REQUEST FOR INFORMATION
RFI0715185041 - Enterprise Content Management Systems
Notice to Vendors
Date of Issuance: April 17, 2015
Responses Due: 3:00 p.m. May 15, 2015
SECTION 1 – BACKGROUND AND OBJECTIVES 1.1 Purpose
The objective of this Request for Information (RFI) is to solicit responses from potential providers regarding the functionality their of Enterprise Content Management (ECM) systems. The responses will be reviewed to select vendors that will be invited to demonstrate their ECM system to the Office of the Chief Information Officer (OCIO) and State agency staff.
The demonstrations may result in an OCIO directive to State agencies regarding vendor(s) to consider when implementing an ECM.
1.2 Background Information
As directed by the State of Iowa Chief Information Officer, the State of Iowa is initiating an RFI process for an Enterprise Content Management (ECM) solution that can accept documents in many formats, read them with optical character recognition (OCR), attach metadata, place electronic files in a data repository extract as needed, allow for workflow of these files, as well as provide easy to use records management.
The initial application for the ECM solution will be with the State’s financial system known as Integrated Information for Iowa (I/3). I/3 is part of the Department of Administrative Services (DAS) State Accounting Enterprise (SAE) and the Office of the Chief Information Officer (OCIO). I/3 uses CGI’s Advantage Financial suite of software, and is currently running CGI Advantage Financial 3.9. Since the integration between I/3 and the ECM solution is critical, the State requires that the ECM solution is supported by the current release of CGI Advantage Administration and is included as a “Compatible Optional Product” as outlined in the Release Requirements of the CGI Advantage Administration Release Notes.
Currently invoices from Contractors are mailed to the various State agencies who then have a physical paper workflow or electronic process for approval before information from the invoice is entered into the I/3 system. It is the State’s desire to be able to scan the paper invoices, have them read with OCR, create and attach metadata that will pass into I/3, including information such as vendor name, PO number, and line item detail. Scanning will occur at multifunction machines within departments, desktops, also at a centralized high capacity scanning area. The scanned invoice would pass through workflow provided as part of the ECM solution for pre-approvals before being sent to I/3 and a payment document is generated. The scanned invoice would be “attached” to the payment document but reside in the ECM repository; this separation should be invisible to the end user.
Currently there are approximately 350,000 attachments within the I/3 database (DB2 on AIX). The average size for attachments is approximately 100KB. These are stored as BLOBs (Binary Large Objects) and need to be migrated to the new ECM solution The State processed 692,004 payments in Fiscal Year 2012. Using an ECM solution, it is anticipated that, on average, each new payment will have two attachments.
In Fiscal Year 2010 payments were made to 36,941 Contractors, 46% of these Contractors average one payment per year, and many will not be paid again; another 13% average two per year. Because of these occurrences, the inflow, OCR and metadata creation system needs to be dynamic and intelligent, without the need for setting up each individual Contractor in a new form/template.
The I/3 system resides in multiple VLANS separated by function (database, application, etc.). The primary servers for the I/3 system reside in Des Moines, Iowa. Disaster recovery systems are housed elsewhere.
Although I/3 is the first application for this ECM initiative, OCIO’s desire is to have a robust system which may be deployed with other State agencies. Having that goal in mind, this RFI covers needs beyond the initial implementation and is requesting information on features that may not be initially deployed.
Currently about 50% of State agencies do not have any type of ECM system in place. The other 50% have a mix of products including; SharePoint, PaperVision, OnBase, Centera, Electronic Records Management, Global 360, Laserfiche and in-house or custom developed solutions. It is desirable to have a new ECM solution that is scalable and can provide integration with existing systems and the opportunity to consolidate at a later date.
Security of data is of concern as the State houses many types of confidential data that should only be visible by authorized individuals. This data ranges from financial information, files for criminal investigation, personal health information and much more. The system should be designed in such a way as to address the specialized security and retention needs of the various agencies.
1.3 Relevant Dates
Date/Time
Event
April 17, 2015
State Issues RFI
April 27, 2015
RFI written questions, requests for clarifications,
and suggested changes from Vendors due
May 4, 2015
Agency’s written response to RFI questions,
requests for clarifications, and suggested changes
due
May 15, 2015 3:00pm CST
RFI Submissions Due
1.4 Communication during RFIFor information regarding this notice and throughout this process, interested service providers shall contact only the issuing officer:
Karl Wendt
Issuing Officer
Department of Administrative Services Hoover State Office Building - Level 3 1305 East Walnut Street
Des Moines, Iowa 50319-0105 515.281.7073
1.5 Requests for Information Responses
Responses to this RFI must be received no later than 3:00 p.m., Local Iowa Time, by the issuing officer at the location denoted below:
Respondents may email their written responses to [email protected].
1.6 Copy Rights
A Vendor submitting a response agrees that the state may copy the response information for the purpose of facilitating the review or to respond to requests for public records. The vendor consents to such copying by submitting a response and warrants that such copying will not violate the rights of any third party. The State will have the right to use ideas or adaptations of ideas, which are presented in the response.
1.7 Review of RFI Responses
Issuance of the RFI in no way constitutes a commitment by the State to award any contract(s).
1.8 Gratuities
1.9 Costs to Vendors
The costs of preparation, delivery and, if selected for presentation of the response, are the Vendor’s sole responsibility.
1.10 Response Property of the State
All responses become the property of the State of Iowa and shall not be returned to the vendor. At the conclusion of the project, the content of the responses will be placed in the public domain and open to inspection by interested parties. Do not include confidential or proprietary information as part of your RFI submittal.
1.11 Source of Information Used in Addition to Responses
The State reserves the right to contact vendors after the submission of responses for the purpose of clarification and to ensure mutual understanding to develop an ECM strategy.
1.12 States Obligations
The issuance of this RFI does not obligate the State in any way to accept or implement the solution options offered by the vendor(s) response.
1.13 Public Records and Requests for Confidentiality
The release of information by DAS to the public is subject to Iowa Code Chapter 22 and other applicable provisions of law relating to the release of records in the possession of a State agency. Respondents are encouraged to familiarize themselves with these provisions prior to submitting a response. All information submitted by a Respondent may be treated as public information by the Purchasing Division unless the Respondent properly requests that information be treated as confidential at the time of submitting. If a request is received by the state to view information identified as confidential by a Respondent, the state shall notify the Respondent of the request. It shall be the Respondent’s sole responsibility to defend the claim of confidentiality in an appropriate legal venue. The State will withhold release of the subject information until the matter is settled.
Any requests for confidential treatment of information must be included in a cover letter with the Respondent’s submittal and must enumerate the specific grounds in Iowa Code Chapter 22 or other legal reasons which support treatment of the material as confidential and must indicate why disclosure is not in the best interests of the public. The request must also include the name, address and telephone number of the person authorized by the Respondent to respond to any inquiries concerning the confidential status of the materials.
Any documents submitted which contain confidential information must be marked on the outside as containing confidential information, and each page upon which confidential information appears must be marked as containing confidential information. The confidential information must be clearly identifiable to the reader wherever it appears. All copies of the submittal, as well as the original, must be marked in this manner.
determine the general nature of the material removed and to retain as much of the document as possible. These pages must be submitted with the cover letter and will be made available for public inspection.
SECTION 2 – VENDOR QUESTIONS
Where possible the vendor should provide specific customer examples and describe actual implementation experiences by customers.
2.1 Company (Vendor) Background
2.1.1 Provide the name and principal place of your business.
2.1.2 Provide the name, address, email address, and telephone number of the vendor
representative to contact regarding all matters concerning this RFI.
2.1.3 Provide references for jurisdictions (government sector—in United States) for which you
have implemented your prosed solution. Provide a description of the project size and implementation schedule and include any applicable customer contact information.
2.1.4 Provide the number of years your company has been providing ECM solutions.
2.1.5 State whether your company had a contract terminated for any reason? If so, provide
details regarding the termination.
2.1.6 Describe any order, judgment or decree of any Federal or State authority barring,
suspending or otherwise limiting the right of your company to engage in any business, practice or activity.
2.2 Enterprise Content Management:
2.2.1 Is your solution supported by the current release of CGI Advantage and is included as a
“Compatible Optional Product” as outlined in the Release Requirements of the CGI Advantage Administration Release Notes.
2.2.2 Describe how the solution integrates with CGI Advantage Financial. 2.2.3 Describe the system architecture and diagram.
2.2.4 Describe the system requirements (including capacity recommendations) and software
needs for any components hosted at State facilities.
2.2.5 Describe system support, access & limitations from mobile devices (i.e. iOS, Android,
Windows platforms).
2.2.6 Describe maintenance/upgrade procedures for a cloud-based/managed State-housed,
or combination model.
2.2.7 Describe GIS compatibility, integration, and data management capabilities, including any
2.2.8 Describe any third-party components needed as part of a system to meet our needs,
such as OCR software, E-Discovery, E-Forms, E-Signature, and Freedom of Information Act (FOIA), etc.
2.2.9 Describe environments you typically create and the process for establishing a new
environment. The State typically uses four (4) environments: development, test, training and production. How do you support test environments.
2.2.10 Describe database products integrated and/or supported and does State have direct
access to databases.
2.2.11 Describe prerequisites required for workstations that will access the system.
2.2.12 Describe the ability to “tier” data at different security and access performance levels
(i.e. public vs. confidential data).
2.2.13 Describe any archiving capabilities.
2.2.14 How you will meet the future needs of agencies that have rules/policies that require
data to be hosted in State facilities.
2.2.15 Describe analysis/data analytics capabilities. 2.2.16 Describe the ability to support multiple languages.
2.2.17 Describe compliance with section 508 of the Americans with Disabilities Act. 2.3 Capture and Acquisition
2.3.1 Describe scanning devices and services supported.
2.3.2 Describe your solution’s capabilities to “read” documents, attach metadata and convert
images to text including architecture and functionality of document capture solution, engines supported (intelligent character recognition, optical character recognition, OCR accuracy/error correction, etc.).
2.3.3 Describe your solution’s ability to have “intelligent data recognition” for
unstructured/semi-structured data to dynamically read data from different documents not encountered previously.
2.4 Integration
2.4.1 Describe the previous experience working with CGI Advantage Financial.
2.4.2 Describe how performance will be tracked and managed in a cloud, on premises, and
2.4.3 Describe your solution’s ability to integrate with existing State of Iowa Java Platform,
Enterprise Edition (Java EE) and .NET architecture applications.
2.4.4 Describe scripting languages supported.
2.4.5 Describe how your product supports Web services or service-oriented architecture
(SOA).
2.4.6 Describe how suite integration is accomplished and what makes your product suite
unique in terms of suite integration.
2.4.7 Describe integration capabilities with productivity and collaborative, email/cloud email
software, and other enterprise software packages.
2.5 Electronic Records Management
2.5.1 Describe the ability to manage State of Iowa documents pursuant to disposition
schedules established in accordance with Iowa Code Chapter 305.
2.5.2 Describe compliance with the Department of Defense (DOD) 5015.2 standard. 2.5.3 Describe compatibility with other ECM products.
2.5.4 Describe auditing capabilities.
2.5.5 Describe how records retention works with business rules.
2.5.6 Describe the approach to legal holds to prevent deletion of documents. 2.5.7 Describe the approach to compound documents.
2.5.8 Describe the document storage/foldering/directory architecture. 2.5.9 Describe the document linking capabilities.
2.5.10 Describe the records classification process. 2.5.11 How many libraries will your solution support.
2.5.12 Describe support for management of physical records. 2.5.13 Describe indexing scheme.
2.5.14 Which languages other than English will the system recognize, read and store? Can
2.6 Active Directory Integration
2.6.1 Describe the approach to authentication and authorization between CGI Advantage
Financial and your solution.
2.6.2 Describe the benefits with respect to your solution should the State convert the CGI
Advantage system from CGI Advantage proprietary security to LDAP.
2.6.3 Described the ability to authenticate users from other identity sources.
2.6.4 Describe the approach to integration with LDAP for non-CGI advantage functions . 2.6.5 Describe additional rights management capabilities to protect the content: For example,
check-in/check-out, can it prevent documents from being forwarded or printed.
2.6.6 Provide an overview of the system’s ability to define roles, access and permissions of
users and their proxies including departmental hierarchy.
2.7 Implementation, Migration and Customization
2.7.1 Describe a typical implementation and migration plan.
2.7.2 Describe the system’s capability to allow customization of field characteristics and labels
to reflect business practices and internal terminology.
2.7.3 How many different workflows are included with your system? 2.7.4 How many workflows will your solution support?
2.7.5 Describe workflow creation process: Can the end-user create workflows, or is a technical
resource needed to create a workflow?
2.7.6 Does your workflow contain an email alert with timed repetitive reminders? 2.8 Electronic Signatures
Describe the capabilities of your system to use and manage a legally defendable approval chain and how they will integrate with other system components.
2.9 Solution Administration
2.9.1 Describe typical customer responsibilities for ongoing solution administration if using a
managed/hosted implementation.
2.9.2 Describe your solution’s capability to delegate (by department and role) administration
2.9.3 Describe the process for getting and interacting technical assistance after
implementation including trouble tickets, live support, critical incident and escalation process, online status dashboard, and technical knowledge library.
2.9.4 Describe your change management processes.
2.9.5 Describe your product enhancement request processes.
2.9.6 Describe how you would approach integration with existing State of Iowa support
mechanisms, including but not limited to ServiceNow (http://www.servicenow.com/).
2.9.7 Describe your process for measuring and maximizing end user and system performance. 2.10 Reporting Examples
2.10.1 Describe system reporting capabilities and client interface including historical reports. 2.10.2 Describe capability for managing chargebacks to agencies in your solution including
options for linking units of service in your solution to State issued billing account codes for chargeback.
2.11 Transition Out
Describe how data would be extracted and securely delivered to the State of Iowa from Respondent’s solution at the end of a hosted or managed services contract including division of responsibilities for the work involved.
2.12 Training
2.12.1 Describe your training program for IT administrators, business users and other essential
personnel.
2.12.2 Describe your process for ongoing training as new versions of the product are released. 2.13 Licensing
Describe how you license all products and services (per server vs. per named user vs. per end use, etc.) If your system is already in use by agencies of the State of Iowa, describe how existing licenses, systems etc. can be leveraged and integrated for new uses including those listed in this RFI.
2.14 E-Discovery
2.14.1 Describe your solution’s capabilities for e-discovery and how it will allow State of Iowa
authorized users to discover and produce records from all State of Iowa data hosted by the system under this RFP in accordance with Iowa Code Chapter 22.
2.14.3 Describe capabilities to have legally defensible evidence of record chain of custody and
documentation of changes.
2.14.4 Describe capabilities to perform complex Boolean searches across all managed
repositories whether records, archive, file shares or email in all folders within every data repository for a variety of search fields.
2.14.5 Describe capabilities to review search results and tag/mark individual documents,
folders, other organizational units, for legal hold.
2.14.6 Describe capabilities of redaction features of your system.
2.14.7 Describe capabilities to delegate ability to review and approve search results.
2.14.8 Describe capabilities to provide defensible litigation support with a clearly documented
chain of custody.
2.14.9 Describe capabilities to enforce legal holds to prevent deletion of documents. 2.14.10 Describe capabilities to maintain an audit log of e-discovery activity.
2.14.11 Describe capabilities to review native documents (e.g. Adobe, Microsoft Office). 2.14.12 Describe capabilities to produce and expert e-discovery results in standard file formats. 2.14.13 Describe ability to comply with provisions of Federal Rule 26 Federal Rules of Civil
Procedures requirements concerning maintenance and release of electronically stored information.
2.14.14 Describe ability to import data streams from cloud based email providers. 2.15 Migration Services
2.15.1 Describe migration services available for future consolidation of additional agencies
onto the system. Your response should include if there are any limitations on systems that the State has that you cannot migrate from. (SharePoint, PaperVision, OnBase, Centera, Electronic Records Management, Global 360, Laserfiche, etc.)
2.15.2 How do you handle migrations from home grown systems? 2.16 Available Contracts
Identify any contracts (cooperative or other) that products and services of this nature are available on and may be available to the State of Iowa.
2.17 Other Features
