Lisa M. Bassett - · PDF fileQuestion: Do you plan on including workflow initially into your...

To: Prospective Vendor(s) Date: May 6, 2016 Subject: Solicitation Number: DHSMV-RFI-017-16 Enterprise Content Management Solution Addendum No. 5

The information included herein is provided for consideration in the preparation of your response to the above-referenced RFI. This Addendum provides written answers to Vendors’ written questions. Sincerely,

Lisa M. Bassett Lisa M. Bassett, Chief Bureau of Purchasing and Contracts

of 30

WRITTEN ANSWERS TO QUESTIONS RECEIVED All written questions are reproduced in the same format as submitted by the Vendor. Question(s) from CJIS Group 1. Question: In the event the DHSMV decides to move forward with procurement, is

there an estimated time frame available for when the solicitation might be issued?

Answer: Depending on funding via the Legislature, the anticipated timeframe may

be between July 1, 2017 and June 30, 2018.

2. Question: Has funding been allocated and if so, from where (budget, grant, etc)? If not, where does DHSMV anticipate looking for funding?

Answer: No funding has been allocated at this time. The Department will submit a Legislative Budget Request in October, 2016.

3. Question: Does the Department have an estimated cost, or desired not to exceed amount in mind for this and if so, how much?

Answer: No.

4. Question: Who is the project manager associated with this effort?

Answer: It is unknown at this time.

5. Question: Is there an ECM/document management solution in place that the potential system will replace and if so, which vendor provided it?

Answer: No.

6. Question: The RFI indicates that an API is desired. Which systems will need to interface with the ECM and which vendors provided them?

Answer: The Department does not have an ECM system.

Question(s) from Deltek 7. Question: Is there an incumbent contract for this project? Answer: No.

8. Question: Additionally, has funding been secured at this time? Answer: See answer to question 2.

Question(s) from DataBank 9. Question: For the initial deployment of an ECM within FLHSMV, how many users

would be involved in scanning? And, how many scan stations do you anticipate needing?

of 30


10. Question: Are there any document types that you would like to full-text index so that these doc types are full-text retrievable?

Answer: Yes.

11. Question: Do you plan on including workflow initially into your OnBase Document/Content Management System? If so, What business processes do you wish to automate? Can you supply a short description of the business process(es) and/or a process diagram?

Answer: The Department does not use OnBase Document Content Management System. It is unknown at this time. No.

12. Question: If workflow is to be deployed initially, please describe the estimated number of people involved in each of these business processes.


13. Question: What is the total number of anticipated Users of the ECM? Can you please give an estimate of the total number Users that will be Power Users in the ECM Solution (in the solution for more than four hours per day)?

Answer: The Department estimates an excess of 10,000 users. Power Users: It is unknown at this time.

14. Question: Of the total number of anticipated Users of the ECM, how many Users will be casual users of the solution (using the system periodically)?


Question(s) from Document Advantage Corporation 15. Question: Are you interested in cloud based systems?

Answer: The Department is interested in receiving information on an on-premise

solution. The Department is also interested in receiving and reviewing other solutions as well.

16. Question: Why are you requiring responses to be submitted on paper? Why not just use email submissions with a receipt confirmation response from the Department?

Answer: The Department will consider that option in the future. However, at this time, responses must be submitted as indicated in the RFI.

17. Question: What is the approximate number of people that would use the system?

Answer: See answer to question 13.

of 30

18. Question: What is the approximate daily volume of documents currently received?

Answer: The approximate daily volume is unknown since not all documents are scanned. However, current daily images scanned are between 600,000 and 800,000.

19. Question: What scanning software and hardware do you currently use? Please include Model and Version numbers.

Answer: Epson Workforce 1500 and Banctec DocuScan 6000.

20. Question: TAB E of our response is to include Implementation timelines and estimates. There are many factors that determine implementation time and costs.

1. Can you provide high level descriptions of the processes that need to be implemented?

2. What application integration needs to be implemented? 3. What technical and business resources can the department provide for

implementation?

Answer: The Department is anticipating that Vendors will address, as suggestions, recommendations, etc., these issues in their RFI responses.

Question(s) from MTS Software Solutions 21. Question: How many users will need access to ECM system? How many users would

need regular access and how many would need occasional access?

Answer: We estimate in excess of 10,000 users. It is unknown at this time how many users will need regular access and/or occasional access.

22. Question: In the department of Highway Safety and Motor Vehicles, what type of documents are involved? Would you be able to list those document types?

Answer: The Department receives various document types on a daily basis, which include, but are not limited to, driver licenses, lien documentation, utility bills, letters, forms, and birth certificates, etc.

23. Question: Under "Project Goals" (5.0) section B, what is the volume of documents that need OCR capability? What is the nature of the documents, structured (template based), semi-structured documents? Is the intention of OCR to auto-index documents or search for specific words within the document?

Answer: Roughly 600,000 to 800,000 documents are scanned and uploaded daily. The nature of the documents varies, but we estimate more are semi-structured to un-structured. It is unknown at this time. However, the Department is interested in receiving and reviewing information related to OCR capabilities.

24. Question: Under "Project Goals" (5.0) section B, what is the estimate amount of documents that need to be scanned (weekly basis or monthly basis) into the system?

of 30

Answer: Roughly 600,000 to 800,000 documents are scanned and uploaded daily.

25. Question: Under "Project Goals" (5.0) section C, Is there any specific workflow automation requirements? Can you define your current business process? Is there any type of process maps that we can look at? How many users are involved in workflow process?

Answer: See answer to question 11. Workflow process: No users are involved.

26. Question: Under "Project Goals" (5.0) section D, please clarify on "content sharing". Are you sharing documents to external users or internal users? Can you also provide clarification on "Blogs, wikis and support for other online interactions may also be supported"?

Answer: The Department does not anticipate any external sharing. However, the Department is interested in receiving and reviewing information on content sharing capabilities, and capabilities that provide for collaborative interaction between internal staff as it relates to blogs, wikis, etc.

27. Question: Under "Project Goals" (5.0) section E, what application do you envision integrating with ECM system? What are the integration requirements? Do you need to see content/documents in the ECM solution from the departmental application? Can you provide us with some use cases?

Answer: The primary integration with the ECM system will be from a service oriented architecture (SOA) via web service APIs. In regards to application integration requirements, the primary use case would be viewing, creating and updating documents from applications using an API interface to the ECM.

28. Question: Under Section 4 “Background”, could you expand upon the scanning systems that will be required, number of scanners, speed and specifications? Is flatbed scanning required and if so why? Can you expand upon sheet fed scanning, Number of Scanners – Scan speed etc.


Question(s) from Privia 29. Question: Does the State of Florida have a preference towards a cloud-based or on

premise solution?


30. Question: Will the State of Florida please provide the expected number of users of the ECMS?


of 30

31. Question: Does the State expect the number of users to grow each year and if so will the State please provide expected numbers/growth per year?

Answer: The number of users will remain fairly constant year to year with only a marginal growth.

32. Question: Regarding Imaging Processing capabilities – Is the State of Florida only requiring information on the scanning capabilities of the software solution, or does the State also need information, that includes the cost for actual scanners (hardware)?

Answer: The Department is interested in receiving and reviewing information on software and hardware costs and capabilities.

33. Question: Are there existing scanners (hardware) in place at the State of Florida and if so, will the State please provide detailed hardware information?


34. Question: Will the State please provide more information on the current content management software in use? (brand, capabilities, etc.)

Answer: The Department does not currently utilize content management software.

35. Question: What type of data (file type, current software where stored) and how much data will the State of Florida require to have migrated over to the new system?

Answer: There is no content migration planned or anticipated.

36. Question: Regarding Application Integration – Is the State expecting the proposed solution to offer bi-directional communications (data in/data out) between various software already in use or is the State only requiring a content management system where a user may edit/create/maintain documents with applications on their desktops such as Microsoft Office, etc. and then store/access/share them within the content management solution?

Answer: The Department is interested in receiving and reviewing information on all available solutions.

Question(s) from Melken Solutions 37. Question: Has a budget been set aside by this effort? If so, what is that budget

amount?

Answer: Please see answer to question 2.

38. Question: When does the State anticipate this effort being released as an Invitation to Bid?


of 30

39. Question: Would the purpose of the demonstration be to down-select vendors?

Answer: No.

40. Question: Is security a concern? Meaning, should the ECM be capable of restricting access to different levels?

Answer: Yes.

41. Question: How many users are estimated to need access?


42. Question: In regard to section 5.0 Project Goals G, are you seeking only a web-based solution, or an on premise solution that is also web-capable?


Question(s) from BIAS Corporation 43. Question: What type of content will be migrated?


44. Question: What is the expected volume of content that will be migrated?


45. Question: Is there meta data related to existing documents?

Answer: No.

46. Question: What are the content sources and associated content types which require

migration?


47. Question: Can you provide mappings to support migration of taxonomy-based structures to metadata-driven views?

Answer: No.

48. Question: How many vendor interfaces for electronic document submission are part of this scope?


49. Question: Can you provide details regarding the vendor interfaces?


of 30

50. Question: What type of interfaces are available for Florida Driver License Information system (FDLIS) and Florida Registration and Vehicle Information system (FRVIS)?

Answer: The Department anticipates that various application interfaces will be developed and utilized.

51. Question: What formats will required for support of e-mail and electronic transfers? Are there structured text formats, PDFs, etc.?

Answer: TIFF, PDF, PNG and JPEG.

52. Question: What type of APIs are available for current Departmental applications?

Answer: The Department currently develops APIs using a service-oriented

architecture (SOA).

53. Question: Are OCR capabilities are required for document scanning?

Answer: Yes.

54. Question: What scanning interfaces must be supported for flatbed, sheet-fed and high speed scanning? (i.e. TWAIN, WIA, ISIS and SANE)

Answer: TWAIN is the primary scanning interface utilized.

55. Question: Will scanning responsibilities be distributed across remote offices? If so, how many locations?

Answer: There are several hundred field locations that will utilize the system, however their usage will be facilitated behind a service oriented architecture via an API and will not be directly linked with the ECM system.

56. Question: Is there content which requires OCR support?

Answer: Yes.

57. Question: Is there content which requires bar code support?

Answer: Yes.

58. Question: What is the expected number of contributors (editors, authoring, publishing)?


59. Question: What tools are supported for authoring and editing of documents? (i.e. Word, email, etc.)


of 30

60. Question: What methods are supported for distribution of documents? (i.e. email, web, file share, etc.)


61. Question: What content formats will be supported? (i.e. pdf, text files, word documents, etc.)


62. Question: What browsers will the content management system support in order to meet requirements?


63. Question: Are there requirements to present internationalized content?

Answer: Not at this time; however, we would be interested in receiving and reviewing information on this item.

64. Question: Can you provide requirements or use cases to describe desired content based workflows?


65. Question: Can you provide details on your current business continuity mechanism? (i.e. backups, resilience, disaster recovery, etc.)

Answer: See answers to questions 203, 202, 201 and 200.

66. Question: What are the current and projected scalability needs? (i.e. number of sites, transactions, data size, concurrent users, intranet/internet users, etc.)

Answer: See answers to questions 21, 22, 24, 30 and 31.

67. Question: Are there requirements for mobile apps?

Answer: Not at this time; however, the Department would be interested in receiving and reviewing information on this item.

68. Question: Is there integration with LDAP or 3rd party database for user authentication?

Answer: Not at this time, however the Department would be interested receiving and reviewing information on this item.

69. Question: Is a multi-site deployment architecture required to meet requirements?

of 30


70. Question: Are there any specific nonfunctional requirements? (i.e. Performance, security, look and feel, High Availability, COOP, response time, etc.)

Answer: It is unknown at this time; however, the Department would be interested in receiving and reviewing information on high availability and COOP.

71. Question: Is security and tracking of document information limited to the ECM repository or does it extend other repositories?

Answer: It would be limited to the ECM Repository.

72. Question: Are there auditing requirements concerning the distribution and usage of documents?

Answer: The Department is interested in receiving and reviewing information on audit document access patterns and any other solutions.

73. Question: Are there policies defined for the distribution and tracking of sensitive document information?

Answer: Yes.

74. Question: What authentication mechanisms are required? (i.e. windows, LDAP, etc.)


75. Question: Do you currently have any roles and responsibilities defined for CMS users?

Answer: No.

76. Question: What is the current model for ownership or rights for access to content?

Answer: The Department currently maintains ownership and rights for access to content.

Question(s) from MCCi 77. Question: Is a WORD or editable version of the document available for response

purposes? Answer: Yes. Submit a written request to the Issuing Officer.

78. Question: In reference to TAB D – Cost: From a pricing and implementation

perspective, in order to provide estimated licensing, service and implementation pricing for initial and 10 year costs; can you provide more detail on initial and enterprise implementation o How many users would be involved in an initial phase o How many departments would be involved in an initial phase o How many total users would be involved in the enterprise

implementation

of 30

o How many departments would be involved in the enterprise implementation


79. Question: Can you provide more details on the current systems/ applications

currently in use?

Answer: See answer to questions 19 and 34.

Question(s) from icube, Inc. 80. Question: Does the Department have an interest in outsourcing its current manual

scanning process to a 3rd-party?

Answer: Not at this time; however, the Department would be interested in receiving and reviewing information on this item.

81. Question: Is this ECM solution to be accessed by internal users, the public, or both?

Answer: Internal users.

82. Question: Approximately how many users would this solution need to support?


83. Question: What is the current portal solution (Sharepoint, etc.)?

Answer: The Department does not have a portal solution.

84. Question: What is the current ECM software or solution?


85. Question: What are the Departmental applications which will need to interface with the core ECM functionality?

Answer: The FRVIS system.

86. Question: Approximately how many documents are scanned per year?


87. Question: Types of document media (paper, fiche, microfilm, photos, disk etc.) with respective scanned volume of each type per year?

Answer: The requested information is not specifically tracked and is therefore unknown.

88. Question: Size of documents (8-1/2 x 11”, 11” x 17”, 30” x 40”, etc.) with respective scanned volume of each size per year?

of 30


89. Question: State of documents (e.g. stapled, paper clipped, bound etc.) with respective scanned volume of each type per year?


90. Question: Type of scanning (Black and White, Grayscale, Color)?

Answer: All of the above.

91. Question: Resolution requirements in dots per inch (DPI) (200, 300, or other) with respective scanned volume of each resolution per year?

Answer: The Department is interested in receiving and reviewing information on all resolution requirements available.

92. Question: Condition and age of documents?

Answer: It varies from poor to excellent. The age of the documents varies based on the individual and situation. For example, if an individual was born in 1941 and has the original birth certificate, it may be in poor condition.

93. Question: Scanning location: Onsite or Offsite? If Offsite, where would the pickup take place?


94. Question: Do you have samples of the types of documents that will need to be scanned?

Answer: Yes. The samples can be provided upon request during Vendor demonstrations.

Question(s) from ImageSoft, Inc. 95. Question: What ECM systems does the Florida Dept. of Highway Safety and Motor

Vehicles (Agency) use today?


96. Question: Of the ECM systems that the Agency uses today, which are considered outdated and difficult to support?


97. Question: Of the ECM systems that the Agency uses today, which are being considered for consolidation?


of 30

98. Question: Do you have a current platform that you like and want to consolidate on? Please explain.

Answer: Not at this time. However, the Department is interested in receiving and reviewing information on a virtualized Windows Server platform and other solutions that may be available.

99. Question: What current systems does the Agency want a new ECM to integrate with? Are the Florida Driver License Information System (FDLIS) and the Florida Registration and Vehicle Information System (FRVIS) two of them?


100. Question: What is Agency’s hosting preference (e.g., premise (Agency) hosted, vendor hosted, cloud?


101. Question: How many users are expected to have access to the ECM system?


102. Question: Of the ECM users, how many will need access to the ECM system all day, every day?


103. Question: Of the ECM users, how many will only need access occasionally during the day?


104. Question: How many workflow users do you anticipate?


105. Question: Of the workflow users, how many will need access to the workflow system all day, every day?


106. Question: Of the workflow users, how many will need access to the workflow system occasionally during the day?


Question(s) from ShareSquared, Inc. 107. Question: Implementation of software solutions can vary widely depending on

project budget. Our firm has successfully delivered projects across various budget ranges. To help us best meet the goals of your solicitation, can you please approximate a budget range (i.e. if there is a solicitation following

of 30

the RFI process) for a typical implementation (e.g. based on average number of users, etc.)? For example is the anticipated budget range: a. Less than $100,000 b. $100,000 – $150,000 c. $150,000 – $200,000 d. $200,000 – $300,000 e. $300,000 – $500,000 f. $500,000 - $750,000 g. $750,000 - $1M h. $1M+

Answer: The Department is unable to provide an anticipated budget range at this time.

108. Question: What is the target date for determining if an RFP will be issued?


109. Question: How many users do you anticipate using this system?


110. Question: Is a solution that is DoD 5015.2 v3 certified required or desired?

Answer: Not required, but the Department is interested in receiving and reviewing information on it.

111. Question: On a scale from 1 to 5 where 1 represents a COTS solution (e.g. less than 40 hours of customization) and 5 represents a custom-built solution using SharePoint (100% services and development), what is acceptable with respect to the solution you are looking for on this continuum?

Answer: The Department is interested in receiving and reviewing information on all types (1 through 5).

112. Question: Has any contractor or product vendor provided you with any ECM solution evaluations, proof of concepts, demonstrations, or any other analysis related or germane to the content of this RFI? If so: a. Can you please share all details about the products, vendors, analysis, etc.? b. Will these contractors or product vendors be eligible to bid on a subsequent procurement solicitation if one is issued?

Answer: No.

113. Question: We are a California Certified Small Business, What if any special consideration do you anticipate small business contractors will receive if there is a procurement solicitation subsequent to this RFI (e.g. scoring and/or pricing concessions)?


of 30

114. Question: Do you have any Microsoft Software Assurance vouchers that might be applied to additional analysis, a proof of concept, etc.?

Answer: No.

115. Question: Do you intend to use the existing Information Architecture (e.g. document types/classes, terms, record series/types, etc.) in the new solution and if so: a. What system(s) would the existing Information Architecture be coming from? b. Can you please provide listings, and quantify the number, of content or document types/classes, term-sets, record series/types, events/triggers, etc.? c. Do the current systems have an export facility for the IA components?


116. Question: We are a SharePoint-focused consultancy and have successfully combined SharePoint with various add-on products to create comprehensive document, content and records management solutions. Do you see this as a viable option for your needs?

Answer: The Department does have SharePoint and would be interested in receiving and reviewing the information on this item.

117. Question: Regarding SharePoint as a possible solution; if you are currently using SharePoint: a. How are you currently using SharePoint (e.g. collaboration portals, document management, intranet/extranet, ECM or ERM workloads, workflow/process automation, BI, etc.)? b. What version of SharePoint are you currently using? (e.g. SharePoint 2013 Enterprise, Office 365 G3, etc.) c. What is the current Scope of SharePoint in terms of: i. Number of Departments ii. Users iii. Site Collections d. What, if any, problems or dissatisfaction have you experienced with SharePoint? e. Given your experience with SharePoint, aside from Document Capture, are there any requirements for the solution that you do not believe that SharePoint can address and if so, what are they? f. As it relates to training; on a scale from 1 to 5 where 1 represent “None” and 5 represents “Expert”, can you please indicate what SharePoint skills you currently have in house in terms of: i. SharePoint Infrastructure, Administration and Maintenance ii. Information Architecture Design and Implementation iii. Knowledge and use of SharePoint’s innate ECM/ERM facilities (e.g. configuration and deployment Records and eDiscovery Centers,

of 30

Information Management Policies, etc.) iv. Content Owner/Authorship v. PowerShell and C# Development

Answer: a. Document management, intranet/extranet, workflow/process automation, workloads, and BI. b. The Department currently utilizes 2010 but will be upgrading to 2013 this calendar year. c.i. Number of Departments 50+ ii. Users 5000+ iii. Site Collections 500 d. The Department has not experienced problems or dissatisfaction. e. Unknown. f. i. 5 ii. 5 iii. 3 iv. 5 v. PowerShell – 4; C# Development - 5

118. Question: Do you have a well-defined File Plan and if so, can you please share it with us? For clarity sake, what we mean by File Plan is a document that lists official record info and includes: Records series title and description; Location and medium (e.g. paper or electronic); and Disposition authority (i.e. legal actions taken when records are no longer needed to conduct agency business.

Answer: No file plan exists at this time.

119. Question: Regarding the management of paper-based Physical Records: a. What is your currently using to manage Physical Records? b. Is the management of Physical Records within the scope of this RFI? If so: i. Can you please provide details about the storage of Physical Records (e.g. # of locations, cabinets, folders, documents, etc.)?

Answer: a. In some cases physical records are scanned and loaded into a database. b. The management of physical records is not in the scope of this RFI,

however we would be interested in seeing any capabilities provided in this regard by an ECM. We do not have details about current storage.

120. Question:

Will content in the solution need to be accessible by external parties and if so: a. What audiences will require external access (e.g. vendors, employees accessing the system remotely, the public at large) and how many users comprise each audience?

of 30

b. Will audiences that need external access have AD accounts? c. Will all external audiences need to login/authenticate in order to access the system or does anonymous access need to be supported as well? d. What features of the system will external access users be permitted to use (e.g. access to certain documents only, all features, etc.)? e. Is mobile support a requirement?

Answer: We do not envision external access being required. However, the Department would be interested in receiving and reviewing the information. A-D: Not applicable since external access is not currently in scope. E. Mobile support is not a requirement but would be a desired feature.

121. Question: We have extensive experience preforming migrations from “legacy” ECM/ERM applications to SharePoint and have successfully migrated several customers off of IBM FileNet, Oracle Stellant, EMC Documentum, OpenText, and several other systems. If migration is in scope; a. Do you anticipate that migration from an existing ECM system to the new solution will be part of the scope and will this capability be considered when choosing a vendor? b. Can you please describe in detail the underlying technology behind the FDLIS and FRVIS systems, including the following: i. Hardware and O/S ii. Database and version iii. Programming Language iv. API support v. How documents are stored, how many documents exist and the total size of the content in GBs or TBs vi. How many attributes of metadata are associated with each document vii. Other information that would help us better understand the migration effort

Answer: a. The Department does not have an enterprise level ECM. b. FRVIS would be in scope and the technology is outlined below:

i. Windows 7 Desktop and Windows 2012 servers ii. Oracle 11.2

iii. Microsoft .Net iv. Yes. REST API desired. v. Currently documents are stored in the database.

vi. Unknown

of 30

122. Question: Are Digital Signatures within the scope of the solution under consideration / RFI? If so; a. Are all signers internal (i.e. with AD accounts) or is there a requirement for external signers? b. What is the anticipated usage frequency for a given/single external signer (e.g. a few times per year or daily)? c. Is it anticipated that the external signers will go to a portal to be able to sign documents?

Answer: No.

123. Question: Are you interested in pricing for auto-classification product(s), which can be used to enhance the IA and significantly contribute to content findability, workflow, retention and disposition, etc.?

Answer: Yes.

124. Question: Regarding document capture and indexing: a. What existing Capture Software do you use? i. Is there a desire to leverage it in the new solution? ii. Does it support release to SharePoint? b. Do you currently utilize any barcode printing/scanning software and if so, which ones? c. How many Capture Processes do you anticipate needing for the initial implementation? d. How many of each of the following types of devices should we account for with respect to our price proposal, and what are the typical brands/models of the existing devices: i. Single Workstation Scanner ii. Multifunction Scan/Copy/Fax/Print iii. Workgroup Scanner iv. High capacity Scanner v. Copiers vi. Other? e. How many index-only users do you desire to procure software for? f. Are paper documents: i. Always the same, well-defined, standard forms with standard data (“structured”) ii. Mostly similar documents with standard data that may be in different places on the document (“semi-structured”) iii. A broad array of different documents with different data on them (“unstructured”) g. What is the current scanning volume per day/week/month? h. What server-based scanning products are you using? i. Do you require Bates Stamping/Numbering capability? j. Do date stamps need to be added to the physical paper or just the digital version?

of 30

Answer: a. None i. N/A ii. N/A b. Uniface with TBarCode2 OCX control for printing the barcode and none for scanning. c. N/A d. At this time, only the high capacity scanners; 3x BancTec DocuScan 6000 e. N/A f. iii. A broad array of different documents with different data on them (“unstructured”) - They have a standard coversheet. g. See answer to question 24. h. None. i. No j. Digital version only

125. Question: Can you please provide a table of metrics indicating the number of workflows and level of complexity (e.g. 1-5) in your own estimation? Complexity rankings should consider: a. The number of steps in the workflow b. The number of participants (people or systems) involved in the workflow c. If it is sequential or parallel d. The source(s) of data involved in the workflow and the complexity in accessing them e. Any requirements for long running or cross application workflows f. Any requirements for callouts to custom code g. The requirements, rules and policies for the execution of the workflow h. Escalation and/or remediation requirements i. Requirements for administration and reporting of workflow performance j. Any other requirement that may contribute to the complexity of the workflow development, execution, or administration

Answer: We do not have a defined set of process maps or workflows.

126. Question: With respect to integration: a. Can we assume that the intent is limited to explaining how the system handles integration or is integration with external systems within the scope of this project? b. If integration is in scope: i. Which systems and what level of integration is anticipated (e.g. hyperlinks only, document-level integration, unidirectional/read only, bidirectional data updates, functional integration)?

Answer: The primary integration with the ECM system will be from a service oriented architecture (SOA) via web service APIs.

of 30

127. Question: With regard to estimating the cost of post-implementation support: a. What is your vision for post implementation support in terms of a Service Level Agreement, i.e. turn-around time, number of hours per month, hours of coverage, etc.? b. Do you have internal resources to handle post-project Level-1 support (e.g. training questions, hardware or network problems, etc.)? c. Should we price post-project support into our proposal and what quantity (e.g. 40 hours per month for 6 months)?

Answer: a. Our expectation would be that an ECM would offer a level of post implementation support for the product itself and would include product updates, security patches, etc.; since our intent is to host the ECM within our state data center the other aspects such as network and availability would be provided by the state data center.

b. Yes. c. Yes.

128. Question: We understand that this is an RFI only and that there is no guarantee that an RFP or other solicitation will occur subsequent to this RFI. That said, if you do issue a solicitation to procure products, can you please detail the anticipated requirements for each of the following: a. Qualifications for an implementation partner (e.g. we have multiple Microsoft Gold and Silver Competencies, SharePoint MVPs and Certified Masters, etc.); what qualifications, technical certifications, etc. do you anticipate will be desired or required? b. Any special certifications or clearance levels the vendor must possess or obtain (e.g. we have the only SharePoint Certified Master in the world with Top Secret Security Clearance); do you anticipate this to be required or desired? c. Any GSA or other procurement registration, designation or certification d. Audited financials or any specific accounting methods (e.g. DCAA compliance) e. Any requirements or preference for vendors that are local to you f. On-site versus remote project delivery

Answer: a. It is unknown at this time. Specific vendor requirements, registrations, certifications, experience, background information, etc., will be delineated in any future solicitation.

b. Same as above. c. Same as above. d. Same as above. e. Same as above. f. On-site project delivery.

of 30

Question(s) from imageAPI. 129. Question: What ECM software is currently used by the DHSMV?


130. Question: Is the ECM implemented on an enterprise level today at the

DHSMV? Answer: See answer to question 34.

131. Question: Does DHSMV currently interface ECM with any existing line of

business applications? If so, which ones?


132. Question: What are the DHSMV’s current challenges with respect to managing information (paper, electronic documents, other content, etc.)?

Answer: The Department’s primary challenge is a lack of consistency in how information is managed. Specifically, there are multiple manual scanning processes, and application capture processes and multiple databases where document and images are stored. We are seeking an ECM to manage and store this information in a consistent manner.

133. Question: What is the potential scope of an ECM implementation at the DHSMV in terms of number of users, organizational units, etc.?


Question(s) from Lexmark 134. Question: With regards to RFI response submission, how many users (Concurrent or

Named) does the Department plan on needing initially? Answer: See answer to question 21.

135. Question: How many scan stations does the Department plan on utilizing (initially)

for document capture, index and scanning?


136. Question: Can the Department provide the models of the high speed scanners?


137. Question: What is the monthly and/or annual volume of documents currently being scanned?


138. Question: Does the Department have an existing document management solution and if so, what it the name of it?


of 30

139. Question: Can the Department provide a timeline as to when a corresponding RFP may be released?


Question(s) from Emtec 140. Question: How many users of the required ECM solution are there expected to be?


141. Question: How many different locations will these users operate from? Answer: See answer to question 55.

142. Question: How many types of existing scanning/collecting technologies currently

exist? Answer: See answer to question 19.

143. Question: How many of these existing technologies are "new enough" that DHSMV

would wish to integrate/re-use them as part of The Solution?

Answer: Although the Department would like to integrate the current makes/models into a new solution, we do not have enough information regarding new technologies to make a determination at this time.

144. Question: What specific makes/models of scanning/collecting technologies does DHSMV wish to integrate/re-use in The Solution?


145. Question: How large (in GB or TB) is the current size of the FDLIS? How fast is it growing (e.g. GB/mo.)?

Answer: The current size of FDLIS is 7.65TB. We do not have the growth rate at this time.

146. Question: How large (in GB or TB) is the current size of the FRVIS? How fast is it growing (e.g. GB/mo.)?

Answer: The current size of FRVIS is 43.2 TB. We do not have the growth rate at this time.

147. Question: How many documents total currently exist in the FDLIS? FRVIS?


148. Question: What is the GROWTH RATE (new docs/mo.) of new content in the FDLIS? FRVIS?

Answer: See answers to questions 145 and 146.

of 30

149. Question: How long does content have to remain in these repositories before being archived and/or deleted?

Answer: Retention varies based on the type of document/information. There is no means of easily retrieving this information.

150. Question: What file type(s) (e.g. TIFF, PDF with or w/o OCR layer included, others) or file formats do the currently-used scanning technologies produce?


151. Question: IF OCR is included as part of a scanned document, does DHSMV want The Solution to include full-text search capabilities of these scanned docs?

Answer: Yes.

152. Question: What "other electronic transfer" mechanism exist (e.g. FTP, file upload to cloud storage, etc.) are used by DHSMV besides emails with attachments?

Answer: Secure FTP and Web Services.

153. Question: What browser type(s) (make, version) are considered DHSMV-"standard"?

Answer: Internet Explorer 9 or higher.

154. Question: What underlying OS (e.g.) (OS, 32/64 bit, RAM) is considered a "standard OS" for the users who will be using The Solution?

Answer: A standard desktop OS is defined as Windows 7 (32/64 bit). Typically memory configurations would be between 4gb to 16gb.

155. Question: What specific "vendor interfaces" (pg. 2, sec4 of RFI) is The Solution expected to interface/integrate with?


Question(s) from DOMA Technologies 156. Question: Can you list any systems by name that are currently used for document

scanning and collection outside of FDLIS and FRVIS?

Answer: No.

157. Question: Do you have specific systems in mind that will require an interface to the ECMS?


158. Question: Do you have a current system of method to manage and perform online knowledge management interactions?

of 30

Answer: No.

159. Question: Will you accept full cloud-based/web-based software solutions – not just a web based interface?


160. Question: Do you have an idea of how many paper documents are created on a daily or weekly basis that would need to be scanned into the ECMS?


161. Question: Do you have an idea of the amount of users that will need access to the

ECMS?


162. Question: Will there be external users outside of the department that will need access to the ECMS?


163. Question: Do you have specific business rules regarding content workflow or content sharing that will be a requirement with the ECMS?

Answer: No.

164. Question: Is there a page limit on the RFI response?

Answer: Yes. The page limit is 15 pages for Tabs A, B, C, D, E and F.

Question(s) from Copytronics 165. Question: Question for RFI, how many active users would be working within the

system at any one time consistently. Answer: See answer to question 13. The number of users working within the

system at any one time is unknown at this time.

Question(s) from Forefront Technologies 166. Question: If possible could you let us know the number of users?


Question(s) from KW Consulting & Solutions 167. Question: Does the department have an expected finalized implementation schedule? Answer: No.

168. Question: Does the department currently have scanning technologies or will this need

to encompass that too? Answer: Yes.

of 30

169. Question: What is the speed of connectivity between systems the department can guarantee?

Answer: 1 Gbps.

170. Question: Does the department currently have an email system for the receipt of documents (as mentioned in 4.0 BACKGROUND, “receipt of document files via e-mail or other electronic transfer”)? If not, will the Vendor be required to host an email system or end-point that the end-user will send documents?

Answer: The Department utilizes Office365 for its email system.

171. Question: Would the department prefer a cloud-based application?


172. Question: Will the vendor be required to provide servers & hardware to support the ECM?

Answer: No.

173. Question: How many concurrent users will be accessing this system?


174. Question: Does the department have any technological requirements for the Application Programming Interface (API)?

Answer: The API should be accessible via a Web Service architecture. Examples would be web services developed using REST, WCF or SOAP.

175. Question: Will the Application Programming Interface (API) be required to be internal or have external access end-points?

Answer: The API will be internal and will be accessed by other Web Service endpoints that will be developed by the Department.

176. Question: What security requirements are necessary of the Application Programming Interface (API)?

Answer: The API should support a web based authentication method, such as specifying an Authorization header to enable basic authentication.

177. Question: Will the Application Programming Interface (API) be required to access sub-systems for authorization (i.e. Windows Active Directory)?

Answer: Yes. It is anticipated that the Department’s Active Directory could be utilized for authentication in the system.

178. Question: Does the department have user authorization requirements for the ECM?

of 30


179. Question: Will the system be required to access sub-systems for authorization (i.e. Windows Active Directory)?

Answer: Yes, it is expected that the Department’s Active Directory could be utilized for authentication in the system.

180. Question: Will the system be required to have a single-sign-on?

Answer: No.

181. Question: Will the system be required to use a two-step authorization?

Answer: No, but the Department would be interested in receiving and reviewing information on this item.

182. Question: Does the department require a minimum encryption level for connectivity?

Answer: Minimum encryption requirements must provide TLS/SSL encryption during transport for all HTTP operations.

183. Question: Does the department require a minimum encryption level for the storage of information?

Answer: Encryption of stored content must be an available option for the system. A minimum of 128 bit encryption must be supported by the system.

184. Question: How many locations will this system be used at?


185. Question: Is there a technical support on-site at each location (if multiple) to administer support to the existing systems?

Answer: Yes.

186. Question: Who will be the POC (Point of Contact) within the department during the testing and implementation phases of the project?


187. Question: Who is the primary end-user for the system?

Answer: All Departmental personnel.

188. Question: What (if any) special insurance requirements is the vendor expected to carry?


of 30

Question(s) from Liferay 189. Question: What are the measurable impacts you would like to see resulting from this

project?

Answer: Increased through-put, reduced error rates and efficient retrieval processes.

190. Question: What is the perceived start date for the project?


191. Question: What authentication and identity management software is going to be

leveraged for this platform?

Answer: Active Directory is the primary authentication and identity platform for DHSMV’s workforce facing systems.

192. Question: Are there any impacting events or key milestones within your organization that may influence the development, deployment, and enhancement roadmaps?

Answer: Yes, the Motorist Modernization schedule. Please see Exhibit 1.

193. Question: What is the target delivery date or timeframe for a MVP phase? What is the target delivery date for a completed system in production


194. Question: Are you currently considering a phased approach to the rollout? If so, over what timeline?

Answer: Yes. Timeline is unknown at this time.

195. Question: How many total users are expected as direct users of this new system?


196. Question: What the maximum possible concurrent users? (Not concurrently logged in, but rather, how many concurrent active (i.e - doing something) users?)


197. Question: Do you have specific peak usage times for concurrent login?

Answer: Typical peak times are between the hours of 9 a.m. - 1:00 p.m., and 3 p.m.

- 4:30 p.m.

198. Question: What percentage of your users will be anonymous and/or use the application with (unauthenticated) access? How will this change in the future?

of 30

Answer: There will be no anonymous users.

199. Question: Are design and UX elements of this project in progress of completed? If not, is the vendor expected to provide this capability?

Answer: No and No.

200. Question: Are there any requirements around high availability and/or disaster

recovery?

Answer: High availability would be preferred. Disaster Recovery would be required.

201. Question: Do you have a requirement of 24/7 uptime?

Answer: Yes, with the exception of allowing for standard maintenance windows.

202. Question: Do you want High Availability for capacity and/or uptime?

Answer: Yes.

203. Question: Do you want Disaster Recovery? Cold, Warm, Hot?

Answer: The Department would be interested in receiving and reviewing information relating to all Disaster Recovery options.

204. Question: What type of non prod environments do you plan to have Dev, Staging, QA-Bug test, User Acceptance Testing UAT, Etc),

Answer: Development, Test and Production environments will be utilized.

205. Question: Do you have a hardware (physical or virtual) platform that you want to use

to run Liferay Portal? If so, what are the specifications of that hardware?

Answer: No. However, the Department is interested in receiving and reviewing information as it relates to hardware platform solutions.

206. Question: Where are users located? If we will be providing managed services, we will need to know in order to plan deployment and edge caching properly.

Answer: Users are located in Tallahassee, FL, and various field sites within the state

of Florida. See also answer to question 55.

207. Question: Where will the primary users be located?

Answer: Primary users will be located in Tallahassee, Fl.

208. Question: How will the team work with the solution team to ensure smooth transition and sustainability post-delivery?

of 30

Answer: The team would work with the solution team by providing coordination for integration with our hosting provider, the Agency for State Technology (AST).

209. Question: Are you looking for an on-premise solution or a cloud solution?


210. Question: Are you looking for Managed Services or if your IT will take over the day-to-day maintenance of the Intranet.

Answer: The Department is interested in receiving and reviewing information

described in the question.

211. Question: What does the ongoing maintenance and administration of these portal look like? Will your team be developing? Owning and managing the infrastructure? Limited to content development and administration?

Answer: Our preference would be a solution that is limited to content development

and administration. We envision that our staff would develop and maintain content. We will be hosting the infrastructure within our state data center.

212. Question: The RFP calls out a rigid release management process. Can you please describe this process?

Answer: The RFI, not RFP, does not mention a release management process.

213. Question: Type of App Server, DB (Env) currently in use by other platforms. Is there

a preferred platform?

Answer: No current platform. Oracle or SQL Server would be our preferred DB environment.

214. Question: Are there current content assets and a desire to migrate any of these into Liferay's native CMS? If so, please describe, estimate quantity, and what system do they currently reside? Content samples would be helpful, if possible.

Answer: The Department currently has many content assets spread over many

systems and databases, however, we do not have a migration requirement. The Department is interested in features surrounding importing content assets into the ECM. Examples of content assets include scanned documents related to drivers license and motor vehicle issuance processes, TIFF, PDF, PNG, JPEG and e-mails.

215. Question: Is there an existing WCM process or workflow in existence? If so, please describe it.

Answer: There is no WCM process or workflow in existence.

216. Question: Is there a desire for video as content, and do any of these current assets

exist and where?

of 30

Answer: There are no current requirements for video content, however the Department would be interested in receiving and reviewing information on any solutions that support video content.

217. Question: Are there any screen mock ups, wireframes describing the desired look for the platform?

Answer: No.

218. Question: What languages do you seek to support on the platform

Answer: English.

219. Question: Does you currently have any specific behavior analytics in mind as they

seek to capture these?


220. Question: What is the current size or expected size of the document library when the system goes live?


221. Question: Can you tell us the different personas or roles that will be using the system

and how?

Answer: It is unknown at this time, but it can be assumed that at, a minimum, there would be Content Contributor and Content Editor roles.

222. Question: Can you give us a range if the size of the documents uploaded to the system?

Answer: Document sizes range from 75kb to several Mb on the larger size. Average

document sizes are around 100kb.

223. Question: How many documents on average gets uploaded per day?


224. Question: Are there specific days/times when the document upload activity peaks?


Lisa M. Bassett - · PDF fileQuestion: Do you plan on including workflow initially into your...

Documents

Transcript of Lisa M. Bassett - · PDF fileQuestion: Do you plan on including workflow initially into your...