EDMS (PUR 06-105) Bidder’s Conference

City of Stockton4 April 2007

Agenda

• Introduction and Welcome

• Executive Sponsor Brief • RFP Process Review & Timeline

• Vendor Q &A Session I – Process

• Tour of IT Facilities – IT Staff

• Vendor Q & A Session II – Technical • Proponent Responsibilities

• Wrap Up

Executive Sponsor Brief

• Christine Tien, Deputy City Manager

• Katherine Gong Meissner, City Clerk• Mark Moses, Administrative Services

Director and Chief Financial Officer

Administrative Outline

• RFP Overview

• Minimum Requirements• RFP Timeline

• Evaluation Methodology

• Proponent Next Steps

RFP Overview

• The City’s objective is to acquire an Enterprise Content and Records Management solution featuring:– eForms– eSignature– Automated Workflow

• This includes implementation services, initial and ongoing support and training

Minimum Requirement #1

• At least five (customers) from public sector governments or agencies in the USA with at least one public sector government or agency in California meeting the following characteristics:

• All five customers should be using all of the proposed software

• At least two of these five accounts should be recent implementations or upgrades (Implementation go-live for referenced accounts should have occurred on 1/1/2003 or later)

Minimum Requirement #2• At least one Public Agency customer in the USA

running the proposed software that has all of the following characteristics:

• Population - 250,000 or more• Operating Budget - $200M annual or greater• EDMS Users – 1,000 or more• Number of Documents – 10 million or more• Number of Separate Departments – 5 or more• Customer should be a recent implementation or

upgrade (Implementation go-live for referenced accounts should have occurred on 1/1/2003 or later)

Minimum Requirement #3

• List three customers, with at least one Public Agency located in California that is running the proposed software that has all of the following characteristics:

• The proposed e-Signature module implemented

• Large scale document management• Customer should be a recent implementation or

upgrade (Implementation go-live for referenced accounts should have occurred on 1/1/2003 or later)

RFP Process Timeline

• RFP Distributed 3/06/07• Bidder’s Conference 4/04/07• Final Questions Due 4/17/07

– Questions rec’d after this date will be answered however, answers may not be posted to the City’s Bid Flash page

• Bid Opening 4/26/07• Bidder’s Short-listed 5/09/07

– e-mail notification

• Vendor Demos 5/23 & 24/07

RFP Process Timeline

• Best and Final Proposals Due *TBD– If necessary

• Apparent success vendor notified *6/04/07– Negotiations through 6/30/07

• Vendor and Contract to City Council *7/17/07

• Contract Executed *7/19/07• Implementation Begins *8/06/07

* Dates provided are based on forecasted vendor response, actual dates if different will be posted to the City’s Bid Flash page

Evaluation MethodologyInitial Phase

100%Total

20%Support, Maintenance and Training

20%Implementation Approach

10%System Technical Architecture

30%System Functionality

20%Vendor Qualifications

WeightCriteria

Evaluation MethodologyDemonstration Phase

100% Total

20%Customer Reference

40%Live Demonstration

40%Vendor Interviews

WeightCriteria

Vendor Q & A Session 1

• Questions related to the Administrative (process) functions only– Dave Milton, Sr. Buyer

IT Facilities Tour• Your Guides for this Tour:

– Bruce Faylor, GIS Computer Applications Program Supervisor

– Erie Luces, Network Computer Applications Program Supervisor

– Mike Migliori, Desktop Computer Applications Program Supervisor

• Three to Four Vendors each• During these tours, no RFP related discussions

to take place here in the Council Chambers• During tour please note your questions such

they can be asked in the Q & A Session

Vendor Q & A Session 2

• Questions related to the Technical (process) functions only– Tony DeGruy, EDMS Program Manager– Bruce Faylor, Computer Applications Program

Supervisor (GIS)– Erie Luces, Computer Applications Program Supervisor

(Network)– Mike Migliori, Computer Applications Program

Supervisor (Desktop Support)– Linda McGrew, Computer Applications Program

Supervisor (AS/400 System)– Ray Miller, Computer Applications Program Supervisor

(Public Safety)

Proponent Responsibilities

• Complete responses to appropriate RFP documents

• Supply other data needed to evaluate offer• All terms, conditions and pricing contained

in a proposal are binding through the completion of the selection process

Wrap Up

• This RFP and accompanying documents can be found on the City’s Bid Flash page

• A copy of this meeting will be made available on the City’s Bid Flash page within 5 days

• Responses to questions will be posted to the City’s Bid Flash page within 48 hours of receipt– Cut off date for questions is April 17, 2007