Questions and Answers Enterprise Content Management ...

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.


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


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


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?


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.


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?



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?




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?




67 What content ingestion mechanisms need to

be supported for these 2 DDOs?




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?



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?




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


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



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


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?


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



128 ICR and OCR capabilities Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that


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


130 Redaction again Question not understood. Refer to the RFO for specific requirements and pricing instructions. Develop a proposal that



131 Mobile support Question not understood. Refer to the RFO for specific requirements and



132 Records management declaration and retention

Question not understood. Refer to the RFO for specific requirements and



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.



135 “Automatically recognizes, encrypts, and logs

personally identifiable information (PII)”

Question not understood.



136 “Identifies and manages sets of documents as

a single unit” – Folios




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



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


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



144 Security audit and logging – need to

investigate – Oracle or third party to help on this?


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


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.


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.



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?



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?


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.



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.


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”?


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.



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?



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?


Discovery.

207 What is the breakup of user volume and

location from which they will access the applications primarily?


Discovery.

208 What is the expected number of concurrent

users who would access the system during peak work load?


Discovery.

209 What is the expected user volume growth over

next 3 years?


Discovery.

210 What is the expected number of users who

will have system administrator privileges?


211 How many users does TxDOT expect to access these ECM applications over their mobile

devices?


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?


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



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?




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.


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




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?



257 Could TxDOT please provide a sample use-case for DRM?




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


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.


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?


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



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


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.


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?


Discovery.

285 What is the projected growth of the data volume for the two initial DDOs over the

course of the next year?


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

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