Purpose of the Request for Information | The ...



STATE OF INDIANARequest for Information 18-099INDIANA DEPARTMENT OF ADMINISTRATIONOn Behalf of the Bureau of Motor Vehicles/CommissionSolicitation For:Content Management ServicesResponse Due Date:June 26, 2018David Brandon-Friedman, Senior Account ManagerIndiana Department of AdministrationProcurement Division402 W. Washington St., Room W478Indianapolis, Indiana 46204REQUEST FOR INFORMATION 18-099INTRODUCTIONThis is a Request for Information (RFI) issued by the Indiana Department of Administration (IDOA) on behalf of the Bureau of Motor Vehicles/Commission (BMV/C) regarding Content Management Services. It is the intent of IDOA to solicit responses to this Request for Information in accordance with the specifications contained in this document and associated attachments. Neither this RFI nor any response (proposal) submitted hereto is to be construed as a legal offer. Purpose of the Request for InformationThe purpose of this RFI is to gain knowledge of Content Management Systems. The information provided in the responses to this RFI may also be used to assist in the development of a Request for Proposal (RFP) at a later date.? There will not be a contract resulting directly from the RFI; however, the State may elect to limit participation to vendors that respond to the RFI, if and when the State releases an RFP.? The information gained from this RFI may be used in the development of a competitive solicitation process, leading to the selection of a contractor that is best suited to provide the solution(s) that meets the Indiana Bureau of Motor Vehicle’s (BMV) requirements.? The BMV is interested in learning about all types of solutions available in the marketplace for Content Management Systems.? Respondents should provide full details about their solution in order for the BMV to gain a clear understanding of the complete solution being proposed.?The BMV may request in-person demonstrations from Respondents of this RFI for the purpose of collecting additional information and/or receiving clarification on proposal details.? Invitations may be extended to Respondents of this RFI subsequent to the receipt of responses.? The demonstrations will be conducted at the Indiana Government Center in Indianapolis, IN at a date to be determined after review of the proposal submissions. BACKGROUND/CURRENT OPERATIONSThe BMV currently uses SharePoint to manage its content. MainStreet is the BMV’s SharePoint site that was implemented in 2005 (approx.) and is used by all BMV staff to view business specific information. The BMV is currently using SharePoint but has not utilized the custom coding features. Currently, manuals are approved by the owning department in collaboration with Branch Operations. Updates are published by the department writer.ManualsPrior to MainStreet, each department maintained a physical manual outlining their department’s procedures. Training also had training materials and manuals used to conduct classes. These training materials and manuals were updated as changes were made to STARS, legislation or procedure changes. Department manuals were typically out-of-date and therefore, conflicted with training materials. Updates were housed within Branch Communication memos.Training moved manuals from physical manuals when Moodle was implemented in 2008 as the BMV Learning Management System (LMS) for Moodle books (manuals), training and testing. Training became the owner of all manuals and began conducting weekly meetings in 2011 with Department Directors to update or create manuals to match current policy and procedures. Edits were made to manuals as soon as the committee received approval from Legal and Senior Staff and a memo was posted concerning the update. Manuals were moved from Moodle books to the current web-based format in 2013. Policy and Communications was created to take ownership of all manuals including Policy and SOP documents which were moved to web-based manuals. In 2016, manual writers were embedded into departments and Policy and Communications was dissolved.All manuals have a Revision History posted at the end of the manual. The Revision History is also used two weeks prior to a STARS release to allow associates to review the upcoming changes since the actual manual cannot be updated until the release happens. Release edits are then made late afternoon on the day before the release. Other edits are made when a memo is posted to detail changes. The Training and Policy and Procedure groups were diligent to link to one source in manuals and forms such as linking to IARA to ensure the most current form is accessed by associates. Linking to one resource makes editing easier and lessens the possibility of information being updated in one resource but not in another. The writers have continued this practice.Learning & Development maintains all training materials in ELM.Some departments maintain an inter-departmental manual on MainStreet but are only accessible to those within their department.Branch Communications and AlertsPrior to MainStreet, Branch Communications were distributed to branches via EOD printers on an as needed basis. Currently, Branch Communications are posted to the MainStreet main page twice weekly. Departments have an internal approval process and then submit memos to Branch Operations for approval. Branch Operations is in the process of turning posting responsibilities over to Marketing and Communications.Alerts are posted when information is needed immediately such as branch closings, system outages etc. Branch Operations approves and posts content for Alerts. Depending on content, Alerts may be posted in the following Branch Communication. DMISThe Contact Center developed DMIS, linking to web-based manuals and other resources to assist their associates with questions specific to their business. Originally, DMIS was not linked to any manual but has since utilized those links along with additional information for their specific business. DMIS is maintained by the Contact Center.BMV WebsitemyBMV content is maintained by Communications & Marketing. Departments submit content to the webmaster for updates.RESPONSE FORMAT AND ATTACHMENTS Respondents should submit responses to the RFI describing how they will meet the specific requirements of this RFI and the deliverables included within. All narrative responses must be provided to the State in Microsoft Word format. Respondents must structure their response according to the sections outlined below to facilitate the State’s review of the responses. The BMV asks that all Respondents provide adequate details about their Content Management System. See Attachment A – RFI Questions for response template with questions. If you would like to provide a response/feedback to this RFI for a potential RFP for the BMV/C, you must provide your response to State as shown in the RFI Timeline and Response Submission section below in Word format.RFI TIMELINEThe following timeline is only an illustration of this RFI process. The dates associated with each step are not to be considered binding.Anticipated RFI Dates:ActivityDateIssuance of RFIMay 15 2018Deadline to Submit Written Questions (3:00PM Eastern Time)May 29, 2018Response to Written Questions/RFI AmendmentsJune 5, 2018Due Date for SubmissionsJune 26, 2018QUESTION AND INQUIRY PROCESSAll initial questions/inquiries regarding this RFI must be submitted in writing (utalize template on RFI 18-099 web landing page) by the deadline of May 29, 2018 by 3:00PM ET to rfp@idoa.. The email subject line should contain the following phrase:“REQUEST FOR INFORMATION 18-099, QUESTION AND INQUIRIES.”Following the question/inquiry due date, IDOA will compile a list of the questions/inquiries submitted by all Respondents. The responses will be posted to the IDOA website as soon as possible. Only answers posted on the IDOA website will be considered official and valid by the State. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any State employee.Please note that John E. Helmer IV is the State’s single point of contact for this RFI. Inquiries are not to be directed to any other staff member of the BMV/C. Such action may disqualify respondent from further consideration in this RFI and any subsequent RFP process.If it becomes necessary to revise any part of this RFI, or if additional information is necessary for a clearer interpretation of provisions of this RFI prior to the due date for submissions, an addendum will be posted on the IDOA website.CLARIFICATIONS AND DISCUSSIONSThe State reserves the right to request clarifications on information submitted to the State. The State also reserves the right to conduct discussions, either oral or written, with the Respondents. These discussions could include requests for additional information, requests for cost information or technical requirements response attachment revision, etc. Additionally, in conducting discussions, the State may use information derived from the responses submitted by competing Respondents only if the identity of the Respondent providing the information is not disclosed to others. The State will provide equivalent information to all Respondents which have been chosen for discussions.The Procurement Division will schedule all discussions. Any information gathered through oral discussions must be confirmed in writing.CONFIDENTIALITYIt is important to note that all information submitted in Respondent’s proposals to this RFI will be kept confidential and will not be made available to the public unless this RFI does not result in the release of a solicitation at a later date. If a solicitation results from this RFI, then the information contained in the proposal submissions for this RFI must be made available to the public once the resulting solicitation has been awarded and the protest period has ended. However, any proprietary information can be kept confidential as long as it is marked clearly in your proposal submission as “CONFIDENTIAL MATERIAL”. Confidential Information must be clearly marked in a separate folder/file. It is the responsibility of the Respondent to ensure that all confidential information is easily identifiable to ensure it is not released as non-confidential material. Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq. (see above).Provide the following information:List all documents where claiming a statutory exemption to the APRA; Specify which statutory exception of APRA that applies for each document;Provide a description explaining the manner in which the statutory exception to the APRA applies for each document.RESPONSE SUBMISSION INSTRUCTIONSFirms interested in providing information to IDOA should submit responses via email to dbrandonfriedman@idoa.. All responses must be received no later than June 26, 2018 by 3:00PM ET. The subject line of the email submission must clearly state the following: “RESPONSE TO REQUEST FOR INFORMATION 18-099”Any information received after the due date and time may not be considered.No more than one proposal per Respondent may be submitted.The State accepts no obligations for costs incurred by Respondents in anticipation of being awarded a contract. ................
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