Post on 03-Oct-2021
Questions and Answers Enterprise Content Management Solution
RFO No. 601440000005690
1 Is there a way to provide a larger, more
readable, version of the Architecture Diagram? The vendors cannot read the small print.
Yes
2 Specifically from one vendor, “We are interested in any other plans or documentation that might be available to
provide better insights as to what TX-DOT is looking for in this application. If such is available, can it be provided or can links be
provided to facilitate downloading the documentation? “
There is no additional information is available at this time.
3 What is the existing legacy EDMS system at
TxDOT?
FileNet Content Services V5.4
FileNet P8 V4.5.1
4 Has TxDOT evaluated any commercial off the
shelf ECMS systems? If so, which ones?
No
5 Question: Mythics ISO Certification, 9001:2008
is not a related/similar type certification via http://www.27000.org/other.htm. Does this inhibit our ability to be considered for
award?
Requirement is correct. Proof of ISO 2700x is
required.
6 What is meant by migrations and move content? Migration from an existing legacy
FileNet system? Electronic Content in network file folders? Paper documents that need to be
converted into digital format?
Migration will consist of the export/import of existing content and metadata from an existing
FileNet CS library system to the proposed ECM solution. No content from network file shares
or paper document conversion are included in this phase.
7 If the two migrations are from the FileNet
System, please supply the vendor and name of the imaging solution. Please also include the version number.
The current imaging solution used by Contracts
and Procurement is Kofax V.9
8 Will there be an in house System Administrator to assist with Discovery?
Yes
9 How many document types exist in the current application?
Approximately 355,000 documents as of 01/20/16
10 Total number of documents and total number of pages to be migrated? If an exact count
cannot be determined please provide an educated estimation. If either can be provided please conform how large is the
current file store (GB) for all the documents stored in the current system for these two departments.
Approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000
documents/month.
11 List the essential document types and the percentage of total documents they make up? Preferably the percentage should be as precise
as possible using the below format:
Doc Type Name % of Total Docs
This information will be provided during Discovery.
12 How large is the current database(s)? Unknown at this time.
13 Does the current system have built-in functionality to extract metadata into a standard format? Will vendor be responsible
for extracting the metadata from the current system? Can a sample extract file be provided?
Yes, the system has the functionality to extract metadata in a standard format. The Vendor will be responsible for extracting
the metadata from the current system. A sample extract file cannot be provided.
14 Can a full file path be viewed in the database or is it encrypted?
The full path is not encrypted.
15 What are the various file types to be migrated? Example: Images, WORD, PDF.
And, what is the % of each file type to be migrated?
All supported file types.
Percentages unknown.
16 Does the application use a proprietary file
format?
No
17 Can the image files be viewed directly from
the file storage using a 3rd party viewer (e.g. Microsoft Picture and Fax Viewer)?
The documents are stored in their native
format. Once authenticated, an image viewer can be used.
18 Database Platform (Microsoft SQL Server, Oracle, Proprietary, etc.)?
The existing FileNet CS EDMS system uses the Microsoft SQL Server database platform.
19 What version of the database is currently
being used?
FileNet CS 5.4
20 Operating System running the database
server?
Windows 2003
21 Does a test System/database exist? TxDOT's existing EDMS environment does include a test system/database
22 Average number of indexes per document type?
Average number of indexes per document type = 15
23 Where is the physical server hardware location for the existing application (City, State)?
The servers are distributed across the state at various TxDOT locations.
24 Do all documents get stored in the same file storage location or can different locations be
used based on different requirements (e.g. document type, department, retention)?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in
Enterprise Content Management.
25 Are images stored as Single Page TIF files or Multipage TIF files?
Images are stored as: PDF, multipage TIF
26 If the application permits the creation of notes
or annotations, are these a required/ desired component of the migration? Are the notes or annotations stored in the database or as a file
on the file system?
Q1. Yes
Q2. Unknown
27 If the application stores document history, is this history a required/ desired component of
the migration?
Yes
28 This option combines options of both on-premises and SaaS. Does this mean that the DOT may look at
acquiring the software as a service, but have all data and images stored on-premises?
Can further explanation be provided on what is meant by a hybrid approach?
Refer to RFO for definition as defined in section 10.5.3.3
29 Identifies and manages sets of documents as a single unit. Please provide
clarification on what you are asking for as a requirement.
Supports compound documents, provides a parent-child relationship for compound
documents (e.g. an email message and its attachments).
30 Will there be a requirement for workflow to be implemented in the first phase for
Contracts and Procurement? If so, please provide process maps (Visio diagram) that detail the process that will be automated via
workflow or explanation of the process.
No workflow will be implemented for Contracts and Procurement in this wave of the project.
31 If it is estimated that 1,000 users will initially
use the ECM Solution for Contracts and Procurement, how many of the 1,000 users will be access at the same time? Will there be
any User that will be Named User, which will need access to the system all the time?
Q1. All users will need access all day.
Q2. Unknown
32 How many users are to be trained for the system? Please include number of users for
training by End Users and System Administrators separately.
This information will be provided during Discovery.
33 Is the vendor going to be responsible for the
server configurations? Installing everything on the server like the operating system, SQL, etc. , not including the ECM software
application from the vendor?
The vendor is not responsible for server
configuration, database installation, or OS installation for on-premise servers.
34 What is the criteria that is needed for reporting capabilities? This question is in
reference to the solutions initial use for the Contracts and Procurement Divisions.
Refer to SCHEDULE 3 Req. No. 9.0 Reporting
35 Will there be any line-of-business applications
in Contracts or Procurement Divisions that will need to be integrated with the ECM Solution?
No
36 What type of integration is TX DOT looking for between the new ECM Solution and SharePoint?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
37 What are the different mobile devices that will
need to have access to the ECM Solution? Examples: mobile access for iPad, iPhone,
Android, Windows, Windows Phone, etc.
State the mobile integration capabilities of the
proposed solution in the Proposal Response. Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
38 Please provide Disaster Recovery Storage clarification… Is TxDOT looking for a total
redundancy platform to be delivered for an on premise system, or just the software licensing to allow a redundant system to be created
(TxDOT would provide the hardware/software platform for redundancy)?
TxDOT is looking for a plan for total redundancy. Necessary software licensing and
hardware platform should be included in the proposal.
39 Can TxDOT provide a list of systems that there
is desired integration with?
Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
40 Is TxDOT looking for integration with Active
Directory, or LDAP to manage users, user roles/groups, passwords, activation/deactivation, etc.?
Yes, the Active Directory integration would be
an important technical requirement.
41 Does this requirement relate to a hosted or cloud solution?If this requirement is meant for
on premise solutions, please clarify what does the TXDOT want to be able to export data to? Examples: DVD, CD,How do you envision using
the export feature?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in Enterprise Content Management.
42 With all of the new information made available through the pre-proposal conference
and the mass amount of answers to be provided and processed by vendors, is there a possibility for a RFO due date extension?
The solicitation due date has already been extended to
43 Can TxDOT elaborate on the term 'data cleansing' in requirement '11.6 Provide a case management approach to data cleansing.' as
the provided description does not seem to relate?
Data cleansing refers to identifying incomplete, incorrect, inaccurate, irrelevant, etc. parts of the data and then replacing, modifying, or
deleting this dirty data.
44 What is the total number of documents the
customer expects the system to initially contain?
For Contracts and Procurement, approximately
348,000 documents as of 01/20/16, with a potential growth of 5,000 documents/month
until the migration occurs.
45 How much disk storage is needed to store the
existing content?
Approximately 500GB of disk storage is
currently used for the existing content.
46 How many documents & pages are expected to be scanned on a daily basis?
For Contracts and Procurement, approximately 5,000 documents/month.
Page count unknown.
47 How many scanning/capture users will TxDOT have?
The Contract Services Office and the Procurement Division currently have 9
scanning/capture users.
48 What types of documents/files will be stored in the system? ie. image, PDF, office, video,
etc. What is the average size for each of the the types in kilobytes?
All supported file types. Individual file size is unknown.
49 What is the total number of internal and
external users of the content system? What is the expected user concurrency rate?
Internal - 1,000 initially,
growing to up to 7,000 users. External - unknown Concurrency Rate - Unknown
Please include pricing for Enterprise level licensing, if available.
50 What is the expected growth rate of content
in the system detailed out over the next 2 years?
Unknown at this time.
This information will be provided during Discovery.
51 What other environments (besides
Production) are required: Disaster Recovery, Development, UAT, Staging, etc? What is the
size ratio of the additional environments to Production?
Development, Testing: Don't know
52 What is the Recovery Time Objective (RTO) and Recovery Point Objective (RPO) for a
failure?
These would be developed as part of the business continuity plan according to TxDOT
policies.
53 Please confirm that off-site technical resources may be utilized including off-shore resources?
Adherence to personnel and security requirements outlined in the RFO is required.
54 We are requesting an extension of the bid due
date to February 11th. Will this be granted?
The due date for this solicitation has been
changed to 2/11/2016
55 Please confirm you will release a Revised pricing schedule that will include
recommended pricing template for the Delivery options in 10.5.3 of the RFO
The Pricing Schedule has been changed, please see addendum No 3
56 How many user licenses should we include?
At project commencement? As of August 2017? At the end of Years 2 – 4?
Q1. Expected 1,000 users initially, growing to up
to 7,000 internal users Q2. At project commencement: 1,000 internal users.
Please include pricing for Enterprise level licensing, if available.
57 Should all user licenses provide full capabilities
and rights? Or should some provide only partial (e.g. view only, etc.). If so, please
specify.
Dependent on capabilities and rights of the
license levels.
58 Please confirm that Vendors may propose multiple Delivery options in 10.5.3
Yes, vendors may propose mutiple optiuons.
59 Should the Vendor include the ECM modules that will meet the needs of the two Divisions and the functionality that currently exists in
the 2 Divisions? Or are we to include the modules to meet all of the functional
requirements in Schedule 3?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
60 What are the core ECM business functions for the 2 divisions that need to be implemented in ECM for the August 2017 release?
Contract Services and Procurement
61 How many imaging workflows are envisioned? This information will be provided during Discovery.
62 What are the third party systems that the ECM
system needs to integrate with and what integration mechanisms do these third-party
systems provide?
Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
63 What is the content volume that needs to be
migrated?
Approximately 348,000 documents as of
01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
64 What are the capture mechanisms used by the 2 DDOs? Does the new platform need to
support - Desktop scanning, High-volume scanning, Web-based scanning?
The current imaging solution used by Contracts and Procurement is Kofax V.9 Refer to the RFO
for specific requirements and pricing instructions. Develop a proposal that address all required elements based on experience and
industry best practices in Enterprise Content Management.
65 What are the core platform features (as
referenced in Schedule 3) that must be in scope for August 2017 release or will this be entirely determined and scoped during Phase
1 of the project?
Address RFO for specific requirements and
develop a proposal that address all required elements based on experience and industry best practices in Enterprise Content
Management.
66 What is the mechanism through which content will be accessed by end users – custom ECM
frontend; thick client; Portals & Web-site?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in
Enterprise Content Management.
67 What content ingestion mechanisms need to
be supported for these 2 DDOs?
Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
68 1. Req. No. goes from 11.0 Case Management to 13.0 Service and Support. Is there a missing
section, 12.0?
No there is no section 12.0 missing (mis-numbered sequence for the Requirements
Checklist).
69 2. Req No. 13.0 subsections begin at 13.2. Is there a missing subsection, 13.1?
No there is no section 13.1 missing (mis-numbered sequence for the Requirements
Checklist).
70 3. Can the response be submitted via email?
NO If so, are the hard copies still required? YES
Emailed submissions are not allowed.
Hardcopies are still required.
71 4. Can the prime vendor use a
subcontractor/HUB/Manufacturer ISO 2700X Certification to meet this requirement if prime
vendor does not hold ISO 2700X or similar?
Para 3.6 of the "Statement of Work" states that
"Respondent shall provide evidence of ISO 2700x or similar certifications." The
respondent is required to have the said certifications.
72 Are digital backups sufficient or do you want backups to tape?
Digital backups are sufficient.
73 Can you further explain your requirements
around DRM (Digital Rights Management)? Is server side security (role based and Access
Control Lists) enough? Or do you truly require DRM on the client side?
Yes to DRM on the client.
74 Can key personnel be representative? Or do the personnel provided need to be those
actually assigned to the project?
Adherence to personnel and security requirements outlined in the RFO is required.
75 Can you provide a full list of "legacy EDMS systems" that are in use by the agency?
FileNet Content Services V5.4 FileNet P8 V4.5.1
76 Are you open to consolidating on one of the "legacy EDMS systems"?
Yes, with the exception FileNet Content Services, which must be replaced.
77 Do you have a preferred project methodology
(Agile, Waterfall, etc.)?
No
78 Do you have hardware or software load
balancers? If so, what vendor?
DCS provides both hardware and software load
balancers. Hardware appliance (don't know the vendor)
79 Are the items under 10.6 - 10.26 and section 11 due during the RFP response or after award? If just certain sections are required in
response, please specify what sections and the detail level required.
Yes the respondent is expected to address paragraphs 10.6 thru 10.26 in their response.
80 Do you have a preference (for primes and/or
subcontractors) towards small, veteran owned, women owned, minority owned or otherwise disadvantaged businesses?
TxDOT welcomes and encourages the
participation of all types of Historically Underutilized Businesses (HUBs).
81 How much content (both number of files and file size) do you currently have? What rate is this growing at?
Approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
Individual file sizes are unknown.
82 You list 12,000 employees and hundreds of contractors. How many actual named and/or
concurrent users does the solution have to support and be licensed for/
Up to 7,000 internal users
83 You state that there will need to be an initial
migration of two DDO's into the Solution. How much content/data are in the two DDO'd that need to be migrated? What are the source
systems and formats? Can the migration be done outside of the TXDOT environment i.e in
a secure migration facility.
Q1. Content/Data = Approximately 348,000
documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
Q2.Source System = FileNet Content Services V5.4
Q3. Question not understood
84 Performance Testing - Is TXDOT looking for an on-going Performance monitoring of the
system through Tools or Performance Service with periodic performance reports or just that the throughput results of the system is
performing at required business level?
Refer to requirements as set forth in 10.6.3 for continual performance and requirements under
10.19 for testing requirements for clarification.
85 Software Acceptance requires 30 consecutive days of error-free operation (24x7). By "error-
free" do you mean all errors or only errors that affect system uptaimne and availability?
Refer to entire section of 11.4.3 for full definition of "acceptance" requirements.
86 What constitutes a "defect"? Refer to entire section of 11.4.3 for full definition of "acceptance" requirements.
87 Is there a time frame associated with completing the two DDO migrations?
Refer to the TEXAS DEPARTMENT OF TRANSPORTATION STATEMENT OF WORK (SOW), Section 10
Service Requirements
88 Assume by this statement you mean modifications to configurable paramters of the
software or customizations for TXDOT and not the actual product software code?
Yes, reference 21.8 for additional clarification.
89 When you say "Unit price" are you referring to
any hourly or fixed price charges in the proposal, meaning any T&L must be included in the hourly rates if T&M or can vendor
provide estimations to TXDOT for any applicable T&L charges prior to incurring them and have TXDOT approve ? Does pricing need
to adhere to State of Texas DIR contract?
The Pricing Schedule asks for pricing per phase,
per deliverable and hourly rates for key personnel. Please follow the instructions provide in Schedule 3. Pricing can be based on
DIR contract pricing should the respondent chose to do so.
90 What precipitates the requirement by TXDOT for HIPAA Compliance? HIPPA compliance
consists of not only the system but could mean the facility and any or all persons who
has access to the system and/or data. Are you stating that if providing via a SaaS solution that the entire facility and staff be HIPAA ceritifed?
TxDOT is self-insured for Workmans Compensation and maintains medical records
subject to HIPAA Compliance. Anyone with access to TxDOT data should be
HIPAA certified.
91 Can you clarify what you mean by this requirement?
Supports compound documents, provides a parent-child relationship for compound
documents (e.g. an email message and its attachments).
92 What is TXDOT's definition of "true" document destruction?
The file containing the document is removed from the storage medium. Not just removal of a flag that marks the document as deleted or
removal of an index pointer.
93 What other TXDOT systems will the Solution be required to interface with?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in Enterprise Content Management.
94 Can this be provided via a weekly status report and/or upon request of does it need to
No
actually be provide each day?
95 Where the documents currently located in those DDOs? Fileshare, Sharepoint, repository, database, etc.
The documents are located in a FileNet Content Services V5.4 repository (library system).
96 What are the Total Number of objects/documents to convert/migrate?
Approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
97 If objects are single page format, how many
documents do they constitute?
The documents are multipage documents
98 What are the object types and estimated
percentage of total objects. Examples include:, Tiff (single page), tiff (Multiple Page), pdf, COLD, formatted Text, MS objects (doc,
xls, ppt), Other (list as needed).
All supported file types.
Percentages are unknown. This information will be provided during Discovery.
99 Are the documents versioned? Yes
100 Do you use any annotations that must be migrated? (If so, please describe the types [i.e., Text Highlights Sticky Notes Pen Lines
Arrows Shapes Stamps Signatures ]).
Q1. Yes Q2. Sticky Notes, Signatures, Annotations, etc.
101 If the documents to be migrated are in a database or repository, is any activities
performed after they are put into the database or repository? (post-committal index
updates performed)
Post-committal index updates may be performed as required.
102 what is current system and data amount? What does state for "core function"? How
much migration is needed – from what?
Current System = FileNet Content Services V5.4 Data Amount = Approximately 348,000
documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
Core Functions = Contract Services and Procurement
103 what does it mean? We are supposed to
propose additional functionalities or services that are not required but we consider them potentially useful?
Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
104 What is their existing EDMS? Contract Services and Procurement are currently using FileNet Content Services V5.4
105 Why two? Which two? Why are they separated? What will be the two different
migrations occurring during the term of services? OK – two different divisions, districts, or offices
The first wave for implementation/migration is comprised of the Contract Services Office and
the Procurement Division. All objects to be migrated reside in a single
FileNet Content Services V5.4 library system.
106 Which would DoT prefer – SaaS or On prem? Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
107 Does the service and support for admin, help
desk, maintenance etc extend beyond the implementation and deployment phase?
Yes, add paragraph reference. Under
maintenance part.
108 What version of ProjectWise do we need to
integrate with and how much content is in there? Which database?
No answer is available at this time.
109 What versions of Sharepoint will content be
migrated off?
TxDOT currently uses Office 365 SharePoint
Online and SharePoint 2013
110 What are the performance requirements to be deigned for?
Do not understand the question.
111 How many users to be trained? End Users: Approximately 100 for Contracts and Procurement, wave 1 Administrators: Unknown
112 Vendor to undertake testing, or does TxDoT
have a testing vendor / third party?
Refer to the TEXAS DEPARTMENT OF
TRANSPORTATION STATEMENT OF WORK (SOW), Section 10 Service Requirements
TxDOT does not have a testing vendor/third party.
113 Which directory (ies) is/are used for user
authentication / authorization?
Question Not Understood
114 Data encryption at rest if possible Not a question.
115 No data to leave the USA Not a question.
116 We may need a sub to help on the logging / auditing stuff
Subcontracting is allowed. Refer to the RFO for subcontracting requirements.
117 30 day post go-live support Not a question.
118 Support to include enhancement hours Not a question.
119 Who is the DoT’s current IT vendor?
(offshore?) What about hardware support / hosting?
Not applicable.
120 Deliverables and documentation in THEIR format
Question not understood. Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
121 Is all work to be conducted on site? All travel and per-diem is built into price “TxDOT also
believes this project will involve resources working from remote locations from vendor's provided office space.”
Refer to the TEXAS DEPARTMENT OF TRANSPORTATION STATEMENT OF WORK
(SOW), Section 22 TRAVEL
122 Milestone based payment Question Not Understood
123 They want deduplication and encryption of content in storage, so Oracle database storage – also helps with intrusion detection and stuff
Advanced security and audit vault
Question Not Understood
124 They do want to expose content externally – DOCS or external web site?
Refer to SCHEDULE 3 Req. No. 2.5, 10.9
125 Supports DRM – do we need or want to ask more about this?
Question Not Understood
126 Document level masking and redaction Refer to SCHEDULE 3
Req. No. 2.15, 3.13, 3.26, 4.12
127 Capture is in scope Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in
Enterprise Content Management.
128 ICR and OCR capabilities Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in Enterprise Content Management.
129 Dcoument classification based on taxonomy – perfect for intelligent content
Question not understood. Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in Enterprise Content Management.
130 Redaction again Question not understood. Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in
Enterprise Content Management.
131 Mobile support Question not understood. Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
132 Records management declaration and retention
Question not understood. Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
133 Physical record metadata Question not understood.Refer to the RFO for specific requirements and pricing instructions.
Develop a proposal that address all required elements based on experience and industry
best practices in Enterprise Content Management.
134 Print functions Question not understood.
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
135 “Automatically recognizes, encrypts, and logs
personally identifiable information (PII)”
Question not understood.
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
136 “Identifies and manages sets of documents as
a single unit” – Folios
Question not understood.
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in Enterprise Content Management.
137 Which electronic signature products are they
using?
Docusign
138 Visual design interface for building workflows Question not understood. Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
139 Conceptual / contextual searches – intelligent content again
Question not understood. Contextual search is a form of optimizing web-
based search results based on context provided by the user. A conceptual search is an automated information retrieval method that is
used to search electronically stored unstructured text (for example, digital archives, email, scientific literature, etc.) for information
that is conceptually similar to the information provided in a search query. In other words, the
ideas expressed in the information retrieved in response to a concept search query are relevant to the ideas contained in the text of the query.
140 Federated search capabilities – elastic? Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
141 Provides all forms components that are
currently available in TxDOT’s legacy forms application (Adobe LiveCycle ES 8.2). – not sure what this means
TxDOT currently uses Adobe LiveCycle ES 8.2 as
the agency's forms solution. Any forms solution in the proposed ECM solution should, at a minimum, provide all of the same functionality
available in Adobe LiveCycle ES 8.2. It is expected that the proposed forms solution
would exceed the functionality of Adobe LiveCycle ES 8.2.
142 E-forms capabilities? HCSF? HCST? Question not understood.
Refer to SCHEDULE 3, Section 10.0 E-forms for technical and functional specifications.
143 Case management Question not understood. Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
144 Security audit and logging – need to
investigate – Oracle or third party to help on this?
Question Not Understood
145 What are the operating systems currently supported by the state? What OS is
preferred?
Linux: Redhat 6 and newer, Windows: 2012 as default, 2008 R2 and newer
146 Same question for database and application server platforms – vendor and version?
SQL: 2008, 2010 or newer Oracle: 11g
147 Section 508 accessibility throughout? Refer to SCHEDULE 3 Req. Nos. 3.4, 3.25, 14.59
148 We don’t have attachment A – enterprise architecture and standards
Question not understood.
149 How many users? Initially, approx. 1,000 users growing to approx. 7,000 Please include pricing for Enterprise level
licensing, if available.
150 How much content? Approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
151 How many user sites? Question not understood.
This information will be provided during Discovery.
152 Daily and monthly volume? Approximately 5,000 documents/month for
Contract Services and Procurement
153 It is mentioned that services will include two migrations. Could you please provide
additional information about these migrations – i.e., migration from what source, volume of documents, how index (or metadata)
information is stored, etc.Please confirm the RFO only requires two migrations provided by the vendor and TxDOT will complete or hire
additional services for all other Migrations.
Source: FileNet Content Services V5.4 library systemVolume: Approximately 348,000
documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.The first wave consists of the
migration of the content for the Contract Services Office and the Procurement Division only.
154 Could you please provide information about the Department’s current Electronic Document Management System (EDMS) IBM
FileNet P8 – vendor, version, number of licenses, business units that use it, functionality it provides, etc.
Current FileNet P8 version: FileNet P8 V4.5.1 Licensing: Enterprise
Business Unit using FileNet P8: Finance Division
Functionality: Refer to IBM documentation on
P8
155 It was mentioned on the pre-proposal
conference call that an enterprise license was owned for IBM FileNet P8 – could you please share what modules are included in this
enterprise license?
Basic FileNet P8 - no additional modules
156 What are the estimated timelines or dates for the “Response Evaluation, Oral Presentations,
Negotiations and Award”? How many vendors will be asked for oral presentations?
There are no estimated timeline or dates at this time. It is unknown at this time as to the
number of vendors that will be asked for oral presentations.
157 Could you please share what the annual maintenance fee for FileNet P8 was for 2015?
No
158 Does TxDOT have a preference between approaches – SaaS, on-premise or hybrid?
No.
159 Can TxDOT provide additional information about the Procurement and Contracting DDOs that will initially be implemented?
Please provide, in detail, the migration required including which systems & versions?
Where are the different TxDOT DDOs geographically located and what
system/versions? What are the total volumes of data to be migrated?
What types of data, document types or records are to be migrated from the current ECM system, SharePoint and shared drives?
What are the “other one-off” content
applications listed in the RFO (10.5.4.2)?
System: FileNet Content Services V.5.4 Location: Austin, TX
Volume: Approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000
documents/month until the migration occurs.
Types: All supported file types
160 The RFO mentions the new ECM solution will align with AIIM methodologies to capture,
manage, store, preserve and deliver “Unstructured Content”. The RFO also mentions to integrate and align with
ProjectWise, Shared Drives and SharePoint. Does this RFO require any of the following
services in reference to Unstructured Data: Analyze, categorize, index and apply
appropriate policies including records retention?
Yes, refer to SCHEDULE 3 for Functional and Technical Requirements.
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
161 Are the Incumbent ECM vendors, ProjectWise
& others, including the vendor that has helped with your EIM strategy and the preparation of this RFO, allowed to propose on this RFO?
Vendors that participated in accessing TxDOT's
EIM strategy or in any part of the preparation of this bid document are not permitted to bid.
162 Please provide the following information in reference to this RFO user requirements:
• Total number of TxDOT Users • # of TxDOT Administrators • Search & Retrieve only users
• # of mobile devices • # of remote or external users (Note: the RFO states TxDOT has 12,000
employees plus hundreds of contract employees and consultants.)
We know that on the pre-proposal conference call it was stated that an initial need was for
1,000 users, growing to approximately 6 or 7,000 – can you share the split in user types as
asked above? Also, if you can suggest a way to ramp the increase in licenses over five years that would be helpful as well.
Users: Initial need for 1,000 users, growing to approximately 7,000 users.
Administrators: Unknown Search & Retrieve: Unknown Mobile Devises: Unknown
Remote or External Users: Unknown Please include pricing for Enterprise level
licensing, if available.
163 What are the estimated timelines or dates for the “Response Evaluation, Oral Presentations, Negotiations and Award”?How many vendors
will be asked for oral presentations?
There are no estimated timeline or dates at this time. It is unknown at this time as to the number of vendors that will be asked for oral
presentations.
164 What are the ideal timeline dates for this RFO on the initial phases and roll-out date?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
165 Does the incumbent FileNet P8 system have
Business Process Management (BPM) workflows and/or system integrations that will need to be replaced?
We do not have an answer at this time.
166 Does the incumbent FileNet P8 system have Forms generation/processing which will need to be replaced?
We do not have an answer at this time.
167 Does this RFO require “hard copy” paper scanning? If so, what are the volumes required? Does this RFO require other types of
media (fiche/film/large format engineering docs)
Q1. No Q2. No
168 Does this RFO require Records Management? Is TxDOT’s records schedule current? What is
the composition of TxDOT’s RM staff?
Q1. Refer to the RFO for specific requirements and pricing instructions. Develop a proposal
that address all required elements based on experience and industry best practices in Enterprise Content Management.
Q2. TxDOT has a current taxonomy documentation for Contracts and Procurement. Q3. The TxDOT RM is comprised of two staff
members.
169 What email management is required in this
ECM RFO? What email archives will need to be migrated and what volumes?
Q1. Address RFO for specific requirements and
develop a proposal that address all required elements based on experience and industry best practices in Enterprise Content
Management. Q2.Will be identified during discovery.
170 Does this RFO require Electronic Forms processing and generation? Is there a current Forms Processing solution at
TxDOT?
Refer to SCHEDULE 3 Req. No. 10.0 E-forms
TxDOT currently uses Adobe LiveCycle ES 8.2 as the agency's forms solution.
171 Does this RFO require (BPM) Business Process
Management/workflow? Is there a current BPM solution at TxDOT? Does the current FileNet P8 solution include BPM? Will this
need to be replaced?
Q1. The wave 1 implementation for Contracts
and Procurement does not require (BPM) Business Process Management/workflow. However, the proposed solution should address
all of the functional and technical requirements included in Schedule 2.
Q2. TxDOT’s existing FileNet solution does not include BPM. Q3. Bringing the existing FileNet P8 system
current and adding functionality would be considered a viable option.
172 Is there a current Back-up system at TxDOT? Yes.
173 Is there a current Disaster Recovery system at TxDOT?
Yes.
174 What is the annual volume of discovery or
public records requests that TxDOT has had to respond to? Has this been increasing?
Unknown at this time.
175 What departments/divisions are using the
current FileNet P8 solution? ProjectWise?
FileNet P8: Finance Division
Project Wise: Unknown
176 What software and versions do you currently own/use of Kofax?
Kofax Capture V.9 and V.10
177 During the bidders conference it was stated there is no anticipated award date and there is
no estimate on how much the solution will cost for TxDOT. Is there a budget allocated for this RFO? If not, does this mean the award
date would be sometime in the next year with the 2017 budget?
Q1. This project and solicitation has been budgeted.
Q2. TxDOT expect that part of the work will be performed during FY2016 (up to August 31,
2016) and part of the work will be performed in FY2017 (September 1, 2016 and later).
178 Understanding up to 7,000 TxDOT users will use the new ECM system. In an effort to minimize cost please share how many are
“power users” vs. “search and retrieve only users”.Power users will be involved in BPM,
Content Creation including eForms and processing rights. Search users will only retrieve to view documents
For wave 1: Contracts and Procurement, estimate less than 50 "power users".
179 Email Management is mentioned in your desired state. Do you require this RFO to include 7,000 email management users? This
would include the ability to archive emails - manually or automatically.
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
180 Requirement No. 1.7 – Multi Tenancy: Is it
sufficient for this requirement that business users would only have access to their specific
content? Is it ok that system administrators would have access across the entire repository?
Refer to security and access requirements
defined in the RFO.
181 Requirement No. 1.8 – Deduplication: How
should the system respond if the pre-existing content is housed in an area of the repository
to which the user attempting to add the new duplicate document does not have access?
The respondent is expected to use industry best
practices.
182 Requirement No. 2.7 – Digital Rights: Can you please expand on the Digital Rights
Management requirements?
DRM is the protection of TxDOT and the restrictions/access to this information, where
ever stored.
183 Requirement No. 2.11 - Are system
administrators trusted with encryption key passwords, or are these maintained by a
trusted third party?
Internally controlled by TxDOT's IT contractor.
184 Requirement No.2.13 – PCI Compliance – Can you please expand on the use case which
introduces the PCI Compliance requirement?
PCI data is used in payment transactions and is stored by TxDOT
185 Requirement No.3.6 – Image Cleanup – Is it sufficient for this requirement if the system automatically performs this image cleanup
without adjustment by the user?
Yes, this is expected.
186 Requirement No.3.17 – Large Documents: What constitutes a “large document”? How
many MB? What are the performance requirements for interaction with large
documents?
A large document could be a plan set for a construction project consisting of thousands of
pages. File size could be in the MBs.
187 Requirement No.3.18 – Linking to Partial Index: For purposes of the RFO, what is a
“partial index”? Can you describe the use case driving this requirement?
Allows the system to link content to the associated metadata.
188 Requirement No.3.25 – Document Formats:
Which document formats should be preserved (ie, not converted to searchable PDFs)
This information will be provided during
Discovery.
189 Requirement No.3.26 – Redaction: Is redaction considered a “must have” or “nice to have”
feature?
It is expected to be a component of the ECM system.
190 Requirement No.4.4 – Migration: This requirement refers to archiving of certain migration data. Is this archiving within the
ECM or some other location? This requirement also talks about PDF conversion.
Is there a definitive list of formats which should be converted to PDF? Note: Requirement 3.25 suggested that certain types
should NOT be converted to PDF.
This information will be provided during Discovery.
191 Requirement No.4.13 – Document Sets: Can you elaborate on this requirement?
A document set is a set of multiple, related document files.
192 Requirement No.5.3 – Database Compatibility:
What database version(s) are supported by TxDOT? Which are preferred?
SQL: 2008, 2010 or newer Oracle: 11g
193 Requirement No.7.1 – Search: This requirement includes a long list of search
capabilities. Which are considered “must have” and which are considered “nice to have”?
This information will be provided during Discovery.
194 Requirement No.7.4 – Conceptual/Contextual Searches: Can you please elaborate on this requirement?
Contextual search is a form of optimizing web-based search results based on context provided by the user.A conceptual search is an
automated information retrieval method that is used to search electronically stored unstructured text (for example, digital archives,
email, scientific literature, etc.) for information that is conceptually similar to the information
provided in a search query. In other words, the ideas expressed in the information retrieved in response to a concept search query are relevant
to the ideas contained in the text of the query.
195 Requirement No.7.5 – Federated Search: Does this include across existing TxDOT
repositories? What platform(s) must be supported in this search requirement?
Yes, the component shall have the ability to search and index across multiplatform,
multimedia and database formats.
196 Requirement No.10.2 – Forms Components:
Which forms components are currently available and must be supported in the new system?
This information will be provided at discovery.
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
197 Requirement No.14.17 – Account creation &
deactivation: Is Active Directory used to manage the creation and deactivation of user
accounts? Or is this requirement referring to external users?
Refer to security and access requirements
defined in the RFO.
198 Requirement No.14.19 – User Login Inactivity:
Is a user’s account supposed to be inactivated even if they maintain a valid AD account, or is this deactivation handled by AD itself? Or is
this requirement referring to external users?
within the solution, independent of AD
199 Requirement No.14.29 – Existing Infrastructure: What is the existing
infrastructure with which the solution must be compatible?
The solution should not include any custom hardware components not currently within the
TxDOT infrastructure.
200 Requirement No.14.38 – Password Changes:
Are passwords maintained in AD, or is this referring to external user accounts?
Password changes handled within the solution
201 Requirement No.14.41- Retain Unsuccessful
Login: What does it mean to “retain an unsuccessful login”?
Log all unsuccessful login attempts
202 14.47 (a) – Failover: Does DCS already provide the infrastructure to support these failover
requirements? What technologies are being used to facilitate database and file system synchronization?
Refer to Failover and Disaster Recovery requirements defined in the RFO.
203 24) Requirement No.14.53 – What OS is preferred by TxDOT?
MS or Linux
204 Requirement No.14.69 – Backups: in the case
of an on-premise solution hosted at Texas DCS, would backups be performed by Atos, or by the vendor?
Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content
205 This section talks about on-premises, cloud-based, or hybrid model for deployment. Does
TxDOT have an order of preference among these three models?
No.
206 This section talks about 200 TB of data growth.
When does TxDOT expects to reach this data size?
This information will be provided during
Discovery.
207 What is the breakup of user volume and
location from which they will access the applications primarily?
This information will be provided during
Discovery.
208 What is the expected number of concurrent
users who would access the system during peak work load?
This information will be provided during
Discovery.
209 What is the expected user volume growth over
next 3 years?
This information will be provided during
Discovery.
210 What is the expected number of users who
will have system administrator privileges?
Unknown at this time.
211 How many users does TxDOT expect to access these ECM applications over their mobile
devices?
This information will be provided during Discovery.
212 Please specify the product name and version information that are related to the current
EDMS system – Operating System, Database System, EDMS Platform and related products, Application and/or Web Server, Client Access
Tools (browsers, custom client tools and so on)?
Q.1 Current FileNet versions: FileNet Content Services V5.4
FileNet P8 V4.5.1
213 Please specify any volumetric details that are
related to and are available for current EDMS system – Number of Users, Size of Content (in GB/TB), Document Type (like pfd, tiff, doc),
Number of files per document type?
Volume: Content to be migrated for Contracts
and Procurement in wave 1 of the project is approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000
documents/month until the migration occurs.
The remaining information asked in this question will be provided at Discovery.
214 Is there a need to preserve or replicate taxonomy and folder structure that are in
current EDMS system when it is migrated to new ECM system?
TxDOT will provide taxonomy documentation for the content areas being migrated in wave 1
of the project.
215 Are there any retention policies, legal holds or
other such records management related attributes enabled on documents in the current EDMS system?
No
216 Does TxDOT anticipate additional metadata to files that are being migrated to new ECM system to enhance search and reporting
results?
This information will be provided during Discovery.
217 What are the identity management components that TxDOT currently has
implemented in its environment?
Active Directory, IDM with verification
218 Does TxDOT intend to actively use DRM or is it more of nice to have requirement?
DRM is a requirement
219 What is the primary objective with DRM –
secure documents used by TxDOT employees or secure documents that might be shared
with people external to TxDOT?
Both
220 What are the document types (ex. Pdf, doc) that TxDOT intends to secure using DRM?
PDF's, databases, docs, spreadsheets, images. ALL types
221 Does TxDOT use any software for redacting information in contained in a document? Or
does TxDOT expect this information redaction functionality to be natively available in the new ECM system?
It is expected to be a component of the ECM system.
222 What is the expected volume of pages that TxDOT expects to scan and/or import in calendar year, month and day?
Initially, in wave 1 for Contracts and Procurement, approximately 5,000 documents/month.
Volume will increase as future waves are
implemented and migrated to the new ECM solution.
223 Is there a peak usage period for scanning application?
No. Scanning is expected to occur during the course of the workday.
224 What is the expected number of users who
would require access to image capture system?
Contracts and Procurement have a total of 9
scan users of the Kofax Capture system.
225 Does TxDOT use any scanning application
currently? If yes, what is the product and its version in production use?
Yes, Kofax Capture V.9 and V.10
226 What are expected document types that will
be scanned?
Documents that are scanned are converted to
searchable PDF using Kofax Capture.
227 What are the document types on which TxDOT expects to perform OCR/ICR?
All supported document types.
228 Does TxDOT expect scanning to happen at
certain central locations or will scanning be done at geographically distributed sites?
Both
229 Does TxDOT expect FAX servers to be
integrated with scanning application?
Not at this time.
230 Is there a need to export scanned images to a target system other than the ECM system that
is going to be built?
Yes
231 Does TxDOT expect scanning operators to have redaction capability?
No
232 Does TxDOT expect iOS app for Document Management functionality to be a mandatory feature?
State the mobile integration capabilities of the proposed solution in the Proposal Response. Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
233 Does TxDOT expect file conversion to PDF format be an automatic feature or as an on demand feature?
PDF format will be the default. Other formats should be selectable.
234 Does all electronic record need to maintain physical records attributes or is physical records management separate functionality
that is expected from the ECM platform?
Refer to RFO for requirements on physical objects. Develop a proposal that address all required elements based on experience and
industry best practices in Enterprise Content Management.
235 Does TxDOT expect the ECM system to
perform redactions and set additional security flag when such PII are contained within a document?
Yes
236 Does TxDOT have a document retention and destruction policy in place or does TxDOT expect any on demand document destruction
request by any authorized user to be honored by ECM system?
TxDOT has a retention and destruction policy.
237 What is the level of integration that TxDOT
expects this new ECM system to have with SharePoint and ProjectWise?
Unknown at this time.
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in Enterprise Content Management.
238 This section talks about automated retention for ProjectWise files. Does TxDOT intend to store all ProjectWise files in the new ECM
system for it to enforce and provide for search capabilities that are requested?
ProjectWise files will be stored in ProjectWise. ProjectWise repositories should be included in federated search requirements.
239 Is it a valid assumption that TxDOT would provide for all integration components like
Web Services or other custom code whenever there is a requirement to integrate ECM system with another target system or does
TxDOT expect vendor to build such integration components as a part of the implementation?
The vendor is expected to provide the necessary integration.
240 Does TxDOT have all workflow processes
documented already or it is something that TxDOT expects vendors to do as a part the project implementation?
No workflow will be implemented for Contracts
and Procurement in this wave of the project.
241 How many workflows are there currently in the existing EDMS?
There are no workflows currently in the existing EDMS. No workflow will be implemented for Contracts and Procurement in this wave of the
project.
242 Does TxDOT expect any external users to be part of any workflow process?
At this time there is no expectation that external users will be part of any ECM workflow
process. However, there are requirements for external users as part of forms workflow. Refer to SCHEDULE 3 Section 10.0 for Functional and
Technical requirements.
243 Does TxDOT expect e-forms to be front end for case processing?
Yes, that is possible.
244 Is it a good to assume that
conceptual/contextual search described in Section 7.4 as search filters?
Contextual search is a form of optimizing web-
based search results based on context provided by the user. A conceptual search is an
automated information retrieval method that is used to search electronically stored unstructured text (for example, digital archives,
email, scientific literature, etc.) for information that is conceptually similar to the information provided in a search query. In other words, the
ideas expressed in the information retrieved in response to a concept search query are relevant
to the ideas contained in the text of the query.
245 This section talks about need to search and retrieve content from multiple target systems
outside of the ECM system. Is it mandatory or nice to have feature? If it is mandatory – what is the order of importance among the systems
listed in this section?
This information will be provided during Discovery. Refer to the RFO for specific
requirements and pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices
in Enterprise Content Management.
246 Does TxDOT have an enterprise wide Electronic and Physical Records Management
Policy?
TxDOT's Records Management Policy applies regardless of format.
247 Does TxDOT have a system of classification for each record type and retention schedule for
each of record types?
Record types (series) are listed on the TxDOT Records Retention Schedule; classifications are
available for the majority of record series
248 Is there any existing application that TxDOT uses to manage either physical or electronic
records or both?
Multiple applications for electronic records, including an EDMS on FileNet Content Services
V5.4 and FileNet P8 V4.5.1. Physical records are tracked primarily through Access or in-house databases.
249 Please provide volumetric information on the number of physical and electronic records.
This information will be provided during Discovery.
250 Does TxDOT manage all physical records using in-house facility or is it something that is done
by external vendors?
In-house; mulitple locations
251 There are a number of out-of-box reports available from ECM systems that cover
requirements in Section 9.1 and 9.2 - Will these reports be sufficient for TxDOT or does it expect any custom reports to be built from the
ECM system?
The decision on ECM reports cannot be made until the reporting capabilities of the selected
ECM solution are known.
252 What is number of e-forms that currently TxDOT has in active use?
This information will be provided in discovery.
253 Please provide a breakup of the number of e-forms in use based on the complexity and
number of data elements into simple, medium and complex?
This information will be provided in discovery.
254 Is it expected and mandatory that each vendor
needs to propose and make recommendations for all the possible solution options like: a. On-premises
b. SaaS c. Hybrid
d. Cloud Else may lead to DISQUALIFICATION
Refer to the RFO for specific requirements and
pricing instructions. Develop a proposal that address all required elements based on experience and industry best practices in
Enterprise Content Management.
255 Is there a requirement to provide SSAE – 16
certification by THE VENDOR?
Yes
256 Since TxDOT has several software license agreements in place, l Is it required for the vendor to include pricing
for required software? l Does TxDOT prefer to license required
software directly?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that address all required elements based on
experience and industry best practices in Enterprise Content Management.
257 Could TxDOT please provide a sample use-case for DRM?
Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in
Enterprise Content Management.
258 As part of the migration of each: What are the ECM platforms being used by
procurement and contracting?
Contracts and Procurement are currently using FileNet Content Services V5.4
259 As part of the migration of each: What are the objects /data that must be
migrated?
Volume: Content to be migrated for Contracts and Procurement in wave 1 of the project is
approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
Objects include all supported file types.
260 Are there workflows that must be migrated? No workflow will be implemented for Contracts and Procurement in this wave of the project.
261 We understand there are 300k and 25k additional documents per month, What are
the file types and object size for these documents?
Volume: Content to be migrated for Contracts and Procurement in wave 1 of the project is
approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
Objects include all supported file types.
262 Please provide full details that compose each
of the 2 DDO's in scope; Locations/facilities, staff, work domains for ECM, requirements,
policies, procedures, events, processes to ECM, library size, documents per library, size of datasets, archives/legacy ECM, and all
information as it relates to ECM and this solution scope.
This information will be provided during
Discovery.
263 The RFP states that the six-month Warranty
period follows the end of Phase 4, which is understood to be Maintenance phase. Does TxDOT actually anticipate that the warranty
period commences after the completion of Phase III – Content Migration?
Refer to entire requirement of 11.6.13.2 for full
definition.
264 If the Vendor proposes an on-premise hosting
solution using established TxDOT services, will the chosen vendor be responsible for
performing content backups, or does that remain with TxDOT hosting provider?
The TxDOT hosting provider would perform the
backups.
265 Section 11.6.9.2 specifies a recovery time
objective (RTO) of 2 hours to the redundant system, yet RFP section 20.3 specified an RTO of 48 hours. Please clarify
The RTO for current systems is 72 hours
266 The RTO specified conflicts between the text statement of hours (seventy-two) and the
numerical representation (48). Please clarify.
This is 72 hours.
267 The RFP states that the vendor shall be responsible for all costs of disaster recovery.
Does this apply to an on-premise solution, or only to vendor hosted (Cloud, SaaS) solutions?
This applies for all solutions.
268 For the purposes of Section 29.3.1.3, is there a
preferred method to define gross company value, i.e. revenue, assets, etc.?
The respondent may choose any method i.e.
revenue or assets.
269 For the purposes of Section 29.3.1.3, Is it
reasonable to split the costs of software and licensing from implementation services, as licensing costs invoiced to the solution vendor
will be independent of the costs of implementation services?
The value of the total price of the bid is to be
considered in this computation.
270 Is there any preference in retaining FileNet as an ECM system, given that TxDOT already has
licenses for that system? What investment has been made into FileNet thus far?
FileNet Content Services is no longer a supported product and must be replaced.
FileNet P8 would be considered a viable solution. Information on TxDOT's investment in
FileNet will not be divulged.
271 Do you intend the initial migration to include scanning or physical document, given that
Scanning is listed as a functional requirement?
No. Content to be migrated from the FileNet CS library system is comprised of various electronic
file types.Both Contracts and Procurement currently use Kofax Capture V.9 as their capture solution for scanning.
272 How many users will TxDOT have using the system?
Up to 7,000
273 Of the number of users required, how many
will: a. Need access most or all of the day? b. Need access occasionally throughout the day?
c. Need access to workflow as a user or approver most or all of the day
d. Need access to workflow occasionally throughout the day?
All users will need access all day.
274 How many workflows do you have? How would you characterize theses workflow (simple, medium and complex) and how many
would, fall into these categories?
No workflow will be implemented for Contracts and Procurement in this wave of the project.
275 How many and what type of scanners do you have? Please list by desktop scanners,
medium production scanners, and high production scanners.
Various. To be identified during discovery.
276 Do you have a need for additional
scanners? Please explain needs.
No.
277 Beside PeopleSoft ERP, How many business applications does TxDOT need the ECM system
to integrate with? What are the names of the names of these other business applications?
This information will be provided during Discovery.
278 What are your mobility requirements; iPhone,
iPad, Android Phone, Android tablet, Blackberry, Microsoft Phone?
State the mobile integration capabilities of the
proposed solution in the Proposal Response. Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that
address all required elements based on experience and industry best practices in
Enterprise Content Management.
279 For external users (i.e., public constituents) how many users do you estimate?
Unknown
280 Please describe your vision/requirement for the two migrations that you specify in the
Statement of Work. Please discuss scope, volume of data, form of data, doc types, database, access to meta-data, etc…
Scope: Three content areas (document classes) included in wave 1 of the project;
Administrative, Contracts, Procurement. Volume: Content to be migrated for Contracts and Procurement in wave 1 of the project is
approximately 348,000 documents as of 01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
Data: Objects include all supported file types. All other information will be provided during
Discovery.
281 Do you have a backfile conversion requirements for archived paper documents,
microfilm, electronic? If so, please describe volumes by type, location, age. Please explain.
No
282 Please indicate the type of handwriting and its context for recognition for indexing (e.g.,
printed block letter forms, drop out ink, etc.) Please explain.
This information will be provided during Discovery.
283 What is the current volume of the data to be
migrated for the two initial DDOs (Contracts and Procurement)?
Volume: Content to be migrated for Contracts
and Procurement in wave 1 of the project is approximately 348,000 documents as of
01/20/16, with a potential growth of 5,000 documents/month until the migration occurs.
284 Given the answer to the current volume, how
many years does that span?
This information will be provided during
Discovery.
285 What is the projected growth of the data volume for the two initial DDOs over the
course of the next year?
This information will be provided during Discovery.
286 For Schedule 3, Functional and Technical Requirements, can TxDOT indicate which are
preferred “must have” requirements and which are “optional”?
No. This information will be provided during Discovery.
287 Should vendors submit additional Schedule 3s if more than one solution (and software) is
being proposed?
Yes the respondent should submit a pricing sheet for each proposed solutions if more than
one is being proposed.
288 Since Filenet is one of the leading ECMS (per Gartner), why is TxDOT not utilizing this
system to satisfy the stated requirements?
FileNet Content Services is no longer a supported product and must be replaced.
FileNet P8 would be considered a viable solution.
289 Is FileNet not a viable option for this RFO? If
not, why?
FileNet Content Services is no longer a
supported product and must be replaced. FileNet P8 would be considered a viable solution.
290 Per the pre-bid conference, if TxDOT is required to submit an exemption request for a Cloud/SaaS, can TxDOT please clarify if
preferences will be given to an on-premise solution over a Cloud/SaaS solution?
No.
291 Will preference be given to vendors who
utilize HUBs? If so, how many points?
TxDOT welcomes and encourages HUB s to
participate in the solicitation. Evaluation points are based on the value of the solution.
292 Can TxDot clarify how they view another COTS
solution would address the issues arising from what is currently implemented given current implementation is COTS-based?
FileNet Content Services is no longer a
supported product and must be replaced.
293 Per the pre-bid conference, of the 1000 and up to 6000 or 7000 users, how many total concurrent users should vendors expect to
have online at any given time?
Unknown
294 For Schedule 3, Functional and Technical Requirements 3.1, how many users of the two
initial DDOs are currently scanning into their respective systems?
Contracts and Procurement currently have 9 scan users using Kofax V.9.
295 From Addendum 1, can a more readable
version of Attachment A – High-Level ECM Architecture be provided?
Yes