1 January 29, 2015
REQUEST FOR PROPOSAL
FLC RFP #3148
Enterprise Document
Management Software
Due:
2:00 PM
February 27, 2015
2 January 29, 2015
Contents I. PURPOSE OF THE REQUEST FOR PROPOSAL ......................................................................................... 3
A. Statement of Need ............................................................................................................................ 3
B. Service/Product Requested .............................................................................................................. 3
II. INSTITUTIONAL BACKGROUND ............................................................................................................. 4
A. Current Environment ........................................................................................................................ 4
III. FLC CONTACT INFORMATION ............................................................................................................... 5
IV. PROPOSAL SUBMISSION ................................................................................................................... 6
A. Due Date ........................................................................................................................................... 6
B. Schedule ............................................................................................................................................ 6
C. Inquiries ............................................................................................................................................ 6
D. Proposal Submission ......................................................................................................................... 6
1. Executive Summary ....................................................................................................................... 8
2. Company Overview ....................................................................................................................... 8
3. Project Team Staffing .................................................................................................................... 8
4. Scope, Approach, and Methodology............................................................................................. 8
5. Requirements ................................................................................................................................ 9
6. Optional Products, Modules, and Services ................................................................................. 13
7. Detailed and Itemized Pricing ..................................................................................................... 13
8. Acceptance Period ...................................................................................................................... 13
9. Colorado State Contract and Special Provisions ......................................................................... 13
10. References .............................................................................................................................. 14
11. Security ................................................................................................................................... 14
12. Hardware and Software .......................................................................................................... 14
13. Data Integration ...................................................................................................................... 14
14. System Authentication and Authorization .............................................................................. 14
15. ADA Compliance ...................................................................................................................... 14
3 January 29, 2015
I. PURPOSE OF THE REQUEST FOR PROPOSAL A. Statement of Need
Fort Lewis College has a need for an Enterprise Document Management Software solution. The College
currently uses Ellucian Banner Document Management with the EMC Application Xtender suite. Some of the more common uses of our current solution include scanning paper documents and indexing them
into the corresponding record within the ERP system, searching for and printing previously scanned
documents, and copying electronic records (such as emails) into the ERP system.
The key benefits we anticipate from such a service include:
Ability to support more than 100 concurrent users
There are eight departments that use the current document management system, and each department
has anywhere from 1-10 concurrent users. With an enterprise document management system that can
support all of our needs, we do anticipate this user base to grow.
Ability to feed into our ERP system Banner by Ellucian
Ellucian Banner is our authoritative record system for Students, Faculty, and Staff. The new document
management system must integrate directly with Banner.
Reducing “paper trails” and securing the information contained in documents
The amount of personal information and data that resides on paper is a great security risk to any
business or institution. Fort Lewis College hopes to reduce this risk by reducing the amount of such
documents stored in filing cabinets, on desks, or in our trash bins.
By implementing an Enterprise Document Management Software solution, Fort Lewis College will be taking another step towards streamlining our processes, securing our student’s, faculty’s, and staff’s
records and information, and improve efficiency of the offices of The College.
B. Service/Product Requested
Fort Lewis College requests proposals for an Enterprise Document Management Software solution.
Proposals should address the following business requirements (more detail to follow in the “Deliverables” section below):
Annotation/Redaction
Application Interface
Clients
Collaboration
Document Viewer
Electronic Capture and Object Support
Indexing/Advanced Metadata
Integration
Printing/Faxing/Output
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Retention Management
Scanning and Quality Assurance
Security
Server Architecture
Server/System Administration
External Integration and Extensibility
II. INSTITUTIONAL BACKGROUND
Fort Lewis College is a selective public liberal arts college located in Durango, Colorado. We are
committed to accessible and high quality baccalaureate education, and our hallmarks are remarkably
close relationships between students and faculty, the freedom of intellectual exploration, and the
challenge of experiential learning. Our 4,000 students come from 50 states, 17 countries, and 145
American Indian tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a
great place to learn and work. Fort Lewis College is a member of the Council of Public Liberal Arts
Colleges and is accredited by the Higher Learning Commission of North Central Association of Colleges and Schools.
Durango, the hub of Southwestern Colorado, is a thriving multicultural community set along the
beautiful Animas River Valley. Averaging 300 sunny days per year and situated at 6,500 feet between the foothills of the San Juan Mountains and the headwaters of the Colorado Plateau, Durango is
renowned for its outdoor opportunities. In the winter, Durango Mountain Resort, Wolf Creek Ski Area,
Telluride Ski Resort, and Taos Ski Valley are all within easy drives, and backcountry skiing, snowboarding,
and snowshoeing are easily accessible. In warmer seasons, hiking, biking, river running, golfing, and
fishing can be enjoyed right downtown. Durango itself is a small, friendly, historic town of 15,000, and is
the seat of La Plata County, with a population of 50,000. Durango features numerous dining, shopping, and cultural amenities usually associated with larger urban areas, and is connected by major airlines
directly to Denver and Phoenix.
A. Current Environment
Fort Lewis College campus is fully networked with Ethernet and Wireless connectivity to every residence
hall room, office space, and classroom. FLC is connected to the Internet and Internet II by two 300Mbs Ethernet connections directly to the Front Range GigaPop (FRGP) and a local ISP. FLC anticipates adding
a third 300Mbs connection by year end. Systems supported by the Information Technology Department include:
Oracle databases – Campus EE License
Ellucian Banner Administrative Information System (ERP)
o Accounts Receivable o Advancement
o Finance o Financial Aid
o General Web
o General
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o Payroll
o Position Control (HR) o Student
o TouchNet Banner Connect
o WebTailor
Evisions Argos Reporting
Automic Applications Manager
Uportal
CAS single sign-on
Shibboleth federated sign-on
Active Directory LDAP
Exchange 2007 (in process of migrating to 2013)
Blackboard Transact
Blackboard Analytics
Confluence Wiki
Dot Net Nuke
Apache/Tomcat Web Servers
Oracle WebLogic/Fusion Middleware 11g
Microsoft Server
MS SQLServer
RedHat Enterprise Linux
Conference Programmer
Maxient
TMA
TouchNet Payment Gateway Suite
III. FLC CONTACT INFORMATION
Administrative/Contractual Contact
Any questions concerning contractual terms and conditions or proposal format must be directed to:
Matthew McGlamery
Director of Information Technology
(970) 247-7065
Technical Contact
Any questions concerning technical specifications or Statement of Work requirements must be directed
to either:
Alicia Hernandez
Manager Administrative Systems
(970) 247-7677
6 January 29, 2015
Matthew McGlamery
Director of Information Technology
(970) 247-7065
Purchasing Contact
Any questions concerning submittals or a resulting purchase order must be directed to:
Wayne Hermes
Director of Purchasing
(970) 247-7432
IV. PROPOSAL SUBMISSION
A. Due Date
All material must be electronically submitted to [email protected] no later than 2:00 PM (MDT)
February 27, 2015.
B. Schedule
The following is an estimate of the project timeline:
January 29, 2015 RFP Available to Vendors
February 13, 2015 Deadline for Submitting Written Inquiries
February 27, 2015 Due Date for Proposals
February 27 – March 13, 2015 Evaluation Period
March 13, 2015 Notification of Intent to Award
March 13 – March 23, 2015 Best and Final Negotiations, and Contract Management
April 10, 2015 Estimated Start Date
June 1, 2015 Estimated Project Acceptance
C. Inquiries Prospective bidders may make written inquiries concerning this Request for Proposals to obtain clarification of the requirements. No inquiries will be accepted after February 13, 2015. Inquiries must
be submitted via email to Alicia Hernandez at [email protected], and copied to Wayne
Hermes, Director of Purchasing at [email protected].
D. Proposal Submission
All Proposals must be submitted in electronic format. Duplicate paper proposals may also be included but are not required.
7 January 29, 2015
Award of the contract resulting from this RFP will be based upon the responsive Vendor whose offer will
be the most advantageous to Fort Lewis College in terms of:
Cost
Functionality
Vendor stability
Vendor ability to meet the schedule of events timeframe references
Fort Lewis College reserves the right to:
Reject any or all offers and discontinue the RFP process without obligation or liability to any
potential vendor
Accept other than the lowest priced offer
Award a contract on the basis of initial offers received, without discussions or requests for best
and final offers
Negotiate a best and final offer after the award
Award more than one contract
Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort
Lewis College’s evaluation of the Vendor’s proposal.
Vendor’s proposals in response to this RFP will be incorporated into the final agreement between Fort
Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the
following sections:
1. Executive Summary
2. Company Overview 3. Project Team Staffing
4. Scope, Approach, and Methodology
5. Requirements
6. Optional Products, Modules, and Services
7. Detailed and Itemized Pricing
8. Acceptance Period 9. Colorado State Contract
10. References 11. Security
12. Hardware and Software
13. Data Integration 14. System Authentication and Authorization
15. ADA Compliance
The detailed requirements for each of the above-mentioned sections are outlined below.
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1. Executive Summary
This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive Summary should be a brief overview of the engagement, and should identify the main features and
benefits of the proposed products and services.
2. Company Overview
Provide the following for your company:
Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number, Primary and Secondary SIC numbers
Address
Main telephone number
Toll-free numbers
Facsimile
Website URLs
Key contact name, title, address (if different from above address), direct telephone and fax
numbers
Person authorized to contractually bind the organization for any proposal against this RFP
Brief history, including year established and number of years your company has been offering Enterprise Document Management Software solutions
3. Project Team Staffing
Include biographies and relevant experience of key staff and management personnel. Describe the
qualifications and relevant experience of the types of staff that would be assigned to this project by
providing biographies for those staff members. Some project staff members will have access to sensitive
student information; describe how your company qualifies employees to work with sensitive student
information.
4. Scope, Approach, and Methodology
This section should include a description of each major type of work being requested of the Vendor.
Information provided in this section may be held in strict confidence if requested. The proposal should reflect each of the sections listed:
Hardware and software requirements (if applicable)
Project team list (including CV of team members)
Alliance/partnerships, if applicable, with other Vendors
Project implementation plan (including data migration from current system)
It will be vital for the proposal to include detailed information on the methodology to migrate our existing data/images from Xtender into the new system. Specify how data is stored in your system –
9 January 29, 2015
standard, native format or a proprietary format. Basic statistics of our current document management
environment include:
675 GB of images currently
Average roughly 7 GB per month of data growth for the past five months
Images are stored in BIN format
Approximately 625,500 documents which can contain one or more pages
Documents are stored by “application” which generally maps to a specific functional area o 11 delivered applications are in use and represent approximately 568,600 or the
625,500 documents o 11 custom (FLC developed) applications are in use and represent the remaining
documents
5. Requirements
This section identifies key functional requirements as well as desired functionality. This list should not be viewed as all inclusive and the RFP decision may include criteria not explicitly defined in this section.
Items identified in bold type indicate required functionality
Items in regular type indicate desired functionality
Please provide documentation on how your proposed solution meets the following needs:
Annotation/Redaction
Provide a comprehensive set of annotation tools
User and group-specific annotation security profiles
Original images in object store remain unaltered by annotations
Flexible, easy-to-use, secure redaction
Application Interface
Flexible, configurable application toolbar provides direct access to batches, documents, folders, tasks, reports, workflow, capture, management, and integration settings
Ability to print and export the rows and columns of text which list documents, batches, folders,
and tasks in interactive views
Extensive use of “drag and drop” to simplify and enhance the moving of objects within, into, and out of document management system windows
Administrative option to secure the user interface against customization
System provides a recycle bin to allow users to recover accidentally deleted documents and
ensure documents are only permanently deleted from the repository by authorized users, if so
configured
Clients
Both thick and thin client options on a variety of platforms
Client can be installed or auto-updated from the server
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Collaboration
Ability to integrate with a workflow solution or provide a built-in workflow solution
Ability to assign tasks, outside of formal workflow, which instruct a coworker or business
partner to perform a document- or folder-related action such as signing, addressing document
and folder deficiencies, or reviewing
Tools for annotating, or marking up, bitmap images for review, approval, or other processing purposes
Ability to group related documents in user-definable categories distinct from their index values in support of project organization and collaboration
Ad-hoc shared document viewing, allowing one user to invite another user to simultaneously
view a document on screen without first closing or putting document in workflow
Document Viewer
Document viewer can display a wide range of digital object types in their native formats,
including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, DXF, and audio/video medial files
Ability to display documents side-by-side with records in the business application
Apply document annotations such as stamps, sticky notes, text, and redactions to bitmap
images directly within document view interface
Rotate documents in document viewer and save rotated views
Ability to reorder pages within the document view interface, and add pages to existing
document via drag and drop
Perform common operations such as re-index, copy, email, export, print, fax, and delete pages
within document view interface
Copy or move pages from one document to another from within the document view interface
Document viewer works with familiar, existing desktop email software for simplified sending of images (or links to images) to email recipients outside of the imaging system’s workflow
Ability to add documents to workflow or route documents within workflow directly from
document viewer
Electronic Capture and Object Support
Capture a variety of physical and digital objects – paper documents, digital photos, faxes,
email, COLD output, native document files, and the print output of any Windows application with a print function – in a single, electronic repository
Import, store, and display a wide range of digital object types in their native formats, including Microsoft Office, PDF, JPEG, TIFF, HTML, DWG, DXF, and audio/video media files (specify the
format in which data is stored in your system – standard, native format or a proprietary
format)
Automatically import single files or batches
Import files into the imaging system on demand using the desktop client software, thin client software, and business application-specific client modules
Provide multiple methods for automatically indexing imported files
Automatically import, index, and route email and attached files, preserving the original
format of all attachments
Provide multiple methods for automatically importing faxes
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Indexing/Advanced Metadata
Flexible, customizable indexing options
Ability to distribute indexing process among workstations and locations
Automatic scan-time indexing via bar code
Automatic scan-time indexing via OCR
Automatic scan-time indexing for documents with fixed format
Index documents to records in existing business software without manual entry
Ability to re-index documents via manual entry or single click associated with host records
Ability to configure and select pre-defined index values via a drop-down menu or “pick list”
Index documents with user-configurable data elements not taken from the host application,
such as date/time, unique ID, serial number, predefined list, and free-form text entry
Index multiple documents as a group without re-entering index values for each page
Automatically and periodically validate existing document keys against an external database
Individual documents can easily be indexed “same as last document”
Integration
Options for both programmatic and non-programmatic integration
Direct integration with Ellucian Banner ERP
Prior history of integration with Banner solutions
Ability to integrate with non-ERP solution
Printing/Faxing/Output
Print to any print device within a platform’s standard desktop/network printing environment
Ability to print documents with or without all annotations or only visible annotations
Control printing permissions through application security
Retention Management
Easily defined, rules-based retention and disposition policies
Create litigation and audit holds which prevent modification and deletion of information
Track information lifecycle with comprehensive auditing
Scanning and Quality Assurance
Save scanned images in open, industry-standard graphics format
Batch scanning capabilities for high-volume production environment
Option to upload scanned batches directly to the server or scan batches locally and upload
batches to server at a time the user specifies
Option to send scanning output directly to a user-specified collection of documents
Easily configure, name, save, select, and distribute capture settings such as document source, proposed index keys, workflow routing, and OCR and page content indexing
Configure, save, and apply scanner settings such as resolution, page size, orientation, brightness, threshold, and image processing
Support for a full range of entry-level to high-speed scanners from a choice of manufacturers, with options including simplex and duplex, monochrome, and color
Support for deletion of blank pages during scanning
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Options to perform quality assurance (QA) on images at scan time, and bypass QA if desired
Security
Encrypted communication between server and clients
Option for Secure Socket Layer (SSL) encryption
Server storage subsystem with encrypted object path metadata, secure object store connectivity (no client-level direct access or drive mapping required) and the availability of volume-level data
protection
Comprehensive designation of system privileges by user and group
Ability to copy user and group privileges to simplify security configuration
Document access control via logical filing hierarchy
Control users’ actions on documents based on defined “document type” value
Control users’ batch access
Active Directory, CAS, or Shibboleth user authentication options which build on a FLC’s existing security infrastructure, including user names, passwords, and identity servers
Configurable, automatic user log-off due to inactivity
Provide options for logging client, server, and user authentication actions
Audit actions of defined clients from an administrative interface
Server Architecture
Flexible n-Tier client-server design that supports centralizing or distributing processes via any
combination of Microsoft or UNIX server platforms
Scalable server design
Support for high availability configuration
Ability to store or retrieve documents without drive mapping
Encryption of object storage path for enhanced document security on server file system
Consistent performance regardless of user load
Server/System Administration
Graphical administrator interface accessible from the client or separate administrative utilities
Ability to automatically distribute capture and device profiles to clients
Ability to disable user accounts without deleting them
Monitor license availability and usage from administrative interface
View real-time list of logged-on clients, with information about server instance, server host, IP
address, and time connected
Integrated server-side tools to provide on-demand performance analysis of server processes
Audit specific actions of defined clients from the administrative interface
Ability to perform user administration actions in bulk, including account provisioning, permission
changes, and deactivation of accounts
Support for flexible configuration and management of document storage structures
External Integration and Extensibility
API to allow integration with external applications on a variety of platforms via web services-based data exchange
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Web services-based data exchange with external applications over firewall-friendly HTTP or
HTTPS with support for SSL and WS security standards
Allow development of external interactive applications based on web services standards such as
REST, SOAP, XML and WSDL, maximizing options for development environments and platforms
6. Optional Products, Modules, and Services
Provide detailed information or documentation (priced separately) of additional products, modules, or
services offered that would complement the product that meets the requirements listed above, or deliver the desired functionality also listed above.
7. Detailed and Itemized Pricing
Provide complete pricing. It is allowable to provide several pricing scenarios for different product mixes.
Provide a comprehensive five (5) year Total Cost of Ownership matrix including but not limited to:
Implementation costs, including estimates of required hardware/software and Professional Services
Initial training and ongoing training options
Support services available during contractual period
Maintenance and recurring costs
Disclosure of any annual maintenance escalation rates
8. Acceptance Period
Identify the criteria and vendor expectations which would be used to evaluate a successful
implementation and product acceptance. Identify a typical timeframe for product acceptance.
9. Colorado State Contract and Special Provisions
A Colorado State Contract, meeting the requirements of the Colorado Office of the State Controller policies and laws of Colorado, will be required. The contract must be reviewed and signed by the
Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed
at:
http://www.fortlewis.edu/purchasing/Contracts.aspx
In this section, specifically acknowledge the use of a Colorado State Contract and Special Provisions as
first in the order of contract precedence. Provide any additional contract language, addendums, or agreements you would require. The Colorado State Contract and Special Provisions document are non-
negotiable. Please note: Colorado State Law prohibits Fort Lewis College from indemnifying any company and all contracts must use Colorado as the choice of law.
Any RFP responses which do not comply with this section will be rejected.
14 January 29, 2015
10. References
Provide a minimum of three (3) Higher Education references which utilize the Ellucian Banner ERP system. Identify the reference institution, contact, and applicable product(s) utilized at the institution.
11. Security
This section should provide an overall description of the systems and organization’s information security. Include how FLC data is protected on premise, in the cloud, and during transport. Include what
security protocols are used, physical security measures, regulatory compliance, location of off-premise
data centers, and 3rd party hosting vendors (if applicable). Include the vendor incident management plan in the event of a data breach. The evaluation of the vendor responses may require follow up questions
by FLC. FLC is willing to sign a non-disclosure agreement if necessary.
12. Hardware and Software
This section should list all necessary hardware and software required by FLC for the solution. Include
operating systems, proprietary, open source software, and third party software requirements.
13. Data Integration
This section should provide details of the data integration, points, and methodology to FLC systems. Explain how data may be extracted from the current FLC system and loaded into the new vendor
solution. Include areas of responsibility and maintenance strategy for data integration(s).
14. System Authentication and Authorization
This section should include how the users are authenticated and how identities are managed. FLC uses
the following authentication methods in order of preference:
Central Authentication System (CAS)
Shibboleth
LDAP
Solutions which do not utilize one of the authentication methods above will not be considered.
15. ADA Compliance
This section should describe how the system is ADA compliant and where it is not compliant. Describe the company methodology to test for ADA compliance within the application.