Request for Proposal

AIIM IT Strategy and Infrastructure

Date of RFP: July 11 2008

Deadline for submissions: July 25 2008

Follow-up discussions: July 25 – August 8 2008

Decision date: August 15 2008

Background on AIIM:

AIIM is the community that provides education, research, and best practices to help organizations find, control, and optimize their information.

For over 60 years, AIIM has been the leading non-profit organization focused on helping users to understand the challenges associated with managing documents, content, records, and business processes. AIIM was founded in 1943 as the National Microfilm Association and later became the Association for Information and Image Management. Today, AIIM is international in scope, independent, and implementation-focused. As the industry's intermediary, AIIM represents the entire industry - including users, suppliers, and the channel.

Since the sale of the AIIM Show in 2002, the organization has grown significantly – and our product mix has become increasingly complex. Our business is currently organized into three main units.

1. AIIM Market Access – focused on providing web, event, print, and electronic opportunities for suppliers to connect with current and potential users of document, content, records, and business process management technologies. The basic focus of this business is to provide good information at low or now cost to end users, with the costs covered by sponsorships.

2. AIIM Professional Development – focused on providing industry-standard education, training and best practices for both suppliers and end-users, but with an emphasis on the latter.

3. AIIM Market Intelligence – focused on “quantifying the user experience and the industry.” Our desire here is not to “size” the market but rather to quantitatively understand how our technologies are being used.

The above businesses have an added complexity in that we currently maintain operations in both the US and the UK. The growth in both scale and complexity of the above businesses is increasingly straining our core IT infrastructure, and we anticipate that our current infrastructure will not adequately support the business moving forward.

The purpose of this RFP is to identify a partner to help us develop the necessary IT infrastructure and strategy to support our 3-year business plan.

We have developed a 3-year draft strategic plan to map the growth of the above businesses moving forward. We have also prepared a document describing our current IT infrastructure. Both of these are available upon request and on a non-disclosure basis to those wishing to respond to this RFP.

The characteristics of our desired partner in this venture:

1. Demonstrated experience with technologies in the “AIIM space” -- document, content, records, and business process management.

2. Demonstrated experience in the non-profit and association environment. 3. Experience in working with solutions related to our three major “business

lines” – training, quantitative research, and B2B.

We anticipate that there will be three major phases to this project. The first two of these phases will “bookend” a planned AIIM Board of Directors meeting on September 18-19 in San Francisco and should be addressed in responding to this RFP.

1. Phase 1 – August 15 – September 19 – Using the AIIM strategic plan, current IT infrastructure, and interviews with AIIM senior staff as inputs, develop the following for presentation to the Board:

a. Description of the desired end-state for AIIM IT infrastructure in 2011. This should describe the necessary key elements in our future infrastructure that will allow us to achieve our long-term business objectives. It should also address our current geographically separate infrastructures.

b. Description of the current state of our infrastructure relative to the desired end-state.

c. Identification of the major gaps and challenges between the two.

d. Present the above to AIIM staff September 12 and to AIIM Board September 19.

2. Phase 2 – September 22 – October 22 – Using the Phase 1 results and further staff interviews as inputs, build an implementation and project plan the achieves the following:

a. Describes and phases the major projects and initiatives necessary to address the current gaps in our infrastructure and achieve our desired 2011 end-state.

b. Builds out estimated costs, timelines, and core business requirements for those elements of the strategy to be implemented in 2009.

c. Present the above to AIIM staff for incorporation in 2009 budget no later than October 31.

3. Phase 3 – Provide guidance during the vendor RFP and selection process. Annual phase three projects would be costed separately based on the work involved.

Given that AIIM proprietary information will be necessary to fully scope out your proposal, we would like to divide the proposal process into two stages:

1. A Request for Information (no more than 3 pages, to be send to johnmancini@aiim.org )

• Company overview and contact details. • Description of experience working with non-profits and associations. • Description of experience with technologies in the “AIIM space”

(document, content, records, and business process management). • Background relative to training, quantitative analysis and B2B

solutions. • Completed NDA (see end of this document).

Upon review and acceptance, we will forward an overview of our 3-year business plan and current state of IT infrastructure.

2. A completed RFP. This should be send to johnmancini@aiim.org. This

should be no more than 5 pages (not counting any illustrative exhibits, which are optional and not required) and include the following:

• Description of key staff to be involved in the project. • Description of key deliverables to be provided to AIIM in addressing

our Phase 1 and 2 objectives. • Price for delivery, with the understanding that AIIM will not be a client

for public reference or case study purposes.

Payment:

Payment will be made according to the following schedule:

• 20% of agreed amount when signing the agreement.

• 40% upon presenting Phase 1 deliverables to Staff and Board.

• 40% upon presenting Phase 2 deliverables to Staff.

All information related to this RFO should be sent to johnmancini@aiim.org.

NON-DISCLOSURE AND CONFIDENTIALITY AGREEMENT

THIS Agreement is made and entered into as of _________ by

and between AIIM (“AIIM”) and

___________________________________________________

___________________________________________________

(“Recipient”) with address at _______________

_________________________________

______________________________________________

_________________________________________________ ,

to assure the protection and preservation of the confidential and/or proprietary nature of information relating to the business of AIIM. AIIM will disclose such information solely for the purpose of Recipient’s evaluating or pursuing a business relationship with AIIM (the “Purpose”). In reliance upon and in consideration of the following undertakings, the parties agree as follows:

1. Definition. Subject to the limitations set forth in Paragraph 2, any and all information disclosed to Recipient by AIIM shall be deemed to be “Confidential Information.” In particular, Confidential Information shall be deemed to include, but not be limited to, any trade secret, information, trade names, know-how, material, process, technique, algorithm, computer program (source or object code), design, drawing, formula or test data, relating to any research project, work in process, future development, engineering, manufacturing, marketing, servicing, financing, personnel or other matter relating to AIIM, its present or future products, sales, suppliers, clients, customers, employees, investors or business, whether in oral, written, graphic or electronic form.

2. Exclusions. “Confidential Information” excludes information which: (a) is now or hereafter becomes generally known or available, through no act or failure to act on Recipient’s part; (b) Recipient independently knows at the time of receiving such information, as evidenced by its written and dated records; (c) a third party hereafter furnishes to Recipient without restriction on disclosure and without breach of any confidentiality obligations; (d) Recipient can prove to have independently developed, as evidenced by contemporaneous written and dated records, without using any Confidential Information or breaching this Agreement; or (e) AIIM gives written permission to Recipient to disclose (but only to the extent of such permitted disclosure).

3. Restrictions/Obligations. Recipient shall: (a) only disclose the Confidential Information to those employees and contractors with a need to know; provided that Recipient binds those employees and contractors to terms at least as restrictive as those

stated in this Agreement; (b) not disclose any Confidential Information to any third party, without AIIM’s prior written consent; (c) use such Confidential Information only to the extent required to accomplish the Purpose; (d) not reproduce Confidential Information in any form except as required to accomplish the Purpose; (e) not reverse engineer, decompile, or disassemble any software disclosed by AIIM; (f) not directly or indirectly export or transmit any Confidential Information to any country to which such export or transmission is restricted by regulation or statute; and (g) promptly provide AIIM with notice of any actual or threatened breach of the terms of this Agreement. However, Recipient may disclose Confidential Information in accordance with a judicial or other governmental order provided that Recipient shall give AIIM written notice prior to such disclosure.

4. Ownership and Return of Confidential Information. All Confidential Information (including all copies thereof) shall remain the property of AIIM and shall be returned to AIIM immediately upon AIIM’s request or after Recipient's need for it has expired, and in any event, upon the completion or termination of this Agreement.

5. Rights. No rights or licenses to trademarks, inventions, copyrights or patents are implied or granted under this Agreement.

6. Term and Termination. This Agreement shall remain in full force and effect for so long as Recipient continues to receive Confidential Information. This Agreement may be terminated by either party upon thirty (30) days prior written notice. Notwithstanding the foregoing however, Paragraphs 3, 4, 5, and 7 shall survive any expiration or termination of this Agreement.

7. Miscellaneous. This Agreement shall be governed by the laws of the State of Maryland, USA. This Agreement contains the final, complete and exclusive agreement of the parties relative to the subject matter hereof and supersedes all prior and contemporaneous understandings and agreements relating to its subject matter and may not be changed, modified, amended or supplemented except by a written instrument signed by both parties. If any provision of this Agreement is found by a proper authority to be unenforceable, that provision shall be severed and the remainder of this Agreement will continue in full force and effect. Recipient hereby acknowledges and agrees that no remedy at law will afford AIIM adequate protection against, or appropriate compensation for, breach of Recipient’s obligations under this Agreement. Accordingly, Recipient agrees that AIIM shall be entitled to specific performance of Recipient’s obligations, as well as such further equitable relief as may be granted by a court of competent jurisdiction.

AIIM, INC. RECIPIENT: By: John F. Mancini By: Title: President and CEO Title: