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| |State of South Carolina |Solicitation |: 01-S4078 | |
| | |Run Date |: 08/09/2001 | |
| |Request for Proposal |Issue Date |: 08/09/2001 | |
| |Amendment -3 |Buyer |: Debbie Lemmon | |
| | |Phone |: (803) 737-0633 | |
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|* Deliver all items to: TRANSPORTATION SC DEPT OF |
|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 Orderof Order (ARO)
Bidder’s Discount Terms:_: ______________%______________Days.
Return Bid No Later Than…(Opening Date/Time): 09: 09/11/2001 02:302001 02:30 pmPM Posting Date: 09: 09/214/2001
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 period
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.
Key Events Dates
1. Issuance of Specifications. August 9, 2001
2. * Deadline for receipt of questions regarding this RFP. August 27, 2001
(See paragraph 4.1)
P.M.
|Conference Type : MANDATORY Pre-proposal site visit Location: SC Department of Transportation |
|Pre Proposal 955 PARK STREETLocation:1418 |
|SHOP RD Information Technology Management Office |
|Start Time : August 27, 2001, 1:00 PM 5TH FLOOR AUDITORIUMMP HUCKABEE JR1201 Main Street, Suite 820 |
|COLUMBIA, SC 29201Columbia, SC 29201 |
3. Public opening and deadline for receipt of the formal
Proposal: September 11, 2001, 2:30 PM 2:30 P.M.
Office of the State CIO
1201 Main Street, Suite 820
Columbia, South Carolina 29201
* To submit questions or request additional information, send your written question/request to be received no later than the date and time shown in item 2 above. Your contact for supplemental information is:
__________________________________________________________________________________
SEND QUESTIONS TO: Information Technology Management OfficeOffice of the State CIO
1201 Main Street, Suite 820
Columbia, South Carolina 29201
Attn.: Debbie Lemmon
Phone #: (803) 737-0633
Email: dlemmon@cio.state.sc.us
MARK ENVELOPES: QUESTIONS -- - ELECTRONIC DOCUMENT MANAGEMENT SYSTEM, RFP # 01-S4078
__________________________________________________________________________________
MAIL PROPOSALS TO: Information Technology Management OfficeOffice of the State CIO
P.O. Box 11395101103
Columbia, South Carolina 29211
HAND CARRY TO: Information Technology Management OfficeOffice of the State CIO
1201 Main Street, Suite 820
Columbia, South Carolina 29201
GENERAL INFORMATION AND INSTRUCTIONS TO OFFERORS
PREPARATION OF PROPOSAL
All proposals should be complete and carefully worded and must convey all the information requested by the State. If significant errors are found in the OFFEROR’S proposal, or if the proposal fails to conform to the essential requirements of the RFP, the State, and the State alone, will be the judge as to whether that variance is significant enough to require ITMO to reject the proposal.
RECEIPT OF PROPOSALS: TIMELINESS
State Law requires that a copy of the proposal be submitted to and received by ITMO no later than the date and time specified in this RFP. OFFERORS mailing proposals should allow a sufficient mail delivery period to insure timely receipt (i.e. receipt by that date and time) of their proposals by ITMO. Any proposals received after the scheduled opening date and time will be immediately disqualified in accordance with the S. C. Consolidated Procurement Code and Regulations.
NUMBER OF PROPOSALS TO BE SUBMITTED
Each OFFEROR must submit (as indicated in the Special Instructions to Offerors) the requested number of copies of the proposal. The OFFEROR must mark on the envelope or wrapping containing the proposal the RFP identification number specified in the RFP.
PROPOSALS SIGNED
Unsigned proposals will be rejected. However, an authorized representative present at the proposal opening may provide the needed signature, provided that the discovery is made prior to the reading of the name of the first offeror.
PUBLIC OPENING
ITMO will open all proposals received in response to this RFP publicly at the time and place specified in the schedule of Key Event Dates, and will list, at that time, the name of each OFFEROR and make the list available for public inspection.
FORMAT FOR PROPOSALS
Offerors are to submit proposals in two parts:
The first part is the OFFEROR’S technical proposal. Technical Proposals are to be prepared in a manner designed to provide the State with a straightforward presentation of the OFFEROR’S capability to satisfy the requirements of this RFP. It should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume where practical. Each response shall clearly indicate whether the OFFEROR’S proposal complies or does not comply with the requirements of this RFP. OFFERORS shall explain in detail the method used to meet each requirement. Elaborate brochures and other promotional materials are not desired. The OFFEROR shall not include any cost information in the Technical Proposal.
The second part is the OFFEROR’S Cost Proposal. The Cost proposal must be bound separately. The OFFEROR shall not include any technical information in the Cost Proposal.
ALTERNATE PROPOSALS
Offerors may submit more than one proposal, each of which must satisfy the requirements of this RFP in order to be considered. The alternative proposal(s): must be labeled “Alternate Proposal”, should address all the requirements of the RFP, or specify those portions that the alternate proposal would address, signifying that all other requirements would be accomplished as set forth in the RFP, and should include a separate cost proposal reflecting the total cost to the State for the alternate proposal.
CONFIDENTIAL INFORMATION
ITMO will not present, or otherwise make available, any documents relating to this procurement to any other person, agency or organization other than those evaluating proposals for purpose of award until notification of intent to award. Commercial or financial information obtained in response to this RFP which is privileged and confidential and clearly marked as such will not be disclosed. Such privileged and confidential information includes information which, if disclosed, might cause harm to the competitive position of the OFFEROR supplying the information. All OFFERORS, therefore, must visibly mark as "CONFIDENTIAL" each part of their proposal which they consider to contain proprietary information.
CONTACT LIMITATION
By submission of a response to this RFP, vendor agrees that during the period following issuance of the proposal and prior to the statement of intent to award, vendor shall not discuss this procurement with any party except members of the ITMO or other parties designated in this solicitation. OFFERORS shall not attempt to discuss or attempt to negotiate with the using Agency, any aspects of the procurement without the prior approval of the buyer responsible for the procurement.
PROPOSAL CONSTITUTES OFFER
By submitting a proposal, the OFFEROR agrees to be governed by the terms and conditions as set forth in this document and any subsequent amendment.
COMPETITION
It is the OFFEROR’S responsibility to advise the Information Technology Management Office if any language, requirements, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source.
OFFEROR’S DUTY TO INSPECT AND ADVISE
Each OFFEROR shall fully acquaint himself with the scope of this RFP. The failure of an OFFEROR to acquaint himself with existing pre-contract conditions or post-contract consequences shall in no way relieve such OFFEROR of any obligation with respect to this proposal or to any contract resulting hereof .
OFFERORS must notify the State of all costs reasonably expected. OFFERORS are notified that their failure to inspect, familiarize themselves with, or otherwise gather information as to the total cost to the State, will, in addition to any and all other remedies available, create cost difference liabilities and claims against the ultimately successful OFFEROR.
QUESTIONS
Every effort has been made to insure that all information needed by the OFFEROR is included herein. If an OFFEROR finds that it cannot complete a proposal without additional information, it may submit written questions to the person designated herein on or before the deadline set forth in the schedule of "Key Event Dates". All questions and written replies will be distributed to all OFFERORS and will be a part of this solicitation .
AMENDMENTS
If it becomes necessary to revise any part of the RFP, ITMO will issue a written amendment. THE STATE SHALL NOT BE LEGALLY BOUND BY ANY INTERPRETATION THAT IS NOT IN WRITING.
OTHER WRITTEN BASIS FOR PROPOSAL
If any of the OFFEROR’S proposal has as its basis written statements (other than the RFP) provided to him by the State (such as notification of a change in the specifications), the OFFEROR is to identify and include those statements in his proposal at the place or places applicable.
NOTICE AND POSTING OF AWARD
Notice of Award or Intent to Award will be posted at 1201 Main Street, Suite 820, Columbia, SC 29201 and at If the total value of the contract resulting from this solicitation is less than $50,000.00, Offerors who desire to receive a copy of the Statement of Award must include a self-addressed stamped envelope. All Offerors will receive a "Statement of Intent to Award" if the total value of any contract resulting is greater than $50,000.00.
RIGHT TO PROTEST
Any prospective bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the solicitation of a contract shall protest to the Chief Procurement Officer within fifteen days of the date of issuance of the Request for Proposals or other solicitation documents whichever is applicable or any amendment thereto, if the Request for Proposal, other solicitation document or amendment is at issue. Any actual bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the intended award or award of a contract shall protest to the Chief Procurement Officer within fifteen days of the date the notification of award or intent to award is posted.
Any protest must be submitted in writing to the Chief Procurement Officer, Office of the State CIO, 1201 Main Street, Suite 820, Columbia, SC 29201, and must set forth the grounds of the protest and the relief requested with enough particularity to give notice of the issues to be decided.
CONTRACTUAL OBLIGATIONS
THE CONTRACT DOCUMENT
Any contract resulting from this solicitation shall consist of the following documents which are listed in order of precedence: (1) any amendment required to resolve any difference between the remaining documents, (2) any amendments to the original solicitation in reverse order of issuance, (3) the solicitation as issued by the Office of the State CIO, (4) any amendments to the successful vendor's proposal accepted by the Office of the State CIO, (5) the successful vendor's proposal.
PURCHASING LIABILITY
The Office of the State CIO is acting under the authority given to it in the Consolidated Procurement Code to procure contracts on behalf of governmental agencies and acts only as their agent in this respect. The resulting contract is between the agency and the successful vendor or OFFEROR and the Office of the State CIO bears no liability for any damages that any party may incur in the execution or enforcement of the contract.
PATENT AND COPYRIGHT LIABILITY
If notified promptly in writing by the State of any action (and all prior claims relating to such action) brought against the State, based on a claim that the State's use of the services or products offered, including software, infringes a United States patent or copyright, the CONTRACTOR will defend such action at its expense and will pay the costs and damages awarded in any such action, provided that the CONTRACTOR shall have sole control of the defense of any such action and all negotiations for its settlement or compromise. The State shall give the CONTRACTOR prompt written notice of such claim and full right and opportunity to conduct the defense thereof, together with full information and reasonable cooperation. No cost or expenses shall be incurred for the account of the CONTRACTOR without its written consent. If principles of government or public law are involved, the State may participate in the defense of any action. If, in the opinion of the CONTRACTOR, the products furnished hereunder are likely to, or do become, the subject of a claim of infringement of a United States patent or copyright, then, without diminishing its obligation to satisfy a final award, the CONTRACTOR may, at its option and expense, (a) obtain the right for the State to continue to use such goods; or (b) substitute for the alleged infringing products other equally suitable products that are satisfactory to the State; or (c) take back such products; provided however, that the CONTRACTOR will not exercise option (c) until the CONTRACTOR and the State have evaluated options (a) and (b). In such event, CONTRACTOR will reimburse the State for the purchase price of any goods removed pursuant to option (c).
OWNERSHIP OF DATA
All data and other records entered into any database of the State or supplied to the CONTRACTOR by the State are, and shall remain, the sole property of the State.
CONTRACTOR shall not: copy or use such records without the State's written consent except to carry out contracted work, transfer such records to any other party not involved in the performance of this Agreement; and will return submitted records to the State upon completion of the work hereunder.
FORCE MAJEURE
CONTRACTOR shall not be liable for any damages resulting from any delay in delivery, or failure to give notice of delay, which directly or indirectly results from the elements, acts of God, delays in transportation, or delays in delivery by any cause beyond the reasonable control of the CONTRACTOR. The delivery schedule shall be extended by a period of time equal to the time lost because of such delay.
TAXES
Prices are to be exclusive of all sales, use, and like taxes. Any tax CONTRACTOR may be required to collect or pay upon the sale, use or delivery of the products shall be paid by the State, and such sums shall be due and payable to the CONTRACTOR upon acceptance. Any personal property taxes levied after delivery shall be paid by the State. It shall be solely the State's obligation, after payment to CONTRACTOR, to challenge the applicability of any tax by negotiation with, or action against, the taxing authority. CONTRACTOR agrees to refund any tax collected which is subsequently determined not to be proper and for which a refund has been paid to CONTRACTOR by the taxing authority.
In the event that the CONTRACTOR fails to pay, or delays in paying, to any taxing authorities, sums paid by the State to CONTRACTOR, CONTRACTOR shall be liable to the State for any loss (such as the assessment of additional interest) caused by virtue of this failure or delay.
Taxes based on Contractor’s net income or assets shall be the sole responsibility of the CONTRACTOR.
WAIVERS
No waiver of right, obligation, or default shall be implied, but must be in writing, signed by the party against whom the waiver is sought to be enforced. One or more waivers of any right, obligation, or default shall not be construed to waive any subsequent right, obligation, or default.
GOVERNING LAW
Contractor consents to be governed by Section 11-35-4230 of the South Carolina Code of Laws and agrees that Section 11-35-4230 applies to and governs the Agreement. Contractor waives any objection it may have now or hereafter to the administrative process required by Section 11-35-4230. To the extent that Section 11-35-4230, by its own terms, does not govern a claim or controversy arising out of or relating to the Agreement, Contractor agrees that any suit, action or proceeding arising out of or relating to the Agreement shall be instituted and maintained only in a state or federal court located in Richland County, State of South Carolina. Notwithstanding any other agreement between Contractor and the State, the Agreement shall be governed by and construed in accordance with the laws of the State of South Carolina, and any suit, action or proceeding arising out of or relating to the Agreement shall be governed by the laws of the State of South Carolina. Contractor agrees that any act by the State regarding the Agreement is not a waiver of either the State’s sovereign immunity or the State’s immunity under the Eleventh Amendment of the United State’s Constitution. As used in this paragraph, the term “Agreement” means any transaction or agreement arising out of, relating to, or contemplated by this solicitation. As used in this paragraph, the phrase “the State” includes any governmental entity transacting business with Contractor pursuant to the Agreement and the South Carolina Budget & Control Board.
SEVERABILITY
In the event any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions of this Agreement will remain in full force.
UNIFORM COMMERCIAL CODE
The applicable provisions of the Uniform Commercial Code shall govern this contract.
RECORDS RETENTION & RIGHT TO AUDIT
The State shall have the right to audit the books and records of the CONTRACTOR as they pertain to this contract, both independent of and pursuant to, S.C. Code Section 11-35-2220. Such books and records shall be maintained for a period of three (3) years from the date of final payment under the contract or the termination of contract, whichever is later.
The State may conduct, or have conducted, performance audits of the CONTRACTOR. The State may conduct, or have conducted, audits of specific requirements of this RFP (i.e., application development cost), as determined necessary by the State.
Pertaining to all audits, CONTRACTOR shall make available to the State access to its computer files containing the history of contract performance and all other documents related to the audit. Additionally, any software used by the CONTRACTOR shall be made available for auditing purposes at no cost to the State.
APPROVAL OF PUBLICITY RELEASES
The CONTRACTOR shall not have the right to include the State's name in its published list of customers, without the prior approval of the State. With regard to news releases, only the name of the State and the type and duration of contract may be used, and then only with prior approval of the State. The CONTRACTOR agrees not to publish or cite in any form any comments or quotes from State agency staff. The CONTRACTOR further agrees not to refer to the award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the State.
AFFIRMATIVE ACTION
CONTRACTOR shall comply with all federal and state requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, without regard to, or discrimination by reason of, race, color, religion, sex, national origin, or physical handicap.
LATENT DEFECTS
Contractor warrants that upon notification by the State, as set forth in Section 11-35-4230(2) of the SC Consolidated Procurement Code, of a latent defect in design, material or workmanship, or a latent nonconformity of the services, material, or equipment to the specifications, which would have constituted a basis for rejection if discovered prior to acceptance, it will repair or replace or otherwise correct the defect to the level of performance specified in this RFP.
INDEMNIFICATION
The State of South Carolina, its officers, agents, and employees shall be held harmless from liability from any claims, damages, and actions of any nature arising from the use of any materials furnished by the Contractor, provided that such liability is not attributable to negligence on the part of the using agency or failure of the using agency to use the materials in the manner outlined by the Contractor in descriptive literature or specifications submitted with the Contractor’s proposal.
LIABILITY FOR DAMAGES
CONTRACTOR will not be liable for any damages resulting from loss of data or use, lost profits, or any incidental or consequential damages unless said damages are the result of the CONTRACTOR’S negligence or willful misconduct.
The State will not be liable for any damages to the CONTRACTOR resulting from loss of data or use, lost profits, or any incidental or consequential damages unless said damages are the result of the State’s gross negligence or willful misconduct.
CONTRACTOR will be liable for damages resulting from personal injury or property damage caused by CONTRACTOR’S negligence or intentional harm.
COMPLIANCE WITH STATUTES
During the term of the contract, it shall be the Contractor's responsibility to ensure compliance with all applicable provisions of laws, codes, ordinances, rules, regulations, and tariffs.
INSURANCE
CONTRACTOR shall maintain, throughout the performance of its obligations under this Agreement, a policy or policies of Worker's Compensation insurance with such limits as may be required by law, and a policy or policies of general liability insurance insuring against liability for injury to, and death of, persons, and damage to, and destruction of, property arising out of, or based upon, any act or omission of the CONTRACTOR or any of its subcontractors or their respective officers, directors, employees or agents. Such general liability insurance shall have limits sufficient to cover any loss or potential loss resulting from this contract.
LICENSES AND PERMITS
During the term of the contract, the Contractor shall be responsible for obtaining, and maintaining in good standing, all licenses (including professional licenses, if any), permits, inspections and related fees for each or any such licenses, permits and /or inspections required by the State, county, city or other government entity or unit to accomplish the work specified in this solicitation and the contract.
RISK OF LOSS
The CONTRACTOR shall assume all risk of loss, and shall maintain insurance coverage on all items installed, up to the time of final acceptance.
TAX CREDIT AVAILABILITY
CONTRACTORS interested in income tax credit availability by subcontracting with certified minority firms should contact the Office of Small and Minority Business Assistance.
CONTRACTOR SOLELY RESPONSIBLE FOR PERFORMANCE
The STATE will rely upon the CONTRACTOR for full, complete, and satisfactory performance under the terms and conditions of this agreement.
If the CONTRACTOR'S services provided for hereunder include services, equipment, or materials supplied by a subcontractor, the CONTRACTOR must act as the prime CONTRACTOR for these items and assume full responsibility for performance hereunder. The CONTRACTOR will be considered the sole point of contact with regard to all situations, including payment of all charges and the meeting of all other requirements.
NON INTERFERENCE
In the event CONTRACTOR is unable for any reason to provide any material, services, supplies, products or other items of any type or variety to the STATE under this agreement, including but not limited to any such materials, services, supplies, etc. available from any other party (such as subcontractors) supplying said materials, services, etc. to CONTRACTOR, the STATE will have the right to deal directly with the other supplier without penalty or interference from CONTRACTOR.
SUBCONTRACTORS
Subcontractors are subject to same terms and conditions of this agreement as the CONTRACTOR.
ASSIGNMENT
No contract or its provisions may be assigned, sublet, or transferred without the written consent of the Office of the State CIO.
ITEM SUBSTITUTION
No substitutes will be allowed on purchase orders received from agencies without permission of the Office of the State CIO.
CONTRACT AMENDMENTS, MODIFICATIONS & CHANGE ORDERS
Any change orders, alterations, amendments or other modifications hereunder shall not be effective unless reduced to writing and approved by the Buyer responsible for this solicitation and the CONTRACTOR. All questions, problems, or changes arising after award of this contract shall be directed to the Buyer responsible for this solicitation, at 1201 Main Street, Suite 820, Columbia, SC 29201.
COST SECTION CERTIFICATION
I hereby certify that the price included in this proposal is accurate and binding, and that all costs are shown and accurately reflect my total proposal cost.
YEAR 2000 WARRANTY
CONTRACTOR represents and warrants that the products are designed to be used prior to, during, and after the calendar year 2000 A.D., and that the products will operate during each such time period without error relating to date data, specifically including any error relating to, or the product of, date data which represents or references different centuries or more than one century.
IMPORTANT NOTICE
APPLIES TO NONRESIDENTS ONLY
BIDDER/OFFEROR: S.C. WITHHOLDING TAX AMENDMENTS
CODE SECTION 12-9-310(A)(2)(3)
Effective July 1, 1994, Section 49, Appropriations Bill, Part II Amended The Above-Referenced Code Section To Eliminate Withholding From Payments To Nonresident Contractors And Rental Recipients If The Nonresident Is Registered Or Registers With The S.C. Department Of Revenue or The S.C. Secretary of State's Office. The Nonresident Must Provide An Affidavit To Whomever They Are Contracting With To That Effect.
The Affidavit Will Be Retained By The Entity Or Person Letting The Contract To The Nonresident. In The Absence of an Affidavit Being Provided, Withholding Will Be Required (Contracts--2%, Rental Or Royalty Recipients--7% For Corporations, Or 5% For Individuals And Partnerships).
The Filing Of The Affidavit Affirming Registration By The Nonresident Eliminates The Requirement To Withhold By Those Letting Contracts To Nonresident As Well As The Posting Of The Surety Bond By The Non Resident. Enclosed Is An Affidavit And Instructions To Be Used When Contracting With Nonresidents.
Forms To Register For All Taxes Administered By The South Carolina Department Of Revenue May Be Obtained By Calling The License And Registration Section At 803 898-5872 Or Writing The S.C. Department Of Revenue, Registration Unit, Columbia, S.C. 29214-0140.
Instructions - Nonresident Taxpayer Registration Affidavit
Requirements To Make Withholding Payments: Code Section 12-9-310 (A) (3) Requires Persons Hiring Or Contracting With A Nonresident Taxpayer To Withhold 2% Of Each Payment Made To The Nonresident Where The Payments Under The Contract Exceed $10,000.00 In Any One Calendar Year.
Code Section 12-9-310 (A)(2) Requires Persons Making Payment To A Nonresident Taxpayer Of Rentals Or Royalties At A Rate Of $1,200.00 Or More A Year For The Use Of Or For The Privilege Of Using Property In South Carolina To Withhold 7% Of The Total Of Each Payment Made To A Nonresident Taxpayer Who Is Not A Corporation And 5% If The Payment Is Made To A Corporation.
Purpose Of Affidavit: A Person Is Not Required To Withhold Taxes With Regard To Any Nonresident Taxpayer Who Submits An Affidavit Certifying That It Is Registered With The South Carolina Secretary Of State Or The South Carolina Department Of Revenue.
Term And Duration Of Affidavit: It Is Recommended That An Affidavit Be Obtained From A Nonresident Taxpayer For Each Separate Contract Or Agreement. Otherwise, The Affidavit Submitted By A Nonresident Tax Payer Shall Remain In Effect For A Period Of Three (3) Years, Or For A Lesser Time If The Person Earlier Receives Notice Of Revocation Of Exemption From Withholding From The S.C. Department Of Revenue.
STATE OF SOUTH CAROLINA, DEPARTMENT OF REVENUE (I-312)
THIS AFFIDAVIT APPLIES TO NONRESIDENTS ONLY
Nonresident Taxpayer Registration Affidavit, Income Tax Withholding
The Undersigned Nonresident Taxpayer On Oath, Being First Duly Sworn, Hereby Certifies As Follows:
1. Owner, Partner(s) Or Corporate Name Of Nonresident Taxpayer:
___________________________________________________________________________________
2. Trade Name (Doing Business As):_____________________________________________________
3. Mailing Address:___________________________________________________________________
__________________________________________________________________
4. Federal Identification Number: _______________________________________________________
5. _________ Hiring Or Contracting With:
Name: _________________________________________________________________
Address: _______________________________________________________________
__________ Receiving Rentals Or Royalties From:
Name: _________________________________________________________________
Address: _______________________________________________________________
6. I Certify That The Above Named Nonresident Taxpayer Is Currently Registered With:
(Check Appropriate Box):
( ) The South Carolina Secretary Of State Or
( ) The South Carolina Department Of Revenue
Date Of Registration____________________________________________________________
7. I Understand That By This Registration, The Above Named Nonresident Taxpayer Has Agreed To Be
Subject To The Jurisdiction Of The S.C. Department Of Revenue And The Courts Of South Carolina
To Determine Its South Carolina Tax Liability, Including Estimated Taxes, Together With Any
Related Interest And Penalties.
8. I Understand The South Carolina Department Of Revenue May Revoke The Withholding Exemption
Granted Under Code Section 12-9-310 At Any Time It Determines That The Above Named
Nonresident Taxpayer Is Not Cooperating With The Department In The Determination Of Its Correct
South Carolina Tax Liability.
The Undersigned Understands That Any False Statement Contained Herein Could Be Punished By Fine, Imprisonment Or Both.
_____________________________________________________________(Seal) _________________
(Signature Of Owner, Partner Or Corporate Officer Date
If Corporate Officer State Title:__________________________________________________________
__________________________________________________________
(Name - Please Print)
Special Instructions to Offerors
Optional
Guidelines for Submission of Proposals on Optical Storage Media
Offeror may submit responses to this Request for Proposals (RFP) saved in Microsoft Word Office 97 on separate Compact Disk (CD), recorded in CD-R format.
Other formats such as CD-RW, DVD-ROM, DVD-RAM, or DIVIX are not acceptable and will result in the Offeror's proposal being rejected.
Offeror may submit its response on multiple CD sets so long as each CD in the set is appropriately identified as to its relationship to the set (e.g. 1 of 3).
A textual response must be included on the CD-R that provides the Offeror's response to each requirement in the RFP. Textual responses must be in Microsoft Word Office 97 format.
Business Proposals or cost proposals must be submitted on a separate CD-R or in a separate, password protected, folder. If the folder option is selected, the folder must be read password protected and the password included in the cover letter referenced below.
Submission must be accompanied by a cover letter in hard copy signed by someone authorized to bind the Offeror and indicating the Offeror's intent to be bound by the contents of its submission.
Special Contractual Conditions
EVALUATION CRITERIA
Responses to this Request for Proposals will be evaluated in the following manner:
1st: Each response will be reviewed to determine if it meets the minimum contractual and technical RFP requirements. Any proposal failing to meet these requirements will be deemed non-responsive and eliminated from further consideration.
2nd: Each proposal that is, in the opinion of the State, in full compliance with the mandatory requirements of the RFP will be evaluated based on the following criteria, which are listed in order of relative importance.
SOFTWARE LICENSES
PROPRIETARY SOFTWARE
Proprietary software is non-custom written, non-made for hire computer software supplied by the CONTRACTOR and documentation used to describe, maintain and use the software.
License
The State is hereby granted a non-exclusive, fully paid perpetual license to use the proprietary software acquired hereunder.
Title
Title to any proprietary software provided by the Contractor to the State will remain with the Contractor.
Trade Secrets
The State agrees that the proprietary software is a trade secret of the CONTRACTOR. The State agrees to take reasonable precautions to protect the trade secret nature of the proprietary software and to prevent its disclosure to unauthorized personnel. The license herein granted cannot be transferred, assigned, or made available by the State for use by any other individual, firm, partnership, or legal entity not affiliated, associated, or connected with the State without the prior expressed written consent of the CONTRACTOR, which consent will not be unreasonably withheld. Such transfer shall also be conditioned upon the execution by the transferee of a written declaration agreeing to be bound by the terms and conditions of confidentiality provided for in this section.
Source Code
Source code includes files used by assembly, basic, c or other language compatibles to produce object modules for linkage into applications programs. The source code media will contain source code, files for compiling and linking software, and any other files and documentation available in machine-readable form to facilitate compiling and linking the code.
In the event the CONTRACTOR, at any point during the continued installation and operation of the products acquired under this contract, discontinues the conduct of business, or for any reason fails to continue to support its proprietary software, it will either make provision for the continued support under the same terms and conditions or provide the State with a copy of the source code for said proprietary software, at no expense to the State.
Export Control
The State acknowledges that the products acquired hereunder may be licensable by the U. S. Government. It further acknowledges that a valid export license must be obtained from the Department of Commerce prior to export of said products.
CUSTOMIZED SOFTWARE
Customized software is made-for-hire, custom written and customer specific software or customizations to proprietary software developed for the State by CONTRACTOR and documentation used to describe, maintain and use the software.
Title
Title to the customized software vests in the State as set forth herein. Contractor shall thereafter have no right, title or interest in any customized software. As herein used, title includes providing to the State all intellectual elements of the customized software including, but not limited to, developmental work product, notes, object and source codes, documentation, and any other items which would aid the State in understanding, using, maintaining, and enhancing said customized software.
Software Tools
The CONTRACTOR shall provide to the STATE, simultaneous with its initial installation, and any subsequent enhancements, upgrades, fixes, etc., software tools (including, but not limited to compilers, editors, etc.) that the STATE would require to maintain or enhance the customized software. The price for said tools and the cost to train State personnel to maintain and/or to enhance the customized software shall be noted separately and included in the CONTRACTOR'S cost proposal submitted to the State in response to the State's solicitation.
TERM CONTRACTS
Type of Contract
An agency term contract or contracts will be awarded by the Materials Management OfficeOffice of the State CIO for the period indicated and in accordance with the provisions and conditions of this solicitation. The only state agency authorized to purchase from this contract is listed herein. Purchases by local public procurement units are optional.
Volume
The total quantity of purchases of any individual item on the contract is not known. The Information Technology Management Office does not guarantee that the State will buy any specified item or total amount. The omission of an estimated purchase quantity does not indicate a lack of need but rather a lack of historical information.
Term of Contract/Option to Renew
The initial term of this agreement is one (1) year from the effective date as stated on the award document. Unless terminated by either party at the end of the initial term, at the end of successive “contract” terms, or as otherwise allowed within this document (see termination clause), the contract will automatically extend at the prices, terms and conditions approved by the Materials Management OfficeOffice of the State CIO. Said extensions may be less than, but will not exceed, four (4) additional, one-year periods.
Prices
Prices under this contract are “not to exceed” prices. State agencies are not authorized to pay more than the stated price. CONTRACTORS may offer, and agencies may accept prices below those listed on the contract.
Price Adjustment
Any request for price increase must be submitted to the materials Management OfficeOffice of the State CIO at least ninety (90) days prior to the requested date for the increase. Price increases will only become effective if agreed to, in writing, by the Materials Management OfficeOffice of the State CIO.
High Volume Purchases
The State reserves the right to procure separately, on the open market, its requirements for large quantities, research and development projects, and special projects.
Termination by State
Notice of Termination
In the event of any termination of the contract, the State shall give notice of such termination in writing to the contractor. Notice of termination will be sent by certified mail, return receipt requested.
Termination for Non-Appropriations
Funds for this contract are payable from state and/or federal appropriations. In the event no funds or insufficient funds are appropriated and budgeted in any fiscal year for payments due under this contract, the State shall immediately notify contractor or its assignee, of such occurrence, and this contract shall create no further obligation of the State as to such current or succeeding fiscal year, and shall be null and void, except as to the portions of payments herein agreed upon for funds which shall have been appropriated and budgeted. In such event, this contract shall terminate on the last day of the year for which appropriations were received without penalty or expense to the State of any kind whatsoever. After such termination of this contract, the State shall have no continuing obligation to make purchases under this contract. No right of action or damages shall accrue to the benefit of the contractor or its assignee as to that portion of this contract, which may so terminate.
Insolvency
This contract is voidable and subject to immediate termination by the State upon the contractor’s insolvency, including the filing of proceedings in bankruptcy.
Termination for Convenience
This contract may be terminated for any reason by the Materials Management OfficeOffice of the State CIO providing a 30 day advance notice, in writing, is given to the contractor. In the event that this contract is terminated or canceled upon request and for the convenience of the State without thirty (30) days advance written notice, then the State shall negotiate reasonable termination costs, if applicable.
Termination for Cause
This contract may be canceled and terminated by the State at any time within the contract period whenever it is determined by the State that the contractor has materially breached or otherwise materially failed to comply with its obligations hereunder. The State will not be liable for any termination costs; the thirty (30) days advance notice requirement is waived.
Contract Violation
Vendors who violate this contract will be considered in breach and subject to cancellation for cause. Vendors may be suspended or debarred from doing business with the State. Examples of vendor violations include, but are not limited to:
Vendor adding items to the contract without approval,
Vendor increasing contract price without approval,
Misrepresentation of the contract to any using governmental entity.
Orderly Transfer of Materials
Upon termination of the contract for any reason, the State shall have the right, upon demand, to obtain access to, and possession of, all State properties, including, but not limited to, current copies of all State application programs and necessary documentation, all files, intermediate materials and supplies held by the contractor.
Termination by Contractor
Requests for termination of this contract by the contractor must be received in writing by the Materials Management OfficeOffice of the State CIO at least ninety (90) days before the requested contract termination date.
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”
1.0 Project Summary
1.1 Introduction
“The mission of the South Carolina Department of Transportation is to provide a safe and efficient transportation system for the state of South Carolina. We build and maintain roads and bridges as well as facilitate and support mass transit services to the citizens of the state.”
The principal divisions of the agency are: Engineering; Executive Support; Strategic Planning, Finance and Administration; and Mass Transit. The various offices within the agency receive and generate hundreds of documents on a daily basis. This continuing accumulation of paper and electronic documents has become a management burden for the agency. Not only has the storage of these documents become extremely cumbersome, but also the access and retrieval of these documents has become very time consuming as well. It has become apparent that a methodological approach must be established to handle this vast volume of documents. With the issuance of this Request for Proposal (RFP), the SCDOT plans to acquire an Electronic Document Management System (EDMS) that will meet both its current and future business application needs.
1.2 Overview
This RFP will provide the basis upon which vendor services, hardware, and software will be evaluated and procured. Vendors should respond to each item in the RFP on a point-to-point basis providing explanatory information sufficient to determine the vendor’s compliance. Vendors should describe completely the specific service, hardware, and/or software being offered for each requirement.
This RFP addresses:
➢ Correspondence Tracking
➢ Document capture, indexing, and quality control.
➢ Document image display, manipulation, annotation, and tracking.
➢ Document image routing and workflow.
➢ Document image storage, backup, recovery, and archiving.
➢ Document image LAN-based printing.
➢ COLD capability.
➢ System processing statistics and reporting.
➢ Database and integration tools.
➢ Consultation, analysis, and integration services.
➢ Compatibility with WindowsNT/Windows2000 server and desktop operating environments.
➢ Ease of customization by customer or vendor.
➢ Hardware maintenance and system support.
➢ Education and training.
➢ User and system documentation.
➢ Legacy data conversion.
1.2 Overview (con’d)
The main objectives, in no particular order, for implementing document management at the DOT are:
➢ Develop an automated correspondence tracking system using document management technologies.
➢ Alleviate physical space problems related to the storage of documents.
➢ Provide easier and agency-wide access to stored documents.
➢ Reduce document search time.
➢ Insure document integrity and security.
➢ Eliminate multiple copies of documents.
➢ Provide version control for stored documents.
➢ Establish an audit trail for documents, including origination, revision, and annotation history.
➢ Establish a universal indexing scheme for all documents.
➢ Provide “sticky note” capability for all documents.
➢ Establish electronic document archival procedures.
SCDOT budgeted $100,000 for fiscal year 2002 for EDMS. It is anticipated that additional funding will be available over the next four to five years to complete all phases.
1.3 Project Phases
Numerous areas within DOT have indicated that they are in need of document management technology. With this in mind, the DOT intends to approach this project in multiple phases. Each phase will correspond directly to one of these areas. Correspondence tracking crosses multiple areas. This application will encompass Phase I and will also serve as the “Pilot” for this project.
1.3.1 Phase I Correspondence Tracking
As previously stated, this phase includes the development, implementation, and testing of an automated correspondence tracking system, which will replace an existing manual tracking system. An off-the-shelf, commercially available solution is preferred. This system should incorporate multiple components of document management and will include document scanning, indexing, presentation, routing, retrieval, version control, auditing, storing, and archiving techniques. 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 will need to be converted to the new system. We anticipate the need to initially support 10 concurrent users (50 total users) in this phase. System administration, user, and technical support training should also be included in this phase. Note: The requirements of this RFP should be met even though full implementation of a particular feature may not occur during this initial phase.
1.3 Project Phases (con’d)
1.3.2 Subsequent Phases
The subsequent phases, described below, will address the various applications and needs associated with the following areas. DOT anticipates pursuing the implementation of these phases once Phases I has been successfully completed, and as resources and funds are made available. These phases are listed in no particular order.
1.3.2.1 Bridge Maintenance
Bridge Maintenance has responsibility for inspecting the State’s 9,000+ bridges on a continuing basis. As part of this process, they complete pre-printed inspection reports, take photographs, and document any other information pertinent to the inspection. They currently retain only the three most recent inspection documents on-site due to space limitations, but would like to have ready access to previous inspection data as well. There are approximately 500,000 legacy documents, ranging from letter to E-size, which will eventually be input into the system. We anticipate the need to initially support 5 concurrent users (10 total users) in this phase.
1.3.2.2 Accounting
Accounting has responsibility for the processing of the financial transactions, including Payroll, of the agency and the maintenance of these financial records. These include cash receipts, cash disbursements, payment vouchers, checks, posting sheets, invoices, W-2s, W-4s, etc. Accounting processes hundreds of documents on a daily basis, and, in most cases, are required to retain these records for a period of seven (7) years. Some are kept longer. At this time, we anticipate no legacy documents being input into the system. We also anticipate the need to initially support 10 concurrent users.
1.3.2.3 Human Resources
Human Resources is responsible for processing and maintaining the personnel records of the agency’s 5,200+ employees. These records include job applications, personnel advices, insurance information, medical records, training records, job performance records, etc. These records are currently kept on a permanent basis. Human Resources maintains approximately 13,000 files with an average of 100+ documents per file. These legacy documents will eventually be input into the system. We anticipate the need to initially support 10 concurrent users.
1.3.2.4 Mass Transit
Mass Transit has responsibility for coordinating and managing the Federal and State Grant-making, distribution, and oversight processes for the counties, municipalities, and Rural Transit Authorities operating or implementing mass transit initiatives within the State of South Carolina. These activities generate several thousand documents annually, which must be maintained for the life of the Grant plus up to five (5) additional years. Mass Transit currently operates a stand-alone CanoFile imaging system that contains a database of 100,000 images. These images will need to be converted for inclusion into the new system. We anticipate the need to initially support 10 concurrent users.
1.3.2 Subsequent Phases (con’d)
1.3.2.5 Procurement Services
Procurement Services has responsibility for conducting, managing, and overseeing the procurement activities of the agency, and maintaining the records generated and acquired as a result of these activities. Procurement generates approximately 36,000 Purchase Orders annually which, with an average of five (5) to fifty (50) supporting documents, are retained for a period of five (5) years. They also maintain approximately 1,100 files relating to Employee Procurement Cards on a permanent basis. There are currently over 100,000 documents being stored in these files, which is increasing at a rate of approximately 78,000 documents annually. In addition, they maintain approximately 600 Contract files with an average of fifty (50) documents per file. These are retained for a period of five (5) to ten (10) years. At this time, we do not anticipate legacy documents into the system. We anticipate the need to initially support 10 concurrent users.
1.3.2.6 Legal Services
Legal Services has responsibility for conducting and coordinating the legal activities of the agency, and maintaining any documentation pertinent to these activities. These documents include: legal briefs, contracts, correspondence, engineering documents, etc. These records are retained on a permanent basis. At this time, we do not anticipate inputting legacy documents into the system. We anticipate the need to initially support 5 concurrent users.
1.3.2.7 Central Files
Central Files has responsibility for maintaining the agency’s permanent records, to include oversight of the records management processes of the agency. This office currently retains approximately 1,375,000 documents, ranging from letter to E-size engineering drawings. These legacy documents will eventually be input into the system. We anticipate the need to initially support 5 concurrent users.
1.3.2.8 Right-of-Way
Right-of-Way has responsibility for coordinating and managing the purchase of property necessary for the State’s highway system. These activities generate an estimated 500-600 thousand documents annually which must be retained from ten (10) years to indefinitely. In addition, the document flow within this area readily lends itself to the implementation of workflow technology to speed the routing of documents within this department. We anticipate that approximately 1,375,000 legacy documents will eventually be input into the system (55- 5-drawer filing cabinets, ~5,000 documents/drawer.). These documents range from letter to E-size drawings. We anticipate the need to initially support 10 concurrent users.
1.3.2 Subsequent Phases (con’d)
1.3.2.9 Research & Materials Lab
The Research and Materials Lab has responsibility for testing and overseeing the testing of the products and materials utilized in the construction and maintenance of the State’s highways and bridges. They also test new products and materials for future use. In addition, they periodically test the condition of the existing highway infrastructure. As a byproduct of these tests, the Lab generates thousands of documents annually, which are permanently retained. The Lab currently operates a stand-alone imaging system running OTG software, with a database of approximately 500,000 images. These images will need to be imported into the new system. Also, there is an outstanding backlog of legacy documents that are presently being scanned into the system. There is estimated to be over 1,000,000 documents ranging from letter to E-size that will eventually be input into the system. We anticipate the need to initially support 10 concurrent users.
2.0 Proposal Information
2.1 Preparation Guidelines
This section of the RFP provides specific instructions on the format and content of the proposal. Proposals should include all data and information required by this RFP. Proposals not conforming to these instructions may receive a lower rating. The proposal should be clear, coherent, legible, and prepared in sufficient detail for effective evaluation by SCDOT. Elaborate documents, expensive binding, detailed artwork, or other embellishments are neither necessary nor desirable. The vendor should assume that the Evaluation Committee has no previous knowledge of this technology, and will base its evaluation on the information presented in the proposal.
Proposals should address and track the numerical sequence of the specific information requested by these instructions, and be consistent with the requirements section of this RFP. Emphasis should be placed on brief, complete, and factual data in the areas which are set forth in this RFP.
Vendors are encouraged to answer all questions without reference to manuals, data sheets, product brochures, or other supporting material. When warranted, vendors may support answers by reference to other material included as appendices. However, answers such as “See Appendix A, Technical Manual” will be marked as non-responsive. Any supporting material cited in an answer should be referenced by appendix, name of document, and page(s) to be reviewed.
Content and quality are more important than quantity. However, phrases such as “yes, will comply”, “standard procedures will be employed”, “industry standards are followed”, or “well known techniques will be used” should be used cautiously. The Evaluation Committee may not know what you mean. The vendor may consolidate their responses to the X.X.X.X level, but be sure all points within that level are addressed. Vendors should respond to all sections and ensure adequate detail where the State requests compliance or asks for descriptive detail.
2.0 Proposal Information (con’d)
2.2 Format of Major Sections
2.2.1 Executive Summary
The Executive Summary should serve to familiarize the SCDOT executives and Evaluation Committee with key elements and unique features of the proposal by briefly describing how the vendor is going to accomplish the task. The summary should contain the following:
➢ A summary of your approaches to the program including the most important aspects of all sections. Any material presented in this section should not be considered as meeting any technical requirement.
➢ An explanation of major exceptions taken to the RFP, and the reason for the exception to the requirement.
2.2.2 Requirements Section
The requirements section of the proposal should consist of complete responses to all requirements listed in Sections 4.0 through 9.0. This RFP is designed to provide SCDOT with a standard method for comparing vendor responses.
Vendors are encouraged to propose additional or enhanced components, features, or design if they feel important issues have been overlooked, or if they identify areas where the efficiency and functionality of the system could be improved.
2.2.3. Cost Section
The vendor should provide all costs associated with their proposal to implement Phase I as specified in Sections 1.3.1 and 4.0 of this RFP. These costs should include the initial software, hardware, analysis and design work, installation and site planning, database conversion, documentation, education and training, and project management required to implement this phase including maintenance and support costs for a period of five (5) years. List any warranty periods separately. The vendor should also provide estimated costs for each of the subsequent phases listed in Section 1.3.2. The costs for each phase should be listed separately.
In addition, the vendor should also submit prices for other items of hardware, software, and/or training that are available, and are logical upgrades or enhancements to the equipment and software proposed. The vendor should specifically identify those items separately and not as part of the cost of their proposed solution. This information will make it easier for SCDOT to purchase additional components in the future not included for Phase I of this project. The vendor should list the unit price for each piece of equipment and associated installation and maintenance charges, software licensing and support costs, and/or training costs by course.
2.2 Format of Major Sections (con’d)
2.2.4 Vendor Materials
The vendor is to include, at a minimum, the following materials as appendices to your proposal including materials for any sub-contractors included as part of their proposal:
➢ Appendix A Annual Report/Financial data (Current Income Statement and Balance Sheet.)
➢ Appendix B Marketing literature
➢ Appendix C Data sheets (include specification sheets for hardware, software, etc.)
➢ Appendix D Training courses’ synopses, schedules, manuals, and literature.
➢ Appendix E Samples of System Manuals (Administrator, Operation, User, etc.)
3.0 Technical Environment
DOT currently operates in both a mainframe and server environment. The Information Processing Center of the Office of Information Resources provides the mainframe processing services required to support our mainframe applications. Server-based applications are supported in-house. The proposed EDMS system will be required to operate in DOT’s existing in-house server environment.
3.1 Hardware, Software, and Communications
3.1.1 Communications
DOT’s present data network operates in both Wide Area Network (WAN) and Local Area Network (LAN) environments. The WAN infrastructure is based on a “hub and spoke” design with the County Offices being connected to District Offices, which, in turn, are connected to the Headquarters building in Columbia. The Headquarters LAN infrastructure is based on a “collapsed backbone” design with the various floors being connected directly to the Network Control Center via Lucent Technology’s Systimax structured cabling system. The District and County LAN infrastructures include fiber connections between buildings and Lucent’s Systimax cabling system. DOT is also in the process of building an ATM-based (Asynchronous Transfer Mode) video and data network to support an Intelligent Transportation System (ITS) being deployed throughout the State. DOT plans to migrate its existing WAN to the new ATM network sometime in the future.
3.1.1.1 Wide Area Network
➢ 89 locations
➢ Frame Relay Services – T-3 (45 Mbps), T-1 (1.544 Mbps), Fractional T-1 (256/512/768 Kbps), 64 Kbps.
➢ ATM service (33 Mbps)
➢ Nortel Networks ASN, AN, and ANH routers with ethernet and DSU modules.
➢ Nortel Networks Passport 6480 in Columbia, Greenville, Charleston, and Rock Hill for ATM/Frame Relay interface.
➢ Nortel Networks Backbone Concentrator Node (BCN) routers in Headquarters and Charleston.
3.1.1 Communications (con’d)
3.1.1.1 Wide Area Network (con’d)
➢ T-1 point-to-point clear channel back-up circuits between District Offices with Kentrox T-1 DSUs in District Offices.
➢ APC UPS power backup devices in all District Communications Closets.
➢ TCP/IP protocol.
3.1.1.2 Local Area Networks
➢ Nortel Networks 2814, 2803, and 810M stackable hubs
➢ Nortel Networks 1200 and 8600 Accelar Layer 3 switches
➢ Nortel Networks 350 and 450 Layer 2 switches
➢ 10Base-T (10Mbps) Ethernet and 100Base-T (100/1000Mbps) Fast Ethernet
➢ Nortel Networks 5399 Remote Annex for dial-in
➢ Nortel Networks Connectivity Virtual Private Network access via the Internet
➢ Lucent Technologies Systimax High-5 structured cabling system
➢ Fiber between buildings
➢ Fiber Collapsed Backbone in Headquarters – 1000Base-T (1Gbps)
➢ 3Com NIC cards
3.1.1.3 Network Management
➢ HP OpenView Network Node Manager
➢ Nortel Networks Optivity Enterprise
➢ Network Expert Sniffer software
➢ Ipswitch WhatsUp software
➢ Vigilant Expert diagnostic equipment
➢ Fluke LANMeter series testers
3.1.2 Hardware
3.1.2.1 Headquarters Servers:
➢ Primary Domain Server – Dell 2450, dual 750 MHz processors, 512MB memory
➢ Primary Domain Server – Dell 2450, two 750 MHz processors, 512MB memory
(backup)
➢ Exchange Servers – Dell 6400, four 700 MHz processors, 2GB memory
– Intergraph 8400, four 200 MHz processors, 1GB memory
➢ Firewall Server – Dell 2450, two 750 MHz processors, 512MB memory
➢ Oracle Database Server – Intergraph 660, four 200 MHz processors, 1GB memory
➢ SQL Database Servers – Intergraph 8400, two 200 MHz processors, 512MB memory
– Dell 6400, four 550 MHz processors, 2GB memory
– (2) Gateway 7210, two 600 MHz processors., 512MB memory
➢ SMS Servers – (2) Dell 4400, two 700 MHz processors, 1GB memory
➢ Internet Servers – Intergraph 6X, two 200 MHz processors 256MB memory
– Dell 2450, 933 MHz processor, 1GB memory
3.1.2 Hardware (con’d)
3.1.2.1 Headquarters Servers (con’d)
➢ Intranet Servers – Intergraph 6X, two 200 MHz procs., 256MB memory
– Dell 2450, 933 MHz processor, 1GB memory
➢ Resource Servers – Dell 2450, two 750 MHz processors, 512MB memory
– Dell 2450 two 750 MHz processors, 1GB memory
– Gateway NS7000, 350 MHz processor, 128MB memory
– Gateway NS7000, 333 MHz processor, 128MB memory
– Intergraph IS9000, two 450 MHz processors, 512MB memory – Dell 2450, two 750 MHz processors, 512MB memory
– Intergraph 8400, two 450 MHz processors, 512MB memory
– (2) Intergraph 8400, two 200 MHz processors, 512MB mem.
– Intergraph 6X, two 200 MHz processors, 512MB memory
– Intergraph 635, two 200 MHz processors, 256MB memory
– Intergraph TDX, 200 MHz processor, 128MB memory
– Compaq Proliant 4500R, two 200 MHz procs., 256MB memory
– Compaq Proliant 800, 200 MHz processor, 128MB memory
– Compaq Presario, 500 MHz processor, 56MB memory
➢ File Servers – Intergraph 8400, two 200 MHz processors, 512MB memory
– (2) Intergraph 660, four 200 MHz processors, 1GB memory
– (4) Intergraph IS9000, two 450 MHz procs., 512MB memory
➢ Print Servers – (4) Intergraph 6X, two 200 MHz processors, 128MB memory
– (8) Dell 2450, two 750 MHz processors, 512MB memory
➢ Spare Servers – (2) Intergraph IS9000, two 450 MHz procs., 512MB memory
– Dell 2450, 933 MHz processor, 1GB memory
3.1.2.2 Remote Servers:
➢ Backup Domain Servers – (7) Intergraph IS9000, two 450MHz procs., 512MB memory
➢ Resource Servers – (7) Intergraph IS9000, two 450MHz procs., 512MB memory
➢ Print Servers – (7) Intergraph IS9000, two 450MHz procs., 512MB memory
3.1.2 Hardware (con’d)
3.1.2.3 Personal Computer Configuration Levels.
DOT has established a five-tier personal computer configuration profile for any new purchases during this fiscal year. DOT has also established a three to four-year replacement schedule for its Headquarters personal computers, and will replace all these personal computers below a Pentium 300MHz processor during the this fiscal year. The five established tiers for the current fiscal year are:
|Level |Typical Applications |Current Recommended Configuration |
|1 |Mainframe access and email |Pentium 450MHz Processor |
| | |256MB RAM, 6.4GB disk |
|2 |Level 1 plus word processing, spreadsheet, database, |Pentium 600MHz Processor |
| |graphics, forms and Internet access |256MB RAM, 20GB disk |
|3 |Level 2 plus heavy usage of graphics, database, imaging, |Pentium 850MHz Processor |
| |and Internet |256MB RAM, 20GB disk |
|4 |Level 3 plus computer-aided design and drafting (CADD) |Pentium III 800MHz Processor |
| | |256MB RAM, 9.1GB – 18.2GB disk |
|5 |Level 4 plus advanced CADD |Pentium III Xeon 800MHz Processor |
| | |256MB – 512MB RAM, 18.2GB disk |
3.1.2.4 Statewide Personal Computers
➢ (226) Pentium/Pentium Pro < 200 MHz
➢ (633) Pentium Pro/II 200 – 300 MHz
➢ (470) Pentium II/III 333 – 400 MHz
➢ (485) Pentium III/P6 450 – 500 MHz
➢ (297) Pentium III/P6 548 – 600 MHz
➢ (115) Pentium III/P6 647 – 700 MHz
➢ (248) Pentium III/P6 Xeon 731 – 800 MHz
➢ (226) Pentium III/P6 Xeon > 800 MHz
3.1.2.5 Printers
➢ DOT has various model laser printers from Lexmark, Xerox, and Hewlett Packard attached to the Headquarters, District, and County LANs.
➢ DOT has various model ink jet printers from Lexmark, Hewlett Packard, and Canon attached to the Headquarters, District, and County LANs.
➢ DOT has various model plotters from Hewlett Packard, Oce’s, and Anatech attached to the Headquarters and District LANs.
➢ DOT has various model stand-alone dot matrix printers from Okidata and Epson attached to personal computers statewide.
3.1 Hardware, Software, and Communications (con’d)
3.1.3 Software
➢ Network Operating System – MS WindowsNT Server v. 4.0 w/Service Pack 6
– Windows2000 Server
➢ E-Mail – MS Exchange Server v. 5.5
➢ Firewall – Axcent Raptor v. 6.0.2
➢ Web Server – MS Internet Information Server
➢ Tape Backup – Backup Exec v. 7.3
➢ Database Server – Oracle v. 8.0
– MS SQL Server v. 7.0
➢ Workstation Operating System – MS WindowsNT v. 4.0 w/ Service Packs 4 and 6
➢ Office Suite – MS Office 97
– MS Office 2000 w/ Service Release 2
➢ Mainframe Terminal Emulation – Entire Connection v. 3.1.2 and 4.1.2
➢ Major Engineering Applications – Microstation J (CADD)
– InterPlot v. 10.0 (Plotting)
– GeoMedia 4.0 (Mapping)
– SignCAD 2000 (Signs)
– GeoPak 2000 (GIS)
4.0 Scope of Work
System Specifications and Requirements
4.1 Phase I Overview
The current Correspondence Tracking System is used by the Executive Offices (Executive Director; Deputy Director of Engineering; Deputy Director of Finance, Administration, and Planning; and Deputy Director of Executive Support) to systematically track their incoming correspondence and associated responses. These offices typically receive between seventy-five (75) and one hundred (100) individual pieces of mail each day that must be responded to in an appropriate and timely manner. DOT would like to replace the existing system with an automated system. The normal process flow for an individual piece of correspondence is as follows:
➢ A tracking number is manually assigned.
➢ Index data is entered into the system.
➢ The appropriate Office is assigned responsibility for responding, and this data is entered.
➢ The correspondence is routed to the recipient for review.
➢ Any assignment changes or comments are entered, including a response deadline.
➢ The correspondence is routed to the assigned Office.
➢ The Director of the Office may response personally, or assign to a staff member.
➢ The response is routed through the Director back through the original recipient’s office.
➢ Pertinent data is entered into the system.
➢
4.0 Scope of Work (con’d)
System Specifications and Requirements
4.1 Phase I Overview (con’d)
➢ The original recipient reviews the response.
➢ At this point the response may be mailed or sent back to the assigned Office for additional work.
➢ Final data is entered and the record is closed for this correspondence.
➢ The original correspondence and its response are scanned into a desktop imaging system running Pagis Pro 2000 software.
➢ The original correspondence and its response, including any versions of the response, are permanently filed.
A mandatory pre-proposal site visit will be held where the existing manual correspondence tracking system will be demonstrated. Vendors will be permitted to verbally ask questions pertinent to the correspondence tracking system, only, during the demonstration to ensure that the vendors have a clear understanding of the operation of the current system. Written questions concerning any other portions of this RFP are to be submitted to the Office of the State CIO at the conclusion of the mandatory pre-proposal site visit.
4.2 Specifications and Requirements
4.2.1 Hardware Specifications and Requirements
The vendor should supply detailed information concerning the hardware required to support and use their proposed EDMS solution. This information needs to include equipment type, the recommended quantity, the purpose of the equipment as it relates to their proposal, and the recommended minimum configuration. The DOT will independently purchase any server(s), workstations, or printers proposed by the vendor from existing State and/or Agency Contracts. The vendor will be required to supply, as part of their proposal, any other hardware proposed. At a minimum, each proposal should include specifications pertaining to the following devices:
4.2.1.1 Server(s) (DOT will provide.)
4.2.1.2 Magnetic disk subsystem(s) (short-term storage) (DOT will provide.)
4.2.1.3 Magneto-optical disk subsystem(s) (archival storage) (Vendor is to provide.)
4.2.1.4 Tape backup subsystem(s) (Vendor is to provide.)
4.2.1.5 Document entry workstations (DOT will provide.)
4.2.1.6 Document scanners (Vendor is to provide.)
4.2.1.7 Indexing workstations (DOT will provide.)
4.2.1.8 User workstations (DOT will provide.)
4.2.1.9 Network printers (DOT will provide.)
4.2.1.10 Other (Vendor is to provide.)
4.2.2 Software Specifications and Requirements
The vendor should supply all proposed software excluding the server(s) and workstation(s) Operating Systems, and the database software. WindowsNT/2000 Server, WindowsNT/2000 Workstation will be purchased by DOT for these devices. DOT will also supply the SQL database server and SQL workstation software required. The vendor should list and provide a detailed explanation of all proposed software to include:
➢ Original developer
➢ Licensing options
➢ Support options
➢ Developmental tools and customization capabilities
➢ API support
4.2.3 System Requirements
4.2.3.1. Document Characteristics
The proposed system should have the ability to handle documents of various size, thickness, and color, as well as assign a document tracking number when required. Describe in detail how the proposed system will handle the following:
➢ The assignment of a tracking number
➢ The document sizes supported
➢ The minimum and maximum paper thickness supported
➢ The removal of background color(s) from documents with colored backgrounds
4.2.3.2. Batch Processing
The batch process should provide an acceptable method of identifying and tracking batches. Describe in detail the proposed batch processes, to include:
➢ The assignment of batch numbers
➢ The minimum and maximum batch size
➢ Import of documents created with PC applications
➢ Import of documents from existing imaging systems
➢ Batch control
o Routing techniques
o Tracking
o Locking/unlocking
o Status reporting
o Batch database
4.2.3.3 Document Scanning
The scanning process may increase the departmental labor requirements, depending on the use of automated tools to enhance the efficiency of this process. Describe in detail the proposed document scanning process, to include:
4.2.3 System Requirements (con’d)
4.2.3.3 Document Scanning (con’d)
➢ Batch creation, scanning, quality control, and indexing on one workstation.
➢ Batch creation and scanning on one workstation, quality control and indexing on another workstation.
➢ Batch creation, scanning, and quality control on one workstation, indexing on another workstation.
➢ The initial number of scanners proposed, and their characteristics.
o Automatic document feed
o Auto-detect page size
o Controlling scanner settings
▪ Brightness
▪ Contrast
▪ Resolution
➢ Describe the procedures a Scan Operator will employ when a batch includes documents too small for the automatic feed transport to handle properly.
➢ The flexibility to add scanners as needed, and any limitations on this number.
➢ Scan modes
o Simplex/Duplex
o Image enhancement enable/disable
➢ Original documents stacked in same order as input after scanning.
➢ Batch verification process
➢ The methods and procedures a scan operator may follow to enter a typical set of documents into the system.
4.2.3.4 Document Import
➢ SCDOT currently has four (4) stand-alone document imaging systems installed in the Headquarters building, which will require the existing database to be imported into the proposed system. Describe how these images will be imported into the proposed system.
|Department |System |Database File Format |Image Database |
|Correspondence Tracking |Pagis Pro |tiff pack bits |7,000 |
|Mass Transit |CanoFile |Proprietary |100,000 |
|Research & Materials Lab |OTG |Group 4 tiff |500,000 |
|Contract Audit Services |Pagis Pro |Tiff pack bits |10,000 |
4.2.3 System Requirements (con’d)
4.2.3.4 Document Import (con’d)
➢ There are two (2) additional stand-alone imaging systems installed in two (2) consulting firms that DOT has employed to manage a number of large construction projects throughout the State. These imaging databases will also be imported into the proposed system in the future.
|Department |System |Database File Format |
|CRM-East |DocuPac |Group 4 tiff |
|CRM-West |KeyFile |Group 4 tiff |
➢ SCDOT will also want to import documents created with personal computer applications (i.e.-Word, Excel, Outlook, PowerPoint, etc.). Describe how these documents will be imported into the proposed system.
➢ SCDOT will not initially incorporate COLD (Computer Output to Laser Disk) technology, but will require this feature in the future. Describe in detail how this technology is supported in the proposed system.
4.2.3.5 Image Quality Control
Image quality control is a critical aspect to the success of any document management system. Describe in detail the methods employed to ensure these processes, to include:
➢ Scan Station Quality Control
o Noise/speckle removal
o Automatic edge cropping
o Black border removal
o Blank page elimination
o Deshade
o Line removal
o Streak removal
o Background color dropout
➢ Scan Operator Quality Control
o Rejection and re-scan of any rejected document, range of documents within a batch, or an entire batch.
o Rotation of a single image, range of images within a batch, or an entire batch in increments of 90, 180,
o and 270 degrees.
➢ Workstation Quality Control
o Routing of batches.
o Sequential display of all images within a batch.
o Rejection of a single image, range of images within a batch, or an entire batch and re-scan request.
o
o Quality Control operator has the ability to provide reason for rescan request.
4.2.3 System Requirements (con’d)
4.2.3.5 Image Quality Control (con’d)
➢ Workstation Quality Control (con’d)
o Ensure that rejected documents are deleted from system at completion of re-scan.
o Provide the ability to reject a single document within a batch from the quality control queue, record the rejection in an audit log along with the reason for the rejection.
o Provide the ability to rotate and store single document, range of documents within a batch, or an entire batch.
➢ Re-Scan Process
o Provide the ability to re-scan a single document, range of documents within a batch, or the entire batch.
o Provide the ability to add documents to a batch that has not completed the indexing process.
4.2.3.6 Index Processing
The development and adoption of a sound indexing scheme is the most critical aspect of any successful document management system implementation. The proposed system should provide the ability to impose mandatory indexes, and yet provide enough flexibility to allow for document-specific indexes. Describe in detail the indexing process of the proposed system, to include:
➢ Index should be document-type specific
➢ Index processing should be batch oriented.
➢ A batch cannot be released until all documents within the batch have been indexed.
➢ Documents should be displayed sequentially within the batch being indexed.
➢ Explain the proposed indexing screen layout, and any optional functions available.
➢ Indexing screen should allow for the simultaneous view of the document while the index data is being
input.
➢ Indexing screen should be easily configurable to allow for future indexing needs.
➢ Indexing screen should allow, at a minimum, for the following index fields:
o Document type (mandatory)
o Document date (mandatory)
o X, y coordinates (optional for linear referencing)
o Five primary indices
o Five secondary indices.
➢ System should automatically supply the following indexes for each document:
o System generated document tracking number
o Scan date
o Batch number
o Scan operator ID
7. Batch Release Processing
For the purpose of this RFP, “release” means making a batch of document images available to system users for ad-hoc retrieval or as part of a workflow process. Describe in detail the processes required to “release” a completed batch, to include:
4.2.3 System Requirements (con’d)
4.2.3.7 Batch Release Processing (con’d)
➢ Batches cannot be released until all documents within the batch have been indexed.
➢ The batch release process should require a separate and distinct entry by the Indexing Technician.
➢ The system should generate a message to the Indexing Technician’s workstation requesting verification
➢ that the batch is ready for “release”. This message should be auditable and include the following
information:
o Batch number
o Scan date
o Indexing completing date
o Indexing Technician ID (userid)
➢ Original Document Disposition
o SCDOT currently has plans to retain the batches of original documents until the processing of the imaged documents has been completed, and the images are considered to be in long-term storage with adequate backup. As soon as this backup occurs the original documents will either be destroyed or placed in archival storage. At what point, in your proposed solution, may destruction of an original document be considered?
4.2.3.8 Document Storage Control
The proposed system should provide the ability to manage data stored on various media types, to seamlessly move the data between these media types, and to ensure the integrity of that data at all times. Describe the data storage structure and control options of the proposed system, to include:
➢ The database file format
➢ The database types supported (SQL preferred)
➢ The image compression routines utilized
➢ How the proposed system will support the caching of stored images
➢ The ability of the proposed system to pre-fetch stored images
➢ Check-in, check-out version control
4.2.3.9 System Reporting
The proposed system should have the ability to generate the following informational reports. The system should support the output of the reports to either a display screen or printer.
➢ Batch activity
o Input by date and range of dates
o By number and range of numbers
o By number of documents
o By Scan Operator
o Re-scan activity
o Current batch status
o Release date
4.2.3 System Requirements (con’d)
4.2.3.9 System Reporting (con’d)
➢ Batch activity (con’d)
o Quality Control Operator
o Indexing Technician
➢ Audit Trail Reporting
o Tracking input activity
o Tracking document deletion
o Auditing an individual batch
o Performance/throughput
➢ Utilization Reporting
o Number of batches scanned
o Number of documents imaged
o Number of images inspected
o Number of images indexed
o Number of images released
o Number of images stored
o Number of images retrieved
o Location of retrieved images
o System performance
4.2.3.10 Image Retrieval
The proposed system should provide screens and programs to allow authorized users to request, view, or print any document image at any time. A method of “foldering” should also be provide to aid in file use and management. Describe in detail how the proposed system will meet these requirements.
➢ The proposed system should provide the ability to retrieve documents and folders using Boolean searches of the system indices.
➢ Retrieved documents or folders should be displayed (listed) in thumbnail views, and in order by best match to worst.
➢ A thumbnail view of all documents contained within a folder should be displayed whenever a thumbnail folder is selected.
➢ Users should have the ability to request the folder or document indices of any thumbnail view.
➢ A full image view should be displayed whenever a document thumbnail view is selected.
4.2.3.11 Image Display Subsystem
➢ The image display subsystem should be able to handle multiple file types. List the file types supported by
the display subsystem.
➢ The following features should supported by the image display subsystem:
o Full pan and scroll
o Multiple-level zoom
4.2.3 System Requirements (con’d)
4.2.3.11 Image Display Subsystem (con’d)
➢ The following features should supported by the image display subsystem: (con’d)
o Ability to view, add, and modify annotations (annotation integrity must be maintained during simultaneous multi-user access)
o Image rotation of 90, 180, and 270 degrees
o Display of multiple documents on one screen
o Ability to add PC applications output documents
o Ability to modify folder or document indices
o Ability to delete a specific document or page
▪ Record the deletion in an audit log to include:
• Document tracking number
• Deletion date
• Userid of user deleting document/page
• Reason for deletion
4.2.3.12 Backup and Recovery
SCDOT requires that the proposed system provide tools and processes to ensure that information necessary for the operation of the entire system is backed up and can be easily recovered in a timely and accurate manner, to include:
➢ Image files
➢ Index data
➢ Annotations
➢ Authorization records
➢ Queue structures
➢ Workflow tables
➢ Any other stored information used by the system.
In addition, SCDOT requires that vendors propose backup and recovery methodologies for their proposed systems. Describe in detail your recommended methods and procedures for backing up and recovering images and data. Describe specific processes required to backup any proposed optical platters and give typical time frames required to backup data. List all manual (operator invoked) steps required to complete the backup and recovery processes.
4.2.3.13 LAN Printing
SCDOT requires that the proposed system support the printing of images on laser and ink-jet printers directly attached to the LAN, and desires the same capability with regards to laser, ink-jet, and dot-matrix printers directly attached to personal computers. Additionally, no user intervention should be required whether printing images or text documents. Describe in detail your recommended printing structure, and the minimum printer specifications for each of the printer types mentioned above. If there are benefits to using dedicated print servers for this purpose, describe in detail these benefits and explain what options are available.
4.2.3 System Requirements (con’d)
4.2.3.14 Workflow Processing
SCDOT does not anticipate the requirement of a rigidly structured workflow process initially. However, the correspondence tracking application noted in Sections 1.3, 1.3.1, and 4.1 requires ad-hoc workflow processes. Describe in detail how the proposed system handles both rigidly structured and ad-hoc workflow processing.
4.2.3.15 Computer Output to Laser Disk (COLD)
SCDOT does not require the use of COLD technology initially. However, this requirement is planned for future use. Describe in detail how the proposed system’s COLD capabilities.
4.2.3.16 Records and Reports Archival Retention
SCDOT anticipates that, with the implementation of a document management system, an opportunity will exist to address the permanent archival retention of both document images and reports. This technology must meet the permanent archival requirements of the South Carolina Department of Archives and History. Describe in detail the proposed system’s solution to permanent archival retention of document images and reports.
4.2.3.17 Storage
SCDOT anticipates the need for cache, short-term, long-term, and archival storage media. Describe in detail your storage methodologies and specifically your recommendations for each of the storage media noted above, to include:
➢ Describe the processes involved to store and retrieve images and data for each media listed.
➢ Describe the features and processes to ensure data and transaction integrity for each type of media listed. Include how the index and image databases are kept synchronized.
➢ Provide recommended storage hardware features and specifications.
4.2.3.18 Security
SCDOT requires that the proposed system provide multi-level security as a means to limit access to the system itself, and the applications, images and various functions within the system. Describe in detail the security features and capabilities of the proposed system to include any relationship to WindowsNT Server security.
5.0 Project Management Requirements
A sound Project Management Plan will greatly enhance the probability for a successful EDMS implantation at SCDOT. With that in mind, provide the following information concerning your proposed system:
➢ Present your approach and capability to control and integrate the proposed system.
➢ Describe an appropriate project structure listing functions and activities for the SCDOT staff and your
staff.
5.0 Project Management Requirements (con’d)
➢ List each person from your company that you anticipate will be assigned to the project if your company’s proposal is accepted. Include a brief description of each person’s educational background and experience that enables them to fulfill their responsibility. This information is, also, required for any sub-contractors that your company plans to bring into this project. Each sub-contractor should be listed separately.
5.1 Installation and Site Planning
5.1.1 Schedule
A master schedule depicting all activities and milestones from contract award throughout the life of the contract should be provided. Major sub schedules (tasks and activities) are to be presented as separate tables. These schedules are to be provided by the successful vendor after the contract is awarded.
5.1.2 Responsibilities
Describe how you will control the proposed schedule, and how you will identify and report the achievement of tasks and milestones. The tasks assignments for SCDOT, the vendor, and any sub-contractor’s are to be clearly defined.
5.1.3 Formal Reviews
Describe your approach to formal status and review meetings with SCDOT, and your plan for documenting, distributing, and approving the meetings’ minutes and notes.
6.0 System Maintenance and Support
SCDOT anticipates that the proposed EDMS system will become an integral part of the day-to-day operations of the agency, and being such, it will become imperative that system downtime be kept to a minimum. Describe your plan for providing maintenance and support for the proposed system to include the following:
➢ SCDOT requires a “single point of contact" for all hardware and software proposed.
➢ 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.
➢ Describe how you will coordinate and oversee the maintenance and support of the hardware and software proposed for your system.
➢ Provide the location (mailing address) of your support center(s) that will be supporting SCDOT.
➢ Provide the telephone number(s) of the support center(s). (A toll free number is required if not a local number.)
➢ Describe the on-site support that will be provided by your company. Include the qualifications of your on-site personnel, and your best-guaranteed on-site response time by a technical support person (not marketing or clerical).
6.0 System Maintenance and Support (con’d)
➢ Describe the telephone support that will be provided by your company. Include the qualifications of your telephone support personnel, your phone support hours, and how you handle “off-hours” telephone support.
➢ Describe your company’s remote diagnostic capabilities for the proposed system. Explain how your company will accomplish this task.
➢ Provide the response times for the replacement of critical components. Discuss your company’s ability to provide “hot swaps” of critical components.’
➢ Describe how your company will provide diagnostic capabilities for all proposed hardware and software components.
➢ Describe your problem isolation and identification procedures.
➢ Explain how new software, micro-code, or version updates will be released and installed for all proposed software.
7.0 Education and Training
Provide a list of the proposed training classes that will be provided in order for the SCDOT personnel to become competent in the administration, operation, use, and technical support of the proposed system. Training should include, but is not limited, to the following areas:
➢ System Administration
➢ Technical Operation (Train-the-Trainer)
o Scanning
o Quality Control
o Indexing
o Releasing
➢ End-user (Train-the-Trainer)
o Image retrieval
o Annotation capabilities
o Version control
o Printing
➢ Technical Support
➢ SCDOT will employ an internal Training Staff to complete the majority of the Technical Operation and End-User training. These training classes should be structured so that at the completion of the class the attendees are capable of conducting additional training classes covering these topics.
➢
1. Training Location(s)
SCDOT prefers that all training be conducted in a classroom environment either on-site or locally in Columbia or the surrounding area. Provide the location(s) where each of the training classes you listed in Section 7.0 will be conducted.
7.0 Education and Training (con’d)
7.2 Additional Training Requirements
➢ Provide a brief description of each training class you listed in Section 7.0
➢ Provide a sample training handbook for each of the training classes you listed in Section 7.0.
➢ Provide the estimated length (days) of each training class you listed in Section 7.0, and the number of people that can be trained in each class based on the Training Costs you supplied in Section 10.0.
➢ Any tuition or training material costs associated with any training class listed in Section 7.0 should be included in the Training Costs you supplied in Section 10.0.
8.0 Documentation
The successful vendor should furnish the following documentation as part of the installed solution. The vendor should note the number of copies provided of each item. At a minimum, the documentation should include the following:
➢ User manuals for software application and operation.
➢ System Administrator manuals
➢ Operations and technical support manuals for the system software and hardware.
➢ Hardware maintenance procedures.
➢ System interfaces and schematics.
➢ System code/Source code documentation
➢ Detailed design specifications (Prior to delivery, the vendor will be required to provide a detailed design document that covers applications hardware, and software.)
➢ Disaster recovery procedures and plans.
9.0 Costs
The SCDOT will have the option of adding users to the system as it deems necessary. Proposers’ costs shall include additional costs for software as indicated below for the total contract period.
The following initial and annualized costs shall be shown separately for each of the phases listed in Section 1.3. The proposal should provide detailed information for each of the categories listed below. No travel, lodging, meal, or other out-of-pocket expenses may be charged to DOT as an additional expense for this project. These costs should be included in this section. Totals by category (i.e., software, hardware, etc.) and a grand total should be included.
➢ Software (Single-user, 5-user, 10-user, 25-user, 100-user, 250-user, etc.) Indicate whether licensing is per user or concurrent.
➢ Hardware
➢ Installation/Implementation
➢ Hardware maintenance (provide yearly for 5 years, provide any warranty periods)
➢ Software support
9.0 Costs (con’d)
➢ Training
➢ Documentation
➢ Consulting, analysis, and design services (per hour and total)
➢ Shipping
➢ Miscellaneous
10.0 Evaluation Criteria
Responses to this Request for Proposals will be evaluated in the following manner:
1st: Each response will be reviewed to determine if it meets the minimum contractual and technical RFP requirements. Any proposal failing to meet these requirements will be deemed non-responsive and eliminated from further consideration.
2nd: Each proposal that is, in the opinion of the State, in full compliance with the mandatory requirements of the RFP will be evaluated based on the following criteria, which are listed in order of relative importance.
1. Functionality of the software and system design.
2. Maintenance and support plan(s).
3. Training
a. a. Quality of proposed classes materials.
b. Number of staff included in proposed training costs.
c. Convenience of training.
4. Total five-year cost of the proposed solution.
5. Project implementation schedule to include any and all requirements of SCDOT staff resources.
6. System and user documentation.
I. Introduction
“The mission of the South Carolina Department of Transportation is to provide a safe and efficient transportation system for the state of South Carolina. We build and maintain roads and bridges as well as facilitate and support mass transit services to the citizens of the state.” The principal divisions of the agency are: Engineering; Executive Support; Strategic Planning, Finance and Administration; and Mass Transit. The various offices within the agency receive and generate hundreds of documents on a daily basis. This continuing accumulation of paper and electronic documents has become a management burden for the agency. It has become apparent that a methodological approach must be established to handle this vast volume of documents. With the issuance of this Request for Qualifications (RFQ), the SCDOT plans to begin the process of acquiring an Electronic Document Management System (EDMS) that will meet both its current and future business application needs.
II. General Information/Instructions
By submission of a response to this Request for Qualifications you are applying for consideration to receive a Request for Proposal for the project described herein.
Offerors responding to the Request for Qualifications will be evaluated based on the information provided. All submittals will be considered. In accordance with Section 11-35-1530, SC Procurement Code, offerors will be ranked from most qualified to least qualified. Offers will be solicited from at least the top two (2) offerors by means of a Request for Proposal.
Offerors are to include in their response all information requested herein. Offerors are to submit only that information which is specifically addressed in the Request for Qualifications and respond in the format specified.
Offerors should submit eight (8) copies of their response at the time, and on the date specified herein.
III. Scope of Work
The SCDOT is seeking qualified vendors to submit proposals for an easily customizable Electronic Document Management System. The subsequent proposal will have to address the hardware, software, and services required to implement a system that includes the following features and services:
Correspondence Tracking
Document capture, indexing, and quality control.
Document image display, manipulation, annotation, and tracking.
Document image routing and workflow.
Document image storage, backup, recovery, and archiving.
Document image LAN-based printing.
COLD capability.
System processing statistics and reporting.
Database and integration tools.
Consultation, analysis, and integration services.
III. Scope of Work (con’d)
Compatible with WindowsNT/2000 server and desktop operating environment.
Ease of customization by customer or vendor.
Hardware maintenance and system support.
Education and training.
User and system documentation.
IV. Requested Information
Prospective offerors will be evaluated and ranked solely on the information submitted in their response to this Request for Qualifications. Prospective offerors must only submit information on their qualifications, experience, and ability to perform the requirements of this perspective contract. Any additional information WILL NOT be considered. As such, prospective offerors shall submit the following information for review:
Qualifications
Offeror is to state number of years in business providing goods and services required by this project
Offeror is to identify personnel who will be assigned to this contract and provide information for each showing their qualifications.
If Offeror proposes using subcontractors, then their qualifications must be included.
Experience
SCDOT desires a contractor who has a minimum of three (3) installed, fully functional EDMS systems that have been operational for at least two (2) years, one of which must be of similar size to SCDOT. SCDOT has approximately 5200 employees of which about 3000 are PC users. Eventual EDMS users are estimated to be about 500. SCDOT is comprised of seven Engineering Districts located throughout the state, and the following Divisions.
Executive Director and Support Staff
Internal Program Evaluation consisting of:
Contract Program Resource Services, Communications, Human Resources, Training, Medical Services, Information Technology Services, Legal Services, Minority Affairs, Safety, Supply & Equipment, State Highway Engineer’s Office, Construction, Pre-Construction, Traffic Engineering, Planning, Maintenance
Division of Finance consisting of:
Chief Financial Officer, Central Accounting Office, Procurement Office, Division of Mass Transit
Offeror should supply the following information for each reference:
Company name
Address
Type of business
Key contact name and title
Telephone number
E-mail address
Description of EDMS applications in production, including document volumes
Number of workstations or concurrent users
Month and year installed
References must give a favorable analysis of installed system and applications.
Ability to Perform
Offeror is to demonstrate the financial capability to perform fully the requirements of this project.
Additional Information
Any additional information regarding or expanding upon the above that may assist in the evaluation of the qualifications of the Offeror may be submitted.
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