training? State details.
2. Testing and support? State details.
3. Operation manuals/Handbooks/Documentation?
4. Warranty? State details and time period.
5. Test equipment? State details.
6. Any spare parts not otherwise covered under
warranty/maintenance? State details.
7. Proposed modifications? State details.
8. Proposed updates/enhancements? State details.
SUPPORTING MATERIALS/ADDITIONAL INFORMATION
Various questions included in this RFP will be used in making a selection
and should be addressed by section and number. Submitters are
requested to include with their proposal copies of descriptive literature
sufficient in detail to enable an intelligent comparison of the specifications
of the proposed with that of the requirements stated herein.
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r:
List at least three (3) companies (preferably municipalities) where the same or
similar products and/or services as contained in this specification package were
recently provided. List one (1) financial institution.
Company Name
Contact Person Title
Address PO Box City
State Zip Code email
Phone Number Fax Number
Company Name
Contact Person Title
Address PO Box City
State Zip Code email
Phone Number Fax Number
Company Name
Contact Person
Title
Address
PO Box City
State Zip Code
email
Phone Number
Fax Number
Company Name
Title
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Address PO Box City
State Zip Code email
Phone Number Fax Number
CERTIFICATIONS AND REPRESENTATIONS M/WDBE STATUS
is certified as a:
CHECK ONE, IF APPLICABLE
Disadvantaged Business Enterprise
Minority-Owned Business Enterprise
Women-Owned Business Enterprise
If any of the above is applicable please attach the appropriate documentation.
*****NOTE*****
THIS DATA IS REQUESTED FOR INFORMATIONAL PURPOSES ONLY AND
WILL NOT AFFECT THE BID AWARD.
(SUBMISSION OF THIS INFORMATION IS NOT A REQUIREMENT)
Certification of non-discrimination
A. The contractor (submitter) and/or any subcontractor(s), if permitted,
certifies complete compliance with the Federal Civil Rights Law and the
Americans with Disabilities Act, agreeing to non-discrimination based on
race, age color, religion, disability, gender, ancestry, national origin, or
place of birth in employment practices, programs and services. These
practices, programs and services shall include, but not be limited to, the
following: employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other
compensation; and selection for training, including apprenticeship.
B. The contractor shall in all solicitations or advertisements for employees
placed by or on behalf of the contractor, state that all qualified applicants
will received consideration for employment without regard to race, age,
color, religion, disability, gender, ancestry, national origin, or place of birth.
C. Upon request by the City of Rosemead, the contractor shall furnish all
information or reports required to investigate his/her payrolls and
personnel records which pertain to current or future contract(s) with the
City for purposes of ascertaining compliance with this non-discrimination
certification.
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