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City Of Kent
Electronic Document Management System
Request For Proposal

Issued: July 28, 2000
Date Due: August 18, 2000
Time Due: 4:00 p.m. Pacific Time

Address Responses To:

City of Kent
220 4th Avenue South
Kent, Wa 98032-5895

1. INTRODUCTION 1

1.1. Background 1

1.1.1. City Information 1

1.1.2. The Technology Plan 2

1.1.3. Technology Environment 2

1.1.4. Records Management Program 4

1.1.5. Kent's Imaging Experience 5

1.1.6. Project Personnel 6

1.2. Objectives 6

1.3. Scope of Work 7

1.3.1. Phase I - EDMS Software 7

1.3.2. Phase II - Image Conversion 9

1.3.3. Phase III - Image Enable Permit Tracking System (KIVA) 11

1.3.4. Phase IV - Image Enable Enterprise Resource Planning System (J.D. Edwards) 12

1.3.5. Items Not Included in RFP Scope 14

2. PROCUREMENT PROCESS 15

2.1. Procurement Schedule 15

2.2. Proposal Date, Time, Location 15

2.3. Communications with the City of Kent 15

2.4. Vendor Clarifications and Questions 16

2.4.1. Clarifications 16

2.4.2. Vendor Contact 16

2.5. Summary of RFP Process 16

2.5.1. Vendors' Pre-Proposal Conference 16

2.5.2. RFP Changes or Amendments 17

2.5.3. Vendor Submits Proposal 17

2.5.4. City Evaluates Proposals 17

2.5.5. City Announces Finalists 17

2.5.6. City Evaluates Vendor Documentation 17

2.5.7. Vendor Demonstration 17

2.5.8. Hands-On Demonstration of Proposed Products 18

2.5.9. City Visits Vendor Client Sites and/or Vendor Product Laboratories 18

2.5.10. Final Vendor Selection 18

2.5.11. Acceptance Test Plan 19

2.5.12. Progress Payment Schedule 19

2.5.13. Finalize Contract 19

2.5.14. Contract Approval 19

2.6. Proposal Process 20

2.6.1. Reference Checks 20

2.6.2. Costs Incurred by Vendors 20

2.6.3. Right of Selection or Rejection of Proposals 20

2.6.4. Incorporation of RFP and Proposal in the Final agreement 20

2.6.5. Errors in Proposals 20

2.6.6. Vendor Prime Contractor Responsibility 20

2.6.7. Period of Validity of Proposals 21

2.6.8. Proprietary Material 21

2.6.9. Proposal Confidentiality 21

2.6.10. Proposal Disposition 21

3. VENDOR INSTRUCTIONS 22

3.1. Prime Contractor 22

3.2. Partial Solutions 22

3.3. Proposal Format 22

3.4. Response to Requirements Questionnaire 24

3.5. Response to Questionnaires 25

4. EDMS FUNCTIONAL REQUIREMENTS 26

4.1. Document Imaging 27

4.2. Electronic Folder Management 30

4.3. Image Enabling Applications 32

4.4. Document Management 33

5. TECHNOLOGY REQUIREMENTS 35

5.1. Overall Requirements 35

5.2. System Design 36

5.3. Operating Environment 37

5.4. Administration 39

5.5. Security 40

5.6. Customization 41

5.7. Professional Services -Support 42

5.8. Product History and Vision 43

6. IMPLEMENTATION QUESTIONNAIRE 44

6.1. Implementation Methodology 44

6.2. Implementation Team Size 45

6.3. Training 45

6.4. Post-Implementation Support 45

6.4.1. Implementation Customer Reference 46

APPENDIX A - VENDOR RESPONSE FORMS

APPENDIX B - TERMS AND CONDITIONS

APPENDIX C - INDEXING

1. Introduction

The City of Kent, hereinafter referred to as the "City", is seeking proposals for an Enterprise Document Management System (EDMS). The City defines EDMS as:

An integrated software product suite that can electronically capture, process, index, store, access, view, revise, reproduce, distribute, and dispose of information in a "document" in both a client/server and web environment.

This Request for Proposal (RFP) scope is to select a vendor(s) to provide EDMS software, documentation, implementation, training, and conversion services. This document details the EDMS software, service and vendor information on which the City will base its selection. The topics included in this section include:

· Background

· Objectives

· Scope of Work

The information in this section is intended to provide a City overview and convey this project's priorities to the vendor.

1.1. Background

This subsection provides background information on the City. The vendor should use this information to gain a sense of the City's size and scope of services provided to both internal departments and the citizens.

1.1.1. City Information

The City is the eighth largest city in Washington, with a population of 73,060 and a 28.5 square mile geographic area. The City's population is projected to grow to 100,000 or beyond within the next few years.

The City has approximately 750 employees receiving benefits. The number of temporary employees on the payroll varies from 100 to 350. The City is a full service city. City Departments include:

· Administration · Law · Human Resources

· Finance Services · Fire & Life Safety · Information Technology

· Municipal Court · Parks and Recreation Planning

· Police · Public Works

The City operates over 25 facilities including:

· City Hall

· Centennial Center

· Several Parks and Recreation Facilities

· Public Works Maintenance Facilities

· Police Department

· Corrections Facility

· Municipal Court

· 8 Fire Department facilities.

1.1.2. The Technology Plan

In April 1998, the City Council approved a three-year, $12.8 million Technology Plan. The Technology Plan's goal is to provide the resources necessary to address the City's technology infrastructure and information system needs. In the first two years of this technical renaissance, the City's technology accomplishments include:

· Network Infrastructure Replacement

· Desktop Standardization

· Increased Support Staff

· Telephone System Replacement

· Permitting System Replacement

· Parks and Recreation System Replacement

· Email System Implementation

· Web Presence

In addition to maintaining and enhancing the systems listed above, the City has a number of other projects currently underway. The City's most encompassing project is the implementation of an Enterprise Resource Planning (ERP) application. The City selected the J.D. Edward's OneWorld product to support the City's financial and human resources management needs.

1.1.3. Technology Environment

This sub-section describes the City's technology environment. The City currently supports more operating systems and databases than are shown within this sub-section. However, the City is striving to consolidate around a standard viable technology set using the products and standards identified within this subsection. Table 1, shows the standard server operating systems and databases supported by the City.

Table 1. Business Application Standards

Business Application Components	Standard
Database Servers	NT/Windows 2000 (planned)
Application Servers	NT/Windows 2000 (planned)
Web Server	Microsoft IIS
DBMS	Oracle 8.x and SQL Server 7.0

Table 2, shows the network configuration and network operating systems currently supported by the City.

Table 2. Network Infrastructure

Network Component	Standard
Network Backbone	ATM
Network Operating System	Novell 4.11 (current), Novell 5 (planned), Microsoft NT/Windows 2000
Network Protocols	IPX, TCP-IP
Topology	Switched Ethernet to the desktop (Ethernet II)
Cable Infrastructure	Category 5
File and Print Services	Novell NetWare 5.x
Application Servers	HP Net Server
Backup	Veritas
Messaging Server	Microsoft Exchange 5.5

Table 3, shows the City's standard desktop environment.

Table 3. Desktop Environment

Desktop Component	Standard
Desktop Machines (Minimum Configuration)	Pentium-166 PCs with 32MB RAM, 1GB hard drive, and CD-ROM drive, SCSI-2 interface for Imaging Workstations.
Desktop PC Make and Model	HP Vectra and HP Kayak
Desktop Operating Systems	Microsoft Windows 95, 98
Business Software Suite	Microsoft Office 97/2000 (planned)
Browser	Microsoft Internet Explorer 4.01
Email Client	Microsoft Outlook 98

1.1.4. Records Management Program

In March 1999, a facility study was completed to determine the City's space requirements to meet the demands of a growing population. The study identified large areas being used for paper file storage. Instead of adding more storage space, the City identified document management technology as a more viable solution. However, to utilize the technology effectively, the City determined that a records management inventory was necessary prior to implementing an EDMS solution.

In May 1999, the city retained Cary Information Consulting (CIC) to design and implement a citywide records management program. The project objectives included:

· Creating the City's official records retention schedules.

· Determining the best storage media based on the retention schedule, rate of retrieval, and volume.

· Determining if the City should establish a records center.

The data collected included 40 attributes, many associated with identifying document management, imaging, and workflow needs. In June 2000, the project inventory totaled 600 individual record series. Department teams began working together in subject affinity groups to develop common document terminology for the business processes they have in common.

CIC is continuing work on the citywide record retention schedule and anticipates assisting the City in presenting the schedule to the Washington State Local Records Committee by September 2000. The information produced from the Records Management Project will be made available to the successful EDMS vendor to assist in system design.

The City must comply with the Records Management Standards set in the Revised Code of Washington (RCW) see http://wsl.leg.wa.gov/wsladm/rcw.htm Title 40 Public Documents, Records and Publications and the Washington Administrative Code (WAC) Title 434-663 Imaging systems, standards for accuracy and durability for details. Some consideration must be given to storing long-term documents by retention date and establishing a mechanism for systematic document purging and destruction. While this functionality will not be implemented in this project, the vendor's ability to deliver this functionality will be taken into consideration during RFP evaluation.

Table 4, shows preliminary results from the Records Management project indicating the EDMS functionality that may be useful in the City's environment.

Table 4. Preliminary Records Management Data

Functionality	Percentage of Records Series That Would Benefit from Functionality	Estimated Annual Number of Pages
		Low	High
Imaging	40 - 45%	880,000	990,000
Document Management	10 -15%	220,000	330,000

1.1.5. Kent's Imaging Experience

In 1992, the city began a pilot project using Compulink's Laserfiche imaging software, Three years later, in 1995, the project had grown to include the City Clerk, Planning, Public Works and Police Departments, each with a separate imaging database. In this growth period a seamless interface was developed to share index data between the Planning Department's permit tracking system and the imaging database. A number of conversions took place from 1997 to 1999 that consolidated the image formats and imaging databases into a single networked entity. These endeavors taxed the city's ability to enforce a level of quality control to make these events successful. While there are approximately 1 million index document images in the image database, there are an estimated 4,000 phantom documents with an estimated 30,000 imaged pages. Given these circumstances in addition to adding application integration and with the JD Edwards and KIVA products, the City feels the current document imaging solution has reached its capacity and other document management solutions should be explored.

Current imaging work within the city includes:

· City Clerk: Ordinances, Resolutions, Council Minutes, Agendas, and Contracts

· Police: Incident Reports, and Correctional Facility Files

· Planning: Construction Permits

· Public Works: Business Files, and Storm Files

The imaging application is in continual use in an effort to provide rapid information retrieval. It is anticipated that the existing imaging application will coexist with any proposed solution until image conversion can be completed and applications moved forward to the new EDMS solution.

Table 5, represents the City's current imaging environment. These items may change based upon responses to this RFP.

Table 5. Current Imaging Environment

Desktop Component	Standard
Current Imaging Application Server	HP LC 3 512MB RAM; Novell 4.11
Current Imaging Storage	Data Silo; RAID-5 with 91GB
Current Imaging Database	Pervasive SQL7
Image Scanners:	4- Ricoh Model IS-420 ; 1-VisionShape Model VS-1250
Imaging Software	Vendor: Compulink Product: Laserfiche 4.3 for Novell

1.1.6. Project Personnel

The project team will include both experienced imaging staff and members who are familiar with the business processes in each project phase.

· Project Manager - Jim McKenney

· Extended Project Team - 5 department liaisons with imaging experience, and 10 business process liaisons available on an as-needed basis.

1.2. Objectives

The project associated with this RFP has several objectives. The successful vendor must demonstrate to the City's satisfaction that they can best assist the City in meeting these objectives. The City's project objectives include:

· Establishing a relationship with an EDMS vendor that has a proven track record and long-term viability.

· Selecting an EDMS that will scale across the enterprise.

· Planning and designing a responsive EDMS system.

· Developing and Implementing an EDMS that will address the City's current document imaging needs and grow with the City to encompass more advanced document management concepts.

· Improving customer service quality and timeliness.

· Reducing the reliance on paper for large volumes of business information.

· Web-enabled imaging and document management.

· Integrating document images with other electronic processes.

· Streamlining business processes by reducing document retrieval and management time.

· Reducing lost documents.

· Improving document security and disaster recovery capabilities.

· Establishing a reliable document management repository that is easily accessed by the City staff.

This project will lay the foundation for expanding the use of document management within the City and solutions that demonstrate the ability to address each objective will be given greater consideration.

1.3. Scope of Work

This subsection details the software functionality and services the City expects to implement through this RFP. The project is divided into four phases.

1.3.1. Phase I - EDMS Software

Phase I will design and implement the EDMS infrastructure based on the proposed solution. Software functionality to be delivered in Phase I includes:

· Document Imaging: This functionality involves capturing paper documents in digital form. These digital documents may then be indexed, annotated, archived, searched, retrieved, or viewed. See Section 4.1 for detailed requirements.

· Electronic Folder Management: This functionality involves virtual folders, that can contain not only images but also multiple objects or formats. A virtual folder can hold images, word-processing documents, spreadsheets, graphics, Portable Network Graphics (PNG), HTML, XML, PDF, etc. Images and text counterparts can be stored together in folders or they can be converted to final form documents such as Adobe PDF. The user can see any of these documents using a universal or web browser. See Section 4.2 for detailed requirements.

· Image Enabling Applications: This functionality involves using the imaging engine within another business application. The imaging engine is not the dominant application and can operate without modification to any source code. Data transfer from the host application can populate the image indexes without user intervention. See Section 4.3 for detailed requirements.

· Document Management: This functionality includes, indexing, library services such as version control, search, retrieval, check-in, check-out, and document security regardless of media type, location, or format. See Section 4.4 for detailed requirements.

· Web Browser Support: The EDMS suite must support both a web-browser and desktop client for viewing imaging and document management documents.

The City's priority requirements are for desktop and web-enabled imaging and document management functionality. There will be a need for workflow and Computer Output Laser Disc (COLD) functionality in the future, but not at this time. Vendors will be evaluated on the level of integration and scalability of their solution.

1.3.1.1. System Design

The vendor will provide the architectural design specification necessary to implement the EDMS. This specification will be used to order all necessary hardware for implementation.

The vendor will analyze the City's environment and provide recommendations on the management of electronic files, email, scanned images, objects and indexed data across the City's network. The vendor will be required to work closely with City staff during this process.

The records management project identified the records volumes, retrieval rates, access requirements and retention period for all city records. The vendor will have both detailed and summarized data necessary to perform a storage requirements analysis. Analysis will include but not be limited to:

· Determining the total annual storage requirements, as well as on-line, near-line and off-line requirements including anticipated growth rates.

· Evaluating the volume and characteristics of active storage requirements per day. Recommend appropriate storage devices depending upon document characteristics (i.e. magnetic/RAID, optical/worm, optical/erasable, and optical/CD).

· Analyzing and recommending the storage method or methods to be used by the City. This shall include the appropriate use of distributed and centralized file storage based upon their volume and characteristics, including the need for bulk data transfer to other storage locations.

· Recommending method(s) and media for appropriate data and file backup.

1.3.1.2. Implementation Plan

The vendor will develop a detailed Phase I implementation plan document in conjunction with the City's project team. The implementation plan document will at a minimum include:

· Software installation.

· Hardware configuration.

· Testing.

· Validation.

· Client deployment.

· User training.

· Schedule.

The implementation plan will be used to monitor the progress of Phase I and provide system documentation.

1.3.1.3. Software Installation

The vendor will install, configure, test, and validate that the EDMS software is fully functional in the server, desktop, and web environments. Client licenses deployment will be based on the successful conclusion of work performed in each project phase. The software licenses to be deployed in Phase I include:

· 10 concurrent users

· 40 viewers

· 10 desktop scanning capture engines

The vendor shall include a detailed explanation on how software installation and upgrades are handled.

1.3.1.4. Training

The City's past experience with imaging has provided some foundation skills, but a training effort will be required to leverage the EDMS solution's functionality. The vendor must list training options, time requirements, and "Best Practices" recommendations in the cost proposal. Training options should include:

· End User (full client and web client).

· System Administration

· Applications Development

· Software and Hardware Support

· Interface Development

Vendor must list in the cost proposal whether the training is provided offsite or onsite, training duration, and the training level. Vendor shall also specify what training a third party supplier must provide. See Appendix A for cost model details.

The vendor will work with City project staff to determine exact training requirements prior to application installation.

1.3.1.5. Support and Maintenance

The vendor will describe their support organization, problem escalation process, and options for technical problem resolution. The vendor must list in the cost proposal whether costs are free, flat-fee or per incident.

1.3.2. Phase II - Image Conversion

Phase II involves migrating the City from the current document-imaging environment to the EDMS selected by this RFP. The subsections below detail the work to be completed in this phase.

1.3.2.1. Implementation Plan

The vendor will develop a detailed Phase II implementation plan document in conjunction with the City's project team. The implementation plan document will at a minimum include:

· Software installation.

· Hardware configuration.

· Testing.

· Validation.

· Client deployment.

· User training.

· Schedule.

The implementation plan will be used to monitor the progress of Phase II and provide system documentation.

1.3.2.2. Software Installation

The vendor will install, configure, test and validate that the application software is fully functional in both the desktop and web environments. Client license deployment will be based on the successful conclusion of work performed in each project phase. The software licenses in this phase include:

· 6 desktop scanning capture engines

· 20 viewers

1.3.2.3. Existing Image Conversion

The existing digital image counts are listed in Table 6, and provide an estimated volume of images to be converted in this project. The conversion effort will move the City from the current imaging product to the proposed solution. Technical information including data specifications are contained in Appendix C.

Table 6. Estimated Image Conversion Volumes

Department/Subject Data	Documents	Pages	Index Fields
City Clerk
Ordinances and Resolutions	4,900	24,000	6
Minutes	2,800	11,000	3
Contracts	1,000	25,000	10
Planning
Permits	5,100	54,000	16
Public Works
Business Files	1,000	40,000	7
Police
Un-indexed Case Files	4,000	30,000	0
Police Incident Reports	36,000	350,000	2
Corrections	28,000	470,000	4
Estimated Images to be Converted	82,800	1,004,000

There are approximately 4,000 cases (documents) with 30,000 raw TIFF images that did not convert from an earlier version of the imaging database, Police Un-indexed Case Files. The current image database contains a reference entry that provides the number of pages that should be associated with the case (document). Each raw TIFF image contains the case file number.

The vendor will work with City project staff to develop a written statement of work and schedule by which this work will be accomplished prior to beginning any conversion work. The vendor will develop a schedule and implementation plan for migrating all existing TIFF images including the hardware, software, and staff resources necessary to implement this conversion. The vendor is expected to accomplish a knowledge transfer to City project staff of the techniques involved with this task.

1.3.3. Phase III - Image Enable Permit Tracking System (KIVA)

The City's Permit Tracking is through the KIVA software application ( http://www.kiva.com/). KIVA maintains land, permit, inspection, and business license information. Because each area requires interaction with people inside and outside the City, KIVA provides a mechanism for relating documents to specific information. These documents are then made available to anyone working on an area (land, permit, inspection, etc.) through file associations. When a document is requested, the application used to create the document is started and the document is displayed. This functionality does not currently extend to scanned documents.

The Phase III objective will be to retrieve and view scanned document attachments within the KIVA application. These documents may include any document types described in Section 1.1.6 but will primarily consist of 8 1/2 x 11 documents and "E" (34" x 44") size maps and drawings. The vendor will need to address images that have been converted from the existing imaging application per Section 1.3.3, scanned as part of Section 1.3.5, and newly received documents to be scanned during land development processing.

The vendor will work with City project staff to develop a written statement of work and schedule by which this work will be accomplished prior to beginning any integration work. The statement of work will at minimum include:

· Process for attaching existing images.

· Process for attaching new images.

· Description of interface to allow image viewing from KIVA application.

· Indexing scheme (see Appendix C).

The vendor is expected to accomplish a knowledge transfer to City project staff of the techniques involved with this task.

1.3.3.1. Interface Design Document

The vendor will develop a detailed interface design document in conjunction with the City's project team. The interface design document will provide a framework for integrating the EDMS solution into the KIVA application and will at minimum include:

· Problem description.

· Integration design description.

· Expected outcome.

This document will detail the EDMS application integration concepts and provide system documentation.

1.3.3.2. Implementation Plan

The vendor will develop a detailed Phase III implementation plan document in conjunction with the City's project team. The implementation plan document will at a minimum include:

· Software installation.

· Hardware configuration.

· Testing.

· Validation.

· Client deployment.

· User training.

· Schedule.

The implementation plan will be used to monitor the progress of Phase III and provide system documentation.

1.3.3.3. Software Installation

The vendor will install, configure, test, and validate that the EDMS software is fully functional in both the desktop and web environments. Client license deployment will be based on the successful conclusion of work performed in each project phase. The software licenses associated with Phase III include:

· 10 concurrent users

· 2 desktop scanning capture engines - for large format scanners

· 20 viewers

1.3.4. Phase IV - Image Enable Enterprise Resource Planning System (J.D. Edwards)

The City recently selected J.D. Edward's ( http://www.jdedwards.com/) OneWorld software as the City's Enterprise Resource Planning (ERP) application. The ERP application will contain all the City's financial and human resource data. The project will begin in the September 2000 with the following modules:

· Finance

_ General Ledger

_ Job Cost

_ Budget Development

_ Accounts Payable

_ Purchasing

_ Fixed Assets

_ Accounts Receivable

· Human Resources

_ Applicant Tracking

_ Employee Relations

_ Position Control

_ Classification and Compensation

_ Benefits

_ Payroll

The Phase IV objective will be to obtain seamless integration between the successful EDMS solution and the J.D. Edwards OneWorld application. An ERP user must be able to be in a OneWorld screen doing research and be able to retrieve any related business document regardless of type or format from the proposed EDMS solution. Document capture and indexing should be accomplished using the minimum of tasks from within the ERP.

The vendor will work with City project staff to develop a written statement of work and schedule by which this task will be accomplished prior to beginning any integration. The statement of work will include at a minimum:

· Process for attaching new images.

· Description of interface to allow image viewing from the J.D. Edwards OneWorld application screens.

· Indexing scheme (see Appendix C).

1.3.4.1. Interface Design Document

The vendor will develop a detailed interface design document in conjunction with the City's project team. The interface design document will provide a framework for integrating the EDMS solution into the OneWorld application and will at minimum include:

· Problem description.

· Integration design description.

· Expected outcome.

This document will detail the EDMS application integration concepts and provide system documentation.

1.3.4.2. Implementation Plan

The vendor will develop a detailed Phase III implementation plan document in conjunction with the City's project team. The implementation plan document will at a minimum include:

· Software installation.

· Hardware configuration.

· Testing.

· Validation.

· Client deployment.

· User training.

· Schedule.

The implementation plan will be used to monitor the progress of Phase III and provide system documentation.

1.3.4.3. Software Installation

The vendor will install, configure, test, and validate that the application software is fully functional in both the desktop and web environments. Client license deployment will be based on the successful conclusion of work performed in each project phase. The software licenses associated with Phase IV include:

· 30 concurrent users

· 40 viewers

1.3.5. Items Not Included in RFP Scope

The vendor will not include hardware or database licensing in the RFP pricing. However, the vendor is expected to recommend hardware and software items necessary for a successful EDMS implementation.

The following functionality will be evaluated but is NOT within the RFP scope:

· Workflow: Automates electronic document routing for a business process. Components include workflow design maps, rule-based engines, client interfaces or "in-boxes," and run-time administration and monitoring utilities.

· Computer Output to Laser Disc (COLD): Indexes print stream files originating from a host computer system and provides on-line access to the report pages and data. Key features include data stream translation, indexing, storage, searching, and the ability to render the information in a viewer.

2. Procurement Process

This section provides information regarding the City's procurement process for this RFP.

2.1. Procurement Schedule

Table 8, summarizes the procurement process milestones.

Table 8. Schedule of Contract Events

Milestone	Scheduled Date
Release RFP	August 18, 2000
Vendors' Pre-proposal Conference	August 25, 2000
Proposals Due	September 29, 2000
City Announces Finalists	October 13, 2000
Demonstrations /Proposal Validation/Site Visits	Demo 1 October 30, 2000 Demo 2 October 31,2000 Demo 3 November 1, 2000 Sites November 2 - 8, 2000
City Announces Apparently Successful Vendor	November 10, 2000
Contract Negotiations and Detailed Planning	November 13,- December 31, 2000
Operations Committee	January, 2001
City Council	January, 2001
Contract Signed	day after City Council approval

The City reserves the right to modify the schedule as circumstances may warrant.

2.2. Proposal Date, Time, Location

See Vendor Response Section for proposal format.

Proposals must be received at the City address listed below no later than September 29, 2000, 3:00 PM, Pacific Time. Vendors are solely responsible for ensuring that proposals are delivered on time. Delays caused by any delivery service, including the US Postal Service, will not necessarily be grounds for a waiver of the deadline requirement. Proposals submitted after the deadline may be rejected. Electronic proposal copies, such as fax or E-mail, will not be accepted. All Proposals must be delivered to:

City Clerk's Office

Enterprise Document Management System RFP

City Of Kent

220 4th Avenue South

Kent, WA 98032

2.3. Communications with the City of Kent

All communications regarding this RFP from vendors and other sources must be directed as follows:

Jim McKenney

City of Kent

Information Technology

220 4th Avenue South

Kent, WA 98032

Phone: (253) 856-4606

Fax: (253) 856-4735

Email: jmckenney@ci.kent.wa.us

2.4. Vendor Clarifications and Questions

The City will address specific issues unique to this RFP at the vendors' pre-proposal conference on August 25, 2000.

Specific vendor questions concerning the RFP must be submitted in writing (may be faxed or sent via e-mail). However, questions must be received by 8:00 a.m., PDT, August 25, 2000. Copies of questions relevant to the RFP process, together with the City's response will be distributed to all participating vendors.

Vendors who seek information, clarification, or interpretations from City employees without using this written submission process are advised that such material is used at the vendor's own risk and the City shall not be bound by any such representations, whether oral or written.

2.4.1. Clarifications

The City reserves the right to obtain clarification of any point in a vendor's proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a vendor to respond to such a request for additional information or clarification may result in rejection of the vendor's proposal. The City's retention of this right shall in no way reduce the responsibility of vendors to submit complete, accurate, and clear proposals.

2.4.2. Vendor Contact

The proposal must include the name of the specific individual who will act as the primary vendor contact during proposal evaluation. The proposal must identify the contact's organization, position in the organization, address, telephone number, fax number, and e-mail address.

2.5. Summary of RFP Process

The outline given below describes the City's procurement process after RFP release.

2.5.1. Vendors' Pre-Proposal Conference

Vendors are encouraged, but not required, to attend a vendor pre-proposal conference at the City. The vendor pre-proposal conference will be held in the City Hall building located at 220 4th Avenue South, Kent, WA 98032 on August 25, 2000, from 9:00 AM to 12:00 PM. The contact person is Jim McKenney, who can be reached at (253) 856-4606. The meeting's purpose is to provide a forum for open discussion and to resolve questions relative to the RFP.

2.5.2. RFP Changes or Amendments

Any RFP revisions will be issued in the form of an addendum and will be distributed to all vendors prior to the proposal due date.

2.5.3. Vendor Submits Proposal

Reference vendor instructions in Section 3 of this document for the required vendor response format and content.

2.5.4. City Evaluates Proposals

The vendor responses will be evaluated based on their proposal's merits as described in Section 3.0. The City's evaluation team will determine which vendor solution can best serve the City's goals and environment. The evaluation will focus on the following aspects:

· Vendor Qualifications

· Software Functionality

· Ease of Use

· Data Requirements

· Technical Environment and Support

· System and Software support

· Costs

· References

2.5.5. City Announces Finalists

The City will announce up to three finalists. The City reserves the right, at any time during the selection process, to include additional vendors for final evaluation activities. The selected vendors will be notified and a time will be scheduled for the vendor to participate in scripted demonstrations. Finalist vendors will be asked to provide the City with system documentation.

2.5.6. City Evaluates Vendor Documentation

The City will evaluate the vendor documentation. The City may also request additional documentation.

2.5.7. Vendor Demonstration

The vendor demonstration consists of two activities taking place in one day, as described below:

Scripted Demonstrations

The City will provide demonstration scripts to each finalist vendor at least 1 week before the vendor's scheduled demonstration. Each vendor will demonstrate their products based on the issued scripts. The scripted demonstration will take approximately 4 hours.

The City may require vendor technical experts to participate at this time in discussions with City Information Technology staff. Scripts will include some sample data. Such sample data will be minimal and sample data preparation is not expected to be burdensome.

Proposal Validation

The second half of the vendor demonstration is for proposal validation. The intention is to discuss the City's needs and the proposed solution, including the cost model. The purpose of this activity is to:

· Begin developing a partnership.

· Enable the City to fully understand the proposal's cost element in order to equitably compare competing proposals.

· Initiate contract discussions.

· Discuss technical architecture.

· Discuss vendor business qualifications.

· Discuss scope of potential system modifications.

· Discuss potential team members.

2.5.8. Hands-On Demonstration of Proposed Products

Finalist vendors may be required to arrange the on-site availability of vendor proposed products to give selected City personnel the opportunity to work with the proposed products. At minimum, access to the proposed products must be available for a two-week period. The vendor may be required to provide assistance to the City during this period of time.

2.5.9. City Visits Vendor Client Sites and/or Vendor Product Laboratories

Vendor(s) may be required to make arrangements for a team from the City to visit up to three (3) representative customer sites for purposes of viewing first hand the proposed products being used in a live, production environment. The vendor may also be required to prepare and coordinate an agenda prior to the visitations. In addition, vendor(s) may be required to make arrangements for a technical team from the City to meet with members of the vendor's development team or visit the vendor's product laboratories.

2.5.10. Final Vendor Selection

The City reserves the right to negotiate with all vendors deemed qualified based on the evaluation process. Qualified vendors are those vendors identified as viable by the evaluation team. At this stage in the process, the City prefers to work with a single vendor on the terms of its proposal; however, the City may elevate more than one viable vendor to the next level. The City reserves the right to review the most recently audited financial statements for selected vendor(s).

The City will invite the selected vendor(s) to participate in separate, on-site "discovery" sessions. The purpose of these sessions is to allow the vendor(s) to ask questions and find answers that will enable the vendor to develop a detailed Statement of Work. The Statement of Work, including updated costs, will be submitted to the City for evaluation. A final vendor will be selected based upon the overall benefit/cost ratio of each proposal. The selected vendor will be notified and a time scheduled for final contract negotiations.

2.5.11. Acceptance Test Plan

The City will develop (in consultation with vendor) and reach mutual agreement with vendor on an acceptance test plan detailing the scope of testing and specific test cases for each module of the software products purchased. All testing will be done using City equipment.

2.5.12. Progress Payment Schedule

The City expects to make staged progress payments based upon on-time completion of specific work packages and delivery of corresponding functionality. These units of work and performance requirements are to be defined prior to contract execution.

The City anticipates issuing progress payments at the following milestone points:

· Phase I - EDMS Software, System Design, Installation, and Training Completed

· Phase II - Image Conversion Completed

· Phase III - Image Enable Permit Tracking System (KIVA) Completed

· Phase IV - Image Enable J.D. Edwards Completed

The costs and terms shall be in effect until January 1, 2002, or one year from the date of final acceptance, whichever occurs later. The final contract will be financially binding and will include a non-performance clause.

2.5.13. Finalize Contract

This selection phase will be used to finalize the contract terms and conditions. See Appendix B for details. If the City and the selected vendor are unable to agree on terms and conditions at this point, the City may exercise its right to negotiate with other vendors. The City reserves the right to add terms and conditions during contract negotiations. These terms and conditions will be within the scope of the RFP and will not affect the proposal evaluations.

2.5.14. Contract Approval

The City's obligation will commence when the City Council, Mayor, and Information Technology Director approve the contract. Upon written notice to the vendor, the City may set a different contract starting date, and all warranties and price guarantees, and other time sensitive conditions will be adjusted accordingly. The City will not be responsible for any work done by the vendor, even work done in good faith, if it occurs prior to the contract start date set by the City.

2.6. Proposal Process

This section outlines the responsibilities of both the City and vendor in the creation and disposition of materials contained in the vendor's proposal.

2.6.1. Reference Checks

The City may conduct reference checks on competing vendors throughout the procurement process. The City may also contact any person or organization for information regarding a vendor regardless of the references provided by the vendor.

2.6.2. Costs Incurred by Vendors

The City shall not be liable for any costs incurred by a prospective vendor for preparing or submitting a proposal to the City or for any subsequent demonstrations required by the City. Proposals should be prepared simply and economically, providing a straightforward, concise description of vendor capabilities to satisfy the proposal requirements.

2.6.3. Right of Selection or Rejection of Proposals

The City offers this proposal for software products and technical services as a competitive negotiation. The City, at its sole option, may select or reject any or all proposals for any reason, may waive any informality in the proposals received, and may waive minor deviations from the specifications and shall be the sole judge thereof. Selection of a vendor shall not be construed as a contract award. The City may award a contract on the basis of information in addition to that received in a proposal. Therefore, it is emphasized that all proposals should be complete and submitted with the most favorable financial terms.

2.6.4. Incorporation of RFP and Proposal in the Final agreement

This RFP and the vendor's proposal, including, without limitation, all promises, warranties, commitments, demonstrations and representations made during the proposal selection process, shall be binding and incorporated by reference into the City's contract with the vendor.

2.6.5. Errors in Proposals

Vendors are responsible for all errors or omissions in their proposals and any such errors or omissions will not serve to diminish their obligations to the City. Vendors will not be allowed to alter proposal documents once proposals have been submitted. The City reserves the right to allow corrections or amendments due to errors identified in the proposals by either the vendor or the City. The City may waive minor administrative irregularities contained within the proposal documents.

2.6.6. Vendor Prime Contractor Responsibility

If a vendor's proposal includes equipment, hardware, software, or services to be supplied by other entities, it is desirable that the proposing vendor acts as prime contractor for the procurement of all products and services. The vendor, as the prime contractor, should be the sole point of contact, including payment of any and all charges resulting from the purchase of the proposed software and services. The vendor, acting as the prime contractor, should take full responsibility for the demonstration, construction (if required), delivery, installation, and acceptance testing of the proposed items supplied by its subcontractor(s). Each subcontractor used by the vendor on this project shall be identified to the City on the form titled Subcontractor Identification, found in Appendix A of this document.

2.6.7. Period of Validity of Proposals

The vendor must certify that its proposal will remain in effect for 180 days after the completion of vendor demonstration. The City may request an extension beyond the 180 days.

2.6.8. Proprietary Material

The City will attempt to protect legitimate trade secrets of any vendor. Examples of such information would be unpublished descriptions of proprietary system design. Any proprietary information contained in the proposal must be designated clearly and should be separately bound and labeled with the words "Proprietary Information." Marking the entire proposal proprietary may result in the rejection of the proposal. Vendors should be aware that the City is required by law to make its records available for public inspection, with certain exceptions. This legal obligation may not require the disclosure of proprietary, descriptive literature that contains valuable designs, drawings, or documentation. However, the vendor, by submission of materials marked "Proprietary Information," acknowledges and agrees that the City will have no obligation or liability to the vendor in the event that either must disclose these materials.

2.6.9. Proposal Confidentiality

Additionally, The City intends to keep each proposal confidential. By submitting itself to the City's proposal process, each vendor agrees that it will not seek to obtain, review, or compare any other proposal until final selection is complete. Accordingly, if the City receives any such requests from any vendor, the City will refuse that request, and will not disclose any part of any other proposal. If a vendor nevertheless persists in its efforts to obtain, review or compare any other proposal, the City may, at its sole option, eliminate that vendor from further consideration.

2.6.10. Proposal Disposition

All materials submitted in response to this RFP shall become the City's property.

3. Vendor Instructions

This section provides the format and description of the information required for a vendor's response to be considered by the City. The vendor must submit three (3) hardcopies (paper) and one (1) electronic copy of their proposal at the date, time, and location given in Section 2.1.1 of this document.

3.1. Prime Contractor

The City prefers to work with a single prime contractor for all product and implementation services. Nevertheless, if vendors wish to partner, they must submit a single proposal with an established entity that shall be the primarily responsible point of contact. For example, a software vendor/systems integrator team should propose jointly. Vendors wishing to propose separate contracts must clearly state this intention in their proposal.

Vendors may choose to partner with other software providers to provide enhanced functionality to the City. For example, a software vendor may choose to partner with another software provider to input functionality or storage management, etc. A single proposal should be provided, with prime responsibility clearly delineated

3.2. Partial Solutions

Proposals for partial solutions will be evaluated on the basis of their potential role in the overall solution set. The City would prefer to receive proposals for all required modules.

3.3. Proposal Format

The vendor's proposal shall be submitted in the format outlined in this section. Failure to comply with the specified format may result in the City's rejection of vendor proposal. The City reserves the right to reject all proposals. Other subject headings may be added as the vendor believes necessary. The City reserves the right to require additional information or materials after the proposals are submitted.

Vendors must respond to all requirements stated in this RFP and all of the appendices for the solution(s) they are offering, whether the vendor is proposing a complete software solution or a partial software solution.

The proposal must be signed by an officer authorized to negotiate for and contractually bind the vendor. The vendor must demonstrate this authority by completing the Vendor Authorization located in Appendix A.

Submit one original of your proposal, along with three (3) copies, and one (1) diskette in Microsoft Word 97/2000, with the cost model in Microsoft Excel 97/2000. The entire proposal must be submitted to the City Clerk in a sealed envelope or box.

The following is an outline of the proposal contents. Guidelines for completion of each section are included below.

I.

Cover Letter

The cover letter is to identify the vendor(s) and provide a summary of the proposal.

II. Table of Contents

III. EDMS Requirements

Complete section 4 of this document. See section 3.2 for instructions.

VI. Technology Requirements

Complete section 5 of this document.

VII. Implementation Requirements

Complete section 6 of this document.

VIII. Vendor Response Forms - Appendix A

Vendor characteristics that should be demonstrated in response to this section include:

_ A proven track record for both software use and implementation services for public sector organizations similar in size and complexity to the City.

_ Experience building document-enabled applications that can be scaled vertically within single departments and horizontally across city departments.

_ Dedication to ongoing development of and support for the proposed solution(s).

Vendor Profile

The vendor must complete the vendor profile provided in Appendix A.

Vendor Authorization

The vendor authorization must certify that this is the vendor's response to the City's RFP and identify both a vendor contact point for the vendor and the person authorized to negotiate for and contractually bind the vendor. A format is provided in Appendix A.

Subcontractor Identification

The vendor must provide information for each subcontractor included in the proposal. A format is provided in Appendix A.

Software Customer References

The vendor must provide at least three (3) references. These references should be as similar as possible to the City in function and size. In addition, at least two references should describe projects completed by the proposing software vendor/implementation team combination. A format is provided in Appendix A.

Cost Model

City representatives will review the cost model with finalist vendors following system demonstrations. Instructions are provided along with the cost model in Appendix A.

Year 2000 Compliance Statement

The vendor must certify that all proposed software and hardware is Year 2000 compliant according to the City's definition. A compliance statement is included in Appendix A for the vendor to review, sign, and return with their proposal. The vendor may substitute their own Year 2000 Compliance Statement.

Non-Collusion Covenant

The vendor must certify that it has in no way entered into any contingent fee arrangement with any firm or person and that the vendor has not in any manner sought by collusion to secure any advantage over other vendor(s). A Non-Collusion Covenant is located in Appendix A for the vendor to review, sign, and return with their proposal.

Equal Employment Opportunity Declaration

The vendor must certify that they comply with the City's Minority and Women Contractors Policy. A copy of the City's Administrative Policy and a declaration are included in Appendix A for the vendor to review, sign, and return with their proposal.

IX. Proposal Price Guarantee

The vendor must provide a written guarantee to maintain the prices proposed in the cost summary for 180 calendar days beyond completion of the vendor demonstration.

X. Acceptance of Terms

An authorized vendor representative must submit a statement demonstrating the vendor's acceptance of all parts of the RFP including terms outlined in Appendix B. If the vendor cannot provide this acceptance statement, the vendor must enumerate each specific exception to the City's RFP, together with the vendor's proposed changes. The City will not accept substitutions by the vendor with the vendor's own boilerplate documents.

XI. Additional Materials Submitted by Vendor

VENDORS SHOULD BE AWARE THAT THIS DOCUMENT, THE VENDOR'S RESPONSE AND AN IMPLEMENTATION SCHEDULE WILL BE ATTACHED TO THE NEGOTIATED SALES CONTRACT. IN ADDITION, THE WARRANTY CLAUSE IN THE SOFTWARE LICENSE AGREEMENT MUST STATE THAT THE SOFTWARE WILL OPERATE IN CONFORMANCE WITH VENDOR'S RESPONSE TO THIS RFP.

3.4. Response to Requirements Questionnaire

Proposals must respond to the RFP requirements questionnaire based on the functionality existing in the most current installed product version. Vendors shall clearly indicate if customization is necessary to meet a required or optional specification. The customization cost shall be itemized in the Cost Worksheet. If customization is necessary, the vendor shall provide an explanation that details the customization's extent.

The vendor must indicate the version number(s) in Section 5, Technology Questionnaire. If the feature does not exist in the most current installed version, the vendor must respond with NO, but may indicate if the feature will be provided in a future version.

3.5. Response to Questionnaires

The vendor will indicate whether the feature or functionality is provided (Yes), not provided (No), can be customized to provide it (Cust). The comments column shall be used to answer describe questions. The vendor may use this section to clarify a response, state any modifications needed to realize the feature, indicate if the feature is provided in a future version and/or specify if the feature is provided by a third party. The City expects that comments will be provided for any feature that the vendor cannot respond to by checking yes or no.

4.

5. EDMS Functional Requirements

This section describes the anticipated processing and operations that the proposed system must support and details the specific system requirements that must be fulfilled. The City is only interested in "commercial off the shelf "(COTS) products. These products shall be implemented and seamlessly integrated by the software manufacturer and/or a network of experienced integrators certified by the software manufacturer. The vendor shall have verifiable experience in the design and implementation of imaging and document management applications.

Vendors must clearly specify any and all parts of the proposed system that are not "out-of-the-box" and that require development and/or customization. If development or customization is required, vendors must indicate what tools will be used, resources required, time frames, and costs.

Vendors are encouraged to propose additional or enhanced features, components and designs if they feel that important issues have been overlooked and/or if they can improve the proposed system functionality or efficiency.

Legend for EDMS and Technology Questionnaires:

The vendor will indicate by a check (_) whether the feature or functionality is provided (Yes), not provided (No), or can be customized to provide it (Cust). If the feature can be provided by the use of 3^rd party vendors, indicate so in the Comment column. When asked to describe how the proposed solution would fulfil the requirement, use the Comment column for the response.

5.1. Document Imaging

This functionality involves capturing paper documents in digital form. These digital documents may then be indexed, annotated, archived, searched, retrieved, or viewed.

Ref #	Imaging	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
4.1.1	Does the proposed solution support ISIS standards?
4.1.2	Does the proposed solution support 256 shades of gray?
4.1.3	What is the range of scanning resolution (in dot per inch, DPI) that the proposed solution supports? (200, 300, or higher)
4.1.4	Does the proposed solution allow an operator to change DPI settings on the fly?
4.1.5	List all formats and compression standards supported by the proposed solution.
4.1.6	Does the proposed solution use propriety bits in the TIFF header? If so, please describe.
4.1.7	Does the proposed solution support both pre-defined scanner settings such as brightness, contrast, and resolution and allow the scanner operator to manually adjust the settings?
4.1.8	Does the proposed solution allow the scanner to sense the characteristics of a document and automatically adjust the scanner settings to optimize the image?
4.1.9	Does the proposed scanning solution support a scan restart in mid-batch in case of an interruption?
4.1.10	Does the proposed solution support duplex scanning? If yes, are blank pages created when there is nothing on the reserve side?
4.1.11	Is the proposed scanning process able to sense and eliminate blank pages automatically?
4.1.12	Does the proposed solution allow additional pages to be inserted into a scanned document?
4.1.13	Does the proposed solution allow individual pages to be deleted?
4.1.14	Does the proposed solution support Optical Character Recognition (OCR)?
4.1.15	Describe how annotations are stored?
4.1.16	Does the proposed system have the following markup capabilities: highlighting,_"sticky notes", blackout__digital stamp,_digital signatures?
4.1.17	Does the proposed solution's annotation functionality alter the original image? If yes, please describe.
4.1.18	Does the proposed system have the following repair tools: De-skewing, speckles and artifact removal, cropping, line removal, line smoothing, rotation, automatic scaling for output, and fill for holes?
4.1.19	Does the proposed solution support searchable annotations?
4.1.20	Does the proposed solution provide any quality assurance or image review processing tools? If yes, please describe.
4.1.21	Does the proposed solution support bar code recognition?
4.1.22	Does the proposed solution support automatic indexing based on bar codes?
4.1.23	Does the proposed solution support large format scanning? Describe how the product would address this requirement, listing any special drivers or interfaces necessary and identifying any costs associated in the cost estimate.

5.2. Electronic Folder Management

This functionality involves virtual folders that can contain multiple objects of differing formats. A virtual folder can hold images, word-processing documents, spreadsheets, graphics, Portable Network Graphics (PNG), JPEG, HTML, XML, PDF, etc. Images and text counterparts can be stored together in folders or they can be converted to final form documents such as Adobe PDF. The user can see any of these documents using a universal viewer or web browser. For each response, distinguish the characteristics between the thick client viewer and web browser.

Ref #	Electronic Folder Management	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
4.2.1	Describe how folders are created, number of levels within a folder, naming conventions, and how users can dynamically customize folder views and indices.
4.2.2	Describe how images are assembled into folders/documents.
4.2.3	Does the proposed solution provide the ability to move images individually or as a group between folders?
4.2.4	Does the proposed solution provide the ability to drag and drop folders created in a Web browser?
4.2.5	Does the proposed system support fax documents, e-mail documents, e-forms, and other non-imaged documents in the folders?
4.2.6	Does the proposed solution include a universal viewer? (One that does not require launching the native software application). Please describe.
4.2.7	Does the proposed solution support thumbnails?
4.2.8	Does the proposed solution support storing a single image in multiple folders to limit redundant images?
4.2.9	Can more than one user view the same document at once?
4.2.10	Does the proposed solution allow for simultaneous multiple image viewing with window and image scaling?
4.2.11	Does the proposed solution support the ability to pan, zoom (in/out), and scale an image?
4.2.12	Does the proposed solution retrieve all the pages of a document or just the first page? Describe the method of page retrieval.
4.2.13	Does the proposed solution have system administration tools to control page retrieval? Describe the functionality.
4.2.14	Can documents be printed from the viewer?

5.3. Image Enabling Applications

This functionality involves using the imaging engine within another business application. The imaging engine is not the dominant application and can operate without modification to any source code. Data transfer from the host application can populate the image indexes without user intervention.

Ref #	Image Enabling Applications	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
4.3.1	Does the proposed solution support data extraction from ODBC compliant host applications for automatic indexing? For example, address, project name, project number, assessors parcel number depending on the ODBC data source. Please describe tools used to support this requirement.
4.3.2	Does the proposed solution require any proprietary plug-ins for image viewing? If so please describe.
4.3.3	Does the proposed solution support searching on multiple index fields?
4.3.4	Does the proposed solution support a shared repository? For example, a property deed would be scanned, and indexed using the EDMS imaging. Could a user search and retrieve this property deed from within the image-enable permit tracking system using the same indexes?
4.3.5	Does the proposed solution support storing indexes in SQL Server 7.0?

5.4. Document Management

This functionality includes, indexing, library services such as version control, search, retrieval, check-in, check-out, and document security regardless of media type, location, or format.

Ref #	Document Management	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
4.4.2	Does the proposed solution support document version control?
4.4.3	Does the proposed solution support check in/check out of document objects? Describe.
4.4.4	Describe the proposed system's indexing capabilities (maximum number of indexes per document) and any limitations in combination of types (character, numeric etc.)
4.4.5	The City expects over time to have to add or delete selected index structures from a document group structure. Describe how changing the index structures (as opposed to individual data elements) can be accomplished.
4.4.6	Does the proposed system have the capability of indexing electronic documents such as e-mail, electronic forms, and intranet/internet forms without converting these types of documents to paper documents for scanning and indexing?
4.4.7	Does the proposed solution support full text searching?
4.4.8	Does the proposed solution have a web client? If so please describe the capabilities.
4.4.9	Does the proposed solution require a proprietary image viewer ?
4.4.10	Does the proposed system include a search engine? Describe the search engine's features and capabilities.
4.4.11	Does the proposed solution include metadata in the indexing process?
4.4.12	Does the proposed system support a feature that will allow an operator to view the document and re-index if necessary? Please describe.
4.4.8	Does the proposed solution support complex document types? (email, spreadsheets, AutoCAD, Word, etc)
4.4.9	Does the proposed solution provide for Microsoft Office Integration? Please describe.
4.4.10	Does the proposed solution provide for Microsoft Exchange Integration? Please describe.

6. Technology Requirements

This section contains requirements pertaining to the proposed solution' s technology and operating system platforms.

6.1. Overall Requirements

The overall requirements address general system elements that are not addressed by the other technology system requirements.

Ref #	Overall Requirements	Vendor Response
	Application Feature/System Requirement	Y	N	Comment
5.1.1	List the software version number and release date for each proposed module, including third party solutions.
5.1.2	Does the system provide context sensitive help based on the cursor location?
5.1.3	Does the system provide the ability to create user-customized help at all levels? (e.g. system, module, screen, field)
5.1.4	Is the Information Model published? If yes, describe how and in what form the Information Model is made available to users, (CD, the web, hardcopy, etc.)
5.1.5	Describe how changes to the information model due to configuration, customization, or upgrades are documented. Attach additional documentation if desired.
5.1.6	Describe/list technical and user documentation provided with the proposed solution.

6.2. System Design

The system design requirements deal with how the proposed solution is architected. These requirements and questions attempt to identify elements that exist in the City's environment and those that may be introduced by the proposed solution.

Ref #	System Design Requirements	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
5.2.1	Attach diagrams and other documentation describing the proposed Application Architecture, e.g., application servers, cache server, clients, index database, image database, middleware, etc. Show the interaction of the components. Attach and/or describe the proposed solution's open architecture standard, include middleware, APIs, etc. Indicate where processing takes place and where processing power is critical.
5.2.2	Does the proposed solution need proprietary hardware to work properly?
5.2.3	Describe the proposed solution's scalability. What additional software licensing costs will be incurred as the system scales up.
5.2.4	What database systems are certified for use with this product?
5.2.5	Does the system provide COM support?
5.2.6	Does the proposed system provide database backup and recovery functions? If yes, describe in detail how database backup and recovery functions operate.
5.2.7	What is your XML strategy? Please describe.

6.3. Operating Environment

The operating environment requirements evaluate the proposed solution's compatibility with the City's current technical environment. Reference the City's technical operating environment description located in Section 1.5.5.

Ref #	Operating Environment Requirements	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
5.3.1	Is the system 100% compatible with the desktop components as described in the section 1.1.3 Technology Environment? Describe any known conflicts with the proposed technology environment components.
5.3.2	Based on the technology proposed, describe the minimum, recommended, and optimal client hardware configuration for a user. Describe for both a "power user," and a browser user.
5.3.3	Does the system provide automated network client installs and upgrades?
5.3.4	Does the system provide messages to the system administrator if the maximum number of concurrent users is exceeded?
5.3.5	Does the system provide 32-bit client support?
5.3.6	Assuming a Windows NT server using the SQL Server database, describe the server hardware requirements for your product including CPU, disk space, and RAM. Provide recommendations for initial install as well as for 5 years of growth. Attach documentation if appropriate.
5.3.7	Does the proposed system support committal to optical media based on last access date? For example, a document is scanned at 9:00 a.m., quality control checked, indexed and released. The document is stored on magnetic media and is available for all end-user retrieval and use. The document would be moved to optical disk, based on document type and last access date.
5.3.8	Does the proposed solution exclusively use IP protocols?
5.3.9	Does the proposed solution support storing a document on magnetic media after data capture, and then allow an end-user the option of committing the document to optical. Describe how the proposed solution would support this.
5.3.10	Please describe the proposed solution's methodology for storing an image on magnetic media and optical disk storage.
5.3.11	Describe the file system and structure that is used for storing and managing the image files.
5.3.12	Specify what software is used to manage the storage media and the process that is used. This would include reporting and storage management utilities.

6.4. Administration

The administration requirements are intended to assess the technical expertise necessary to manage the proposed solution.

Ref #	Administration Requirements	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
5.4.1	Describe the licensing requirements for viewers.
5.4.2	Does the proposed solution allow for remote administration?
5.4.3	Does the proposed solution provide any tools to aid in the deployment of the software to clients?
5.4.4	Does the proposed solution have the ability to customize the user's interface based on a user's profile?
5.4.5	Does the proposed solution allow for varying levels of administrator security?
5.4.6	Does the proposed solution offer a detailed system error log or messaging service?

6.5. Security

This section probes the proposed solution's security features. Clearly indicate where the security features addressed in this section vary between or among modules.

Ref #	Security Requirements	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
5.5.1	Does the proposed solution support Windows NT security profiles?
5.5.2	Does the proposed solution have the ability to synchronize password expiration with network security?
5.5.3	Does the proposed solution have ability to create categories of documents, by retention period, similar indices and security?
5.5.4	Describe the level of control the proposed solution supports. Are controls at the file, folder, document, page, or sub-page level?
5.5.5	Does the proposed solution provide any special security features to protect indexes?
5.5.6	Describe the security reporting available for audit purposes (e.g., application functions each user can access, user database access, etc.). Attach additional documentation if desired.
5.5.7	Does the system provide a single user logon for all proposed applications/modules?

6.6. Customization

This section will provide the City with information concerning the available customization features and the ability to carry customizations forward into future releases.

Ref #	Customization	Vendor Response
	Application Feature/System Requirement	Y	N	Cust	Comment
5.6.1	Attach documentation describing the tools and processes required for customization of the product suite.
5.6.2	Describe how software customizations impact the software maintenance and agreement support. Attach documents if available.
5.6.3	Describe, in detail, how configuration and/or customization changes are affected by subsequent software releases.

6.7. Professional Services -Support

Influence in the direction of the application, support, and training is important to the City. The professional services and support requirements examine the vendor's commitment to the product and attention to the user's requests.

Ref #	Professional Services - Support
	Application Feature/Requirement	Comment
5.7.1	Describe the proposed solution's policy and timing for dropping support of client operating system, server operating system and database versions.
5.7.2	List contact names, phone numbers and addresses for user groups for the proposed solution.
5.7.3	Response times will vary depending upon the severity of the problem experienced (e.g., problems or bugs that materially affect the functionality of the vendor's product may require immediate onsite response; less critical problems may only require telephone response within a set time period). Describe problem management and escalation procedures in detail.
5.7.4	List the locations of the nearest support offices.
5.7.5	Describe the role user groups play in setting priorities for new features.
5.7.6	Describe the process for implementing a software update, patch, bug-fix. Include resources and time. Identify any costs associated beyond what is included in the annual support fees.
5.7.7	Describe the process for implementing major upgrades. Include resources and time. Identify any costs associated beyond what is included in the annual support fees.
5.7.8	Describe the technical services included in the basic license fees.
5.7.9	Describe training support available. Attach documentation if desired.
5.7.10	Describe documentation types, levels and media that are provided.

6.8. Product History and Vision

The product history and vision questions probe where the proposed solution evolved from and the direction in which the vendor is guiding it.

Ref #	Product History and Vision	Comment
5.8.1	Describe the product's software release history for the past 3 years, including dates, versions, and a brief release enhancement list.
	Attach documents describing the major technological improvements your company is planning for your products and services over the next two to four years. Please address the following potential development areas:
5.8.2	Company's strategic direction.
5.8.3	Adjustments to user interface and/or client software requirements.
5.8.4	Changes to architecture and/or platforms supported.
5.8.5	Functional Enhancements and/or new software modules under development.
5.8.6	Partnerships and/or alliances with other vendors in the industry.

7.

8. Implementation Questionnaire

The City's implementation priorities and anticipated project staffing are located in the section 1.1.6 Project Personnel. The vendor is strongly encouraged to use this information as a guideline to complete the Implementation Questionnaire.

The Implementation Questionnaire contains the following sections:

· Implementation Methodology

· Implementation Team Size

· Training

· Post Implementation Support

· Implementation Customer Reference

The City expects the Implementation Team to possess high levels of knowledge and experience in proven methodologies and best practices. The City's focus is on determining that the implementation team and vendor organization has a high degree of experience with successful implementations. Expertise should include both technical and functional expertise in public sector installations for the proposed products.

Note: The finalist(s) will be required to provide a comprehensive project plan that fully describes how the vendor intends to complete implementation activities in order to manage and successfully complete the City's project.

Note: The City will interview and/or review resume information about implementation team members as part of the final selection and negotiation process.

8.1. Implementation Methodology

Attach a description of the proposed implementation methodology that addresses, at minimum, the following:

· Briefly describe your company's implementation and integration experience and expertise.

· Describe your company's implementation methodology in detail.

· Attach the project plan outline for a project of similar size and complexity with your proposal response.

· Describe how the pre-contract implementation plan is developed.

· Describe how your organization approaches conversion issues. Assume that conversion will be taking place from the existing imaging environment.

· Describe how your organization tests for functional and conversion accuracy.

· Describe what criteria is used to determine system acceptance.

· What amount of elapsed time in months is typically required to implement a project of this size and complexity?

· Describe what level of support is provided during system rollout.

8.2. Implementation Team Size

Identify each necessary additional resource and describe why they are necessary, including the cost to provide the resource.

Review the scope of work as identified in the section 1.3. Assume that the vendor is providing supplementary resources to implement Phase I through Phase IV.

Please describe how you proposed to supplement the City's project team. Describe number of FTEs, the role each individual will play in the process, and expected duration of service for each individual. Describe experience level and/or technical expertise to be provided by each team member and costs associated with providing assistance.

8.3. Training

The City believes that training is critical to the project's success. The following questions explore the technical, functional and end user training recommended by the vendor. For each question, discuss technical and functional implementation team training separately from end user training.

· How many training hours are included with the proposed system?

· How many hours and/or days of training are typically required for a comparable sized customer?

· What are the options available for the training location, e.g. on-site, vendor training facility, etc.?

· Do you provide additional training, if needed? If so, what is the average hourly, daily and/or class rate?

8.4. Post-Implementation Support

Support after the new software is introduced is as important to the City as implementation assistance. The following questions probe the vendor's facilities for supporting the software after sale.

· Please describe post-implementation system support, including the following:

_ Transition from implementation team to another party (if appropriate)

_ Describe all parties that the City would be working with

_ Response procedures for priority vs. non-priority calls

_ Hours of service

_ Remote site support

_ Any other information that would be appropriate to provide to the City

· Please describe how both minor system enhancements and major system upgrades are provided. Please include information with regard to:

_ Frequency of delivery

_ Impact on City staff resources

_ Cost implications for City

_ Training impacts

_ Whether expert help from vendor or third parties is generally required

8.4.1. Implementation Customer Reference

(MUST SUBMIT AT LEAST 3 REFERENCES)

(Public Sector Reference Preferred)

Organization

Contact Name

Contact Title

Address

Telephone

Project Name

Engagement Dates

Describe your firm's involvement with this project in the following areas:

· Project Management

· Organizational Change Management

· Training

· Design

· Conversion and Interface Development

· Customization

· Configuration

· Testing

Appendix A - Vendor Response Forms

Vendor Profile

Please provide the following vendor information shown in Table A1.

Table A1. Vendor Profile Questionnaire

Question	Response
Year founded:
Headquarters location:
Local officer(s):
Total gross revenues:
Total gross revenues for public sector:
Average rate of growth in sales over the last three years:
Percentage of gross revenues invested in research and development: Past year past three years
Dollars invested in research and development dedicated to public sector products: Past year past three years
Number of full-time personnel: Total company management support research and development
Number of full-time personnel dedicated to public sector products: Support research and development
Number of total customers by product suite: past year past three years
Number of new customers by product suite: past year past three years
Number of public sector sales by product suite: past year past three years Washington State
Number of customers "live" utilizing: Proposed Document Imaging Functionality Proposed Document Management Functionality Proposed Web-enabled viewer Proposed J.D. Edwards Interface
Number of customers in implementation phase utilizing: Proposed Document Imaging Functionality Proposed Document Management Functionality Proposed Web-enable viewer Proposed J.D. Edwards Interface
Database Server - Hardware Platform Number of customers "live" utilizing: NT 4.x Windows 2000 Other
Number of customers in implementation phase utilizing: NT 4.x Windows 2000 Other

Vendor Authorization

I, <Vendor Representative Name>, certify that <Vendor Name> has reviewed the City's EDMS RFP for software and implementation services for performance of the following functions:

· Document Imaging: This functionality involves capturing paper documents in digital form. These digital documents may then be indexed, annotated, archived, searched, retrieved, or viewed.

· Electronic Folder Management: This functionality involves virtual folders, that can contain not only images but also multiple objects or formats. A virtual folder can hold images, word-processing documents, spreadsheets, graphics, Portable Network Graphics (PNG), HTML, XML, PDF, etc. Images and text counterparts can be stored together in folders or they can be converted to final form documents such as Adobe PDF. The user can see any of these documents using a universal viewer or web browser.

· Image Enabling Applications: This functionality involves using the imaging engine within another business application. The imaging engine is not the dominant application and can operate without modification to any source code. Data transfer from the host application can populate the image indexes without user intervention..

· Document Management: This functionality includes, indexing, library services such as version control, search, retrieval, check-in, check-out, and document security regardless of media type, location, or format..

· Web Browser Support: The EDMS suite will support both a web-browser and desktop client for viewing imaging and document management documents.

<Vendor Name> has responded to all required sections as directed in the RFP. This proposal constitutes <Vendor Name> response to the City's EDMS RFP.

I further certify that I am authorized to negotiate for and contractually bind <Vendor Name> in all discussions with the City for the procurement of the software and associated services named above.

All contact with <Vendor Name> should be directed to:

Name:

Title:

Address:

Telephone:

Fax:

Email:

Signed ____________________________________ Date _________________

Title _____________________________________ Corporate Seal:

Subcontractor Identification

Please provide the following information for each subcontractor included in this proposal.

Organization

Organization Contact

Contact Title

Address

Telephone

Fax

Email

Please provide a description of Subcontractor's duties while performing work for the City.

Software Customer Reference

(MUST SUBMIT AT LEAST 3 REFERENCES. At least two references should describe projects completed by the proposing Software Vendor/Implementation Team combination. Public Sector References Preferred.)

Organization

Contact Name

Contact Title

Address

Telephone

Server/Database Platform _______________________ Number of Concurrent Users ________________

Contract Dates ________________ Number and Type of Support Personnel _______________________

In the table below, list the modules that were included in the project and the dates they went live.

Table A2. Project Modules Go Live Dates

Module	Approximate Go Live Date
Document Imaging
Document Management
Electronic Folder Management
Image Enabling Applications
Web Browser
J.D. Edwards Interface

Cost Model Instructions

City representatives will review the cost model with finalist vendors following system demonstrations.

The cost model must represent all costs associated with software licensing, implementation and support services, documentation, training, etc. The City's internal resource costs should not be included.

The vendor will provide pricing for each phase of work. The vendor must list in the cost proposal whether annual maintenance fees include minor upgrades, all upgrades/revisions, and service patches. The vendor should indicate any costs associated with support calls not covered by annual maintenance fees.

The vendor must use the cost model provided, however the vendor may adjust the format as is reasonable and appropriate. The vendor is responsible for presenting accurate and valid price information. The local sales tax rate is 8.6 percent and should be included in all proposed prices.

1.0 Phase I -EDMS Software

Refer to Section 1.3.1, Phase I - EDMS Software, for a detailed description of software functionality and services to be provided in Phase I and complete the following subsections.

1.1 Software and Maintenance Costs

Refer to Section 1.3.1.3, Software Installation, for Phase I concurrent user counts and licenses types.

Enter Phase I client access software costs and annual maintenance for client access software in Table A3, Phase I - Software User Licenses and Maintenance Costs. Note any clarifications on licensing types or user license models in the Comment column.

Enter Phase I server software costs and annual maintenance for server software in Table A4, Phase I - Server Software Licenses and Maintenance Costs. All custom and accessory software costs should be noted in this table. Note any clarifications on accessory, custom, and server licensing costs in the Comment column.

1.2 Implementation Costs

Implementation costs include all vendor-incurred costs required to plan and implement Phase I of this project. The Phase I implementation costs should be entered into Table A5, Phase I - Implementation Services Costs. Several cost categories are listed. The vendor may alter these categories to better reflect the services that will be provided. Mandatory categories include:

· System Design Document (refer to Section 1.3.1.1, System Design, for a description)

· Implementation Plan Document (refer to Section 1.3.1.2, Implementation Plan, for a description)

Note any clarifications in the Comment column.

1.3 Training

Refer to Section 1.3.1.4, Training, for training requirements. Enter course names/descriptions, recommended number of trainees, and cost per trainee in Table A6, Phase I - Training Costs. Note if the course can be provided onsite by entering "Onsite" in the Location column. Note the course duration and any clarifications in the Comment column.

Table A3. Phase I - Software User Licenses and Maintenance Costs
Software Functionality	Concurrent User Connections	Unit Cost	Extended	Annual Maintenance	Comment
Document Imaging	10	$ -	$ -	$ -
Document Management	10	$ -	$ -	$ -
Web Viewer	40	$ -	$ -	$ -
Desktop Image Capture Engine	10	$ -	$ -	$ -
Total Cost			$ -	$ -

Table A4. Phase I - Server Software Licenses and Maintenance Costs
Software	Concurrent User Connections	Unit Cost	Extended	Annual Maintenance	Comment
EDMS Server Software	1	$ -	$ -	$ -
Accessory Software	1	$ -	$ -	$ -
Custom Software	1	$ -	$ -	$ -
		$ -	$ -	$ -
Total Cost			$ -	$ -

Table A5. Phase I - Implementation Services Costs
Description of Services	Hours	Average Hourly Rate	Total Cost		Comments
System Design Document	0	$ -	$ -
Implementation Plan Document	0	$ -	$ -
Technical Configuration	0	$ -	$ -
Software Installation	0	$ -	$ -
Configuration	0	$ -	$ -
Testing	0	$ -	$ -
Support	0	$ -	$ -
Travel	0	$ -	$ -
Other	0	$ -	$ -
Total Cost			$ -

Table A6. Phase I - Training Costs
Description of Training/Services	Number of Trainees	Cost	Total	Location	Comment
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
	0	$ -	$ -
Total			$ -

2.0 Phase II - Image Conversion

Refer to Section 1.3.2, Image Conversion for a detailed description of software functionality and services to be provided in Phase II and complete the following subsections.

2.1 Software and Maintenance Costs

Refer to Section 1.3.2.1, Software Installation, for additional Phase II concurrent user counts and licenses types.

Enter Phase II client access software costs and annual maintenance for client access software in Table A7, Phase II - Software User Licenses and Maintenance Costs. Note any clarifications on licensing types or user license models in the Comment column.

Enter Phase II server software costs and annual maintenance for server software in Table A8, Phase II - Server Software Licenses and Maintenance Costs. All custom and accessory software costs should be noted in this table. Note any clarifications on accessory, custom, and server licensing costs in the Comment column.

2.2 Implementation Costs

Implementation costs include all vendor-incurred costs required to plan and implement Phase I of this project. The Phase I implementation costs should be entered into Table A9, Phase II - Implementation Services Costs. Several cost categories are listed. The vendor may alter these categories to better reflect the services that will be provided. Mandatory categories include:

· Implementation Plan Document (refer to Section 1.3.2.2, Implementation Plan, for a description)

Note any clarifications in the Comment column.

2.3 Image Conversion Costs

Refer to Section 1.3.2.3, Existing Image Conversion, for a description of the services required to complete this Phase II task. Enter the cost per image to convert the existing document images based in Table A10, Phase II - Image Conversion Volumes.

Technical information including index data specifications are contained in Appendix C.

Table A7. Phase II - Software User Licenses and Maintenance Costs
Software Functionality	Concurrent User Connections	Unit Cost	Extended	Annual Maintenance	Comment
Document Imaging	10	$ -	$ -	$ -
Document Management	10	$ -	$ -	$ -
Web Viewer	40	$ -	$ -	$ -
Desktop Image Capture Engine	10	$ -	$ -	$ -
Total Cost			$ -	$ -

Table A8. Phase II - Server Software Licenses and Maintenance Costs
Software	Licenses	Unit Cost	Extended	Annual Maintenance	Comment
EDMS Server Software	1	$ -	$ -	$ -
Accessory Software	1	$ -	$ -	$ -
Custom Software	1	$ -	$ -	$ -
		$ -	$ -
Total Cost			$ -	$ -

Table A9. Phase II - Implementation Services Costs
Description of Services	Hours	Average Hourly Rate	Total Cost		Comments
Implementation Plan Document	0	$ -	$ -
Technical Configuration	0	$ -	$ -
Software Installation	0	$ -	$ -
Configuration	0	$ -	$ -
Testing	0	$ -	$ -
Support	0	$ -	$ -
Travel	0	$ -	$ -
Other	0	$ -	$ -
Total Cost			$ -

Table A10. Phase II - Image Conversion Volumes
Department/Subject Data	Documents	Pages	Cost Per Image	Total	Index Fields
City Clerk
Ordinances and Resolutions	4,900	24,000	$ -	$ -	6
Minutes	2,800	11,000	$ -	$ -	3
Contracts	1,000	25,000	$ -	$ -	10
Subtotal				$ -
Planning
Permits	5,100	54,000	$ -	$ -	16
Subtotal				$ -
Public Works
Business Files	1,000	40,000	$ -	$ -	7
Subtotal				$ -
Police
Police Incident Files (raw TIFF)	4,000	30,000	$ -	$ -	0
Police Incident Reports	36,000	350,000	$ -	$ -	2
Corrections	28,000	470,000	$ -	$ -	4
Subtotal				$ -
Total Conversion Cost				$ -

3.0 Phase III - Image Enable Permit Tracking System (KIVA)

Refer to Section 1.3.3, Phase III - Image Enable Permit Tracking System, for a detailed description of software functionality and services to be provided in Phase III and complete the following subsections.

3.1 Software and Maintenance Costs

Refer to Section 1.3.3.3, Software Installation, for additional Phase III concurrent user counts and licenses types.

Enter Phase II client access software costs and annual maintenance for client access software in Table A11, Phase III - Software User Licenses and Maintenance Costs. Note any clarifications on licensing types or user license models in the Comment column.

Enter Phase II server software costs and annual maintenance for server software in Table A12, Phase III - Server Software Licenses and Maintenance Costs. All custom and accessory software costs should be noted in this table. Note any clarifications on accessory, custom, and server licensing costs in the Comment column.

3.2 Implementation Costs

Implementation costs include all vendor-incurred costs required to plan and implement Phase I of this project. The Phase I implementation costs should be entered into Table A13, Phase III - Implementation Services Costs. Several cost categories are listed. The vendor may alter these categories to better reflect the services that will be provided. Mandatory categories include:

· Interface Design Document (refer to Section 1.3.3.1, Interface Design, for a description)

· Implementation Plan Document (refer to Section 1.3.3.2, Implementation Plan, for a description)

Note any clarifications in the Comment column.

Table A11. Phase III - Software User Licenses and Maintenance Costs
Software Functionality	Concurrent User Connections	Unit Cost	Extended	Annual Maintenance	Comment
Document Imaging	10	$ -	$ -	$ -
Document Management	10	$ -	$ -	$ -
Web Viewer	40	$ -	$ -	$ -
Desktop Image Capture Engine	10	$ -	$ -	$ -
Total Cost			$ -	$ -

Table A12. Phase III - Server Software Licenses and Maintenance Costs
Software	Concurrent User Connections	Unit Cost	Extended	Annual Maintenance	Comment
EDMS Server Software	1	$ -	$ -	$ -
Accessory Software	1	$ -	$ -	$ -
Custom Software	1	$ -	$ -	$ -
		$ -	$ -	$ -
		$ -	$ -	$ -
Total Cost			$ -	$ -

Table A13. Phase III - Implementation Services Costs
Description of Services	Hours	Average Hourly Rate	Total Cost		Comments
Interface Design Document	0	$ -	$ -
Implementation Plan Document	0	$ -	$ -
Technical Configuration	0	$ -	$ -
Software Installation	0	$ -	$ -
Configuration	0	$ -	$ -
Testing	0	$ -	$ -
Support	0	$ -	$ -
Travel	0	$ -	$ -
Other	0	$ -	$ -
Total Cost			$ -

4.0 Phase IV- Image Enable J.D. Edwards (OneWorld)

Refer to Section 1.3.4, Phase IV - Image Enable Enterprise Resource Planning System, for a detailed description of software functionality and services to be provided in Phase IV and complete the following subsections.

4.1 Software and Maintenance Costs

Refer to Section 1.3.4.3, Software Installation, for additional Phase IV concurrent user counts and licenses types.

Enter Phase II client access software costs and annual maintenance for client access software in Table A14, Phase IV - Software User Licenses and Maintenance Costs. Note any clarifications on licensing types or user license models in the Comment column.

Enter Phase II server software costs and annual maintenance for server software in Table A15, Phase IV - Server Software Licenses and Maintenance Costs. All custom and accessory software costs should be noted in this table. Note any clarifications on accessory, custom, and server licensing costs in the Comment column.

4.2 Implementation Costs

Implementation costs include all vendor-incurred costs required to plan and implement Phase I of this project. The Phase I implementation costs should be entered into Table A16, Phase IV - Implementation Services Costs. Several cost categories are listed. The vendor may alter these categories to better reflect the services that will be provided. Mandatory categories include:

· Interface Design Document (refer to Section 1.3.4.1, Interface Design, for a description)

· Implementation Plan Document (refer to Section 1.3.4.2, Implementation Plan, for a description)

Note any clarifications in the Comment column.

Table A14. Phase IV - Software User Licenses and Maintenance Costs
Software Functionality	Concurrent User Connections	Unit Cost	Extended	Annual Maintenance	Comment
Document Imaging	10	$ -	$ -	$ -
Document Management	10	$ -	$ -	$ -
Web Viewer	40	$ -	$ -	$ -
Desktop Image Capture Engine	10	$ -	$ -	$ -
Total Cost			$ -	$ -

Table A15. Phase IV - Server Software Licenses and Maintenance Costs
Software	Concurrent User Connections	Unit Cost	Extended	Annual Maintenance	Comment
EDMS Server Software	0	$ -	$ -	$ -
Accessory Software	0	$ -	$ -	$ -
Custom Software	0	$ -	$ -	$ -
		$ -	$ -	$ -
		$ -	$ -	$ -
Total Cost			$ -	$ -

Table A16. Phase IV - Implementation Services Costs
Description of Services	Hours	Average Hourly Rate	Total Cost		Comments
Interface Design Document	0	$ -	$ -
Implementation Plan Document	0	$ -	$ -
Technical Configuration	0	$ -	$ -
Software Installation	0	$ -	$ -
Configuration	0	$ -	$ -
Testing	0	$ -	$ -
Support	0	$ -	$ -
Travel	0	$ -	$ -
Other	0	$ -	$ -
Total Cost			$ -

5.0 Project Cost Summary

Table A17, Project Cost Summary, summarizes the costs associated with each project phase. The local sales tax rate is 8.6 percent and should be included in all proposed prices. Note any necessary clarifications in the Comment column.

Table A17. Project Cost Summary
Description	Phase I	Phase II	Phase III	Phase IV	Total	Comments
Project Cost
Software User Licenses	$ -	$ -	$ -	$ -	$ -
Sever Software License	$ -	$ -	$ -	$ -	$ -
Implementation Cost	$ -	$ -	$ -	$ -	$ -
Training Costs	$ -	$ -	$ -	$ -	$ -
Conversion Costs	$ -	$ -	$ -	$ -	$ -
8.6% Tax	$ -	$ -	$ -	$ -	$ -
Total	$ -	$ -	$ -	$ -	$ -
Maintenance Cost
User License Maintenance	$ -	$ -	$ -	$ -	$ -
Server License Maintenance	$ -	$ -	$ -	$ -	$ -
8.6% Tax	$ -	$ -	$ -	$ -	$ -
Total	$ -	$ -	$ -	$ -	$ -

Year 2000 Compliance Statement

I, <Vendor Representative Name>, certify that all systems and services proposed in this response to the City of Kent's Request for Proposal (RFP) for software and implementation services are Year 2000 compliant.

Definition of Year 2000 Compliance

An information system is "Year 2000 Compliant" when the hardware, software and embedded systems are able to store, process and report data before, during and beyond the year 2000. The standards by which this compliance is judged include:

Century Compliant: The system will accurately process data and perform calculations based on dates. Common calculations include subtraction, sorting and comparative operations.

Leap Year Compliant: The system will accurately process data and perform calculations based on all valid leap years. February 29, 2000, is a rare century leap year, and all systems will recognize and correctly process this date.

Interface Compliant: Connected systems will accurately share data with other systems as designed. Common formats and protocols will be implemented between connected systems to ensure all data is processed including dates.

Projections and Analysis: The system will correctly perform all processes across the year 2000 boundary in both directions. This means that all functions and reports will perform correctly looking forward for projections as well as backward for functions such as trend analysis.

The vendor represents and warrants that the computer equipment, software and systems, individually and in combination, are Year 2000 Compliant when used in accordance with the documentation supplied by the vendor. The vendor further represents and warrants that any upgrades, modifications, customizations or new versions of the computer equipment, software and systems, individually and in combination, shall be Year 2000 Compliant, when used in accordance with the documentation supplied by the vendor. The vendor further represents and warrants that the computer equipment, software and systems, when used in combination with other information technology shall accurately process date/time data if the other information technology properly exchanges time with it.

In addition to all legal and equitable remedies available to the City for breach of this paragraph, the vendor shall allow City employees, or authorized representatives of the City, to repair, remove or alter computer equipment, software and systems which are not Year 2000 Compliant.

Signed _________________________________ Date __________________

Title _________________________________

Non-Collusion Certificate

The undersigned, being duly sworn, deposes and says that he/she is the identical person who submitted the foregoing proposal, and that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named, as further, that the deponent has not directly induced or solicited any other bidder to put in a sham bid, or any other person or corporation to refrain from bidding, and that deponent has not in any manner sought by collusion to secure to himself/herself or to any other person any advantage over another bidder or bidders for the project described as follows:

Application software, including implementation and related services, for an integrated Enterprise Document Management System.

Vendor Name __________________________________

Signed ________________________________________

Title __________________________________________

Notary Public:

Sworn to before me this __________day of _______________________, 1999.

Name ________________________________________

Signature _____________________________________

Equal Employment Opportunity Declaration

The City is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work for the City shall comply with the regulations of the City's equal employment opportunity policies.

The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier to adhere to. An affirmative response is required on all of the following questions.

The questions are as follows:

I have read the attached administrative policy number 1.2.

1. <Vendor Name> does not and will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of any sensory, mental, or physical disability.

2. <Vendor Name> provides a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer.

3. <Vendor Name> actively considers hiring and promotion of women and minorities.

4. The requirements outlined in this adherence statement shall be complied with prior to the execution of any contract between <Vendor Name> and the City.

By signing below, <Vendor Name> agrees to fulfill the five requirements referenced above.

Signed __________________________________________ Date ______________________

Title __________________________________________

CITY OF KENT

ADMINISTRATIVE POLICY

NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998

_____________________________________________________________________________

SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996

CONTRACTORS APPROVED BY: Jim White, Mayor

POLICY:

Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding contracts with the City amounting to $10,000, or more within any given year, must take the following affirmative steps:

1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer.

2. Actively consider for promotion and advancement available minorities and women.

Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the contract.

Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments.

1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy.

2. Monitoring to assure adherence to federal, state, and local laws, policies, and guidelines.

Appendix B - Terms and Conditions

1.0 Terms and Conditions

In addition to all statements made in the RFP related to the procurement process, the following terms and conditions will be applied to any contract entered into with the City.

2.0 Definitions

Accessory Software

Software delivered with the licensed software products but which require separate license with a third party prior to their use.

City Operating Environment

Operating environment means all host computer(s), network, client, and software operating systems, database software (i.e. SQL Server), and any other peripheral devices necessary to operate the City's system.

Concurrent Software License

Concurrent licenses represent the number of simultaneous connections to the application software database, regardless of the number of machines upon which the application software is installed.

Desktop Scanning Capture Engine

Software which is capable of converting paper documents into electronic images.

Final Acceptance

Final acceptance means the date, as determined by City, that the software product and software documentation for each project phase/milestone has been delivered, placed in operation, tested by the City, and have provided full functionality for a period of at least 60 calendar days.

Licensed Software Product

The computer programming code, including object code and any source code which may be provided, for the software programs provided by the vendor under the vendor's responses to this RFP. Licensed software products do not include any accessory software.

Request for Proposal or RFP

Request for Proposal or RFP means the City's published document seeking proposals for Enterprise Document Management Software and Implementation Services, issued on August 18, 2000.

Response to RFP

Response to RFP means vendor's response to City's RFP, dated August 18, 2000, together with vendor's subsequent documentation submitted on September 29, 2000, and together with vendor's demonstrations and supporting documentation presented at City's site.

Software Documentation

Software documentation includes, without limitation, all media, machine readable or otherwise, including tapes, disks, diskettes, recordings, memories, chips, photos, printed or written documents, manuals of any type, and any other media containing recorded or stored information.

Software Installation

Software installation means the point in time when all modules of the complete application software package have been delivered to the City's site, configured to perform correctly on the City's system, put into operation, and executed by City employees.

Software Support Agreement

Software support agreement means an agreement entered into between vendor and City to become effective at the expiration of the warranty period that will provide for ongoing service, maintenance, and updates of the software product and software documentation through telephone and onsite assistance.

System Design Document

The system design document is a written representation of how the proposed solution will be developed at the City. The document will contain the following:

· Information Repository - Definitions of information types, document input formats, representation of multipage, multi-sheet documents; indexing modes and attributes; relationships; foldering, libraries, and numbering schemes.

· Business Process Integration - Identification of tasks associated with integrating the proposed solution with an existing software application, including repository location and use of hierarchical storage management tools.

· EDMS Functions - How documents are created, scanned, revised, reviewed, managed, and administered using the proposed solution.

· System Architecture - The specification of servers, scanners, mass storage subsystems, software components and network interfaces necessary to implement the proposed solution successfully.

Update(s)

Update(s) means program corrections, enhancements or upgrades to licensed software within the scope of City's purchase of software product and software documentation.

Viewer

The term viewer is used to represent read-only access to documents, images, etc contained within the proposed solution. The vendor should note if the configuration differs between internal (Intranet) and external use (Internet).

Warranty Period

Warranty period means the one-year time period after final acceptance in which the vendor is responsible for service, maintenance, and update of the software product and software documentation through telephone and onsite assistance prior to any software support agreement taking effect.

3.0 Financial Provisions

Payment for the products and services to be provided under this agreement shall occur upon completion and final acceptance by the City of the product milestones, established in section 1.3 of this RFP.

3.1. Payment Method

All payments shall be made in U.S. Dollars within forty-five (45) days of invoice, so long as City has accepted and approved the products and services listed on the invoice.

4.0 Licenses

Any software license provided under this agreement shall be guaranteed in perpetuity to the City.

5.0 Responsibilities

Vendor will provide the software product(s), other products, support provide implementation and other services as negotiated with the City in the final contract. These software products, other products, support and services shall be accompanied by the software documentation and include program specifications that describe the program setup, operation, and maintenance.

6.0 Operating Environment Designation

The license granted to use the software products under this agreement will be fully operational when used on the City's operating environment.

7.0 Change in Designated Operating Environment

7.1. City

City may change its designated operating environment at any time without incurring additional license fees, or the vendor shall specify other acceptable operating environment alternatives that would not incur additional fees.

7.2. Vendor

Vendor will provide all identified support levels for the City's operating environment for a minimum of five (5) years from the date the City issues its final acceptance of the software product(s), other products and software documentation. If the vendor discontinues support for the City's operating environment at any time prior to the expiration of this five-year period, the vendor shall provide, at no cost to City, all assistance necessary to move the City to an operating environment, of the City's choice, that is supported by the vendor. This assistance shall include, at a minimum, installation and configuration of the software in the new operating environment, conversion of data from the unsupported operating environment to the new operating environment, and training necessary to operate and maintain the system in the new environment.

8.0 Additional Licenses and License Fees

If the City increases the number of concurrent users until the expiration of the warranty period, customer will pay additional license fees at the same rate as the initial license fees. Thereafter, any increase in license fees will be limited to five percent (5%) per year.

9.0 Product Functionality

9.1. Functionality

The vendor's software application shall provide the following functionality:

· Functionality documented in the vendor's response to RFP.

· Functionality documented in any amendments to vendor's response to RFP.

· Functionality demonstrated during the product demonstrations as described in the City's RFP.

· Functionality documented in the vendor's software documentation.

· Functionality documented as part of this contract.

9.2. Altering Functionality

In the course of updating or enhancing the software application, the vendor may alter an application's functionality. However, the vendor shall not eliminate or substantially alter any software functionality promised under this agreement without the express written permission of the City.

10.0 Timely Service and Corrections

10.1. Timely and Professional Service

Vendor services be shall be performed in a timely and professional manner. Vendor further represents that the services furnished under this agreement will be performed in accordance with industry practices in effect at the time those services are performed.

10.2. Defects Corrections

Throughout implementation and during the terms of all support and maintenance agreements, including all renewal periods, vendor will correct all defects to the extent those defects originate from the acts or omissions of vendor's products or personnel.

11.0 Warranty

11.1. Title Warranty

Vendor warrants that is has full title and ownership of the software products and other products. Vendor further warrants that is has the full power and authority to grant the license(s) granted by this agreement to the City and that the license to and the use by the City of the software products and other products in no way constitute an infringement or other violation of any copyright, trade secret, trademark, patent or other proprietary right of any third party.

11.2. Merchantability and Fitness Warranty

Vendor represents and warrants that the software product(s), other products and software documentation will be merchantable and will be fit for the particular purposes established in City's RFP and vendor's response to City's RFP.

11.3. One-Year Express Warranty

Vendor warrants that, for a period of one year from the date that the City has issued its final acceptance of the software product(s), other products and software documentation, the software products(s), other products and software documentation will be free from significant programming errors and from defects in workmanship and materials and shall operate in conformity with the performance capabilities, specifications, functions, and other applicable descriptions and standards, specifically including all specifications established in the user manual and elsewhere by vendor. During this warranty period, vendor shall also provide the City the support and maintenance services set forth in the Maintenance Agreement. After expiration of the warranty period, vendor shall provide support and maintenance services for the Software pursuant to the terms of that Maintenance Agreement. This warranty will not be affected by the City's modification of the software product(s) (including source code), other products or software documentation, so long as the vendor can discharge any warranty obligations notwithstanding those modifications or so long as the vendor can discharge any warranty obligations following customer's removal of its modifications.

11.4. Virus Warranty

Vendor warrants that the software product(s) or other products do not contain any malicious code, program, or other internal component (e.g., computer virus, computer worm, computer time bomb, or similar component), that could damage, destroy, or alter any computer program, firmware, or hardware or which could in any manner, reveal, damage destroy, or alter any data or other information accessed through or processed by the software product(s) or other products in any manner. Vendor shall immediately advise the City, in writing, upon reasonable suspicion or actual knowledge that the software product(s) or other products may result in the harm described above.

11.5. Maintenance Warranty

Vendor warrants that it will maintain the software product(s), other products and software documentation, including all updates, so that the software product(s), other products and software documentation will operate in conformity with all improvements, additions, or modifications of the software installed at City's site or sites for a period of not less than five (5) years from the date of City's final acceptance of all software products, other products and software documentation.

12.0 Indemnification

Except for liability that is solely the fault of the City, its officials, officers, employees, agents, and assigns (each of the foregoing hereafter referred to individually as the "Indemnified Party"), vendor agrees to defend, indemnify and hold harmless the Indemnified Party from and against any and all third party claims, actions, losses, liabilities, judgments, awards and costs (including attorney fees and legal expenses) arising out of or in connection with the negligence of the vendor in the performance of this agreement including, without limitation, the infringement or violation of any third party's trade secrets, proprietary information, trademark, copyright, patent right or other proprietary right. Vendor shall defend and settle at its sole expense all suits or proceedings arising out of the foregoing, provided that City gives the vendor prompt notice of any such claim of which it learns. No settlement that prevents the City from continuing to use the software product(s), other products or software documentation as provided in this agreement shall be made without the City's prior written consent. In all events, the City shall have the right to participate at its own expense in the defense of any such suit or proceeding through counsel of its own choosing.

This indemnification is limited to the software products, other products and software documentation delivered to the City or as modified by the vendor and does not cover third party claims arising from modifications not authorized by the vendor. This indemnification shall also survive the expiration or termination of this agreement.

13.0 Damages and Limitation on Liability

Vendor's indemnification shall apply to all damages incurred by the City or third parties, whether direct, indirect, actual, consequential or incidental. However, vendor's liability for damages to the City for any cause whatsoever, regardless of form of action, whether in contract, or tort, shall be limited to $2,000,000.

14.0 Insurance

Vendor shall procure and maintain for the duration of this agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work by the vendor, their agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII.

14.1. Automobile Liability

Automobile liability insurance (including commercial automobile liability insurance) covering all owned, non-owned, hired, leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed. This automobile liability insurance will have a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident.

14.2. Commercial General Liability

Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, products-completed operations, independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under the vendor's Commercial General Liability insurance policy with respect to the work performed for the City. Insurance shall be written with limits no less than $1,000,000 each occurrence and in the aggregate.

14.3. Errors and Omissions

Errors and Omissions insurance written on a claims made basis with limits not less than $1,000,000 per occurrence and $1,000,000 policy aggregate limit.

14.4. Excess Liability

Excess Liability with limits not less than $1,000,000 per occurrence and aggregate.

14.5. Deductible

Any payment of deductible or self-insured retention shall be the sole responsibility of vendor.

14.6. Endorsement

With the exception of Errors and Omissions insurance, which shall be provided on a claims- made basis, the City, its officers, officials, employees, and agents shall be named as an additional insured on the insurance policy, as respects work performed by or on behalf of the vendor. The vendor shall furnish the City with original certificates and a copy of amendatory additional insured endorsements.

14.7. Coverage

Vendor's insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability.

14.8. Primary

Vendor's insurance shall be primary insurance as respects the City, and shall be endorsed to state that coverage shall not be cancelled by either party except after thirty (30) calendar days prior written notice by certified mail, return receipt requested, has been given to the City of any cancellation, suspension or material change in coverage.

14.9. Failure

A failure to provide insurance coverage and written acceptance of the tendered policy shall be deemed to constitute a material breach of contract by vendor. The City reserves the right to then award the contract to another bidder. In order to protect the public interest and notwithstanding any provisions herein to the contrary, vendor's failure to comply with any provision in this section shall subject the contract to immediate termination without notice and without recourse by any person.

15.0 Support and Maintenance

Vendor will also enter into a software maintenance services agreement with the City that will enable the software system to perform in accordance with this agreement, the City's RFP, the vendors response to RFP, and other identified documentation, including amendments or addenda that may be issued from time to time.

This software maintenance services agreement will go into effect at the conclusion of the applicable warranty period and shall automatically extend for additional one (1) year periods, unless cancelled by the City by written notice no less than thirty (30) days prior to the end of period of coverage. The vendor shall provide the City no less than twenty-four (24) months prior written notice if the vendor generally discontinues offering maintenance to customers of the licensed products. The vendor will not provide such notice during the initial five (5) years following execution of this agreement.

During the term of this maintenance agreement, vendor will provide, at a minimum, the following software maintenance services:

· All new releases of the software product(s)

· All software system modifications, updates and revision

· All software system improvements

· All functional problem resolutions to the software product(s)

· All software documentation modifications, updates and revisions

· All software system modifications in support of changes in the City's operating system

· Telephone support during the hours of 7:00 a.m. and 6:00 p.m., Pacific Time, Monday through Friday, excluding national holidays

· On site support, when required because of the severity of a software problem or for other reasons identified in the agreement

· All support services listed in the license agreement, the City's RFP and the vendor's response to RFP

Response times will vary depending upon the severity of the problem experienced (e.g., problems or bugs that materially affect the functionality of any software product may require immediate onsite response; less critical problems may only require telephone response within a set time period). Vendor's required response times for identified support (i.e., telephone, onsite, or otherwise) will be within fixed periods of time; vague response requirements such as "prompt" or "reasonable" will not be accepted.

16.0 Vendor's Right to Terminate

The vendor may terminate this agreement if the City fails to make timely payment as provided in this agreement, so long as the vendor has first provided the City with written notice of that default and the default has not been corrected within thirty (30) calendar days from the date of receipt of vendor's written notice of default.

16.1. City's Right to Terminate

This agreement and the license granted hereunder may be terminated by the City if the vendor is in default of any provisions of this agreement, so long as the default is not corrected within thirty (30) calendar days of the receipt of written notice of the default from the City. For the purposes of this Section 15.1, "default" shall include, without limitation, any failure to abide by the terms or conditions of this agreement including the City's RFP and vendor's response to RFP, together with any of the instances of the following:

· Vendor defaults on any of the terms of its contract with the City;

· Vendor ceases its ongoing business operations;

· Vendor stops maintenance support of the software module in question;

· Vendor fails to perform the contract in a timely fashion;

· Vendor suffers any act of insolvency; or

· Vendor fails to maintain technical staff capable of supporting or modifying the software system.

16.2. Termination for Convenience

The City may terminate this agreement, including all related agreements (e.g. maintenance agreements, etc.) in whole, or from time to time in part, whenever the vendor is prevented from proceeding with the project work by reason of a preliminary, special, or permanent restraining order from a court of competent jurisdiction where the issuance of such restraining order is primarily caused by either acts or omissions of the vendor or by acts or omissions of persons or agencies other than the vendor. Additionally, the City may also terminate this agreement in whole or in part if the City's Information Technology Director determines that termination is in the best interests of the City.

16.3. Claims

Any claim for damages incurred by either party resulting from breach of this agreement by the other party shall survive termination. The remedies provided herein shall not be deemed exclusive but shall be cumulative and shall be in addition to all other remedies provided by law and equity. No delay or omission in the exercise of any remedy herein provided or otherwise available to vendor shall impair or affect its right to exercise the same.

17.0 Attorneys' Fees

Subject to the indemnification and limitation of vendor's liability provisions set forth in this agreement, if any action or suit is brought with respect to a matter or matters covered by this agreement, each party shall be responsible for all its own costs and expenses incident to such proceedings, including reasonable attorneys' fees.

18.0 Governing Law

The construction and performance of this agreement shall be governed exclusively by the Washington State Uniform Commercial Code, Title 62A Revised Code of Washington, and other laws of the State of Washington without regard to the conflict of laws provisions thereof. If parties are unable to settle any dispute, difference or claim arising from the parties' performance of this agreement, the exclusive means of resolving that dispute, difference or claim shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court located in Kent, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process.

19.0 Entire Agreement

The terms and conditions outlined, together with City's RFP and vendor's Response to RFP constitutes the entire agreement between vendor and City and shall not be modified or rescinded except in writing, signed by both parties. In the case of inconsistencies or disputes among this agreement, the City's RFP, and the vendor's response to RFP, the following order of precedence shall prevail in descending order of priority:

1) This agreement and any written and fully signed amendments thereto.

2) The City's RFP and any written amendments thereto.

3) The vendor's response to RFP and any authorized written amendments or clarifications thereto.

If any terms or conditions of this agreement are invalid under any applicable statute or rule of law, they are to that extent to be deemed omitted and the remaining provisions shall not in any way be affected or impaired

Appendix C.

Appendix C - Indexing

Appendix C contains information regarding the City's current imaging indexes, requirements for future indexes and sample conversion specifications.

1. Current Image Indexes

The City's current imaging database contains the indexes shown in Table C1. The index information will be reviewed and evaluated by the successful vendor for conversion suitability.

Table C1. Current Imaging Indexes

Department/ Subject Data	Index Card Name	Type	Width
City Clerk
Ordinances & Resolutions	Document	Char	12
	Date	Date
	Auditor Number	Char	20
	Subject	Char	100
	Comment	Char	100
	Council File	Char	5
Minutes	Document Name	Char	12
	Document Date	Date
	Reserved	Char	20
Contracts
	Document	Char	60
	Category	Char	15
	Expire Date	Date
	Contract Date	Date
	Subject	Char	100
	Priority	Char	20
	Name 1	Char	100
	Name 2	Char	100
	Project 1	Char	200
	Project 2	Char	200
Planning
Permits	Tracking Number	Long Int
	Project Name	Char	30
	Address	Char	37
	Zip Code	Char	10
	Permit Number	Char	10
	Parcel Number	Char	16
	Use Type	Char	4
	Application Type	Char	12
	Certificate of Occupancy	Long Int
	Date In	Date
	Department DS	Char	2
	Department PL	Char	2
	Department FR	Char	2
	Department PW	Char	30
	Contractor	Char	30
	Former Address	Char	37
Public Works
Business Files	Name	Char	35
	Address	Char	35
	City	Char	20
	Zip	Integer
	Location	Char	35
	AKA	Char	35
	Tax Lot	Long Int
Police
Police Incident Reports	Case	Char	20
	Date	Date
Corrections
	Inmate Number	Char	12
	Booking Date	Date
	Release Date	Date
	Last Name	Char	35

2. Indexing Requirements for the Proposed Solution.

It has not yet been determined whether the City will require one set of generic indexes for all the functions, or whether multiple sets of indexes (and multiple databases) will be used. The vendor will work with the City's implementation team to develop an indexing scheme that will provide excellent search and retrieval capabilities to City staff and prepare the application for public access.

At a minimum, the indexing scheme must include:

· Unique Identifier: A unique value that will not change and will provide a fixed reference. For EDMS files, this value can be auto-generated by the system.

· Related Number: Project number, permit number, employer number or other defined reference number.

· Standard Name: A project name, participant name, employee name, or other defined reference name.

· Document Type Identifier: A defined abbreviation for the document type or form being used.

· Business Identifier: A defined abbreviation for the workgroup that is responsible for processing the document or is responsible for security.

· Date: May be the date on the document, the in-stamp date, or the date the document was scanned.

· Financial Identifier: A defined financial or ledger value based on the J.D.Edwards design document.

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