REQUEST FOR PROPOSALS
Title Filemaker Pro Update
LRFP Number 4010.14.01
Project Manager Alicia Zorzetto
Submittal Deadline Monday, August 26, 2013
Award Announcement Friday, September 13, 2013
Submit Proposals to:
Alicia Zorzetto PWSRCAC Project Manager
Prince William Sound Regional Citizens’ Advisory Council 3709 Spenard Road, Suite 100
Anchorage, AK 99503 (907) 273-6228
or
via email at the following address:
To verify receipt of proposal, proposer must contact Alicia Zorzetto before the submittal deadline.
Proposal submission requirements:
a. Proposals shall be submitted in electronic form in Adobe Portable Document form (PDF) (Acrobat 7.0 or later). The PDF file for the proposal itself shall be created directly from the authoring application. It is permissible but not preferred for
appendices and other attachments to the proposal to be submitted in scanned PDF format.
b. To assure consideration, proposals must be received by Prince William Sound Regional Citizens’ Advisory Council (PWSRCAC) by the deadline. Proposals received after the deadline may be considered but only if they can be
accommodated by PWSRCAC’s review process. Additional information provided after the deadline may also be considered but only if such information can be accommodated by the review process.
Inquiries regarding this request for proposals shall be directed to the project manager named above via email.
REQUEST FOR PROPOSALS
The Prince William Sound Regional Citizens’ Advisory Council (PWSRCAC) is inviting proposals to update, amalgamate, and host our document management system (DMS). The DMS presently consists of externally hosted, Filemaker 6 databases whose records describe but do not include the documents themselves. The documents independently reside in a set of archiving folders that are replicated via the Internet in near real-time on PWSRCAC servers located in both Anchorage and Valdez. PWSRCAC is interested in updating its DMS to version 12 of Filemaker Pro, while also enhancing the features of our DMS. The primary enhancement to the DMS would be the establishment of a direct link to each document from the Filemaker record or embedding each document directly within the appropriate Filemaker record. Ideally, PWSRCAC prefers that each archival document be directly embedded into its designated Filemaker record, rather than providing a link. The intent is to establish one cross-platform database for the user to find and retrieve documents. The newly updated DMS must incorporate PWSRCAC’s current internal archives located on servers in Anchorage and Valdez.
The final work product of this effort is a new DMS based on Filemaker Pro 12 with each designated document in the archives linked to, or embedded within the appropriate Filemaker record. Additionally, it will include a user manual that explains the process for data input, data extraction, and troubleshooting guidelines. Because the successful bidder will be expected to provide on-going host services and technical support to PWSRCAC for the newly updated DMS for a period of at least one year, proposals shall indicate the availability, including costs, of such services.
ABOUT PWSRCAC
MISSION STATEMENT: Citizens promoting environmentally safe operation of the Alyeska terminal and associated tankers.
PWSRCAC was formed following the Exxon Valdez oil spill to advise Alyeska Pipeline Service Company and the public on issues related to oil spill prevention and response and mitigating the environmental impacts of terminal and tanker operations. PWSRCAC also advises oil shippers, regulatory agencies and elected officials on these issues.
PWSRCAC's membership comprises communities affected by the Exxon Valdez oil spill and interest groups with a stake in safe oil transportation in the region. PWSRCAC's 19 member organizations are communities and boroughs impacted by the 1989 Exxon Valdez Oil Spill, as well as Native, commercial fishing, aquaculture, recreation, tourism and environmental representatives.
PWSRCAC was chartered as a non-profit corporation by the State of Alaska on December 26, 1989. PWSRCAC is funded under a contract with Alyeska, and is certified as the alternative voluntary advisory group for Prince William Sound under the Oil Pollution Act of 1990 (OPA90).
Please note: All of PWSRCAC's products and the products resulting from contracts are considered public information. Proposals and work plans may be distributed throughout the organization for review and comment. Proprietary information should not be submitted in any proposal.
PWSRCAC will not knowingly reveal the contents of a proposal that is not subsequently accepted for contract; however, PWSRCAC accepts no liability should such contents inadvertently be revealed to third parties.
1. PROJECT INTRODUCTION
PWSRCAC is currently using version 6 of Filemaker Pro, which is externally hosted by an independent Filemaker consultant. Staff users can access Filemaker records in two
different ways; one is from their desktop, and the other is online. All records are created from the desktop version of Filemaker by staff members in both offices (Anchorage and Valdez). With the exception of errors, Filemaker contains one record for each document
name in the archives. This means that a document with one name in two different formats (for example DOC and PDF), will have one Filemaker record.
Once a Filemaker record is created, the corresponding document is inputted into one of the servers, and is then synched to the other server rather promptly. The server in Valdez is a Windows 2008, while Anchorage is Windows 2003 (soon to be upgraded to Windows 2012). There are about 25,000 electronic documents in PWSRCAC’s archives, taking about 25 GB of space. The archives contain documents in PDF, Word, PowerPoint, Publisher, Legacy, Wave, and MP3 formats. The current Filemaker 6 system is not integrated to PWSRCAC’s archives; meaning that one must search for a record in Filemaker, then find the file in the archives. For more information on the current system, please visit
“Appendix A. – Current Retrieval Method” to understand how a user presently finds the document in the archives, from the Filemaker record.
GOALS and DELIVERABLES
PWSRCAC is seeking a software development consultant knowledgeable in Filemaker Pro version 12, to update and host our DMS. The consultant is expected to analyze our current DMS, and develop a well-defined design for its update and continued usage. The
consultant is expected to convert all PWSRCAC records from the Filemaker 6 platform, to Filemaker 12. The consultant is expected to create a modernized DMS using Filemaker Pro 12, in conjunction with our internal archives. This includes the establishment of a direct link to each document from the Filemaker record or embedding each document directly within the appropriate Filemaker record. The consultant is expected to design a DMS that appropriately reflects the database capabilities requested by PWSRCAC within “Appendix B. - DMS requested capabilities” of this RFP. The consultant is expected to
comprehensively incorporate all electronic office documents currently in the DMS, while allowing for newly imported documents, photographs, audio and video files into the new Filemaker 12 database. With assistance from the project manager, the consultant is
expected to identify and appropriately repair all orphaned archival documents and Filemaker records. The consultant is expected to provide initial training within a 30 day period after system turnover to PWSRCAC, as well as ongoing support to PWSRCAC staff members. The consultant is expected to provide a reasonably accurate estimate of all costs, including but not limited to system design, a one-time conversion of records from
Filemaker 6 to Filemaker 12 and staff training. Finally, the consultant is expected to identify the ongoing cost to host and support such records for one year.
PWSRCAC expects to engage in a fixed-price contract to include professional services and reimbursables; however, the consultant will be permitted to do interim invoicing for reimbursables and for services at hourly rates that in the aggregate do not exceed 80% of the value of the contract. Interim invoicing will require submission of a short (1- to 2 page) interim report with the invoice. The primary deliverables are: conversion of all Filemaker 6 records to Filemaker 12, the creation of a user manual with the PWSRCAC project manager, staff training, and ongoing DMS host services and technical support to PWSRCAC, as identified within the contract.
DESCRIPTION of REQUESTED WORK
Scope of Work. The scope of work shall include, but is not limited to the following:
1. Analysis of Technical Requirements/Infrastructure. Analyze the current DMS (how it operationally functions and its infrastructure) by visiting with the
PWSRCAC project manager on-site, or via video conference. With help from the PWSRCAC project manager, assess the variables in need of improvement and how such improvements will be appropriately addressed.
2. Design and Implemention of a Database (including technical upgrades and
training). Develop and implement an in-depth DMS database design including
infrastructure layout, data computation between both offices, multilateral
relationships between records, visual templates for the site design (including search layout, record layout, and input layout), training information, and various
technological enhancements. Within this design, identify the security settings to retain Filemaker 6 records during and shortly after the conversion process. The contractor will meet with the PWSRCAC’s project manager and project team to revise the developmental plan as needed.
3. Establish a cost. Propose a fixed, one-time, price for all consultant activities up to and including turnover of the system to PWSRCAC and also for the subsequent 30-day training period. Consultant shall provide a published rate table or otherwise describe the availability including costs to host the Filemaker 12 database and to provide necessary maintenance and support.
4. Establish a timeline. Develop a timeline of expectations including the date of records transfer from Filemaker 6 to Filemaker 12, the length of time of the transfer,
and the expected date to implement the new Filemaker 12 DMS. The contractor will meet with PWSRCAC’s project manager and project team to discuss, plan, evaluate, and revise the project timeline, and to provide progress updates as needed.
5. Create User Manual/Staff Training. Working with the PWSRCAC project manager, create a workshop presentation and user manual for staff training. Both user
manual and workshop should include how to input documents and create records, database search methods, document extraction, and other database training
components. The consultant will be expected to answer questions and address concerns identified from the user manual and staff training by PWSRCAC staff. 6. The Final Product. The final product will consist of a DMS based on Filemaker 12
with the embedded archival document in each Filemaker record, or a direct link to the document from the record. It will also include a PWSRCAC Document
Management (Filemaker 12) user manual. The successful bidder will be expected to provide ongoing host services and technical support to PWSRCAC for the DMS.
2. GENERAL REQUIREMENTS
PWSRCAC Costs. PWSRCAC is not liable for any costs incurred by the proposer during
the proposal preparation.
Single Point of Contact. The contractor will designate one person as the project manager
and point of contact with PWSRCAC. In the case of multiple investigators, one shall be designated as the lead to serve as the project manager and point of contact.
Subcontracts. Proposers may subcontract minor portions of the contract. However, the
proposer must have the major elements of expertise in house and demonstrate the ability to manage the subcontractor.
Schedule. Progress reports shall be submitted to the contract manager upon completion
of each phase described in the scope of work. At a minimum, progress reports shall include:
a. An introduction;
c. Identification of any difficulties encountered in accomplishing the work; d. A schedule for completion of the remaining tasks; and
e. Specific recommendations concerning the matters addressed.
Final Report. The contractor shall submit a user manual with an executive summary that
is of professional quality suitable for release, and PowerPoint presentation to introduce and train PWSRCAC to the new DMS.
The Final report must be submitted in via e-mail in an electronic file in PC format in MSWord. In addition, the final report shall be submitted a portable document format (pdf) version optimized for web viewing and created directly from the authoring
application using Adobe Acrobat 7.0 or later. Project maps, photos or other graphics shall be included as part of the digital submittal in a common graphic format. Any data or collection of information resulting from work done under the contract is the property of PWSRCAC and shall be directly submitted to the PWSRCAC project manager via e- in Microsoft Access or Excel.
Oral Report. The contractor will be expected to deliver an oral presentation with
PowerPoint at a PWSRCAC meeting upon completion of the work. This oral report is in addition to staff training.
Final Payment. A portion of the total payment to the contractor will be withheld until all
3. REQUIRED PROPOSAL CONTENTS
Any submitted proposal shall include the following as appropriate to the requirements of the scope of work:
Cover Sheet
Name, address, telephone number and facsimile number of proposer.
RFP Title and Number
Name of Principal Consultant(s)
Cost of Proposal
Table of Contents. May include a list of Tables and Figures if appropriate.
Introduction. This section shall include the RFP title and number, brief general discussion
of the problem and the proposed project. Technical terms shall be clearly defined and a list of pertinent enclosures included.
Goals and Deliverables. Describe how the proposer intends to address the specific goals
and provide the deliverables of the work requested, as listed above.
Materials and Methods. Describe in detail the methods to be used and how they will
produce the deliverables. Cite references and provide background information where applicable and as needed.
Project Duration and Work Schedule. Describe the schedule in which the proposed work
will be completed. Include specific milestones, work phase completion dates and the timing of progress reports. Indicate what will be achieved by the completion of each milestone or phase of work.
Management Scheme. Clearly describe how the work will be managed including the role
of each key individual expected to be involved in the work. Provide names and resumes of each. This section should also include information on how the scope, time and costs of the project will be controlled.
Budget. Include information about the total costs (cited in U.S. Dollars), professional fees,
expenses and contingencies. In case of overhead rates or administrative fees, give percent of direct personnel cost. Provide a breakdown of hours per individual and rates per
individual. If subcontractors are used, indicate the percentage of work to be performed by each subcontractor with respect to the entire proposed scope of work.
Consultant/Contractual Services. Indicate if, how, and why a subcontractor will be used
for any portion of the work.
Logistics and On-Site Visits. Describe logistics and schedules for all travel in conjunction
with the proposed work.
Statement of Qualifications. Describe, relevant to the proposed work, previous work
experience, related technical accomplishments and educational background of each of the principal investigators and subcontractors if used. If multiple investigators are involved, describe the role of each individual.
References. The names, contact persons, and telephone numbers of firms for which the
respondent recently performed services shall be included. A minimum of three such references is suggested.
Conflict of Interest. Describe all financial, business or personal ties contractor has to
Alyeska Pipeline Service Company or members of the Alyeska consortium, excluding normal commercial purchases of petroleum products.
4. SUBMITTAL AND EVALUATION PROCESS
A. Evaluation Criteria. Proposals will be evaluated based on, but not limited to, the
following:
1) Proposal Format. Does the proposal follow the requested format?
2) Proposed Scope of Work. Does the proposal clearly address the requested
scope of work?
3) Technical Approach. Is the proposed approach to the scope of work technically
feasible?
4) Qualifications. Does the principal investigator possess expertise and experience
5) Management Scheme. Will the proposed management scheme reasonably lead to successful development of the deliverables?
6) Schedule. Is the proposed schedule for completion of the scope of work in
accordance with the requested project duration and schedule?
7) Deliverables. Are the proposed deliverables in accordance with the deliverables
requested in the scope of work?
8) References and Conflicts of Interest. Does a reference check indicate proposer
has the potential to successfully complete the proposed scope of work? If conflicts of interest are stated, are they sufficiently relevant to preclude an offer to perform the work for PWSRCAC?
9) Budget and Cost Justification. Is the budget reasonable and adequate for the
work proposed? Does the budget provide good value for the funds requested?
B. Contract Award. The successful proposal will be the one that, in PWSRCAC sole
opinion, best meets the needs as outlined in this RFP. In the event that PWSRCAC determines that no proposal completely meets all of the needs as outlined in the RFP, PWSRCAC shall have the option not to accept any proposal or enter into any contract whatsoever. In the alternative, PWSRCAC may select the proposal or proposals that, in its sole view, most nearly conform to its needs as outlined in this RFP; and then negotiate directly with that contractor to refine the proposal to achieve a contract that fully satisfies PWSRCAC needs.
C. Professional Services Contract. A copy of PWSRCAC's standard professional
services contract form can be found at http://www.pwsrcac.org/docs/d0022500.pdf or can be made available upon request.
D. PWSRCAC Information. The following information about PWSRCAC is available
upon request to the project manager:
PWSRCAC Document Management Manual/Filemaker Pro 6 PWSRCAC/Alyeska Contract
PWSRCAC Bylaws
PWSRCAC Observer Newsletter PWSRCAC Brochure
Appendix A. – Current Retrieval Method
Finding documents in the archives with information from the Filemaker record:
Users are capable of finding documents in the archives by the document name listed in the Filemaker record. All document names have been created to provide the user with
information that is helpful for document retrieval. For example, the document named “100.104.050826.4-11EcDrComp.pdf” would inform a PWSRCAC staff member of its location in the archives, its date, and other valuable information. The coding system identifies the first series of 100 as “General Administration”, and the second series of 104 as “Board Briefing Sheets”. The third section is the date; making this particular document date as August 26, 2005. The final section is the character identifier: a unique name
provided by the inputter to identify the title of the document. In the case noted above, the filename stands for “Executive Director Compensation Policy”.
Series Code File Code Date (YY/MM/DD) Character Identifier
100. 104. 050826 .4-11ExDrComp
Therefore, by looking at the document name 100.104.050826.4-11ExDrComp.pdf, a trained staff member would immediately know that the document is a Board Briefing sheet from August 2005 concerning the executive director compensation policy. The user could then go into the archives and find the “General Administration” folder and within in it, find the “Board Briefing Sheets” subfolder. In this subfolder lies the appropriate document.
Some documents are more readable than others; however this system of file-naming is extremely valuable when Filemaker is proven unreliable. When a Filemaker record goes missing, or when the Internet is down, the last resort for the user is to search through the archive’s folder hierarchy. Although time consuming, the user can manually search the archive’s subfolders to try to find the appropriate document. It is imperative that
PWSRCAC keeps its current file naming system, and retains direct access to the archives.
Appendix B. - DMS requested capabilities:
The following is a list of added features that PWSRCAC would like to have in the new Filemaker 12 DMS.
i) Using the Archives:
All document uploading and metadata input may be performed through the cloud (via the Filemaker 12 host). Yet for extraction purposes, most of the files sent to the cloud must be copied and saved to the internal content server in Anchorage and Valdez rather promptly (preferably in real-time). Not only will the content server allow for quick downloading, it is also PWSRCAC’s
document management backup system. The desire to build on our current infrastructure using PWSRCAC servers is required. Selecting the documents for the internal archives must come from a PWSRCAC inputter (not the host
contractor). Ideally, the option of whether to save a document to the internal archives would be available to the inputter as the Filemaker record is being created.
ii) Internal Use Only:
Some of the documents in the DMS require higher security settings than others, and cannot be viewed by the general public. To handle such documents,
PWSRCAC would like to have a DMS that allows the inputter to identify a document as “Internal Use Only.” Ideally, when a staff or board member (i.e. a previously identified authorized user) tries to download such documents, an automatic pop-up message would warn the user that the document is for internal use only. The user would then be required to click “Yes” to continue, before downloading the document. Also, such document records would be inaccessible to the public, and would only be visible to PWSRCAC staff and board members (previously identified authorized users) (via access code). iii) Quality Control:
PWSRCAC requires a DMS that allows staff administrators to review all new documents inputted into the DMS to assure quality control.
iv) Multifaceted Relationships Between Documents:
PWSRCAC often provides response letters to different organizations. Currently, our DMS has no way of linking an original letter to its response. Ideally, the new DMS would have a way of relating original documents to the letter of response.
v) Search Engine Capabilities:
PWSRCAC would like a robust search engine with the ability to search within documents, as well as within the Filemaker records (i.e. the metadata). Ideally, searching within documents would be an option that could be turned on or off during search process. Other search enhancements and suggestions are
welcome.
After initial conversion, staff members would like to be informed when new documents have entered the DMS. Automatic notifications may include a “new documents” section within the database, and/or an automatic weekly e-mail to identify new documents.
vii) Concurrent Download of Multiple Files:
Staff members often download digital files in large quantities. Currently, the archives allows for quick drag and drop downloading. The new DMS would be required to provide similar downloading abilities through drag and drop, or via check-marking a document list.
viii) One Name, Two Documents:
Some documents in the DMS will be in two different formats (for example DOC and PDF), but will have only one Filemaker record. The new DMS will need to be able to embed two documents into one Filemaker record, or identify the orphaned documents so PWSRCAC the project manager can duplicate the Filemaker 12 records and link it to the orphaned document.
ix) MAC Compatibility:
PWSRCAC currently works with both MAC OS X and Windows PC operating systems. The new Filemaker 12 DMS must be compatible to both PC and MAC office users.
x) Public Sharing
The current DMS is primarily used by PWSRCAC staff and volunteers, and is password protected from public viewing. The new DMS must incorporate technology that allows for potential file sharing with the public via the Internet while maintaining high security settings for documents identified as “Internal Use Only”.
xi) Access control
One or more authorized users shall have administrator privileges such that additional authorized users can be added to or deleted from the system.
