HomeMy WebLinkAbout15.F.1. Request for Proposals (RFP) for Electronic Imaging
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City of Shakopee CONSENT
Memorandum
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Tracy Schaefer, Bradley & Guzzetta, LLC
Judy Cox, City Clerk
SUBJECT: Authorize Digital Imaging RFP
MEETING DATE: December 7, 2004
Introduction
City Council is asked to authorize appropriate city staff and its consultant, Bradley &
Guzzetta, LLC, to send out the digital imaging RFP to LaserFiche digital imaging
vendors.
Background
After City Council authorized funds to purchase a digital imaging system, interviews
were conducted with numerous software and hardware vendors. Background information
was completed coupled with on-site and phone "interviews" with other cities that have
purchased similar systems.
Such information was gathered for Shakopee's digital imaging committee, which
consisted of staff from the Building, City Clerk, IT and Admini$tration Departments.
The committee recommended that RFPs be sent to LaserFiche vendors. Several software
vendors offer digital imaging software; however, LaserFiche's software is geared toward
local government, unlike other software packages that were produced for the private
sector and tried to "fit into a local government model." Currently five LaserFiche
vendors operate in the Twin Cities.
In October, the City Council authorized the hiring of Tracy Schaefer, Bradley &
Guzzetta, LLC, to conduct an internal needs assessment, to work with the appropriate
departments, and to write a digital imaging RFP. The citywide needs assessment was
conducted and the attached RFP completed.
The RFP outlines the responsibilities of the city and of the Responder. Namely, the
Responder is responsible for software, hardware and outsourcing scanning options and
implementation and the City is responsible for project management, indexing and file
management and some technical IT assistance.
The digital imaging system will first be implemented in the Building Department and
City Clerk's Office. The Building Department receives hundreds of documents a week
from building permits to commercial plans and plats and the City Clerk's Office retains
all official City documents. It is staffs goal to initially only scan permanent documents,
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backup, or documents that need to be used across departments or with other
organizations, county governments and the State.
Although the RFP outlines the first priority to successfully meet the document
management needs of the Building Department and City Clerk's Office, the ability to
easily apply the solution to other departments on a secure long-term wide-area network
will be a significant factor in system selection. It is critical that the system be able to be
deployed securely citywide, at a later date.
Project Schedule
If Council concurs with the recommendation, the below schedule will follow, with a
completion date around April, 2005.
Activity . Time Date
RFP released 8:00 a.m. Wed. Dec. 8, 2004
Responders' meeting 10:00 a.m. Tues. Dec. 14,2004
Submission of email questions 10:00 a.m. Tuesday Dec. 28,
deadline 2004
Submission of proposals 9:00 a.m. Tuesday January
4,2005
Evaluation of proposals, site visits, January 5 -
and nresentations Februarv 7, 2005
Contract award .
February 16, 2005
(This date may
change, depending
on City Council
agenda schedule.)
Contract start date February 17, 2005
Budget Impact
City Council authorized a total of$lOO,OOO for the purchase of a digital imaging system
and scanning from the 2003/2004 city budgets, which will be transferred for use in 2005
by a budget amendment.
In addition, the proposed 2005 budget includes upgrading a half-time position in the City
Clerk's office to full~time to assist with the scanning and indexing of the city files.
Action Requested
City Council is asked to authorize appropriate city staff and city consultant, Bradley &
Guzzetta, LLC, to send out digital imaging RFP to LaserFiche digital imaging vendors.
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City of Shakopee
Request for Proposal
Electronic Document Management System
(EDMS)
2004
City of Shakopee EDMS RFP
Table of Contents
Section 1: RFP Description and Process ..................................................................................... 5
1.1 Purpose and Scope................ '" ..... ..... ................................................................................ 5
1.2 Definition of EDMS ...................................................................... .................................... 5
1.3 RFP Schedule.................................................................................................................... 6
1.4 RFP Release....................................................................................................................... 6
1.5 Responders' Meeting......................................................................................................... 6
1.6 Submission of Questions.................................................................... ............................... 7
1.7 Submission of Proposals................................................. ................................................... 7
1.8 Opening of Proposals ............................................................................................... ......... 8
1.9 Site Visits or Presentation.................................................................................................. 8
1.10 Notification of Contract Award....................................................................................... 8
1.11 Proposal Costs ....... .................................. .................................. ...... ..................... ........... 8
1; 12 Ownership of Proposals......................... .......................................................................... 8
1.13 Public Records and Requests for Confidentiality............................................................ 8
1.14 Evaluation Criteria........................................................................................................... 9
Section 2: Proposal Format........................................................................................................ 11
2.1 Proposal Format and Content .......................~.................................................................. 11
2.2 Executive Summary........................................................................... .............................. 11
2.3 Project Management Plan................................................................................................ 11
2.4 Technical Solution........................................................................................................... 11
2.5 Client References...................... .... ..... ............. .... ..... .... ....... ...... ....... ........ .... ....... .... ......... 12
2.6 Staff Experience.............................................................................................................. 12
2.7 Software History......................................................................................................... ..... 12
2.8 Software Installations...........................................................................................;.......... 13
2.9 Financial Qualifications..... .......... ......... ...... ..... ...... ...... ....... .... ...... ......... ...... .... ..... ........ ... 13
Section 3:. Pro j ectEnvironment................................................................ ................................. 14
3.1 Overview................................ ................. ................. ....... ........................... ................ ..... 14
3.2 Implementation in Community Corrections ..... ...... ..... .................. ...... .................. .......... 14
3.3 Project Phases.................................................................................................................. 15
3.4 User Estimates................................................................................................................. 15
3.5 Document Estimates............. ................................... ....... .......................... ...... ......... ........ 16
3.6 Back File Conversion Volume Estimates....... ................... ......... ......... ............... ............. 16
3.7 Case Management Database................................ ............... ...................... .............. ......... 17
3.8 Current Shakopee Infrastructure... ........ ................ .......... ..... ...... ......... ....... ................. ..... 17
3.9 Proposed Shakopee EDMS Hardware ............................................................................. 17
3.10 Current Shakopee Development Environment.............................................................. 18
3.11 Current Shakopee Desktop Hardware ......;.................................................................... 18
3.12 Current Shakopee Desktop Software............................................................................. 18
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City of Shakopee EDMS RFP
Sectio n 4: Project Management .................................................................. ............................... 19
4.1 Introduction.....................................................................;.................... ......;.................... 19
4.2 Project Plan......................................................................................... ............................. 19
4.3 Personnel........................................................................................................ ................. 19
4.4 Responder Validation of Phases and Processes............................................................... 19
4.5 Configuration................................................................................................................... 20
4.6 User Interface / Prototype Demonstration .......................................................................20
4.7 User Testing. ...... ................... ................. .... ................... .................... ............ .............. ..... 20
4.8 Installation ..... .... ...... ..... .... .......... ... .... .... .... ... ............ ..... ...... ...... ....... ........ ....... .... ....... ..... 20
4.9 Acceptance Test and Production Implementation........................................................... 20
4.10 Software Maintenance and Support.................. .............. ............... ....... ......................... 20
4.11 Warranty................. ......... ..;. ........... ...... ................... .................... ........ ...... ......... ........... 21
4.12 Training. .......... ........... ........ .................................... ........... ..................... ................. ...... 21
4.13 Documentation............................................................................................................... 22
4.14 Media Obsolescence...................................................................................................... 22
4.15 Upgrades...............................................................................,........................................ 23
Section 5: Technical and Functional Requirements ................................................................ 24
5.1 Initial EDMS Implementation......................................................................................... 24
5.2 Database...............................................................;........................................................... 24
5.3 Requirements Attachment............................................................................................... 24
Section 6: Pricing ......................................................................................................................... 25
6.1 Introduction.. ................................................................................................................... 25
6.2 Implementation........................................................;....................................................... 25
6.3 Development.............. ..........;........................................................................................... 25
6.4 Software.......................................................................................................................... . 25
6.5 Concurrent User Licenses................. ............................................................................... 25
6.6 Training. ...... .... ... .......... ..... ... ..... ..... ................. ..... .... ...... ..... ........ ..... .... ...... ..... .... ............ 25
6.7 Documentation...... ..... .... .... ... ...... .... .... .... ..... ................... ...... .... '" ........ ........... .... ............. 26
6.8 Maintenance..................................................................................................................... 26
6.9 Technical Support. .... .... ..... ...... ... .... ........ ....... ........ ................ ...... ........... .... ........... .... ...... 26
6.10 Travel and Expenses..................................................... ...... ........................................... 26
6.11 System Expansion.............................................................. ............................................ 26
6.12 Leasing v. Purchasing Equipment ................................................................................. 26
6.13 Outsourcing - Responder orJrd Party for Scanning...................................................... 26
6.14 Upgrade Costs............,....................................................................... ..... ....................... 26
6.15 Other Costs............................................................................................ ..... ................... 26
6.16 Payment Alternatives...................................................................................... ............... 26
Attachment A - Technical and Functional Requirements ...................................................... 27
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City of Shakopee EDMS RFP
Attachment B - Proposed Cost Quotation................................................................................ 38
Attachment C - Sample Contract ............................................................................................~42
Contract Attachment A - Standard Assurances...................................................................... 52
Contract Attachment B - Insurance Terms ............................................................................. 54
Contract Attachment C - Request for Proposal...................................................................... 58
Contract Attachment D - Responder's Proposal..................................................................... 59
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City of Shakopee EDMS RFP
Section 1: RFP Description and Process
1.1 Purpose and Scope
This Request for Proposal (RFP) is issued to solicit proposals from companies (Responders)
that have a proven reputation for satisfactorily installing Electronic Document Management
Systems (EDMS). This RFP describes an EDMS that will initially be used in the City of
Shakopee Building Department and City Clerk's Office and then deployed to therest of the
City departments. It is the intent of the City of Shakopee that this application will
ultimately be used in many City departments, including the police department; therefore, the
system must be capable of serving as an enterprise-wide secure long-term solution meeting
all local, state and federal laws and regulations for the City of Shakopee.
A contract will be awarded to the Responder who can best meet the needs of the City as
defined in this RFP. If the Responder is not capable of providing all of the software and
services required to fulfill its contractual obligations, it is the Responder's sole responsibility
to engage the services of subcontractors to meet the requirements of the RFP. The
Responder will be responsible for all work performed by subcontractors. All subcontractors
the Responder will utilize must be identified in the proposal. The City of Shakopee must
approve all subcontractors prior to the award of the contract and any changes in
subcontractors after the award of the contract.
The Responder will be required to complete the following major tasks:
1. Install, test and implement an Electronic Document Management System, including
all software and related services.
2. Develop and manage the project plan with the assistance of the City of Shakopee
project manager.
3. Provide a post-implementation review report on the identified initial project.
4. Assist City of Shakopee staff with software customizations that is specific to the
initial project implementation.
S. Conduct training for database administration, system administration, and end users.
The Responder may propose additional tasks or activities if they will substantially improve
the results of the initial application for the building department or for when it is deployed to
other city departments.
1.2 Definition of EDMS
This RFP defines an Electronic Document Management System (EDMS) as one that
includes the following functions:
~ Imaging (scanning of paper documents and management of the images)
~ Electronic document management (e.g., Word documents, Excel spreadsheets,
email messages, FAX transmissions, etc.)
~ Paper document management (file tracking)
~ Reports management [Computer Output to Laser Disk (COLD) or Enterprise \
Report Management (ERM)]
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City of Shakopee EDMS RFP
~ Records management (retention scheduling, data practices classification, etc.)
~ Automated workflow and routing of key information
~ Data security and access control
The City's preference is for one system that will manage and control all file information,
regardless of format, media or location.
1.3 RFP Schedule
The following is a list of the important dates for activities related to the RFP process. The
City of Shako pee reserves the right to change these dates and will email any changes (see
Subsection 1.4).
Activity Time . Date
RFP released 8:00 a.m. Wed. Dec. 8, 2004
Responders' meeting 10:00 a.m. Tues. Dec. 14, 2004
Submission of questions deadline 10:00 a.m. Tuesday Dec. 28,
2004
Submission of proposals 9:00 a.m. Tuesday January 4,
2005
Evaluation of proposals, site visits, January 5 -
and presentations February 7, 2005
Contract award February 16, 2005
(This date maybe
sooner.)
Contract start date February 17, 2005
1.4 RFP Release
This RFP was sent out electronically on December 8, 2004. The City of Shakopee reserves
the right to amend this RFP at any time. In the event it becomes necessary to amend, alter
or delete any part of the RFP, changes to the RFP will be sent to all responding vendors.
Printed copies of the RFP will be provided upon request. Send your email request to:
Tracy Schaefer, Senior Project Manager
Bradley & Guzzetta, LLC
schaefer@bradleV2uzzetta.com
651-379-0900 x. 4
1.5 Responders' Meeting
A meeting for companies interested in submitting a proposal is scheduled for Tuesday
December 14, 2004. The meeting will start at 10:00 a.m. CST. Attendance is optional.
The meeting will include a project overview and tour of City Hall where the system will
probably be located. Only questions concerning the RFP will be addressed. Attendance is
limited to two people from each responder. Responders are cautioned that oral responses to
questions during the meeting do not supersede the requirements of this RFP. Ifa question
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City of Shakopee EDMS RFP
requires an amendment to or clarification of the RFP, the amendment or clarification will be
posted as described in Subsection 1.4.
The meeting location is:
Shakopee City Hall
129 South Holmes Street
Shakopee, MN 55379
952-233-9300 (call this number if you need specific directions)
1.6 Submission of Questions
Questions about the RFP or this project must be submitted in writing by 10:00 a.m.CST
Tuesday December 28, 2004. Questions must be submitted bye-mail. Questions must be
in writing; therefore, no questions by telephone will be accepted. The Responder must refer
to the specific RFP subsection number and page, and must quote the passage being
questioned. The City of Shakopee will send out the questions and answers on to all
responders via email. The name of the firm or individual submitting a question will not be
disclosed.
All questions shall be directed to:
City of Shakopee EDMS RFP Questions
c/o Tracy Schaefer
schaefer@bradleyguzzetta.com
1.7 Submission of Proposals
Proposals are due January 4, 2005 at 9:00 a.m. CST. The Responder must submit four
signed complete paper and one complete digital version (DVD/CD) of the proposal,
compatible with Microsoft Office software. Submissions must include: 1) the proposal; 2)
the proposal with confidential information removed (see section 1.13); and 3) cost
information. The paper proposal and digital version of the proposal must be sealed in a
mailing envelope or package with the Responder's name and address clearly written on the
outside. All cost information must be contained in a separate sealed envelope, within the
package, and marked with the words "Cost Information." A person who is authorized to
legally bind the Responder must sign the proposal and cost information document. The
Responder shall acknowledge that the proposal complies with any amendments, alterations
or deletions to the RFP issued by the City of Shakopee. No fax copies of the proposal or
amendments to the proposal will be accepted. The Responder may not submit proposals, or
modifications to a proposal, electronically. No proposals will be accepted after the date and
time specified. Late proposals will be returned to the Responder unopened. City of
Shakopee reserves the right to reject any or all proposals.
All proposals shall be addressed as follows:
City of Shakopee - EDMS Proposal
c/o Tracy Schaefer, Senior Project Manager
129 South Holmes Street
Shakopee, MN 55379
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City of Shakopee EDMS RFP
1.8 Opening of Proposals
The proposals will be opened at Shakopee City Hall on January 4, 2005 at 9:00 am. At that
time, the names of Responders who properly submitted proposals will be announced.
Announcement of the names of the Responders who submitted proposals is not a guarantee
that the proposals otherwise comply with the specifications of this RFP. The contents of the
proposals will remain confidential until the City of Shakopee Document Management Team
has reviewed all of the proposals submitted in response to this RFP and a notice of intent to
award a contract is announced in accordance with Minnesota Statutes Section 13.591. The
proposals will be available for inspection after the notice of intent to award a contract is
announced consistent with the requirements of Minnesota Statutes Section 13.591.
1.9 Site Visits or Presentation
At the conclusion of the evaluation, but prior to contract negotiations, the City of Shakopee
may request a Responder to provide Shakopee with a site visit to a user installation. The
City of Shakopee would prefer to visit an installation of a like or similar application. In
addition to or in lieu of a site visit, Shakopee may request a Responder to make a
presentation to Shakopee' s staff.
1.10 Notification of Contract Award
The City of Shakopee anticipates preparing a list of finalists based on the evaluation of the
proposals. The City will notify the selected Responder that it is invited to negotiate a
contract with the City of Shakopee. Once the City and the selected Responder have
successfully negotiated the terms of a contract for the project, the remaining Responders
will be notified in writing of the identity of the selected Responder.
1.11 Proposal Costs
The City of Shakopee is not responsible for any costs incurred by the Responder in the
preparation of the proposal, participation in the Responders' meeting, or for any other cost
to the Responder associated with responding to the RFP.
1.12 Ownership of Proposals
All proposals submitted on time become the property of the City of Shakopee upon
submission, and the proposals will not be returned to the Responders. By submitting a
proposal, the Responder agrees that Shakopee may copy the proposal for purposes of
facilitating the evaluation or to respond to requests for public records. The Responder
consents to such copying by submitting a proposal and warrants that such copying will not
violate the rights of any third party, including copyrights.
1.13 Public Records and Requests for Confidentiality
Pursuant to the Minnesota Government Data Practices Act, Minnesota Statutes Section
13.591, the names of all entities that submitted a timely proposal to the City of Shakopee will
be public once. the proposals are opened. All other information contained in the proposals
remains private until the City of Shakopee has completed negotiating a contract with the
selected Responder. After a contract has been negotiated, all information in all proposals
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City of Shakopee EDMS RFP
received is public information except "trade secret" information as defined in Minnesota
Statutes Section 13.37.
Requests by the public for the release of information held by the City of Shakopee are
subject to the provisions of the Minnesota Government DataPractices Act, Minnesota
Statutes Chapter 13. Responders are encouraged to familiarize themselves with these
provisions prior to submitting a proposal. All information submitted by a Responder may be
treated as public information by the City of Shakopee unless the Responder properly
requests that information be treated as confidential at the time of submitting the proposal.
Any request for confidential treatment of information in a Responder's proposal must
enumerate the specific provisions in the Minnesota Government Data Practices Act that
support the classification of information as not public. The request must also include the
name, address, and telephone number of the person authorized by the Responder to answer
any inquiries by the City of Shakopee concerning the request for confidentiality. Shakopee
reserves the right to make the final determination of whether data identified as not public by
a Responder falls within the exemptions in the Minnesota Government Data Practices Act.
The envelope or mailing container of any documents submitted with the proposal that the
Responder believes contain confidential information must be clearly marked as containing
confidential information. Each page upon which. confidential information appears must be
marked as containing confidential information.
In addition to marking the documents as confidential, the Responder must submit four paper
and one digital copy of the proposal from which the confidential information has been
excised. The confidential information must be excised in such away as to allow the public
to determine the general nature of the information removed while retaining as much of the
document as possible.
The Responder's failure to request confidential treatment of information pursuant to this
subsection will be deemed by the City of Shakopee as a waiver by the Responder of any
confidential treatment of the information in the proposal.
1.14 Evaluation Criteria
The City of Shakopee is interested in obtaining a complete enterprise-wide solution to the
imaging and document management needs of the City. The City of Shakopee will evaluate
the proposals using the criteria described below.
Project Management Plan and time lines 15%
Technical solution, including software features, 20%
functions and capabilities
Cost and service 40%
Responder qualifications, experience, references, 25%
training, and financial stability
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City of Shakopee EDMS RFP
Proposals that are late, do not comply with proposal instructions, or take exceptions to
requirements will be eliminated without further consideration. The City of Shakopee
reserves the right to waive minor irregularities in proposals. Whether a discrepancy
between this RFP and a proposal is a minor irregularity will be determined solely by the
City of Shakopee. Proposals that meet all of the requirements of this RFP will be given a
thorough and objective review.
The City of Shakopee Document Management Team (DMT)will evaluate the proposals.
The DMT consists of a project management consultant and City of Shakopee employees that
represent the Information Technology, Administration, City Clerk and Building
departments.
The City of Shakopee may request that a Responder make a formal presentation to the
DMT. Following the presentations and evaluation of the proposals, the city staff will make
a recommendation to the Shakopee City Council. The Council will make the final selection
of the successful Responder and authorize the execution of the contract. However, the City
Council reserves the right not to make an award, to make multiple awards, or to make a
partial award.
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City of Shakopee EDMS RFP
Section 2: Proposal Format
2.1 Proposal Format and Content
The Responder shall follow the proposal formatas stated below with each section clearly
identified.
Volume I - Technical Proposal
Part 1 Executive Summary
Part 2 Project Management Plan
Part 3 Technical Solution
Part 4 References and Experience
Part 5 Financial Qualifications
Volume 2 - Cost Proposal
(see Attachment B)
Any requests for additional information or clarification directed to Responders will be in
writing. The response to these requests shall be e-mailed to Tracy Schaefer no later than
December 28, 2004 regarding either request for information or clarification.
2.2 Executive Summary
The Responder shall provide an executive summary written in non-technical language to
summarize the overall capability and approaches for accomplishing the services specified.
The Responder is encouraged to limit the summary to no more than three - five pages.
2.3 Project Management Plan
The Responder shall include in the proposal a detailed project management plan with
sufficient breakdown of tasks and steps to demonstrate a complete understanding of the
project. (See RFP Section 4 for details.) The completeness andresponsiveness of the
proposed project management plan will be one ofthe criteria used to evaluate the proposals.
2.4 Technical Solution
Primary consideration will be given to meeting the functional requirements as listed in
Section 5. The following are also factors in the functional evaluation.
~ Understanding of the work to be performed.
~ Technical approach and methodology to accomplish the work.
~ Completeness and competence in addressing the scope of work.
Shakopee will take a hands-on approach to building future applications and will favor
solutions that allow easycustomization and are scalable. Discussion of the potential
constraints of the proposed system shall be addressed, and suggested approaches to
resolving those issues shall be made.
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City of Shakopee EDMS RFP
Include in this section Attachment A, Technical and Functional Requirements. The
Responder should complete this attachment. Additional sheets may be included for
additional comments.
2.5 Client References
Responders' references may be contacted by the City of Shakopee. References will be
questioned on the Responders' project management skills, quality of work performed,
overall satisfaction with the software products and assigned staff, and the ability to remain
on schedule and within budget. The Responder shall demonstrate adequate experience in
projects with similar size and scope using the software proposed to Shakopee. The City is
requesting that the client reference list reference the past four years of similar projects for
both private and public clients.
The format for references shall be:
1. Project name and location
2. Nature of firm's responsibility
a. Project management
b. Software implementation
c. Conversion services
3. General Contractor, if other than Responder
4. Completion date (estimated or actual)
5. Actual or Estimated cost
a. Entire project
b. Work that your firm is/was responsible for
6. Sample work plan/proposal plan from another municipal client
7. Contact person
c. Name
d. Title
e. Phone number
f. E-mail address
2.6 Staff Experience
The Responder shall identify assigned project staff that will work on the Shakopee project.
Business resumes shall be provided for key project personnel, including program and project
manager, system analysts, all technical staff, and imaging engineer(s) or scientist(s). The
City of Shakopee expects key project team members to remain on the project for its
duration.
2.7 Software History
The Responder shall identify:
~ Number of years the company has been in business (both software developer and
re-seller, if applicable);
~ Describe Parent Company, if any;
~ Describe any previous mergers or acquisitions with other companies in the past
five years;
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City of Shakopee EDMS RFP
~ Release date of first version of software;
~ Total number of versions that have been released;
~ Current version number, and the date of its release;
~ Date of the next anticipated release;
~ Average period of time between version releases.
2.8 Software Installations
The Responder shall provide the total number ofcurrent installations of its software. The
Responder shall also show a breakdown of installations by size (i.e., small, medium and
large installations), to enable the City of Shakopee to judge the relative number of similar
installations. Responder shall include its definition of installation size by showing by
number of users, number of documents, etc.
Also, Responder shall provide information concerning the largest system deployed by its
company, including the number of concurrent users, the number of total users, and the
estimated number of documents.
2.9 Financial Qualifications
To warrant consideration for this contract, the Responder shall submit firm-related financial
information for the last two fiscal years and current year-to~date, before the contract award
would be made. This information will include audited financial statements for the two most
recent years. For the purposes of this section, "audited" shall mean that a Certified Public
Accountant has audited the financial statements and related footnotes and has expressed an
opinion regarding the information audited.
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City of Shakopee EDMS RFP
Section 3: Project Environment
3.1 Overview
The City of Shakopee is the one the fastest growing cities in Minnesota and is located in the
Minneapolis-St. Paul metropolitan area. The City has a population of approximately
30,000. The City of Shakopee has approximately 100 full-time employees in four major
buildings (police, public works, city hall and community center), plus several smaller work
locations like fire stations and parks. The City of Shakopee is interested in implementing an
enterprise-wide electronic document management and imaging solution that will be used by
many City departments, including Police Department, for avariety of applications in
multiple locations.
Although we anticipate using the selected system as a Citywide solution, it is difficult to
project the total number of users and documents that may eventually become part of the
EDMS system. Ultimately, there could be as many as 100+ users, and millions of
documents as Shakopee continue to grow.
The selected Responder will install and implement an EDMS first in the Building
Department and City Clerk's Office. Once the EDMS has been successfully implemented in
the Building Department/City Clerk's Office, the City of Shako pee intends to identify future
applications and expand the system to other City departments like the Finance, Police, etc..
The selected solution must be scalable and adaptable to a variety of applications within
multiple departments. Although our first priority is to successfully meet the document
management needs of the Building Department and City Clerk's Office, the ability to easily
apply the solution to other departments on a secure long-term wide-area network will be a
significant factor in system selection.
3.2 Implementation in Building Department & City Clerk's Office
The EDMS will be first implemented in the Building Department and City Clerk's Office.
The Building Department receives hundreds of documents a week from building permits to
commercial plans and plats and the City Clerk's Office retains all official City documents.
It is our goal toonly scan permanent documents, backup, or documents that need to be used
across departments or with other organizations, county governments and the State.
The original primary application of the EDMS will be to scan the permanent records.
Currently, these files are maintained in paper format, although many of the documents are
created and stored electronically as well. The department wishes to convert from paper to
electronic case files, using a combination of scanned images and controlled electronic
documents to form a complete electronic case file system that is accessible to staff in
multiple locations.
For initial purposes of the Building Department and City Clerk's Office, one staff person
maybe assigned to scan the documents or work with an outside company to scan and then
index the documents.
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City of Shako pee EDMS RFP
The City envisions that each of the four main locations could eventually have a central scan
station to process incoming paper documents. Designated operators will operate these
stations and perform the majority of the indexing. Initially, other staff will not scan paper
documents, but must have the capability to create and index their own electronic documents
(such as MS Word documents, AutoCAD and e-mail) into the system. Ata future date, the
City may decide to have personal-sized scanners at some desktops if it makes
business/workflow sense to do that.
Workflow design will be a critical factor in the success of this project, in order to ensure that
incoming documents are processed, indexed, and made available to staff in an organized and
timely manner.
Because of the confidential nature of some Building Department and City Clerk's Office
records, maintaining data privacy and security is also a critical issue in the handling of these
documents.
3.3 Project Phases
The project in Building Department and City Clerk's Office will be accomplished in two
phases:
Phase I: Current Building Permits, Plans, City Council & Commission meeting
minutes and agendas, resolutions, ordinances and city code, etc.
Phase II: Past documents. 2003 - 1960s
Phase I will involve all personnel who work with the phase one documents. These include
secretaries, building official, building inspectors, administration staff and city clerk office
staff.
Phase II will involve personnel who work with past city documents, plans, etc.. These
include secretaries, building official, building inspectors, administration staff and city clerk
office staff.
3.4 User Estimates
The Building Department consists.ofapproximately 10 staff members and the City Clerk's
Office has three staff members. We estimate that approximately 60 to 75% of users could be
accessing the system at anyone moment.
Users for each phase are estimated as follows:
Phase I : 4 - 10
Although the first phase will not involve all users, the Responde!, must plan for software
implementation for all staff in the Departments. '
15
City of Shakopee EDMS RFP
3.5 Document Estimates
a) Building Department
Volume estimates have been made on a going-forward basis as follows:
Number of new building plans/permits submitted in 2003: 5,934 (does not include
applications or any back up documentation)
Estimated number of building documents on file: roughly 29 -five drawer cabinets which
arefull and date to the 1960s.
Estimated number of new Building Department documents from 1999 - 2003: 36,921
Permit files contain many types of documents, and the department has already documented
the most common document types. Most data is collected on paper forms. Data is entered
into a permit document (PIMS) database, and the forms are filed in paper files. Forms that
collect data are created primarily in MS Word.
b) City Clerk's Office
Volume estimates have been made on a going-forward basis as follows:
Number of new documents submitted in 2003: 10 -15 boxes (1 cubit feet ofpaperlbox)
Estimated number of City Clerk documents on file: 389 boxes
Estimated number of new City Clerk Department documents from 1999 - 2003: 50-75
> 30% of the documents are generated from forms
> 40% of the documents are received on paper
> 5% of the documents received are handwritten
> 75% of the documents are letter size, 4% legal, and 1 % smaller than letter size
> 80% of the paper documents are in good condition
> 90% of the documents are of standard paper weight
> 95% of the documents are portrait orientation
> 30 % oflarge PLAT/Plans
3.6 Back File Conversion Volume Estimates
The Building Department and City Clerk's Office do not plan to convert the entire backlog
of files due to their relatively short active life, because some files are only kept 2 to 6 years.
However, the departments may wish to convert some of the recent active case files. Unlike
many of the short active life files, the Building Department keeps all commercial plans for
15 years and all certificates of occupancy, building permits, surveys, inspection records and
contractor licenses permanently. The City Clerk's Office also has many documents that
need to be kept for a lifetime. We estimate the file conversion volume to be contingent on
overall project costs and implementation schedule. However, it is the goal of the city to
16
City of Shakopee EDMS RFP
convert, at minimum, 2004 file (roughly 6,000) in the first phase and move into phase two
as funding and/or staff is available. Due to the high number of permanent past documents
and high volumes of new documents, Shakopee estimates this will be an ongoing project.
3.7 Permit & Property Databases - PIMS & PDS
Pennit data (PIMS) is maintained in a client/server-based permit management system
known as PIMS (Permit Inspection Management System) located at LOGIS in Golden
Valley. The City of Shako pee expects that the EDMS will be able to interface with LOGIS
to extract indexing data, and enable images to be accessed from within the Shakopee
system.
Property Data System (PDS) will be upgraded by LOGIS sometime in 2005, so the City of
Shakopee expects the Responder to be able to work with LOGIS to ensure a smooth
transition from the old PDS system to the new PDS system. Responder should plan on
interfacing with the new technology, since much the indexing will correspond with property
identification numbers, which are updated frequently.
3.8 Current City of Shakopee Infrastructure
The City of Shakopee currently supports computer platforms Gateway server platform and
2003 Server.
The City of Shakopee's main city buildings connected together using a city owned dark
fiber network to form a wide area network (WAN). The locations are 1) City Hall; 2)
Community Center; 3) Police Department; 4) Public Works 5) Vierling Fire Station (This
fiber is owned by Time Warner, but for city use only.).
3.9 Proposed City of Shakopee EDMS Hardware
The City of Shakopee may independently purchase any file, application, or database servers,
scanners, scan stations and other related hardware required to implement the EDMS.
The Responder shall provide a detailed list of required hardware components and operating
system requirements. The list must include:
. Server capacity requirements / number of dedicated servers recommended
. Number of dedicated workstations, if any
. Workstation requirements, if higher than City.ofShakopee standards (see 3.11 &
3.12)
. Estimated data storage requirements
. Bandwidth requirements for transmission of data between sites
. Recommended scanner models and features, including document feeder
capabilities
The City of Shakopee will consider a proposal that utilizes a computer platform other than
the computer platforms described in section 3.8. However, that proposal must contain
additional information describing how the platform will be maintained and supported by
Shakopee staff including a description of any remote-access requirements. Furthermore, the
17
City of Shakopee EDMS RFP
proposal must document any additional software and/or hardware costs to be purchased by
the City of Shakopee that are associated with the initial installation and the
support/maintenance of the hardware/software platform for a period of five years.
If a Responder uses a different development platform than the current City of Shakopee
configuration (see 3.10), specify what is to be used and how it will be integrated within the
City of Shakopee environment.
Each proposal must include a storage strategy, sizing and estimated costs -- upfront and on
going -- for the images and electronic documents to be contained in the EDMS. Shakopee is
open to considering solutions that include, but are not limited to, magnetic disk storage,
optical (both WORM and re-writable), CD-ROM, magnetic tape, DVD, and microfilm.
The required hardware, operating system, database, and backup software shall be installed
by City of Shakopee staff before the start of the project. The Responder is responsible for
proposing, installing, and implementing any other software and hardware, although
assistance will be provided by the City of Shakopee.
3.10 Current City of Shakopee Development Environment
. Gateway E-4300
. 4-bay small form factor
. Intel Pentium 4 Processor 540 (3.2 GHz)
. 1GB DDR2 Dual Channe1400MHz SDRAM (2-DIMMs)
. 40GB nOOrpm hard drive
. Microsoft@ Windows@ XP Professional Edition (SP2) Floppy Drive
. 20x min.l48x max. CD-ROM drive
. Keyboard: 104+ Keyboard (PS/2)
. Mouse: Gateway 2-Button USB Optical Mouse
3.11 Current City of Shakopee Desktop Hardware
. Standard Gateway VX730
. 17 inch color monitor (16.0" viewable)
. 0.25mm Dot Pitch
. l280x1024 @ 60 & 75Hz
. Flat screen CRT technology
3.12 Current City of Shakopee Desktop Software
. Windows XP
. Currently Office 2000, but will be upgrading to Office 2003 in 2005.
. MicrosoftIE v 5.5/6.0
18
City of ShakopeeEDMS RFP
Section 4: Project Management
4.1 Introduction
The proposal shall include a project management plan for implementing the EDMS project.
The plan shall be comprehensive enough in scope and detail to convey the Responder's
ability to implement a system on time, on budget, and within the spirit and letter of the
requirements and specifications.
Requirements for the project plan are listed in the following paragraphs. The project plan
shall not be a tutorial on project planning and the benefits of a project plan. The City of
Shakopee is looking for actual preliminary plans that suggest step-by-step tasks, timetables,
and responsibilities for both the Responder and the City of Shakopee. The Responder is
encouraged to be brief and direct.
The project shall be implemented over a period oftime in planned phases. The basic
strategy is to gain experience with the initial installation and implementation, build on each
successive stage, and move toward implementation in other City departments. This strategy
will allow the City of Shakopee to start the project without delay and develop basic
competencies.
4.2 Project Plan
The following paragraphs describe the minimum requirements for the projectplan. The
Responder shall respond to each paragraph in the proposal. The Responder shall provide a
complete project plan with dates that reflect an approximate project implementation rdate of
April 6, 2005.
The plan shall include dates, time periods, and staffing levels. The Responder's plan shall be
broken out for each phase and shall include, at a minimum, all deliverables for each phase.
4.3 Personnel
The project plan shall include a description of the project organization and the assigned
project personnel. The City of Shakopee expects key Responder project team members to
remain on the project for the duration of the project. The Responder will be required to
notify the City of Shakopee of any change in personnel prior to that change being
implemented. The City of Shakopee shall concur before any changes can be made.
Responder shall indicate the level of Shakopee staff time commitment required during
various stages ofthe project. The City of Shakopee expects to provide at least one (1) full-
time staff person for the duration of the project for contact purposes. The City of Shakopee
will provide additional staff as needed, in consultation with the Responder.
4.4 Responder Validation of Phases and Processes
The Responder will review the City of Shakopee'sphases and processes for completeness
and to ensure the processes, as stated, can be implemented using the Responder's proposed
solution. Any modifications or adaptations shall be noted and included in the proposal.
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City of Shakopee EDMS RFP
4.5 Configuration
The hardware configuration shall be documented by the Responder and included in the
proposal. Any changes or supplements to hardware or software shall be listed in this
section.
4.6 User Interface / Prototype Demonstration
The Responder shall demonstrate all application screens at a City of Shakopee test location.
Sufficient detail shall be presented to allow the City of Shakopee to determine that the user
interfaces meet City of Shakopee specifications. The City of Shakopee useuepresentatives
shall provide feedback concerning the usability of each screen. The Responder's
proto typing tools shall be used to dynamically modify each screen according to this user
feedback. The modified screen prototypes will then form the basis for subsequent
development.
4.7 User Testing
After the Responder has completed the application development (including training
materials and documentation) and testing, the Responder shall turn the application software
for each specific phase over to the City of Shakopee for its own testing at a the City of
Shakopee test location. The City of Shakopee will test the application for compliance with
the specifications and will compare the application software to the appropriate training and
documentation materials to ensure completeness and consistency.
This testing will be accomplished within a time period not to exceed four-five weeks from
the start of the test. The City of Shako pee either will accept the software, training materials,
and documentation materials to allow installation in the first phase, or will prepare a
discrepancy list for the Responder to fix. The discrepancies- shall be fixed within two weeks
of notification. Date of notification shall be the date the Responder has received the written
list of discrepancies from Shakopee.
4.8 Installation
Upon completion of user testing the Responder will install all software components in the
target work unites) for each phase ofthe project. The Responder shall ensure that lead times
are anticipated so all required hardware and software is received in sufficient time to meet
the project schedule.
4.9 Acceptance Test and Production Implementation
Upon completion of software installation, the system will be put into full pilot production.
The City of Shakopee will run the system and application software for 60 working days to
ensure the system meets the functional and performance requirements stated in the RFP. If
the system meets all acceptance criteria, the City of Shakopee will consider the
implementation phase complete.
4.10 Software Maintenance and Support
The Responder's help desk personnel shall provide troubleshooting and problem resolution
services after Shakopee has determined if the problem is hardware, system software, or
20
City of Shakopee EDMS RFP
application software related. If there is difficulty in resolving problems between hardware,
system software, or application software, the Responder shall be responsible for the problem
resolution.
The Responder shall indicate the location of its support personnel. The City ofShakopee
prefers that support be available locally (in the Minneapolis/St. Paul metropolitan area).
The Responder shall propose a maintenance plan. The Responder shall provide a proposal
for the following types of support:
1. A local number for problem reporting that serves as a single point of contact for
the City of Shakopee;
2. A renewable fixed fee contract for continued technical support. The contract, if
accepted, shall be for 12 months;
3. Telephone and email support available during normal working hours. The
Responder shall list their specific support availability (for example, from7 a.m. to
5 p.m. Monday through Friday, CST).
4. A response time after initial problem report;
5. Definition ofwhatis considered to be a response;
6. A maintenance plan and/or options for coverage during non-PPM periods;
7. A list of standard escalation procedures and their time frames;
8. Capability for remote diagnostics and the equipment/software needed; and
9. Maintenance cost for fixes and major release upgrades, the standard estimated
time for delivery, and the standard estimated time for release of application
software that runs under a new release of the operating system.
10. Provide a program or provide services to test the readability of Shakopee's disks
periodically.
All reported problem incidents shall follow a standard set of steps until they are corrected.
The Responder shall provide the escalation procedures to be followed, along with the
criteria that move the problem from one-step to the next. All City of Shakopee problem
reports and queries made to the Responder shall receive an incident number and the
Responder shall maintain these incidents in a problem- tracking database. Shakopee shall
be able to call at any time during its normal working hours and receive the status of the item
in question. This type of reporting may also be Internet-enabled, allowing Shakopee to
access a problem database.
4.11 Warranty
The Responder must include specification of the warranty terms, periods, and conditions for
all proposed hardware and software components. The discussion ,should include
descriptions of the types of problems covered by the warranty and details of services
'centers, staff, help desk hours and response to calls.
4.12 Training
The Responder shall provide comprehensive training, including training materials for users,
administrative, technical, operational personnel, and "train the trainer." All training should
21
City of Shakopee EDMS RFP
be specific to the City of Shakopee installation. The Responder is encouraged to propose
innovative approaches to training such as programmed self-study guides, on-line tutorials,
video tapes, CD-ROM, Internet, and computer-based training. All training shall include
step-by-step detail that will enable employees unfamiliar with the systemto perform the
described activities.
The Responder shall provide:
1. A syllabus of all proposed training;
2. The source of the training (Responder supplied, 3rd party);
3. A synopsis of the training;
4. Who is the intended audience;
5. The maximum number of students per class;
6. Training facility configuration including hardware and software;
7. Student (staff) prerequisites for each course;
8. Type or method of instruction;
9. Sample training material; and
10. Training schedule.
11. Proposed outcomes/objectives of the training.
The City of Shakopee envisions that the following types of users will be trained:
1. Personnel responsible for the technical support, troubleshooting, light
maintenance, and day-to-day operation of the system;
2. System administrators who will be the interface between the technical support and
the user community and who will perform such duties as adding/deleting users,
adding/changing security privileges, etc.;
3. "Train the trainer" personnel who will be responsible for training everyday users;
and
4. Core group of everyday users of the system who may ot may not be skilled
computer users. The City of Shakopee anticipates that this would include
approximately 10-20 end users/training group.
The Responder shall state how all users from system technical personnel to user personnel
will be kept current with ongoing changes, updates, version changes, and new applications.
System administration and system support training shall be given atthe City of Shakopee
prior to the system installation and implementation. This allows the system personnel to
participate in the initial design and implementation to begin to build their skill level and
competency prior to the system becoming operational.
4.13 Documentation
All documentation shall provide a complete explanation of all system hardware, system
software, and application software including installation procedures. The Responder shall
provide four copies of the documentation in hard copy form, in addition to the one
22
City of Shakopee EDMS RFP
electronic form. The City of Shakopee shall retain the right to reproduce copies of the
documentation for its own internal use without fees or time limitations.
The Responder will also provide an explanation of how the parts of the system that are
unique to the City of Shakopee wIll be documented.
The Responder shall provide a complete list of all documentation proposed indicating who
will author the documentation, what media the documentation will be available in, and who
is the intended audience.
The Responder shall state how changes to the documentation will be maintained so all users
will be kept current with the system as it evolves. The Responder shall state how changes to
documentation will be released, and in the case of on-line help, who will be responsible for
implementation of changes and verification of operation.
4.14 Media Obsolescence
The City of Shakopee will be storing documents that will be accessible and retained
permanently. Minimum "archival" time is lOO'years. The Responder shall provide
recommendations for how the City of Shakopee documents will continue to be accessible
during this period of time.
The Responder must also clearly state its guarantee that images and data will migrate
smoothly to any future version of your software and hardware ("smoothly" would be
defined as having the system administrator follow vendor supplied written instructions to
run a vendor supplied program or programs in a batch mode to convert data, or any process
that is simpler or more automatic than this.)
The Responder must clearly state its guarantee that images and data will export to software
and hardware of other vendors and explain in detail how this process would be completed.
4.15 Upgrades
The Responder will describe the policy for upgrades to all software purchased, the upgrade
approach, estimated cost and estimated release dates for such upgrades.
23
City of Shakopee EDMS RFP
Section 5: Technical and Functional Requirements
5.1 Initial EDMS Implementation
The City of Shako pee intends to implement theEDMS using an initial project, consisting of
several phases. The project will be implemented in a manner that allows future use on a
citywide basis. During the initial implementation phase, all mandatory and some optional
requirements will be tested.
The City of Shakopee has prepared a preliminary analysis on the initial implementation
phase in the Building Department and City Clerk's Office. The Responder shall be
responsible for conducting the final analysis. Each phase of the project shall require a
functional report, a technical implementation report, and a training manual. as a deliverable.
The general goals of the initial project will be to:
> Learn the basic operation of the system and develop competency.
> Develop and implement basic framework of the system.
> Add existing electronic documents to the EDMS.
> Develop and implement document categories, define user groups, and apply
security requirements based on document types.
> Develop and, test back file conversion methods.
> Test and implement day-to-day procedures for selected case file document types.
> This-day-forward conversion of incoming documents including fax, mail,
electronic document and e-mail.
> Define and implement document distribution procedures and routing (workflow).
> Implementation of bar codes and/or automated indexing methods.
> Develop and test EDMS integration with CSTS system.
> Develop and document specific procedures.
5.2 Database
The City of Shakopee supports a Gateway server platform.
If a Responder proposes a solution that requires a different platform, the Responder must
provide additional information on the cost of outside maintenance and support of the
proposed platform initially (installation), and annual maintenance for a term of 5 years.
The EDMS shall integrate with existing data located on the platforms listed above. This
integration shall be easy to develop and maintain from a programming perspective. The
Responder shall recommend a database based on the requirements, ease of programming,
maintenance, ease of data integration, ease of implementation and the Responder's previous
expenence.
5.3 Requirements Attachment
The Responder shall address each item of Attachment A, Technical and Functional
Requirements. An explanation shall be provided if necessary. The Responder shall note if
custom development is required to meet the requirement.
24
City of Shakopee EDMS RFP
Section 6: Pricing
6.1 Introduction
The Responder shall provide a fixed price proposal, including all applicable (sale) taxes on a
separate line item. Pricing proposals shall include all costs to be paid by the City of
Shakopee. The Responder shall provide an estimated price index for work that may be
desirable for the City of Shakopee to implement during this project.
The Responder shall complete Attachment B, Proposed Cost Quotation. Included are
detailed cost summary, pricing schedule, andprice index for future projects. This
attachment shall be submitted in Volume 2 of the proposal.
The Responder shall provide explanations where needed for clarification. If a cost is based
on an assumption made by the Responder, the assumption shall be explained in the pricing
section, or there shall be a reference to an explanation in the Responder's technical proposal.
6.2 Implementation
Costs associated with implementation shall be separately identified. Implementation shall
include, but is not limited to, loading all software, hardware configurations, database
configuration, operating system configuration, and testing.
6.3 Development
Costs to develop and customize each software application shall be listed separately. Costs
shall include development costs associated with integration of Microsoft Outlook, the
Microsoft suite, the PIMS and PDS databases, and any custom development that will need
to be made to the out-of-the-box software. The Responder shall provide Shakopee with the
development tasks required and the associated cost.
6.4.Software
Cost and quantity for all proposed software packages and components shall be included. If
a unit price is proposed, the definition of a unit shall be explained. If something other than a
unit price is proposed, it shall be explained.
6.5 Concurrent User Licenses
The proposal shall provide a definition of a concurrent user license, and specify the
conditions under which a license is considered to be "in use" (i.e., user is logged on, user is
actually retrieving a document, etc.).
6.6 Training
Costs for all training shall be clearly identified. Each individual training session required
shall be separately identified.
25
City of Shakopee EDMS RFP
6.7 Documentation
All costs for the documentation shall be identified. The City of Shakopee shall retain the
right to reproduce copies of the documentation for its own internal use without fees or time
limitations.
6.8 Maintenance
Each software and hardware item proposed shall be identified with a specific maintenance
cost. Specify if the annual maintenance fee includes product fixes, upgrades, and/or new
versions.
6.9 Technical Support
The City of Shakopee anticipates relying on the Responder to provide technical support
when needed for hardware and software. The Responder shall list the type of on-site or off-
site support that can be provided and the rate to provide contract technical services. The
City of Shakopee expects the Responder to work on aU-month, renewable, fixed rate,
calendar year contract, but will review other methods and agreements. Responders should
quote a not to exceed rate and an hourly rate.
6.10 Travel and Expenses
The Responder shall list all costs associated with travel and related expenses. Travel
expenses shall be included, as a separate line item, in the total proposal price.
6.11 System Expansion
The Responder shall include a price quotation for purchases of additional user licenses for
the expansion of the EDMS. The prices quoted should be guaranteed for a period of 18
months from the contract date.
6.12 Leasing v. Purchasing Equipment
Description of leasing or financing options to meet the City's needs for hardware and
equipment should be outlined in the proposal.
6.13 Outsourcing - Responder or 3rd Party for Scanning
The Responder shall include description of costs and potential outside sources for the
City to enter into an agreement (maybe separate) to have bulk documents scanned and
converted throughout the process. With the number of back logged documents, the City
anticipates needing an outside provider for scanning purposes.
6.14 Upgrade Costs
Upgrades or revisions to software made after the initial installation of the system, but
which furnish capacity to meet a requirement of these specifications, must be included in
the proposal prices, including related documentation and training.
6.15 Other Costs
The Responder shall provide any other costs that have not been specifically requested.
Any cost listed shall be related back to a specific task or product in the proposal.
26
City of Shakopee EDMS RFP
6.16 Payment Alternatives
Describe in detail all available payment alternatives including cash purchase, lease
purchase or a lease fee based on number of documents processed. Include any other
alternative payment plans that may be considered by the City of Shakopee.
Attachment A - Technical and Functional Re uirements
Description Comments
Software compatible with City of Shakopee
network and infrastructure as outlined in
section 2.
1.2 Discuss handheld (PDA, Tablet, PC) H
wireless features of our s stem
1.3 Ability to upload documents that have been H
downloaded to a portable device, i.e. laptop
or PDA and modified while in use on the
ortable device
1.4 Please describe any features supporting H
remote and/or internet access.
1.5 Ability to view MS Office 2000 files: H
Word, Excel, Access, Power Point,
Outlook, Exchan e, etc.
1.6 Does your proposed solution have the H
ability to work with Microsoft Windows
95/98,2000, XP, Windows NT
Workstation, PocketPC and XPfor Tablets?
1.7 IdentifY the recommended desktop, tablet H
andPDA confi ration.
1.8 What service packs, hot fixes or other
updates, if any, are required on Windows
2000 or Windows XP to run the software?
1.9 Ability to view standard document formats H List other formats
including but not limited to: TIFF, supported
AUTOCAD, JPG, GlP, BMP, PDF, SGML,
HTML, XML, ASCII, EDCDIC, TXT, PS,
HPGL
1.10 Web client functionality provided out-of- H
box custom confi uration not re uired
1.11 If the product uses a Windows client, it H
must be a 32-bit a lication
1.12 o en architecture / standards based H
1.13 City of Shakopee IT Staff have access to H
a lication ro rammin interfaces API's
1.14 Non-proprietary image format, including H
non- ro rieta headers on TIFF ima es
1.15 Maintains electronic documents in native H
27
City of Shakopee EDMS RFP
Requirement Description Priority Comments
(High, Medium,
Number Low, Future)
format
1.16 Allows remote Windows client deployment M
to each PC (do not have to install at each
individual PC)
1.17 Multiple storage options: H If others, please
Magnetic (RAID, SAN, NAS etc.) specify
Optical
CD
DVD
Microfilm
1.18 Ability to choose appropriate storage media H
based on document retention period
1.19 Provide mechanism for storage H Describe how the
management, to provide the most efficient software manages
access to those documents that is most this.
used, with appropriate periodic backun.
1.20 Ability to set up automatic H
archiving/migration for documents (from
one media to another) based on city and
MN retention requirements
1.21 Software can be customized with VB 6 . M
1.22 Ability to scale to very large numbers of H
documents (20 million+) and users (500+). ..
1.23 Ability to deploy using Windows thin H Explain
client, thick client, orweb client differences in
features
1.24 What are the memory requirements ner user H
1.25 Provide systems warning when systems are M
approaching capacity to prevent loss of data
and/or provide ability to add or alter
capacity.
1.26 What type of server (manufacturer) do you H
recommend
1.27 Provide backup/recovery capabilities H Please describe
1.28 Disaster Recovery Plan - what types of H Please describe -
services are available in the event that the how long would
equipment or software is rendered you anticipate
inoperable by a local catastrophe basic support to
function, if a
regional/natural
disaster occurred?
1.29 Can you provide a client reference that has H
such a plan?
28
City of Shakopee EDMS RFP
Requirement Description Priority Comments
(High, Medium,
Number Low, Future).
1.30 Can the system be configured to support H Please describe
improved fault tolerance and system
recovery (Provide mirrored disk
drives/servers)
1.31 Would you recomment a redundant server
in a different location than City Hall
1.32 Would you recommend a 2-hour H Please describe
uninterruptible power supply on the
software servers
1.33 Configuration to allow redundant real-time H
storage.
1.34 Describe the system backup process. Can H Please describe
backup be completed in a dynamic mode so
that the system can be operational 24
hours/day? What backup schedule do you
recommend? Describe the automated
backup features that allow rapid and
unattended system and data backup
operations on a user-scheduled basis.
1.35 Can the system support multiple office H
locations, including connectivity between
sites.
1.36 Provide statistical usage and summary H
reporting
1.37 Audit of access attempts done by exception, H
i.e., attempts without privileges, and by
request
1.38 Audit of all entries made to a document H
with the date, time, and signing/person of
entry to document.
1.39 Ability to create unique user ids for every H
read or write user in practice
1.40 Does the system support working with H
multiple users at the same time
1.41 Reasonable response times for retrieving, H
viewing, editing and creating documents.
Provide discussion of how these functions
will be impacted by:
~ Number of documents in the
repository
~ Number of users on the system
~ Bandwidth, LAN and WAN
~ File type (i.e., image files vs. Word
documents)
29
City of Shakopee EDMS RFP
Requirement Description Priority Comments
(High, Medium,
Number Low Future)
~ Client configuration (hardware and
applications)
~ Thin client vs. Windows client
2. SYSTEM ADMINISTRATION
2.1 Replication of user and groups IDs from M
o eratin s stem, includin u dates
2.2 Ability to populate index database with data H
from existing City of Shakopee, LOGIS
and Scott Coun -databases
2.3 Ability to create custom indexing and H
retrieval (search) screens for each
a lication
2.4 Custom index and retrieval screens are easy H Can be created by
to create City of Shakopee
system
administrator
without
Responder
involvement
2.5 Ability to create look-up tables for custom H
fields
2.6 Ability to move documents from one H
document class, libra or area to another
2.7 Create ad hoc re orts H
2.8 Re orts can be saved and run b users H
2.9 Provide control over ability to add new H
document types, change indexes,
add/maintain users, etc; (limit key functions
to s stems administrator .
Provide context-sensitive on-line hel files.
.
3.1 Image enhancement features: de-speckle, H List features
de-skew, image rotation, adjust contrast,
ad'ust for colored back round, etc.
3.2 Ability to populate index fields from H
existing City of Shakopee and Scott
Coun -databases
3.3 Supports automated data entry mechanisms H
bar codes, batch header sheets, etc.
3.4 Su orts standard bar code fonts Code 39 H List others
3.5 Index ca abilities at the deskto H
3.6 Su orts multi Ie scanner models H Please
30
City of Shakopee EDMS RFP
Requirement Description Priority Comments
(High, Medium,
Number Low Future)
recommend
appropriate
scanner models
(lease or
purchase) for this
application
3.7 Save multiple scanner setting files M
3.8 Ability to scan color images H Explain any
special
reauirements
3.9 Ability to scan individual documents on an H
ad hoc basis ..
3.10 Batch scanning H
3.11 Customizable batch names H
3.12 Allow batch import into EDMS H
3.13 Automated indicator for inferior quality H
scanned document that falls below a given
tolerance or the inability to read bar code
3.14 Allow rescan of single document within a H
batch
3.15 Ability to insert a page within a document H
3.16 Ability to cut and paste text from other H
applications
3.17 Ability to redefine index field tab order H
3.18 Ability to import TIFF and native format H
documents from "outside" EDMS
3.19 Multiple levels of quality control H
3.20 Spell check or custom dictionary M
3.21 Replicate fields for data entry H
3.22 Global editing of index values H
3.23 Ability to capture and index an e-mail H
message in the same manner as any other
electronic document
3.24 Ability to save e-mail attachments with H
message, or separately
3.25 Preserve e-mail metadata with message text H
(to/from, subject, dates, etc.)
3.26 OCR for selected images H,F
3.27 ICR for selected images L,F
3.28 Full-text indexing of selected electronic H,F Please explain
and/or OCR documents process
3.29 Ability to define mandatory and optional H
index fields
31
City of Shakopee EDMS RFP
Requirement Description Priority Comments
Number (High, Medium,
Low, Future
3.30 Split-screen indexing: ability to index with H
the image on one side and the index fields
on the other
3.31 Support for compound documents (an M
organized collection of components or
documents that make up a logical document
and are mana ed as a unit .
4.1 Ability to view multiple pages concurrently H
from the same document
4.2 Ability to view multiple pages concurrently H
from different documents
4.3 Ability to zoom in/out and pan within a H
document
4.4 Ability to see a document overview while L
zoomed in
4.5 Ability to "flip through" pages of a H
document althou h the a es are se
4.6 Abili to dis la thumbnails M
4.7 Abili to add multi Ie la ers to a a e H
4.8 Ability to add highlights, sticky notes, H
lines, circles, squares, annotations and text
on a la er
4.9 Abili to add redaction H
4.10 Ability to add or associate comments to a H
document
4.11 Ability for users to create a personal H
"collection" of documents usin ointers
4.12 Ability to cross reference documents H
without includin a du licate co
4.13 Ability to view documents that have been H
checked out
4.14 Ability to image-enable related applications H Example: within
so that images can be accessed from within Building Permit
other applications case management
system, allow
users to view
related documents
and images.
Explain how this
will be
accom lished.
32
City of Shakopee EDMS RFP
Requirement Description Priority Comments
(High, Medium,
Number Low. Future)
5.1 Full text search and retrieval of selected M Limited users and
electronic / OCR documents documents.
Provide
discussion on
how this works.
5.2 Search on annotations, comments and M
redaction that are associated with a
document, folder, or group of documents
5.3 Ability to search multiple repositories H
(departments, classification levels,
document types, etc.) within a single search
and receive a unified results list.
(Assuming user has appropriate security
rights.)
5.4 Ability to search across applications (e.g., H
single query for electronic documents,
images, computer reports), regardless of
media. (Assuming user has appropriate
security rights).
5.5 Boolean searches M
5.6 Wildcard searches H
5.7 Search between dates (ranges of dates) H If date is an index
field. .
5.8 Ability to check documents out of and into H
the system
5.9 Allow search results to be sorted by any H
indexed field
5.10 Multiple users can access the same index .. H
information, documents and images
simultaneously.
5.11 Ability to save frequently used search M
criteria.
5.12 Allow search results to be printed. H
5.13 Highlights the search terms on a document H
image or within an electronic document
when conducting a full-text search
5.14 Ability to print images and electronic H
documents.
5.15 Search results ("hit lists") include count of H Example: Search
the number of hits and the total number of found 25 "hits"
records searched out of 15,000
records searched
6. RECORDS MANAGEMENT
33
City of Shakopee EDMS RFP
Requirement Description Priority Comments
Number (High, Medium,
Low, Future
6.1 Ability to define record classifications H
(record series, data practices classification,
etc
6.2 Abili to define retention eriod H
6.3 Automated schedulin of review dates M
6.4 Manual override of retention at a document H
level
6.5 Scheduled destruction of expired H
documents
6.6 Ability to handle variable retention within a H
record series
6.7 Version control M
6.8 Revision control M
6.9 Provide document history or audit trail (log H
file) for logon, logoff, scanning indexing,
faxing, committal of documents including
versions and revisions, and other activities
associated with a document
6.10 Abili to ou ut to microfilm H
6.11 Ability to read and import images from L,F
microfilm and microfiche
6.12 Ability to use existing index information H Explain
from EDMS to film and vice versa rocedure
6.13 Ability to track documents that exist H
outside of the EDMS a er or microform
File folder indexin & trackin
Box indexin & trackin
Prints labels / labels are customizable
Bar codin (for a er fileslboxes
7.1 H
7.2 H
7.3 H
7.4 H
7.5 H
7.6 H
7.7 H
7.8 M
7.9 H
7.10 H
34
City of Shakopee EDMS RFP
Requirement Description Priority Comments
Number (High, Medium,
Low, Future
7.11 Ability to restrict user ability to copy a H
document to another location
7.12 Discuss your approach to data/information H
security, especially with regards to Internet
and wireless technologies. Is it consistent
with the latest industry approaches for
enc tion and authentication?
7.13 Does the system allow "break-the-glass" M
access for emergency situations, with
s ecific auditable alerts?
7.14 Ability to limit access to superseded M
documents
8.1 Ability to route one or more documents and H
associated information to one or more
eo Ie
8.2 Ability to send document on either a H
arallel or serial route
8.3 Ability for a supervisor to override a H
reci ient in a route
8.4 Ability to define distribution lists for H
routin
8.5 Abili to sort documents in a ueue H
8.6 Ability to define an intelligent workflow H
based on rocess
8.7 Abili to save and name workflows H
8.8 Ability to assign authority to maintain and M
change workflow other than System
Administrator
8.9 Ability to automatically initiate an activity M
within a time frame, such as printing a
reminder letter etc.
8.10 Abili to interru t a workflow rocess H
8.11 Ability to change a workflow while M
documents are in rocess
8.12 Workflow integrates with MS Outlook and H
Exchan e
8.13 Ability to escalate work if not addressed M
within s ecific time frames
8.14 Ability to re-route work based on resource M
availabili
8.15 Ability to view the status of a document H
within the workflow; i.e., who has viewed
35
City of Shakopee EDMS RFP
Requirement Description Priority Comments
(High, Medium,
Number Low Future
it, etc.
8.16 Workflow process may span multiple M,F
groups within the City (not limited to one
de artment or work rou
8.17 Ability to attach special instructions or M
notes to workflow items.
8.18 Provide mechanism for document approval M,F Explain how
as part of workflow, possibly including workflow marks
electronic signatures documents as
a roved
8.19 Ability to monitor and audit workflows to H
identify bottlenecks and streamline
rocesses.
Includes tickler feature to remind users of M
endin items
. I
9.1 Basic reports management features (can H Please list
save and index a report into the system) significant
features
9.2 Full text indexin of selected re orts M
9.3 Ability to publish self-contained CD/DVDs H
(publish report with index on CD/DVD as a
self-contained unit
Web content ublishin
Web clients can access and retrieve
documents
10.3 Web clients can file (index) new documents M
into the s stern via the web
lOA SpecifY difference in features between NA Explain
Windows client and web versions differences in
features available
to client vs. web
users
10.5 Ability to change a document into an M
alternate format (i.e., HTML, PDF) for
ostin to web
11.1 Incoming/out going faxes to be captured M
automatic all in a ueue
11.2 Full fax capability that can operate M
inde endentl ofEDMS
11.3 Batch faxin M
36
City of Shakopee EDMS RFP
Requirement Description Priority Comments
(High, Medium,
Number Low, Future
11.4 L,F
11.5 H
11.6 L
11.7 L
11.8 L
11.9 M
11.10 M
11.11 M
Is our software HIPP A com liant?
Indicate if your product is/will be compliant
with the following HIPP A application
secun re uirements:
l2.2a Access Controls
12.2b Audit Controls
12.2c Data Authentication
12.2d Entity Authentication (including unique
user IDs, Automatic Lo of
37
City of Shakopee EDMS RFP
Attachment B - Proposed Cost Quotation
Implementation
Description/Task Cost
$
$
$
$
$
$
TOTAL $
Development
Description/Task Cost .
$
$
$
$
$
$
TOTAL $
Software*
Description & Replacement Unit Price Quantity Cost
Schedule
$
$
$
$
$
Description & Replacement Unit Price Quantity Cost
Schedule
$
$
$
$
$
$
$
$
$
$
$
38
City of Shakopee EDMS RFP
Description & Replacement Unit Price Quantity Cost
Schedule
$
$
$
$
$
$
$
$
$
$
$
TOTAL $
.
Description (3r party or your
company)
8'12xll $
llxl? $
Plat $
$
$
$
$
$
$
TOTAL $
Training
Description Cost
$
$
$
$
$
TOTAL $
Documentation
Description Cost
$
$
$
39
City of Shakopee EDMS RFP
$
TOTAL $
Maintenance (one year)
Descri tion Cost
$
$
$
$
$
$
TOTAL
Travel and Expenses
Trip # Air Lodging Per diem Auto Cost
$
$
$
$
$
TOTAL $
Other
Description Cost
$
$
$
$
TOTAL $
GRAND TOTAL $
Options !!2! Included in Total Cost
Description $
$
$
$
$
$
$
$
40
City of Shakopee EDMS RFP
System Expansion (alternate)
Additional User Licenses I Description Cost (include
individual & bulk)
$
$
. $
Pricing Schedule
Labor Category Hourly Rate
Program Manager $
Proiect Manager $
Senior Systems Analyst $
Database Administrator $
Systems Analyst $
Programmer $
Trainers $
Administrati ve/Clerical $
Other(s) $
* Please include a suggested replacement schedule for all hardware, software and/or any
upgrades to current City of Shakopee equipment and estimated prices.
41
City of Shakopee EDMS RFP
Attachment C - Sample Contract
A2:reement for Installation of
Electronic Document Mana2:ement System
City of Shakopee, enters into this agreement with
(Contractor) to install and implement an Electronic
Documents Management System (EDMS) as outlined in a Request for Proposal dated
December 7, 2004 (RFP) and the Proposal submitted by
Term of Contract: The Contract shall be in effect from through and
may be renewed thereafter subject to mutual agreement in writing between the parties.
SECTION I: DEFINITIONS
A. Contract shall mean the Contractor's response to Request for Proposal dated
(Contractor's Proposal), the RFP, and this written Contract.
B. Contractor shall mean , a wholly owned subsidiary
of , its directors, officers, employees, agents, partners, affiliates,
consultants, and other persons acting under the direction and control of the
Contractor.
C. Request for Proposal (RFP) shall mean the Request for Proposals released on
December 8, 2004 by the City of Shakopee.
D. City of Shakopee shall mean the City of Shakopee, its City Council, officers, and
employees.
SECTION II: CONTRACTOR'S DUTIES
A. CONTRACTOR'S SCOPE OF SERVICES:
The Contractor shall be responsible for installing and implementing an EDMS for the
Building Department and City Clerk's Office; The specific requirements that shall be
met by the Contractor are outlined in the EDMS RFP andin submitted Contractor's
Proposal. The Contractor shall also be responsible for providing technical assistance
and/or products that establish aproper security plan containing measures to protect data
integrity and confidentiality of records and prevent disasters.
B. CONTRACTOR'S REPRESENTATIONS AND WARRANTIES:
The Contractor represents, warrants, acknowledges, and agrees that:
1. It shall obtain and maintain the insurance coverage for the duration of the
Contract as required by Attachment A to this Agreement.
42
City of Shakopee EDMS RFP
2. It shall maintain, at a minimum, staffing and resources at the levels
specified in its response to the RFP in order to perform the Scope of
Services. Contractor warrants that it will comply with all federal and state
employment laws and regulations related to the performance or the
employment relationship of its employees that may work on the premises
of the City of Shakopee. Contractor further warrants that its employees
are, and shall always be, employees of the Contractor. There is no
employment relationship between the City of Shakopee and any of the
Contractor's employees that provide services to the City of Shakopee
under this Contract. Contractor acknowledges and warrants that it will
maintain all required insurance for its employees who perform services
under this Contract. Contractor further assures that it will make all
deductions required of employers by state, federal, and local laws,
including deductions for Social Security and withholding taxes,
contributions for unemployment compensation funds and shall maintain
Workers' Compensation and liability insurance for each of them.
3. Contractor agrees to indemnify and hold harmless the City of Shakopee
from and against all liability, loss, damages, and expense whatsoever,
including reasonable attorney fees, resulting from any actual or claimed
infringement of the patent, trademark, or copyright laws of the United
States, or any litigation pursuant thereto, with respect to all materials and
deliverables provided pursuant to this agreement, including, but not
limited to, software. This duty of the Contractor shall continue after
acceptance of the work pursuant to this contract by the City of Shakopee.
4. Contractor expressly warrants that all services and goods provided
pursuant to this contract shall conform to the specifications of in its
proposal and the EDMS RFP and shall be fit and sufficient for the purpose
intended, of good material and workmanship and free from defect in
design. Inspection, test, acceptance, or use of the services and goods
furnished by this contract shall not affect the Contractor's obligation under
this warranty, and such warranty shall survive inspection, test, acceptance,
and use. This warranty shall run to the City of Shakopee, its successors,
and assigns. The Contractor agrees to promptly replace or correct defects
in any services or goods not conforming to this warranty promptly,
without expense to the City of Shakopee, when notified of such
nonconformity by the City. In the event of failure by the Contractor to
correct defects in or replaced non-conforming materials promptly, City,
after reasonable notice to Contractor, may make such corrections or
replace such goods and services and charge Contractor for the costs of
such corrections or replacements.
5. Contractor shall promptly notify the City in writing in the event that any
of these representations and warranties is no longer true.
43
City of Shakopee EDMS RFP
6. Contractor warrants that it shall apply professional standards of the
industry during its performance of this Contract and shall be responsible
for installing and implementing an EDMS at the City of Shakopee. If the
City notifies the Contractor in writing of any breach of this warranty
within 60 days of delivery, Contractor shall, at Contractor's expense,
correct or repair the EDMS to comply with this warranty and meet the
specifications set forth in the RFP and this Contract.
7. Contractor shall notify the City forty-five (45) days before any changes for
any reason of the insurance. coverage required by Attachment A.
8. Contractor shall provide to the City a fully implemented and operational
EDMS pursuant to this Contract by April 6, 2005.
C. REPORTS:
The Contractor shall provide bi-weekly status reports beginning in XXXX, 2005 and
continuing through XXXX, 2005.
SECTION III: CITY OF SHAKOPEE DUTIES
A. EVALUATION:
The City of Shakopee will review the Contractor's progress toward meeting its
contractual obligations on a weekly basis and at project meetings in accordance with the
Work Plan and Timetable set out in the Contractor's Proposal.
B. DEDICATED PROJECT MANAGER:
The City shall provide a dedicated Project Manager to this project. The Project Manager
shall be responsible for coordinating project meetings and internal City status reporting.
C. OFFICE SPACE:
The City will consider providing office space for the employees of the Contractor at its
facility upon receipt of a request from the Contractor. This provision of space in no way
circumvents or changes the independent contractor status of the Contractor. The City
shall not be responsible to provide any office supplies, computers, and other to the
Contractors' employees. Additionally, the Contractors' employees will be responsible to
follow all security procedures established by
the City.
SECTION IV. FEES
A. COMPENSATION:
44
City of Shakopee EDMS RFP
The compensation paid to Contractor under this contract shall be as follows:
B. INVOICES:
The City shall receive invoices from Contractor on a monthly basis based on the progress
of the project. Five percent (5%) of each invoice will be withheld from payment on each
invoice in order to insure completion of the project on a timely basis and will be paid at
the completion of the project. The Contractor shall provide on each invoice the
cumulative balance of the withheld amounts.
F or the purposes of this section, the proj ect shall be deemed substantially complete on or
before April 6, 2005 provided the Contractor has provided all deliverables in accordance
with their response to the RFP dated January 4, 2005 and the RFP to the satisfaction of
the City. Contractor shall also have presented a Final Project Report to the satisfaction of
the City.
SECTION V: GENERAL TERMS AND CONDITIONS
A. AUDIT OR EXAMINATION OF RECORDS:
1. The Contractor agrees that the Auditor of the State of Minnesota or any
authorized representative of the State or of the City shall have access to
and the rights to examine, audit, accept, and transcribe any directly
pertinent books, documents, papers, and records of the Contractor relating
to this Contract.
2. The Contractor shall retain all records relating to this Contract for five (5)
years following the date of final payment or completion of any required
audit, whichever is later.
3. Compliance with this clause does not relieve the Contractor from retaining
any records required by other laws or regulations of federal, state, or local
government.
B. BREACH OF DUTY:
The City has the right to terminate this Contract immediately upon learning of breach of
Contract or breach of duty and/or confidentiality by the Contractor. Breach of duty
and/or confidentiality includes but is not limited to: distributing confidential information
without the City's prior approval to someone other than the Contractor; failing to comply
with the requirements of this Contract; violating state or federal law; and refusing to
account to the City on a timely basis for the Contractor's actions. This list is illustrative
only and is not meant to limit the City's definition of breach of duty and/or
confidentiality. This clause does not limit the City from any action allowed by law.
45
City of Shakopee EDMS RFP
C. CHANGES:
Changes in any of the provisions of this Contract may be made only in writing and must
be approved mutually by a duly authorized representative of the Contractor and the City.
D. CONFLICT OF LAWS:
This Contract shall be interpreted in accordance with the laws of the State of Minnesota.
The Contractor is deemed to have established sufficient minimum contacts within the
State of Minnesota to grant Minnesota Courts' personal jurisdiction. Therefore, any
action relating to this Contract shall be commenced only in the Minnesota District Court
in and for Scott County or in the United States District Court for Minnesota;
E. EQUAL EMPLOYMENT OPPORTUNITIES:
The Contractor shall comply with the provisions of federal, state, and local laws and
regulations to ensure that no employee or applicant for employment is discriminated
against because of race, religion, color, sex, disability, or national origin. The Contractor
shall ensure that all authorized subcontractors comply with the provisions of this clause.
F. FEDERAL AND STATE STATUTORY AND REGULATORY COMPLIANCE:
It is the responsibility of the Contractor to establish and maintain compliance with
appropriate federal and state statutory and regulatory requirements. Failure to comply
will be considered a material. breach of Contract and may result in its immediate
termination.
G. INDEMNITY FROM LIABILITY:
The Contractor agrees to indemnify and hold harmless the State of Minnesota, Scott
County, and the City of Shakopee's staff and city council members ("Indemnified
Parties") jointly and severally, from and against any and all losses, claims, damages,
judgments, costs (including attorney fees), or liabilities of any kind which result from the
Contractor's negligent or wrongful performance in breach of this Contract or of any
agreement which the Contractor, in its capacity as such, entered into with a third party.
H. INDEPENDENT CONTRACTOR:
The Contractor understands and agrees that it is an independent contractor and nothing
herein in the contract shall be construed to create the relationship of employer and
employee between City and Contractor. Contractor shall at all times be free to exercise
initiative, judgment and discretion as to how to best perform or. provide services.
Contractor shall have discretion as to working methods, hours and means of operation.
Contractor must acknowledge and agree that Contractor is not entitled to receive any of
the benefits received by City employees and is not eligible for workers' or unemployment
46
City of Shakopee EDMS RFP
compensation benefits. Contractor also must acknowledge and agree that no withholding
or deduction for state or federal income taxes, FICA, FUTA, or otherwise, will be made
from the payments due Contractor and that iUs Contractor's sole obligation to comply
with the applicable provisions of all federal and state tax laws.
The City shall not provide to the Contractor an office, support staff, equipment, or
supervision beyond what is expressly stated in this Contract.
1. CONTRACTOR CHANGES:
The Contractor will provide notification to the City concerning changes in the
Contractor's organizational relationships, ownership, professional staff, insurance
coverage, bonds, or services, which may have an impact on the Contractor's service to
the City of Shakopee. The City may request replacement of any Contractor's personnel
believed unable to carry out the responsibilities of this Contract and shall approve key
Contractor staff assigned to this Contract.
J. NOTICE:
Any notice, advice or report to be given pursuant to this Contract shall be delivered or
mailed to:
Contractor at: City of Shakopee at:
Contact Name & Address City Administrator's Office
129 South Holmes Street
Shakopee, MN 55379
952-233-3800
L. REMEDIES:
In addition to the right to terminate this Contract, the City may also file suit against the
Contractor and any individuals involved for breach of duty and/or confidentiality.
Should the City or the State obtain a judgment against the Contractor and any individual
because of a breach of Contract, the Contractor consents to such judgment being set-off
against any monies owed by the State or the City to the Contractor under this or other
Contracts. This section shall not be interpreted to limit the State's or Shakopee's
remedies as provided for by law.
M. ENTIRE AGREEMENT:
47
City of Shakopee EDMS RFP
This Contract represents the entire agreement between the parties with respect to the
subject matter of the Contract and supersedes all prior negotiations, representations or
agreements, either written or oral, between the parties relating to the same subject matter.
Changes in the services to be furnished under this Contract may be made only in writing
and must be mutually approved by the Contractor and the City.
N. RESUL TING CONTRACT:
The Contract consists of this Contract, contents of the RFP dated December 8, 2004 and
the Contractor's Proposal dated January 4, 2005. Should there be a conflict between
these documents, the priority of documents in resolving the conflict shall be the Contract,
the contents of the RFP dated December 8, 2004 and the Contractor's Proposal dated
January 4,2005.
O. RIGHTS IN PRODUCTS:
The City retains all rights to all data reports, documents, programs, designs, . and other
products (collectively, "products") that are the unique and exclusive result of this
Contract. The Contractor may not reproduce or otherwise use such products of this
Contract without the written consent of the City. Shakopee reserves. first publication
rights to any such products of this Contract and the City may place these products in the
public domain without permission of the Contractor. Notwithstanding any other
provision of this Contract, Contractor shall be free to use the ideas, concepts, and know-
how that are in intangible form that are developed during the performance of Contractor's
duties .and obligations under this Contract. In addition, nothing herein shall be construed
to grant the City ownership in any ideas, concepts, designs, techniques, inventions,
procedures, methods, utilities, tools, discoveries or improvements, whether patentable or
not, that were conceived of or reduced to practice by Contractor prior to the execution of
this Contract or in relation to another Contract. The City shall retain all rights to
ownership in any ideas, concepts, designs, techniques,. inventions, procedures,. methods,
utilities, tools, discoveries or improvements, whether patentable or not, that are conceived
of or reduced to practice by Contractor during the performance of its obligations under
this Contract.
P. SECURITY OF DATA:
Some data and document files of the City are of a confidential nature. The Contractor's
employees and agents shall be. allowed access to these files only as needed for their duties
related to the Contract and in accordance with the rules established by the custodian of
the records. The Contractor shall preserve the confidentiality of these files and shall
maintain positive policies and procedures for safeguarding. the confidentiality of such
data. The Contractor recognizes that it may be liable civilly or criminally for the
unauthorized or negligent release of such information.
Q. SEVERABILITY:
48
City of Shakopee EDMS RFP
If any provision of this Contract is deemed invalid or unenforceable, the remainder shall
be valid and enforceable.
R. SUBCONTRACTS AND ASSIGNMENT:
The Contractor shall receive the City's written approval of all subcontracts and
assignments entered into by the Contractor for the purpose of completing the provisions
of this Contract. All such subcontractors and assignees shall be procured with adequate
attention to the principles of competition and reasonableness of costs. All subcontractors
are subject to all of the same duties and responsibilities of this Contract as if each ofthem
were a signatory of the Contract as well. All records relating to subcontracts and
assignments shall be available for audit or examination as stipulated in paragraph A
above.
S. TERMINATION:
Shakopee reserves the right to terminate this Contract without penalty under anyone of
the following circumstances:
1. At Shakopee's discretion, with or without cause, after fourteen (14) days
written notice to the Contractor;
2. The Contractor's default or material breach of Contract; or
3. As a result of the nonavailability or nonappropriation of funds, the City
shall have the right to terminate this Contract without penalty after
fourteen (14) days written notice to the Contractor documenting the lack
of funding, program discontinuance or alteration. In the event of
termination of the Contract due to nonavailability or nonappropriation of
funds, the exclusive, sole, and complete remedy of the Contractor shall be
payment for services rendered before termination.
In the event that the City determines that this Contract must be terminated, with or
without cause, the exclusive remedy for the Contractor shall be for the payment for
services performed up to the date of termination.
U. WAIVER OF INFORMALITIES:
Failure of the City of Shakopee at any time to require strict performance of any provision
of this Contract shall not constitute a waiver of that provision nor in any way limit the
enforcement of the provision.
V. TIME IS OF THE ESSENCE:
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City of Shakopee EDM8. RFP
The City declares, andthe Contractor acknowledges, that time is of the essence in the
performance by the Contractor of the terms and conditions of the Contract. The City
declares, and the Contractor agrees and acknowledges, that the City will suffer damages
due to a lack of effort by the Contractor to perform on a timely basis in accordance with
the terms and conditions of this Contract. Therefore, the City shall withhold 5% of each
progress payment until the Contractor completes the Contract in full to insure timely
performance. Should the Contractor fail to perform the terms and conditions of this
Contract, in addition to the City's other remedies, the Contractor shall forfeit the entire
amount withheld from each progress payment. However, if the reason for the
Contractor's failure to perform is the direct and substantial failure of the City to perform
its responsibilities for which the Contractor had no control ofthe result, or should there
be an Act of God preventing the Contractor's performance, then the City shall have no
right to withhold from the Contractor any portion of progress payments that were
withheld.
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City of Shakopee EDMS RFP
IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed
intending to be bound thereby.
CITY OF SHAKOPEE & Contractor
Approved by City Council on XXXX. 2005
By: By:
John Schmitt, Mayor Contractor, Title
Date: Date:
By:
Mark McNeill, City Administrator
Date:
By:
Judy Cox, City Clerk
Date:
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City of Shakopee EDMS RFP
Contract Attachment A - Standard Assurances
l. NON-DISCRIMINATION. During the performance of this Contract, the
Contractor shall not unlawfully discriminate against any employee or applicant for
employment because of race, color, creed, religion, sex, national origin, disability, sexual
orientation, age, marital status, or public assistance status. The Contractor will take
affirmative action to ensure that applicants are employed and that employees are treated
during employment without unlawful discrimination because of their race, color, creed,
religion, sex, national origin, disability, sexual orientation, age, marital status, or public
assistance status. Such action shall include, but not be limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of payor other forms of compensation; and selection for
training, including apprenticeship. The Contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices which set forth the
provisions of this nondiscrimination clause.
The Contractor will, in all solicitations or advertisements for employees placed by or
on behalf of Contractor, state that all qualified applicants will receive consideration for
employment without regard to race, creed, color, religion, sex, national origin, disability,
sexual orientation, age, marital status, or public assistance status.
No funds received under this Contract shall be used to provide religious or sectarian
training or services.
The Contractor shall comply with any applicable federal or state law regarding non-
discrimination. The following list includes, but is not meant to limit, laws which may be
applicable:
A. The Equal Employment Opportunity Act of 1972, as amended, 42 U.S.C.
S 2000e et seq. which prohibits discrimination in employment because of race, color,
religion, sex or national origin.
B. Executive Order 11246, as amended, which is incorporated herein by reference,
and prohibits discrimination byV.S. Government Contractors and subcontractors because
of race, color, religion, sex or national origin.
C. The Rehabilitation Act of 1973, as amended, 29 U.S.C. S 701 et seq. and 45
C.F.R. 84.3 (1) and (K) implementing Sec. 504 of the Act which prohibits discrimination
against qualified handicapped persons in the access to or participation in federally funded
services or employment.
D. The Age Discrimination in Employment Act of 1967,29 V.S.C. S 621 et~. as
amended, and Minn. Stat. S 181.81, which generally prohibit discrimination because of
age.
E. The Equal Pav Act of 1963, as amended, 9 29 V.S.C. S 206, which provides that
an employer may not discriminate on the basis of sex by paying employees of different
sexes differently for the same work.
F. Minn. Stat. Ch. 363, as amended, which generally prohibits discrimination
because of race, color, creed, religion, national origin, sex, marital status, status with
regard to public assistance, disability, sexual orientation or age.
G. Minn. Stat. &181.59 which prohibits discrimination against any person by
reason of race, creed, or color in any state or political subdivision contract for materials,
supplies or construction. Violation of this section is a misdemeanor and any second or
subsequent violation of these terms may be cause for forfeiture of all sums due under the
Contract.
H. Americans with Disabilities Act of 1990,42 V.S.C. 99.12101 through 12213,47
V.S.C. S9 225, 611, with regulations at 29 C.F.R. 9 1630, which prohibits discrimination
against qualified individuals based on a disability in term, condition or privilege of
employment.
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City of Shakopee EDMS RFP
2. DATA PRIVACY. For purposes of this Contract all data created, collected,
received, stored, used, maintained, or disseminated by Contractor in the performance of
this Contract is subject to the requirements of the Minnesota Government Data Practices
Act, Minn. Stat. Chapter 13 and the Minnesota Rules implementing the Act now in force
or hereafter adopted as well as the Federal laws on data privacy, and Contractor must
comply with those requirements as if it were a governmental entity. The remedies in
section 13.08 apply to the Contractor. Contractor does not have a duty to provide access
to public data to the public if the public data are available from the governmental agency
(County), except as required by the terms of this Contract. All subcontracts shall contain
the same or similar data practices compliance requirements.
3. RECORDS DISCLOSURE/RETENTION. Contractor's bonds, records,
documents, papers, accounting procedures and practices, and other evidences relevant to
this Contract are subject to the examination, duplication, transcription and audit by the
County and either the Legislative or State Auditor, pursuant to Minn. Stat. S l6C.05,
subd.5. Such evidences are also subject to review by the Comptroller General ofthe
United States, or a duly authorized representative, if federal funds are used for any work
under this Contract. The Contractor agrees to maintain such evidences for a period of six
(6) years from the date services or payment were last provided or made or longer if any
audit in progress requires a longer retention period.
4. WORKER HEALTH. SAFETY AND TRAINING. Contractor shall be
solely responsible for the health and safety of its employees in connection with the work
performed under this Contract. Contractor shall make arrangements to ensure the health
and safety of all subcontractors and other persons who may perform work in connection
with this Contract. Contractor shall ensure all personnel of Contractor and subcontractors
are properly trained and supervised and, when applicable, duly licensed or certified
appropriate to the tasks engaged in under this Contract. Each Contractor shall comply
with federal, state and local occupational safety and health standards, regulations and
rules promulgated pursuant to the Occupational Health and Safety Act which are
applicable to the work to be performed by Contractor.
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City of Shakopee EDMS RFP
Contract Attachment B - Insurance Terms
Contractor agrees to provide and maintain at all times during the term of this Contract
such insurance coverage as is indicated herein and to otherwise comply with the
provisions that follow. Such policy (i.e.) of insurance shall apply to the extent of, but not
as a limitation upon or in satisfaction of, the Contract indemnity provisions. The
provisions of this section shall also apply to all subcontractors and Independent
Contractors engaged by Contractor with respect to this Contract, and Contractor shall be
entir~ly responsible for securing the compliance of all such persons or parties with these
proVIsIOns.
APPLICABLE SECTIONS ARE CHECKED
IX I 1. Workers Compensation. Workers' Compensation insurance in compliance
with all applicable statutes including an All States or Universal Endorsement where
applicable. Such policy shall include Employer's Liability coverage in an amount no less
than $500,000. If Contractor is not required by Statute to carry Workers' Compensation
Insurance, Contractor agrees: (1) to provide City with evidence documenting the specific
provision under Minn. Stat. S 176.041 which excludes Contractor from the requirement
of obtaining Workers' Compensation Insurance; (2) to provide prior notice to City of any
change in Contractor's exemption status under Minn. Stat. S 176.041; and (3) to hold
harmless and indemnify the City from and against any and all claims and losses brought
by Contractor or any subcontractor or other person claiming through Contractor for
Workers' Compensation or Employers' Liability benefits for damages arising out of any
injury or illness resulting from performance of work under this Contract. If any such
change requires Contractor to obtain Workers' Compensation Insurance, Contractor
agrees to promptly provide the City with evidence of such insurance coverage.
IXI 2. General Liability.
"Commercial General Liability Insurance" coverage (Insurance Services Office
form title), providing coverage on an "occurrence" rather than on a "claims made" basis,
which policy shall include, but not be limited to, coverage for Bodily Injury, Property
Damage, Personal Injury, Contractual Liability (applying to this Contract), Independent
Contractors, "XC&U" and Products-Completed Operations liability (if applicable). Such
coverage may be provided under an equivalent policy form (or forms), so long as such
equivalent form (or forms) affords coverage which is at least as broad. An Insurance
Services Office "Comprehensive General Liability" policy which includes a Broad Form
Endorsement GL 0404 (Insurance Services Office designation) shall be considered to be
an acceptable equivalent policy form. Contractor agrees to maintain completed
operations coverage as required hereunder, whether on an annual liability policy basis or
otherwise, for a minimum of three (3) years after Contract termination.
Contractor agrees to maintain at all times during the period of this Contract a total
combined general liability policy limit of at least $1,000,000 per occurrence and
aggregate, applying to liability for Bodily Injury, Personal Injury, and Property Damage,
which total limit may be satisfied by the limit afforded under its Commercial General
Liability policy, or equivalent policy, or by such policy in combination with the limits
afforded by an Umbrella or Excess Liability policy (or policies); provided, that the
coverage afforded under any such Umbrella or Excess Liability policy is at least as broad
as that afforded by the underlying Commercial General Liability policy (or equivalent
underlying policy).
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City of Shakopee EDMS RFP
Such Commercial General Liability policy and Umbrella or Excess Liability
policy (or policies) may provide aggregate limits for some or all of the coverages
afforded hereunder, so long as such aggregate limits have not, as of the beginning of the
term or at any time during the term, been reduced to less than the total required limits
stated above, and further, that the Umbrella or Excess Liability policy yrovides coverage
from the point that such aggregate limits in the underlying Commercia General Liability
policy become reduced or exhausted. An Umbrella orExcess Liability policy which
"drops down" to respond immediately over reduced underlying limits, or in place of
exhausted underlying limits, but subject to a deductible or "retention" amount, shall be
acceptable in this regard so long as such deductible or retention for each occurrence does
not exceed the amount shown in the provision below.
Contractor's liability insurance coverage may be subject to a deductible,
"retention" or "participation" (or other similar provision) requiring the Contractor to
remain responsible for a stated amount or percentage of each covered loss; provided, that
such deductible, retention or participation amount shall not exceed $25,000 each
occurrence.
I X I Such policy(ies) shall name the City of Shakopee, its officers, employees and
agents as Additional Insureds. thereunder.
I X I 3. Professional Liability. Professional Liability (errors and omissions)
insurance with respect to its professional activities to be performed under this Contract.
This amount of insurance shall be at least $1,000,000 per occurrence and aggregate (if
applicable). Coverage under such policy may be subject to a deductible, not to exceed
$25,000 per occurrence. Contractor agrees to maintain such insurance for at least one (1)
year from Contract termination.
It is understood that such Professional Liability insurance may be provided on a
claims-made basis, and, in such case, that changes in insurers or insurance policy forms
could result in the impairment of the liability insurance protection intended for the City of
Shakopee hereunder. Contractor therefore agrees that it will not seek or voluntarily
accept any such change in its Professional Liability insurance coverage if such
impairment of the City of Shako pee's protection could result; and further, thatit will
exercise its rights under any "Extended Reporting Period" ("tail coverage") or similar
policy option if necessary or appropriate to avoid impairment of Shakopee's protection.
Contractor further agrees that it will, throughout the one (1) year period of required
coverage, immediately: (a) advise the City of Shakopee of any intended or pending
change of any Professional Liability insurers or policy forms, and provide the City of
Shakopee with all pertinent information that the City of Shakopee may reasonably
request to determine compliance with this section; and (b) immediately advise the City of
Shakopee of any claims or threats of claims that might reasonably be expected to reduce
the amount of such insurance remaining available for the protection ofthe City of
Shakopee.
IXI . 4. Automobile Liability. Business Automobile Liability insurance covering
liability for Bodily Injury and Property Damage arising out of the ownership, use,
maintenance, or operation of all owned, non-owned and hired automobiles and other
motor vehicles utilized by Contractor in connection with its performance under this
Contract. Such policy shall provide total liability limits for combined Bodily Injury
and/or Property Damage in the amount of at least $1,000,000 per accident, which total
limits may be satisfied by the limits afforded under such policy, or by such policy in
combination with the limits afforded by an Umbrella or Excess Liability policy(ies);
provided, that the coverage afforded under any such Umbrella or Excess Liability
policy(ies) shall be at least as broad with respect to such Business Automobile Liability
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City of Shakopee EDMS RFP
insurance as that afforded by the underlying policy. Unless included within the scope
of Contractor's Commercial General Liability policy, such Business Automobile
Liability policy shall also include coverage for motor vehicle liability assumed under
contract.
Such policy, and, if applicable, such Umbrella or Excess Liability policy(ies), shall
include the City of Shakopee, its officers, employees and agents as Additional Insureds
thereunder.
IXI 5. Additional Insurance. The City shall, at any time during the period of the
Contract, have the right to require that Contractor secure any additional insurance, or
additional feature to existing insurance, as the City of Shakopee may reasonably require
for the protection of their interests or those of the public. In such event Contractor shall
proceed with due diligence to make every good faith effort to promptly comply with such
additional requirement(s).
IX I 6. Evidence ofInsurance. Contractor shall promptly provide the City of
Shakopee with evidence that the insurance coverage required hereunder is in full force
and effect prior to commencement of any work. At least 10 days prior to termination of
any such coverage, Contractor shall provide the City with evidence that such coverage
will be renewed or replaced upon termination with insurance that complies with these
provisions. Such evidence of insurance shall be in the form of the City of Shakopee
Certificate ofInsurance, or in such other form as the City may reasonably request, and
shall contain sufficient information to allow the City to determine whether there is
compliance with these provisions. At the request of the City, Contractor shall, in addition
to providing such evidence of insurance, promptly furnish Contract Manager with a
complete (and if so required, insurer-certified) copy of each insurance policy intended to
provide coverage required hereunder. All such policies shall be endorsed to require that
the insurer provide at least 30 days' notice to the City prior to the effective date of policy
cancellation, nonrenewable, or material adverse change in coverage terms. On Certificate
of Insurance, Contractor's insurance agency shall certify that he/she has Error and
Omissions coverage.
IX I 7. Insurer: Policies. All policies of insurance required under this paragraph
shall be issued by financial responsible insurers licensed to do business in the State of
Minnesota, and all such insurers must be acceptable to the City. Such acceptance by the
City of Shakopee shall not be unreasonably withheld or delayed. An insurer with a
current A.M. Best Company rating of at least A:VII shall be conclusively deemed to be
acceptable. In all other instances, the City shall have 15 business days from the date of
receipt of Contractor's evidence of insurance to advise Contractor in writing of any
insurer that is not acceptable to the City. If the City of Shako pee does not respond in
writing within such IS-day period, Contractor'sinsurer(s) shall be deemed to be
acceptable to the City of Shakopee.
IX I 8. Noncompliance. In the event of the failure of Contractor to maintain such
insurance and/or to furnish satisfactory evidence thereof as required herein, the City shall
have the right to purchase such insurance on behalf of Contractor, which agrees to
provide all necessary and appropriate information therefore and to pay the cost thereof to
the City of Shakopee immediately upon presentation of invoice.
-
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City of Shakopee EDMS RFP
IX I 9. Loss Information. At the request of the City, Contractor shall promptly
furnish loss information concerning all liability claims brought against Contractor (or any
other insured under Contractor's required policies), that may affect the amount of liability
insurance available for the benefit and protection of the City under this section. Such loss
info:r;mation shall include such specifics and be in such form as the City may reasonably
reqUIre.
IXI 10. Release and Waiver. Contractor agrees to rely entirely upon its own
property insurance for recovery with respect to any damage, loss or injury to the property
interests of Contractor. Contractor hereby releases the City, its officers, employees,
agents, and others acting on their behalf, from all claims, and all liability or responsibility
to Contractor, and to anyone claiming through or under Contractor, by way of
subrogation or otherwise, for any loss of or damage to Contractor's business or property
caused by fire or other peril or event, even if such fire or other peril or event was caused
in whole or in part by the negligence or other act or omission of the City or other party
who is to be released by the terms hereof, or by anyone for whom such party may be
responsible.
Contractor agrees to effect such revision of any property insurance policy as may
be necessary in order to permit the release and waiver of subrogation agreed to herein.
Contractor shall, upon the request of the City of Shakopee, promptly provide a Certificate
ofInsurance, or other form of evidence as may be reasonably requested by the City of
Shakopee,.evidencing that the full waiver of subrogation privilege contemplated by this
provision is present; and/or, if so requested by the City of Shakopee, Contractor shall
provide a full and complete copy of the pertinent property insurance po1icy(ies).
F/INSURE
Revised: December 7, 2004
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City of Shakopee EDMS RFP
Contract Attachment C - Request for Proposal
58
City of Shakopee EDMS RFP
Contract Attachment D - Responder's Proposal
59