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| |State of South Carolina |Solicitation |: 01-S4078 | |

| | |Run Date |: 09/24/2001 | |

| |Request for Proposal |Issue Date |: 09/24/2001 | |

| |Amendment -5 |Buyer |: Debbie Lemmon | |

| | |Phone |: (803) 737-0633 | |

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|* Deliver all items to: TRANSPORTATION SC DEPT OFof |

|1418 SHOP RD955 PARK STREET |

|MP HUCKABEE JR |

|COLUMBIA, SC 29201 |

|Requisition # 180726 |

|Tracking # 4543 |

Requested Delivery Date: 30 Days ARO Bidder’s Best Delivery: ______________days After Receipt of Order (ARO)

Bidder’s Discount Terms:______________%______________Days.

Return Bid No Later Than…(Opening Date/Time): 10/09/2001 02:30 pm Posting Date: 10/12/2001

Posting Location: 1201 Main Street, Suite 820

Return Bid To: Office of the State CIO Express / Hand-Carry To: 1201 Main St. - Suite 820

P.O. Box 11395 Capitol Center - Affinity Bldg.

Columbia, S.C. 29211 Columbia, S.C. 29201

Description: ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

Maximum Contract Period: From the date of award for a five (5) year periodSeptember 22, 2001 through September 21, 2006

MUST BE SIGNED TO BE VALID

By signing this bid. I certify that we will comply with all requirements of Section 44-107-10, ET Seq., relating to the S.C. Drug-Free Workplace Act.

*** Solicitation Number and Opening Date must be shown on sealed envelope ***

Solicitation and Amendments will be posted at our website address

Award will be posted at our website address:

EMAIL ADDRESS OF OFFEROR: _____________________

|AUTHORIZED SIGNATURE |PRINTED NAME |DATE |

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|COMPANY |STATE VENDOR NO. (IF KNOWN) |

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|MAILING ADDRESS |SOCIAL SECURITY OR FEDERAL TAX NO. |

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|CITY |STATE |ZIP CODE |PHONE |

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|EMAIL ADDRESS: (Please Provide) |CONTRACT NO. |

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|ACCEPTED BY STATE OF SOUTH CAROLINA AS FOLLOWS: |

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|BUYER |DATE |

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MMO NO. 001 (REV 7/01)

ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO DATE AND TIME SPECIFIED IN THE SOLICITATION, OR AS AMENDED, BY ONE OF THE FOLLOWING METHODS: (A) BY SIGNING AND RETURNING ONE COPY OF THIS AMENDMENT WITH YOUR BID; (B) BY ACKNOWLEDGING RECEIPT OF THIS AMENDMENT ON EACH COPY OF THE OFFER SUBMITTED; OR (C) BY SEPARATE LETTER OR TELE-GRAM WHICH INCLUDES A REFERENCE TO THE SOLICITATION AND AMENDMENT NUMBER(S). FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT THE ISSUING OFFICE PRIOR TO DATE AND TIME SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. IF, BY VIRTUE OF THIS AMENDMENT YOU DESIRE TO CHANGE AN OFFER ALREADY SUBMITTED, SUCH CHANGE MAY BE MADE BY LETTER OR TELEGRAM, PROVIDED SUCH LETTER OR TELEGRAM MAKES REFERENCE TO THE SOLICITATION AND THIS AMENDMENT AND IS RECEIVED PRIOR TO DATE AND TIME SPECIFIED.

Opening date has changed from: 09/25/2001, 2:30 PM

Changed to: 10/09/2001, 2:30 PM

FOIA BIDDING INSTRUCTIONS FOR REQUESTS FOR PROPOSAL & COMPLEX BIDS

(Where bidder is submitting more than just cost information and information for the determination of responsibility)

SUBMITTING CONFIDENTIAL INFORMATION:

a. OVERVIEW / APPLICABLE STATUTES: Under the South Carolina Freedom of Information Act (“FOIA”), certain documents an Offeror submits to the State may be subject to public disclosure. All references are to the South Carolina Code of Laws, which is available on the internet at: . Offerors are urged to become familiar with FOIA (Title 30, Chapter 4 of the Code), the Trade Secrets Act (Title 39, Chapter 8), and the Consolidated Procurement Code (Title 11, Chapter 35). Section 11-35-410 of the Procurement Code exempts certain procurement information from release under FOIA: “Commercial or financial information obtained in response to a ‘Request for Proposals’ or any type of bid solicitation which is privileged and confidential need not be disclosed. Privileged and confidential information is information in specific detail not customarily released to the general public, the release of which might cause harm to the competitive position of the party supplying the information. Examples of this type of information would include: (1) customer lists; (2) design recommendations and identifications of prospective problem areas under an RFP; (3) design concepts, including methods and procedures; (4) biographical data on key employees of the bidder.”

b. INSTRUCTIONS: In determining whether to release documents, the State will detrimentally rely on Offeror’s marking of documents, as required by these bidding instructions, as being either “CONFIDENTIAL” or “TRADE SECRET’. For every document Offeror submits in response to or with regard to this solicitation, Offeror must separately mark with the word ‘CONFIDENTIAL’ every page, or portion thereof, that Offeror contends contains information that is exempt from public disclosure because it is either (a) a trade secret as defined in Section 30-4-40(a)(1), or (b) privileged and confidential, as that phrase is used in Section 11-35-410. For every document Offeror submits in response to or with regard to this solicitation, Offeror must separately mark with the words “TRADE SECRET” every page, or portion thereof, that Offeror contends contains a trade secret as that term is defined by the Trade Secrets Act. All markings must be conspicuous; use color, bold, underlining, or some other method in order to conspicuously distinguish the mark from the other text. If a portion of a bid or proposal is improperly marked as confidential or trade secret, the State may, in its sole discretion, determine it non-responsive. If only portions of a page are protected, do not mark the entire page.

c. CONSENT TO RELEASE: By submitting a bid or proposal, Offeror (1) consents to the release of documents governed by Section 11-35-1810 unless Offeror conspicuously states otherwise on the cover of its bid or proposal, (2) agrees to the public disclosure of any documents regarding this solicitation submitted at any time prior to entering into a contract (including, but not limited to, documents contained in a bid or proposal, documents submitted to clarify either a bid or proposal, and documents submitted during negotiations), unless the document is conspicuously marked “TRADE SECRET” or “CONFINDENTIAL”, (3) agrees that any information not marked, as required by these bidding instructions as a “TRADE SECRET” is not a trade secret as defined by the Trade Secrets Act, and (4) that, notwithstanding any claims or markings otherwise, any prices used to determine the award are subject to public disclosure. By submitting a bid or proposal, Offeror agrees to defend, indemnify and hold harmless the State of South Carolina, it’s officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or resulting from the State withholding information that Offeror marked as “ CONFIDENTIAL” or “TRADE SECRET”

IN THE SOLICIATION REPLACE

"MATERIALS MANAGEMENT OFFICE"

WITH THE

"OFFICE OF THE STATE CIO OFFICE"

Solicitation # 01-S4078

Responses to Questions submitted at Pre-Proposal Site Visit

I. Intergraph Corporation

Contractual Questions and Clarifications

1. Under termination for Cause there is no provision for a cure period. We believe it would be in the best interest of the State to allow the Vendor a certain amount of time to cure the default, rather than terminate the contract immediately and then have to find another vendor to complete the work. Therefore, would the State agree to a 15 day cure period in the event of a default?

Answer: The State agrees to a 15 day cure period in the event of a default.

2. Under the Section titled The Contract Document on Page 6 of the RFP, it states that the RFP will take precedence over the vendor’s proposal. However, in Article 2.2.1 Executive Summary, it states that “An explanation of major exceptions taken to the RFP, and the reason for the exception to the requirement.” Based upon the order of precedence, wouldn’t any exceptions to the requirements of the RRP be of no force or effect if that vendor should be awarded the contract?

Answer: Delete the following statement in paragraph 2.2.1 Executive Summary as follows: "An explanation of major exceptions taken to the RFP, and the reason for the exception to the requirement."

3. Does Section 2.2.4 Vendor Materials require that potential subcontractors also have to provide an Annual report/financial data in the vendor’s proposal?

Answer: SCDOT removes the requirement for vendors to supply the financial information that was requested as Appendix A in Section 2.2.4.

4. Can we assume that both Phase 1 and Phase 2 sections of the proposal are to submitted with NOT-TO-EXCEED pricing?

The State requested clarification from Intergraph Corporation and the vendor provided the following:

"Your Contract Terms under the "Prices" section specify that all prices are Not-To-Exceed prices. In our question we wanted clarify that you are only asking for ESTIMATED costs for the "Subsequent Phases" past the Phase 1, Correspondence Tracking System Pilot System. "Phase 2" was the generic name that we applied to the "subsequent phrases" referenced in the RFP.

"We plan to provide a budgetary estimate for the "subsequent phases" since many details are missing that can significantly impact costs. Our understanding is that the Phase 1 pricing is to be a Not-To-Exceed price (i.e. Firm-Fixed-Pricing). Please advise if this is correct."

Answer:

Delete the following statement in paragraph 2.2.3. Cost Section

The vendor should also provide estimated costs for each of the subsequent phases listed in Section 1.3.2.

Replace with the following:

The vendor must also provide firm fixed costs for each of the subsequent phrases listed in Section 1.3.2.

Therefore, the vendor must provide all costs associated with the procurement as Firm-Fixed-Pricing.

Technical and Programmatic Questions and Clarifications

1. Reference Section 1.2 Overview – It is stated that the SCDOT budgeted $100,000 for fiscal year 2002 for the EDMS. Please clarify what this means in terms of pricing and your budgeting for the EDMS. Is this a maximum acceptable price for Phase 1 (Correspondence Tracking System)?

Answer: SCDOT has $100,000 to spend on EDMS for fiscal year 2002 period.

2. Reference Section 1.2 – Have workflow models and process models been developed for how documents and correspondence is managed today and if so, is a copy available for review?

Answer: There are no workflow or process models available for review.

3. Reference Section 1.2 – Have workflow models and process models been developed for how documents and correspondence would like to be managed in the future? If so, are copies of the workflow available?

Answer: No workflow or process models have been developed for this purpose.

4. Reference Section 1.3.1 – An average of seventy-five (75) to eighty (80) documents are input into the system on a daily basis, and it has an existing database of approximately 7,000 documents that need to be converted to the new system. Can you provide a detailed description of the existing database?

Answer: See Appendix A.

5. Reference Section 4.2.1.3 – Can you provide rationale for specifying magneto-optical storage for archival as opposed to magnetic? Is there a specific problem you are trying to solve with magneto-optical technology?

Answer: This section was included to notify prospective vendors that if their solutions proposed the use of magneto-optical technology, then it would be their responsibility to provide the hardware as part of their solutions.

6. Reference Section 6.0 – SCDOT requires that only the successful vendor, original software developer, or original hardware manufacturer can provide the maintenance and support for the proposed system. Third party maintenance and support is not acceptable. QUESTION: Many hardware vendors, Dell for example, does not provide maintenance and support directly with Dell badged employees, but with third parties. While the hardware vendor does not directly provide the support, they are solely responsible. Is this support model acceptable?

Answer: No, this support model would not be acceptable. As stated in the RFP, “THIRD PARTY MAINTENACE AND SUPPORT IS NOT ACCEPTABLE”. Only the successful EDMS vendor or the original hardware manufacturer would be acceptable.

7. Reference Section 10.0 – What is the weighting for each of the evaluation criteria?

Answer: SCDOT declines to provide this information to the prospective vendors. However, the criteria is listed in order of relative importance.

8. Required documentation demographics information for Not-To-Exceed Pricing: Can you please provide the following information shown as a question mark in the Document Table? This information is needed to develop reasonable pricing assumptions.

Answer: See next two pages. Answers provided by SCDOT are in blue.

|Department |RFP ref. |Document Demographics |Legacy Doc. |Conversion Type |Retention |Doc. Volume |Total Users |Concurrent users|Notes |

| | | |Conversions | | | | | | |

|1. Bridge Maintenance |1.3.2.1 |500K (A to E) |500,000 |Scan:TBD |Last 3 versions |65,000 per |10 |5 |want to convert all |

| | | | |Electronics: TBD |today; all in future|year | | |eventually |

|2. Accounting |1.3.2.2 |Undetermined at this |None planned |  |7 years |100 docs /Day |39 |10 |Need to know doc |

| | |time. | | | |Unknown at | | |demographics |

| | | | | | |this time. | | | |

|3. Human Resources |1.3.2.3 |13K files x 100 |1,300,000 |Scan:TBD |Permanent |Unknown at |16 |10 |Need to know doc |

| | |docs/file today | |Electronics: TBD | |this time. | | |demographics |

|4. Mass Transit |1.3.2.4 |100K |100,000 |Scan:TBD |5 Years |Unknown at |19 |10 |Standalone CanoFile |

| | | | |Electronics: TBD | |this time. | | |Imaging System w/ |

| | | | | | | | | |Dbase of 100K images|

|5. Procurement Services |1.3.2.5 |Purchase Orders: 36K x|None planned |  |5 Years |36,000 x 5-50 |14 |10 |10 concurrent users |

| | |5-50 supt docs each | | | |docs. per. | | |for all of |

| | | | | | | | | |Procurement Services|

|5. Procurement Services |1.3.2.5 |Employee Procurement |None planned |  |Permanent |incr. @ 78K |Included with #5| Included with |  |

| | |Cards: 1100 files with| | | |docs/ yr |above. |#5 above. | |

| | |100k docs. Today | | | | | | | |

|5. Procurement Services |1.3.2.5 | |None planned |  |5 yrs. To 10 Yrs. |600 files x 50|Included with #5| Included with |  |

| | |Contract Files: 600 | | | |docs. |above. |#5 above. | |

| | |maintained w/ 50 | | | | | | | |

| | |doc/file | | | | | | | |

|Department |RFP ref. |Document Demographics |Legacy Doc. |Conversion Type |Retention |Doc. Volume |Total Users |Concurrent users|Notes |

| | | |Conversions | | | | | | |

|6. Legal Services |1.3.2.6 |Case files. |None planned |  |Permanent |Unknown at |12 |5 |  |

| | | | | | |this time. | | | |

|7. Central Files |1.3.2.7 |1,375,000 records |1,375,000 |Scan:TBD |Permanent |Unknown at |5 |5 |  |

| | |retained from A to E | |Electronics: TBD | |this time. | | | |

| | |size | | | | | | | |

|8. Right of Way |1.3.2.8 |Manage 1,375,000 |1,375,000 |Scan:TBD |10 Yrs to Permanent |500 to 600 |56 |15 | |

| | |records from A to E | |Electronics: TBD | |thousand docs/| | |55 File cabinets x 5|

| | |size | | | |Yr | | |drwrs each x 5K docs|

| | | | | | | | | |per; all paper ?? |

| | | | | | | | | |(Some are photos, |

| | | | | | | | | |but do not have |

| | | | | | | | | |count.) |

|9. Research and Mtls Labs |1.3.2.9 | |1,000,000 | |Permanent |70,000 – |90 |10 | |

| | | | | | |80,000 per | | |Generate 1000s of |

| | | | | | |year. | | |docs Annually; all |

| | |500K images in | | | | | | |images will be |

| | |currently in OTG | | | | | | |converted; Large |

| | |database | |Scan:TBD | | | | |backlog of legacy |

| | | | |Electronics: | | | | |docs being scanned |

| | | | |Group 4 TIFF | | | | |into existing |

| | | | | | | | | |system which runs |

| | | | | | | | | |OTG software |

| | | | | | | | | | |

|Department |RFP ref. |Document Demographics |Legacy Doc. |Conversion Type |Retention |Doc. Volume |Total Users |Concurrent users|Notes |

| | | |Conversions | | | | | | |

|10. Contract Audit Services |4.2.3.4 |Pagis Pro SW |10,000 |Scan:TBD |Permanent |Unknown at |11 |5 |This department was |

| | | | |Electronic: TIFF | |this time. | | |omitted from Section|

| | | | |Pack Bits, | | | | |1.3.2 Subsequent |

| | | | |other=? | | | | |Phases- why? |

| | | | | | | | | |Oversight. |

|11. CRM - East |4.2.3.4 |DocuPac |All Qty=? | |Undetermined at this|Unknown at |We will |We will |DocuPak System |

| | | | |Scan:TBD |time. |this time. |incorporate the |incorporate the | |

| | | | |Electronic: TIFF | | |images only. |images only. | |

| | | | |Pack Bits, | | | | | |

| | | | |other=? | | | | | |

|12. CRM - West |4.2.3.4 |KeyFile |All Qty=? |Scan:TBD |Undetermined at this|Unknown at |We will |We will |KeyFile System |

| | | | |Electronic: TIFF |time. |this time. |incorporate the |incorporate the | |

| | | | |Pack Bits, | | |images only. |images only. | |

| | | | |other=? | | | | | |

|13. Correspondence Tracking |4.2.3.4 |>98% of docs. are |20,000 |Pagis Pro |Permanent |75-100/day |50 |10 |Pagis Pro Software |

| | |letter or legal size. | | | | | | | |

| | | | | | | | | | |

|Minimum Conversions | | |5,667,000 | | | | | | |

II. Unisys Corporation

1. The Mass Transit department has a CanoFile system that is a Proprietary containing 100,000 images. Can the database associated with this system be exported to some sort of ASCII file?

Answer: SCDOT contacted the local authorized CanoFile Systems dealer, Palmetto Microfilm Systems, Inc., to obtain this information. We were informed that this information was proprietary in nature and could not be divulged. You may contact Ms. Lorri Yarborough, Account Executive, at (803) 359-3703 for further information concerning the CanoFile system.

2. When an award for this RFP is made, will it include all phases or just the initial correspondence tracking phase?

Answer: The SCDOT plans to award the contract based upon the proposed solution and total cost for all of the phases. However, the successful implementation of a solution for the Correspondence Tracking System and the availability of funding will determine whether the initial installation is expanded to the other phases.

3. Section 2.2.4 – Would you consider eliminating the requirement to include financial information? Financial statements were submitted with the RFQ response.

Answer: Yes, SCDOT removes the requirement for vendors to supply the financial information that was requested as Appendix A in Section 2.2.4.

III. Gulf Computers, Inc.

1. Is the budget of 100K USD inclusive of h/w, application s/w, maintenance, implementation, and training?

Answer: Yes, it includes any hardware, software, or services to be provided by the vendor as part of their solution.

2. What is the export facility of the existing s/w?

Answer: The existing software was developed with Microsoft Access and the tables can be exported to any file type compatible with Access 2000.

3. What is the proprietary file format that is used for storing images in the CanoFile System located in the department of Mass Transit?

Answer: SCDOT contacted the local authorized CanoFile Systems dealer, Palmetto Microfilm Systems, Inc., to obtain this information. We were informed that this information was proprietary in nature and could not be divulged. You may contact Ms. Lorri Yarborough, Account Executive, at (803) 359-3703 for further information concerning the CanoFile system.

4. What are the standard backup procedures?

Answer: A full backup of the Correspondence Tracking System is performed weekly, with intermittent backups performed nightly.

5. What are the different paper sizes?

Answer: For the Correspondence Tracking System, >95% of the documents are either letter or legal size documents.

6. What are the different document types?

Answer: For the Correspondence Tracking System, >95% of the documents are in letter-form.

7. Will there be any remote user retrievals?

Answer: SCDOT would like to expand the system to allow users in the seven (7) District Offices located statewide to have “read only” access to the stored documents.

8. What is the current System Architecture?

Answer: Microsoft Access 2000.

9. What are the models/specifications of the existing scanners?

Answer: This question was withdrawn.

10. Does SCDOT documents/reports refer to paper documents or electronic documents?

Answer: For the Correspondence Tracking System, all documents currently being entered into the system are paper documents.

11. Does SCDOT have a preference for a database? SQL or Oracle?

Answer: SCDOT prefers that SQL be used.

12. Does the budget of $100,000 include the conversion of the old imaging system to the new?

Answer: Yes, SDCOT is looking to entirely replace the existing Correspondence Tracking System to include the conversion of the exiting database.

13. Can we get sample images of the PagisPro system?

Answer: This information will not be provided.

IV. Team IA

1. 1.2 Overview – “Compatibility with WindowsNT/Windows2000 server and desktop.” Is this NT and 2000 or NT or 2000?

Answer: The solution must be compatible with both WindowsNT and Windows2000.

2. 1.3.1 Phase 1 Correspondence Tracking – 75/80 docs./day and 7000 docs. To be converted. How many pages does this represent? What are the document page sizes? Are they Simplex or Duplex? What is the paper weight?

Answer: Based upon the Correspondence Tracking System demo:

➢ It appears there are closer to 20,000 documents to convert. These include both the incoming correspondence (~8,000) and the response documents (~12,000).

➢ Each document (folder) contains an average of five (5) pages.

➢ >98% of the documents are letter or legal size.

➢ >95% of the documents are Simplex.

➢ >95% of the incoming correspondence is on standard stock printer paper or, if handwritten, on standard lined school paper.

3. 1.3.2 Project Phases – Where will each of these phases physically be located?

Answer: All of the departments listed as phases in the RFP, with the exception of the Research & Materials Lab, are located in the SCDOT Headquarters Building at 955 Park Street in Columbia. The Research & Materials Lab is located at 1406 Shop Road in Columbia.

4. 1.3.2.1 Bridge Maintenance – Home many docs./year? How many pages/year? How many pages in the 500,000 legacy documents? How many are photos? How many are E-Size?

Answer 1: Bridge Maintenance estimates 65,000 documents per year.

Answer 2: The terms “pages” and “documents” are interchangeable for this phase so 500,000 is, in actuality, the number of pages.

Answer 3: The number of photos and E-size documents is unknown.

5. 1.3.2.2 Accounting – “Hundreds of documents/day”. How many pages/year? What are the page sizes? Are they duplex or simplex? What is the paper weight? Can we get sample documents of each document type?

Answer: Since a formal study has not been completed for this phase, this information is unknown. Sample documents will not be provided.

6. 1.3.2.3 Human Resources – How many pages/year? What are the page sizes? Are they duplex or simplex? What is the paper weight? Can we get sample documents of each document type?

Answer: Since a formal study has not been completed for this phase, this information is unknown.

7. 1.3.2.4 Mass Transit – “Documents must be maintained for life of Grant plus 5 years.” How long is the life of a grant? How many pages/year? What are the page sizes? Are they duplex or simplex? What is the paper weight? Can we get sample documents of each document type?

Answer 1: There is not set period of time for the “life” of a Grant. However, the majority of the Grants processed through this office have a “life” cycle of (3) years, but are retained in the active files for five (5) additional years.

Answer 2: This office typically processes four (4) Grant types per year (Rural, Small Urban, MPO Planning, Elderly and Disabled) with each Grant consisting of approximately 1,200 pages. The pages are typically letter-size and letter-bond weight.

Answer 3: Sample documents will not be provided.

8. 1.3.2.5 Procurement – 36,000 POs annually w/ 5 to 50 supporting documents. How many pages/year? Employee procurement cards are currently 100,000 documents and will increase at approximately 78,000/year. How many pages does this represent? What are the page sizes? Are they duplex or simplex? What is the paper weight? Can we get sample documents of each document type? Contract files have 50 documents per file. How many pages/year? Page size? Duplex or simplex? Weight? Can we get sample documents of each document type?

Answer 1: There are approximately between 180,000 and 1,800,000 PO pages per year (36,000 * 5 and 36,000 * 50). Sample documents will not be provided.

Answer 2: There are approximately 78,000 procurement card related pages per year. They range in size from credit card receipts to letter-size documents, and normally one-sided. Sample documents will not be provided.

Answer 3: There are approximately 30,000 contract documents per year. Sample documents will not be provided.

9. 1.3.2.6 Legal Services: Annual Volume was not mentioned? How many pages/year? Page size? Duplex or simplex? Weight? Can we get sample documents of each document type?

Answer: Since a formal study has not been completed for this phase, this information is unknown. Sample documents will not be provided.

10. 1.3.2.7 Central Files – Currently 1,375,000 legacy documents How many pages? Duplex or simplex? Weight? Can we get sample documents of each document type?

Answer: The terms “pages” and “documents” are interchangeable for this phase. 98% of the documents are simplex in nature, and range in weight from onion-skin to 20 pound bond. Sample documents will not be provided?

11. 1.3.2.8 Right-of-Way – 1,375,000 legacy documents? How many pages? Duplex or simplex? Weight? Can we get sample documents of each document type? 500,000 –600,000 documents/year. How many pages? Duplex or simplex? Weight? Can we get sample documents of each document type?

Answer: The terms “pages” and “documents” are interchangeable for this phase. However since a formal study has not been completed for this phase, the remaining information is unknown. Sample documents will not be provided.

12. 1.3.2.9 Research & Materials Lab – 1,000,000 docs that will eventually need to be input into system. Does this include the 500,000 currently in OTG? How many pages/year? Duplex or simplex? Weight? Can we get sample documents of each document type?

Answer 1: Yes, this includes the current 500,000 image database. The remaining backlog of 500,000 documents will need to be completed.

Answer 2: There are approximately 80,000 documents per year. Sample documents will not be provided.

13. 3.0 Technical Environment – “The proposed EDMS system will be required to operate in DOT’s existing in-house server environment.” Are they currently on an NT Domain security model or Windows 2000 Active Directory security model?

Answer: The servers currently operate with the NT Domain security, but will be migrated to the Windows 2000 Active Directory security over the next 12 to 18 months.

14. 3.1.2.4 Statewide Personal Computers – Can we get the PC specifics for the Phase 1 users? What size monitors are they using? What type of video processor do they have and how much video memory?

Answer: Since SCDOT will be providing its own workstations, all that is required from the vendor are minimum recommended workstation configurations for each type of workstation required to support the proposed solution (i.e. – scanning workstation, indexing workstation, user workstation, etc.).

15. 3.1.2.5 Printers – How much memory is in the current printers?

Answer: Since SCDOT will be providing its own printers, all that is required from the vendor is the minimum recommended printer configurations to support the proposed solution.

16. 4.2.3.4 Document Import – Can we get sample index and image data for each of these departments? What Phase/Department are the 2 consulting firm imaging systems part of? How many images in each? What is the index structure?

Answer 1: This information will not be provided.

Answer 2: The 2 consulting firms are not a part of any of the phases noted in the RFP. Their imaging systems will continue to operate independently from the proposed system for a number of years (possibly 6 years). Any information provided now for these databases would be premature.

17. 4.2.3.16 – Please provide the retention schedules for all document types so archiving requirements may be determined?

Answer: Since formal studies have not been completed for each of the phases/sections, it has not been determined which documents in each section will be inputted into the proposed solution. Therefore, SCDOT cannot accurately provide this information.

Appendix A

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: Actions Page: 1

Columns

Name Type Size

Action Number Long Integer 4

Action Text 50

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: Divisions Page: 2

Columns

Name Type Size

DivCode Text 8

DivName Text 40

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: DivSubdiv Page: 3

Columns

Name Type Size

Area Text 50

Key Field Text 10

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: Employees Page: 4

Columns

Name Type Size

EMP_NUM Long Integer 4

LAST_NAME Text 20

FIRST_NAME Text 19

TITLE Text 30

DIVISION Text 25

Addressee Yes/No 1

Respondent Yes/No 1

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: LtrMain Page: 5

Columns

Name Type Size

LetterID Long Integer 4

EMP_NUM Long Integer 4

DateReceived Date/Time 8

Writer ID Long Integer 4

LetterDate Date/Time 8

SubjID Long Integer 4

Description Memo -

DivCode Text 8

Complete Yes/No 1

RespLtr OLE Object -

Key Field Text 50

Acknowledge Date/Time 8

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: Responses Page: 6

Columns

Name Type Size

EMP_NUM Long Integer 4

RespID Long Integer 4

LetterID Long Integer 4

DateFwd Date/Time 8

Action Number Long Integer 4

Explanation Memo -

Date Due Date/Time 8

Action Taken Memo -

Date Action Taken Date/Time 8

Key Field Text 50

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: Subjects Page: 7

Columns

Name Type Size

SubjID Long Integer 4

Subject Text 36

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Table: Writers Page: 8

Columns

Name Type Size

Writer ID Long Integer 4

Writer Last Name Text 50

Writer First Name Text 30

Organization Text 50

Address Text 60

City Text 50

State Text 20

Zip Code Text 20

PhoneNumber Text 30

Extension Text 30

FaxNumber Text 30

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: addcodes Page: 9

SQL

SELECT DISTINCTROW LtrMain.LetterID, Responses.RespID, LtrMain.EMP_NUM,

Responses.EMP_NUM, LtrMain.[Key Field], Responses.[Key Field]

FROM LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID;

Columns

Name Type Size

LetterID Long Integer 4

RespID Long Integer 4

LtrMain.EMP_NUM Long Integer 4

Responses.EMP_NUM Long Integer 4

LtrMain.Key Field Text 50

Responses.Key Field Text 50

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QEmployees Page: 10

SQL

SELECT Employees.EMP_NUM, Employees.LAST_NAME, Employees.FIRST_NAME, Employees.TITLE

FROM Employees

Columns

Name Type Size

EMP_NUM Long Integer 4

LAST_NAME Text 20

FIRST_NAME Text 19

TITLE Text 30

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QOutLtrMain Page: 11

SQL

SELECT DISTINCTROW LtrMain.LetterID, LtrMain.EMP_NUM, LtrMain.DateReceived, LtrMain.[Writer

ID], LtrMain.LetterDate, LtrMain.SubjID, LtrMain.Description, LtrMain.DivCode, plete,

LtrMain.RespLtr

FROM LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID

Columns

Name Type Size

LetterID Long Integer 4

EMP_NUM Long Integer 4

DateReceived Date/Time 8

Writer ID Long Integer 4

LetterDate Date/Time 8

SubjID Long Integer 4

Description Memo N/A

DivCode Text 8

Complete Yes/No 1

RespLtr OLE Object N/A

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QRep1 Page: 12

SQL

SELECT DISTINCTROW Employees.LAST_NAME, LtrMain.LetterID, LtrMain.SubjID, LtrMain.Description,

Responses.DateFwd, Responses.[Date Due], Responses.[Action Number], Responses.Explanation,

plete

FROM (LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID) INNER JOIN

Employees ON Responses.EMP_NUM = Employees.EMP_NUM

WHERE (((plete)=No))

ORDER BY Employees.LAST_NAME;

Columns

Name Type Size

LAST_NAME Text 20

LetterID Long Integer 4

SubjID Long Integer 4

Description Memo N/A

DateFwd Date/Time 8

Date Due Date/Time 8

Action Number Long Integer 4

Explanation Memo N/A

Complete Yes/No 1

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QRepEngr Page: 13

SQL

SELECT DISTINCTROW Employees.LAST_NAME, LtrMain.LetterID, LtrMain.SubjID, LtrMain.Description,

Responses.DateFwd, Responses.[Date Due], Responses.[Action Number], Responses.Explanation,

plete

FROM (LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID) INNER JOIN

Employees ON Responses.EMP_NUM = Employees.EMP_NUM

WHERE (((plete)=No) AND ((LtrMain.DivCode)="engr"))

ORDER BY Employees.LAST_NAME;

Columns

Name Type Size

LAST_NAME Text 20

LetterID Long Integer 4

SubjID Long Integer 4

Description Memo N/A

DateFwd Date/Time 8

Date Due Date/Time 8

Action Number Long Integer 4

Explanation Memo N/A

Complete Yes/No 1

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QRepXD1 Page: 14

SQL

SELECT DISTINCTROW LtrMain.LetterID, LtrMain.EMP_NUM, Writers.[Writer Last Name],

LtrMain.SubjID, LtrMain.Description, LtrMain.LetterDate, LtrMain.DateReceived, Responses.RespID,

Responses.DateFwd, Employees.LAST_NAME, Responses.[Date Due], Responses.[Action Number],

Responses.Explanation, plete

FROM ((LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID) INNER JOIN

Employees ON Responses.EMP_NUM = Employees.EMP_NUM) INNER JOIN Writers ON LtrMain.[Writer

ID] = Writers.[Writer ID]

WHERE (((plete)=No))

ORDER BY LtrMain.LetterID, Responses.RespID;

Columns

Name Type Size

LetterID Long Integer 4

EMP_NUM Long Integer 4

Writer Last Name Text 50

SubjID Long Integer 4

Description Memo N/A

LetterDate Date/Time 8

DateReceived Date/Time 8

RespID Long Integer 4

DateFwd Date/Time 8

LAST_NAME Text 20

Date Due Date/Time 8

Action Number Long Integer 4

Explanation Memo N/A

Complete Yes/No 1

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QRepXD2 Page: 15

SQL

SELECT DISTINCTROW LtrMain.LetterID, LtrMain.EMP_NUM, Writers.[Writer Last Name],

LtrMain.SubjID, LtrMain.Description, LtrMain.LetterDate, LtrMain.DateReceived, Responses.RespID,

Responses.DateFwd, Employees.LAST_NAME, Responses.[Date Due], Responses.[Action Number],

Responses.Explanation, plete

FROM ((LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID) INNER JOIN

Employees ON Responses.EMP_NUM = Employees.EMP_NUM) INNER JOIN Writers ON LtrMain.[Writer

ID] = Writers.[Writer ID]

WHERE (((Responses.DateFwd)=Date()) AND ((plete)=No) AND ((LtrMain.DivCode)="engr"))

Columns

Name Type Size

LetterID Long Integer 4

EMP_NUM Long Integer 4

Writer Last Name Text 50

SubjID Long Integer 4

Description Memo N/A

LetterDate Date/Time 8

DateReceived Date/Time 8

RespID Long Integer 4

DateFwd Date/Time 8

LAST_NAME Text 20

Date Due Date/Time 8

Action Number Long Integer 4

Explanation Memo N/A

Complete Yes/No 1

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QRepXD3 Page: 16

SQL

SELECT DISTINCTROW Employees.LAST_NAME, LtrMain.LetterID, LtrMain.SubjID, LtrMain.Description,

Responses.DateFwd, Responses.[Date Due], Responses.[Action Number], Responses.Explanation,

plete

FROM (LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID) INNER JOIN

Employees ON Responses.EMP_NUM = Employees.EMP_NUM

WHERE (((Employees.LAST_NAME)=[Enter Last Name]) AND ((plete)=No))

ORDER BY Responses.[Date Due];

Columns

Name Type Size

LAST_NAME Text 20

LetterID Long Integer 4

SubjID Long Integer 4

Description Memo N/A

DateFwd Date/Time 8

Date Due Date/Time 8

Action Number Long Integer 4

Explanation Memo N/A

Complete Yes/No 1

K:\CTS\2001 CTS SHE 2k.mdb Thursday, August 30, 2001

Query: QRepXD4 Page: 17

SQL

SELECT DISTINCTROW Employees.LAST_NAME, LtrMain.LetterID, LtrMain.SubjID, LtrMain.Description,

Responses.DateFwd, Responses.[Date Due], Responses.[Action Number], Responses.Explanation,

plete

FROM (LtrMain INNER JOIN Responses ON LtrMain.LetterID = Responses.LetterID) INNER JOIN

Employees ON Responses.EMP_NUM = Employees.EMP_NUM

WHERE (((Responses.[Date Due]) ................
................

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