TOWN OF CLINTON Technology Department

TOWN OF CLINTON Technology Department Request for Proposals for Document Scanning and Electronic Document Management System RFP: TOC-DSDM-2017-05 ADDENDUM: A Proposal Submission Deadline: August 21, 2017 at 11:00 AM Return to: Office of First Selectman 54 East Main Street, Clinton CT: 06413

IMPORTANT INFORMATION TO BIDDERS It is YOUR responsibility to register with the office of First Selectman if you use the TOWN WEB SITE to download this RFP/BID. Failure to register may prevent you from receiving important addendums, changes or answers to questions submitted by other vendors regarding the specifications. The Town of Clinton assumes no responsibilities for defects and/or omissions in Bid responses due to failure to register with the Office of First Selectman. Please E-mail the following information to mschettino@clintonct.org Name: Email Address: Phone: Bid Name: Bid Number: Mailing Address:

Document Scanning and Electronic Document Management System RFP: TOC-DSDM-2017-05 The Town of Clinton, Clinton, CT is hereby advertising for a qualified organization to install, implement, populate and train our staff in the use of an electronic document management system. The organization must meet all Federal, State and local laws, regulations, ordinances and permitting requirements when completing assigned work. All payments under the contract resulting from this Request for Proposal (RFP) shall be made only for services requested and approved by the Town. No work shall commence without written authorization (Notice to Proceed) from the Town. No retainer shall be paid in order to keep the Contract in effect. Submittals must include four (4) Hard Copies and a (1) CD containing a PDF copy of your proposal. All Proposals must be clearly labeled: TOC-DSDM-2017-05 Please direct all questions via email. The last day to submit questions is 3:00 PM on August 3, 2017. Questions received after the stated deadline will rejected. All questions are to be in writing (only) by email addressed to: Peter Neff Director of Public Works pneff@clintonct.net With a copy to: Mary Schettino at MSchettino@clintonct.org All responses to questions or clarifications of this request will be available as an addendum to this document and will be available on the web site at least five (5) business days prior to the due date. Proposals will be accepted at the: Office of First Selectman Until 11:00 AM On August 21, 2017 54 East Main Street, Clinton CT: 06413 2 P a g e

Request for Proposal: Document Scanning and Electronic Document Management System The Town of Clinton, hereinafter Town, is seeking a qualified organization to install, implement, populate and train our staff in the use of an electronic document management system (EDMS). It is the Town s goal to develop an ongoing partnership with the vendor to deliver ongoing document management services. This request for proposals includes the complete implementation of a specific Initial Project along with specific rates for the expansion of the system to additional departments in the near future. The initial project: includes the installation, implementation, training and support of the EDMS and the physical scanning and indexing of our Land Use records into the system. Expanding the system: the Town expects to include many of the town s other departments in the EDMS. The proposal will provide rates and conditions for support, scanning, indexing and training for additional capacity and users as well as the importing of documents from other town departments to the system. Initial Project requirements: 1. The Land Use departments and commissions (including Planning and Zoning, Building, Inland Wetlands, Conservation and Water Pollution Control) records are stored in the Land Use office in the lower level of the Andrews Memorial Town Hall at 54 East Main Street, Clinton, CT. It is estimated that there are approximately: Sixty-five thousand (65,000) pages of hard copy documents, which need to be scanned, converted to searchable text via Optical Character Recognition (OCR) and indexed with the EDMS. Six thousand (6,000) oversize maps (larger than 8.5 inches by 17 inches but no larger than 36 inches by 48 inches) which need to be scanned and indexed. Three hundred and fifty thousand (350,000) electronic documents that will need to be OCR d (scanned and converted to ASCII text) and added to the EDMS. These electronic documents are currently in PDF or TIF format. One hundred and fifty thousand (150,000) pages on Microfiche that are unique from the above and will need to be scanned and indexed. It is assumed that the physical documents will need to be transported to another site for processing. These documents are legal records of the town and must be signed in and out of their current storage location by a town employee. The proposed process for tracking and transporting these documents, including the amount of time the document will be unavailable to the department, the locations and conditions that the documents will be stored in and an emergency access procedure, must be specified in detail in the proposal. Any costs involved in collecting the documents from their current location, managing them and returning the documents to their original locations must be clearly defined and included in the total project costs. Your quote should be based upon the above estimates being accurate within 10%. If the actual counts vary more than 10% from the estimated counts, we will negotiate a cost adjustment as these variations are discovered. 3 P a g e

2. Each document will be indexed and searchable by at least the following properties. In addition, each document will be OCR d and searchable by the resulting text content. Not all properties will be available for all documents. The winning organization will provide guidance on additional key indexes. Document type 1. The initial project will require approximately 40 predefined document types. Each document has one and only one type. Property Location: 1. Street Name (e.g., Long Hill Rd.) 2. Street Number (numeric e.g., 1, 29, 12345) 3. Unit Number (2nd Identifier (e.g., A, Rear, -2, Front)) 4. Map, Block and Lot 5. Parcel Number (Parcel-ID as created by Vision, and used by QDS and GIS systems) Source 1. Department, Board or Commission Name (There are about 30 departments that may use the system in the future.) 2. Staff Member/Author ID: process or author in standardized name format Creation Date (YYYY-MM-DD) Retention End Date (YYYY-MM-DD) Reference Field (Subject, Application Number, etc.) The vendor may offer alternative methods in setting up search criteria based upon their experience in converting existing documents to a searchable format. 3. The initial project will include the purchase and implementation of an easy to use EDMS: The EDMS must be easy to use (including search, display, print and document addition, change and delete functions). 1. All system functions must work from an HTML or Microsoft Windows client system (Windows 7, 10 and reasonable expectations of future versions.). Support for multiple additional platforms is highly desirable. 2. The easy posting of new and changed documents from Microsoft Office is required. 3. Whenever possible the use of menus and pull down lists of predefined data items will be used to encourage consistent data entry. All document access shall be secure. 1. The security must be flexible enough provide controlled access by document owners, viewers and managers. 2. Interfacing with Microsoft Active Directory groups is a positive. 4 P a g e 3. Secure logging of document activities is required. The EDMS must also provide the capability to search, review and print documents from an HTML browser. (It must be stated if an additional server will be required for this purpose.) The system must provide basic document tracking and routing functions. The system must include search and recovery tools to allow for Legal Discovery. This includes the ability to freeze a defined set of documents so that they cannot be changed or deleted for a specified period of time. The System must provide easy linking to current information from the Assessor s Vision Database.

The search and viewing tools must provide easy linking to our GIS (ESRI format) system for cross lookups (currently under development). The System must provide tools to manage retention dates and to remove documents as per retention schedules. The system will provide tools to export the documents and the indexing data in the event that the town decides to use a different DBMS system in the future. 4. Any costs involved with the use and maintenance of the document management software must be included: Cost for all software required for the initial implementation: 1. Document management server software (including any required database software) with capacity for twice the initial project 2. Eight (8) simultaneous users or sixteen (16) named users. The current cost per each additional user must be specified. 3. HTML server (aka web) capability and any usage restrictions. A list of the ongoing costs for the initial project for the following four (4) years Expanding the system: After the initial project is complete the Town expects to expand the EDMS to include the town s other departments. 1. The proposal must provide rates for: Providing additional users including licensing, training and support for an additional 4 years (5 years in total) Processing costs involved in scanning, OCR ing and indexing each additional 1,000 documents for a five-year period. Alternate: 1. Provide OCR software for local scanning and indexing The Town is interested in looking at local scanning in a manner that will index and store documents consistent with the initial project. Your proposal should include installation of OCR software, scanner bed and any other associated equipment/software which will allow for local scanning by Town Staff 5 P a g e

Local and/or remote hosting: The town will consider either a locally hosted system or a remotely hosted system. Note that the system must consistently perform so that the searching for and accessing of documents as well as the importing of documents into the system does not become a bottleneck in the business procedures of town employees. 1) Remotely hosted system : (Preferred) The proposal will include all of the ongoing costs to supply and maintain the required remote systems including but not limited to: Accessibility (number of simultaneous users) Backup (frequency of backups) Restoration (restoration process and typical timeline) Updates (scheduling frequency) 2) Locally hosted system: (Will consider) The proposed costs will include the costs to purchase and implement enough server resources to meet or exceed twice the requirements for the initial project as defined by the winning organization in cooperation with the software vendor. The town will support and maintain these server resources as part of our VMWare cluster. Windows Server 2012 R2 is our current OS standard. If this standard is unacceptable please identify what will be required The Town will ensure that the system will be backed up and will be restorable on a per file or per virtual server basis. If additional software is required in order to provide more incremental backup and recovery, the specific software required and its cost need to be included in the proposal. The proposal must include documentation of: 1) Organizational Structure and Project Team How is your organization structured? What parts of your organization will be performing this work? Which people to you plan to assign to this project? Please provide a short description of each key person s qualifications. If the proposal includes the efforts of more than one organization, all other sub-contractors or partner organizations must be listed in the proposal and approved by the Town. A statement of commitment from the other vendors is usually required before the town will consider approval. 2) Qualifications Provide documentation of the organization s experience with EDMS and the bulk scanning and indexing of documents. 3) References Identify at least five (5) similar projects that you have completed recently. List the customer name along with the names and numbers of the key contacts and a summary of the project results. 6 P a g e

List the local municipalities that have EDMS s that you have installed, populated and/or supported. 4) Software: Software must be nonproprietary Identify all software required to implement the proposal by supplier, version and level. Indicate your organization s experience with this software. Identify method used to support the software if supplied by secondary vendor 5) Added Value A short description of why you feel your organization will provide a better solution, provide better support or provide other added benefit to the Town. Data: The Town of Clinton maintains ownership of all data created and stored by the document management system/software. Upon notification, the vendor will have 30 days to turn over all data generated and stored. The data will returned in a commonly used format acceptable to the Town. Under no circumstances will data be returned in a proprietary or otherwise inaccessible format. There will be no cost assigned to the exporting of data unless otherwise mutually agreed Upon written notification by the Town, the vendor will destroy all data owned and stored for the Town Contract Terms: This RFP and your response will be included in the contract terms. Project Schedule and Invoicing based upon Schedule of Values: The proposal must include a schedule for the primary deliverables for the initial project and the related costs in the form of a Schedule of Values (SOV). Invoices will be submitted in the typical AIA or similar form including a retainage of 5%. All invoices will include and updated schedule of values indicating percent of work completed. Submitted updated schedule of value will be reviewed. If accepted payment will be issued. If the updated schedule is rejected the contractor will be requested to modify and resubmit an updated schedule of values for review. Final payment will consist of retainage upon acceptance of project. 7 P a g e

Proposal submissions will be judged on the following criteria: Description: Technical and Management Capabilities: Weight in Evaluation: 40% 1) Your ability to deliver a quality result in a reasonable period of time. 2) Your ability to partner with us on the longer term expansion of the system to all our departments. Functionality of the proposed EDMS system 40% Pricing 20% Your submission will be reviewed by a Committee composed of representatives from various Town Departments along with Technology Staff. The results will be presented to the Board of Selectmen for final approvals. Standard Provisions 8 P a g e A. Assignment of this Agreement shall not be made without the advance written consent of the Town. B. The Contractor shall comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of Work under this Agreement. C. No waiver, alterations, consent or modification of any of the provisions of this agreement shall be binding unless in writing and signed by the Town or his designee. D. The Contractor is to procure all permits, licenses, and certificates, or any such approvals of plans or specifications as may be required by federal, state and local laws, ordinances, rules, and regulations, for proper execution and completion of the Work under this Agreement. E. This Agreement is deemed to be under and shall be governed by, and construed according to laws of Connecticut. F. Any claims arising out of this Agreement shall be made in the Courts of Connecticut. G. The undersigned hereby certifies that this Agreement is made without prior understanding, agreement or connection with any corporation, firm or person who submitted bids for the Work covered by this Agreement and is in all respects fair and without collusion or fraud. As to Contractor, the undersigned hereby warrants and certifies that they are authorized to enter into this Agreement and to execute same on behalf of the

Contractor as the act of the said Contractor. H. This Agreement, including any Exhibits hereto, contains all the terms and conditions agreed upon by the parties. No other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind either party hereto. I. Authorized Contract Users include all Town of Clinton Departments in accordance with applicable purchasing regulations, Town ordinances, state and federal laws. J. All payments under the contract resulting from this Request for Proposal (RFP) shall be made only for services requested and approved by the Town. No work shall commence without written authorization (Notice to Proceed) from the Town. No retainer shall be paid in order to keep the Contract in effect. Additional Administrative, Contractual or Legal Provisions 1. Cancellation The Town reserves the right to cancel a resulting contract, without cause, by giving thirty (30) days' prior written notice to the contractor of the intention to cancel, or with cause if at any time the contractor fails to fulfill or abide by any of the terms or conditions specified. Failure of the contractor to comply with any of the provisions of a resulting contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the sole discretion of the Town. In addition to all other legal remedies available, the Town reserves the right to cancel and obtain from another source, any services which have not been provided within the required period of time or, if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the Town. 2. Failure to Deliver In the event of failure of the contractor to deliver the goods and services in accordance with the contract terms and conditions, the Town may procure the goods and services from other sources and hold the contractor responsible for any resulting additional costs. A failure to deliver will result in immediate termination of a resulting contract, and immediate disqualification and debarment from submitting bids to the Town for a maximum of three (3) years. These remedies shall be in addition to any other remedies that the Town may have available. 3. Litigation/Waiver of Jury Trial This Contract shall be governed by and construed according to Connecticut law. Venue for any dispute or formal litigation concerning this Contract shall be in the appropriate court with territorial jurisdiction over the Town. In the event of a dispute or litigation, each party to such dispute or litigation shall be solely responsible for its own attorneys fees and costs. This Contract shall not be construed for or against any party hereto, without regard to which party is wholly or partly responsible for its drafting. Each party acknowledges that it is aware of and has had the opportunity to seek advice of counsel of its choice with respect to its rights to trial by jury, and each party, for itself and its successors, creditors, and assigns, does hereby expressly and knowingly waive and release all such rights to trial by jury in any action, proceeding or counterclaim brought by any party 9 P a g e

hereto against the other (and/or against its officers, directors, employees, agents, or subsidiary or affiliated entities) on or with regard to any matters whatsoever arising out of or in any way connected with this Contract and/or any other claim of injury or damage. 4. Termination (a) Termination for Default: The Town may, by written notice to the Vendor, terminate this Contract for default in whole or in part (delivery orders, if applicable) if the Vendor fails to: i) Provide products or services that comply with the specifications herein or fails to meet the Town s performance standards. ii) Deliver the supplies or to perform the services within the time specified in this contract or any extension. iii) Make progress so as to endanger performance of this contract. iv) Perform any of the other provisions of this Contract. (b) Prior to termination for default, the Town will provide adequate written notice to the Vendor through the Purchasing Director affording him/her the opportunity to cure the deficiencies or to submit a specific plan to resolve the deficiencies within ten (10) days (or the period specified in the notice) after receipt of the notice. Failure to adequately cure the deficiency shall result in termination action. Such termination may also result in suspension or debarment of the Vendor in accordance with the Town s Procurement Ordinance. The Vendor and its sureties (if any) shall be liable for any damage to the Town resulting from the Vendor s default of the Contract. This liability includes any increased costs incurred by the Town in completing Contract performance. (c) In the event of termination by the Town for any cause, the Vendor will have, in no event, any claim against the Town for lost profits or compensation for lost opportunities. After a receipt of a Termination Notice and except as otherwise directed by the Town the Vendor shall: i) Stop work on the date and to the extent specified. Terminate and settle all orders and subcontracts relating to the performance of the terminated work. ii) Transfer all work in process, completed work, and other materials related to the terminated work as directed by the Town. iii) Continue and complete all parts of that work that have not been terminated. (d) If the Vendor s failure to perform the Contract arises from causes beyond the control and without the fault or negligence of the Vendor, the Contract shall not be terminated for default. Examples of such causes include (1) acts of God or the public enemy, (2) acts of a government in its sovereign Town, (3) fires, (4) floods, (5) epidemics, (6) strikes and (7) unusually severe weather. (e) Termination for Convenience: The Town, by written notice, may terminate this Contract, in whole or in part, when it is in the Town s interest. If this Contract is terminated, the Town shall be liable only for goods or services delivered and accepted. The Town Notice of Termination may provide the Vendor ninety (90) days prior notice before it becomes 10 P a g e

effective. A termination for convenience may apply to individual delivery orders, purchase orders or to the Contract in its entirety. 5. Unsatisfactory Work If, at any time during the contract term, the service performed or work done by the contractor is considered by the Town to create a condition that threatens the business of the Town, health, safety, or welfare of the community, the contractor shall, on being notified by the Town, immediately correct such deficient service or work. In the event the contractor fails, after notice, to correct the deficient service or work immediately, the Town shall have the right to order the correction of the deficiency by separate contract or with its own resources at the expense of the contractor. Notwithstanding the above, the Town reserves the right to cancel a resulting contract, without cause, by giving thirty (30) days' prior written notice to the contractor of the intention to cancel. 11 P a g e