VINEYARD REQUEST FOR PROPOSALS (NON-BID) FOR. Archive and Records Management Software

Transcription

1 1 VINEYARD REQUEST FOR PROPOSALS (NON-BID) FOR Archive and Records Management Software

2 2 NOTICE REQUEST FOR PROPOSALS (NON-BID) Archive and Records Management Software PROPOSALS DUE: 12:00 PM January 13, 2017 PROJECT NAME: Archive and Records Management Software RFP AVAILABLE: December 12, 2016 PROJECT LOCATION: PROJECT DESCRIPTION: Vineyard City Hall Initial setup and maintenance of a software with the main purpose and goal of providing records management to the Town of Vineyard including but not limited to: accessing and housing digital records, categorizing digital records, and providing retention schedules for records. PROJECT DEADLINE: April, 2017 OWNER: CONTACT: Town of Vineyard 240 E Gammon Rd Vineyard, UT Pam Spencer, City Recorder pams@vineyardtown.com All questions shall be submitted in writing no later than January 3, Vineyard reserves the right to reject any or all proposals received. Furthermore, the City shall have the right to waive any informality or technicality in proposals received when in the best interest of the City.

3 3 I. Introduction Identify and implement a records management software capable of scanning, cataloging, and scheduling retentions of municipal documents. II. Scope of Project The project will include the setup and maintenance of a records retention software for a growing municipality. The City is seeking a records management software for three primary reasons. The first purpose of the software is to provide a central place for users to access City information for primarily internal use without the departmentalization of files. The second primary purpose of the software will be to allow records administrators to schedule retention of documents and destroy/retire documents outside of their schedule. The third purpose is to allow for capturing document information (meta data) that will allow for the easy retrieval of information and will limit the unnecessary duplication of files. Initial user setup will be for 13 users. Users should have rights defined as to what level of information they may access. Administrative users should be able to change the designation of documents to allow users to view them as necessary (i.e. the ability for a member of the public to view a document). The software should be flexible and allow for the expansion of formats and meta data fields as the City continues to grow. III. Content of Proposal Proposals will be evaluated on the criteria listed below. Proposals shall be limited to 10 pages. Proposal Criteria Format documents are stored as in software Document formats compatible with software

4 4 Software capabilities: Ability to scan documents directly into software Required include types of scanners required OCR documents Required Departmental security rights for multiple users Required Setup retention schedules and alert users before Required destruction Public portal Required Document workflow process Preferred Restrict access, manipulation and destruction of Required documents Audit tracking and record report capabilities Required Import meta data from third party program, Preferred excel, or csv file Create document type templates to extract meta Preferred data Automatically remove blank pages Preferred Import documents directly from other software Preferred platforms Image adjustment of documents Cropping, Preferred adjusting, redaction, etc. Support mobile users Preferred System requirements detail minimum hardware requirements necessary in order to run the system optimally. Provide implementation schedule. Pricing Breakdown - break out base price, any additional pricing (including annual maintenance dues), and total pricing Vineyard reserves the right to reject any and all proposals for any reason. Proposals lacking required information will not be considered. All submittals shall be public records in accordance with government records regulations ( GRAMA ) unless otherwise designated by the applicant pursuant to UCA 63G , as amended. The award of contract is subject to approval by City Council. Price may not be the sole deciding factor. IV. Selection Process Proposals will be evaluated on the factors listed in Section IV, Content of Proposal, above. The selection process will proceed on the following schedule:

5 5 A. Proposals will be received by Vineyard City prior to 12:00 pm on January 13, 2017, at the Vineyard City Office located at 240 E Gammon Rd. B. A selection committee comprised of City Staff will review all submitted RFPs within two weeks of the submittal deadline. C. It is anticipated that City Council will vote on the contract award on February 08, V. Information to be submitted To be considered, 4 copies of the proposal must be received at the Vineyard City Office, 240 E Gammon Road, Vineyard, UT no later than 12:00 PM on January 13, VI. Preparation of Proposals A. Failure to Read. Failure to Read the Request for Proposal and these instructions will be at the offeror's own risk. B. Cost of Developing Proposals. All costs related to the preparation of the proposals and any related activities are the sole responsibility of the offeror. The City assumes no liability for any costs incurred by offerors throughout the entire selection process. VII. Proposal Information A. Equal Opportunity. The City will make every effort to ensure that all offerors are treated fairly and equally throughout the entire advertisement, review and selection process. The procedures established herein are designed to give all parties reasonable access to the same basic information. B. Proposal Ownership. All proposals, including attachments, supplementary materials, addenda, etc., shall become the property of the City and will not be returned to the offeror. C. Rejection of Proposals. The City reserves the right to reject any or all proposals received. Furthermore, the City shall have the right to waive any informality or technicality in proposals received when in the best interest of the City.

6 6 D. No proposal shall be accepted from, or contract awarded to, any person, firm or corporation that is in arrears to the City, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or that may be deemed irresponsible or unreliable by the City. Offerors may be required to submit satisfactory evidence that they have the necessary financial resources to perform and complete the work outlined in this RFP. E. Vineyard Municipal Corporation s policy is, subject to Federal, State and local procurement laws, to make reasonable attempts to support Vineyard businesses by purchasing goods and services through local vendors and service providers. F. If bidder utilizes third parties for completing RFP requirements, list what portion of the RFP will be completed by third parties and the name, if known, of the third party.