RFP - Document Management System

Document Management System Request for Proposal

On Behalf of a Dataprise Client

1 Statement of Work .............................................................................................................................................................................. 4 1.1 Purpose........................................................................................................................................................................................... 4 1.2 Coverage & Participation ....................................................................................................................................................... 4

2 General Information............................................................................................................................................................................ 4 2.1 The Company............................................................................................................................................................................... 4 2.2 General Requirements ............................................................................................................................................................. 4 2.3 Existing Technology Environment ...................................................................................................................................... 5 2.4 Schedule of Events .................................................................................................................................................................... 6

3 Proposal Preparation Instructions ................................................................................................................................................ 7 3.1 Vendor's Understanding of the RFP ...............................................................................................................7 3.2 Good Faith Statement ............................................................................................................................................................. 7 3.3 Communication........................................................................................................................................................................... 7 3.4 Proposal Organization ............................................................................................................................................................. 9 3.5 Proposal Submission ..............................................................................................................................................................10 3.6 Method of Award ....................................................................................................................................................................10 3.7 Selection and Notification ...................................................................................................................................................10

4 Scope of Work, Specifications & Requirements..................................................................................................................11 4.1 Compliance and Litigation Defense Requirements..................................................................................................11 4.2 IT Efficiency Requirements...................................................................................................................................................12 4.3 Process-Oriented Business Efficiency Requirements...............................................................................................12 4.4 Knowledge-Oriented Efficiency Requirements...........................................................................................................13 4.5 Architecture ................................................................................................................................................................................14 4.6 Operations & Support...........................................................................................................................................................14

5. Budget & Estimated Pricing................................................................................................................................................... 15 6. Vendor Certification................................................................................................................................................................... 16

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7. Appendix A: Instructions for Completing the Requirements Worksheet ......................................................... 17 7.1. Vendor Responses........................................................................................................................................................................17 7.2. Priorities.............................................................................................................................................................................................17 7.3. Expectations.....................................................................................................................................................................................17

8. Appendix B: Instructions for Completing the Cost Breakdown Worksheet .................................................... 17

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1 Statement of Work

1.1 Purpose The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply Document Management Solution(s) (DMS) to a Dataprise client (the "Company"). The RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system.

1.2 Coverage & Participation The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all departments at the Company along with any satellite offices. The Company reserves the right to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount.

2 General Information

Industry Products/Services Offered Customer Types Sector Major Drivers for DMS

Relevant Compliance Regulations

Power, Electricity Research & Development; Fuels B2B, B2G, G Private

? Compliance ? Improved collaboration ? Automation of business processes ? Sarbanes-Oxley ? NQA1 ? NRC, 10CFR50 Appendix B

2.1 The Company The Company name and any further detail will be withheld until the final round and will be preceded by an executed nondisclosure agreement.

The Company has a remote staff of less than 50, located domestically and abroad.

2.2 General Requirements Currently, document management is inefficient and difficult to standardize at the company. Workflows depend on individual staff members knowing which business process to follow and what function they perform for each workflow. Regulatory audits take place annually, but due to current state, the audits take too much time away from staff which could be better spent carrying out their regular job functions.

Company stakeholders are looking to improve business efficiency, better assure regulatory compliance across all aspects of the business, and to have a more transparent view of their documents and workflows.

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The Company is looking for a Document Management System that partially automates workflows, maintains rigorous security standards, has an ability to provide requisite reporting that supports audits, and can be customized to meet the Company's needs.

2.3 Existing Technology Environment

The following is a listing of our current technology environment as it relates to this RFP and includes associated data where pertinent. The Company follows a "cloud-first" strategy; as a result, the Company is now a serverless environment.

Email

File Storage

File Types

Productivity Apps Desktop OS Mobile Standard Identity & Authentication Security Standards

? O365 E3 ? Exchange Online ? O365 E1 ? OneDrive (utilizing 25 GB) ? SharePoint (utilizing 5 GB) ? Egnyte ? Microsoft Suite ? AutoCAD ? Computer Simulation Outputs ? O365 E3 Windows 10 No standard & BYOD Azure AD (as leveraged by O365) & Single Sign On (SSO) also implemented

No formally adopted standard. Current measures include managed patching, antivirus, anti-malware, anti-spam; end-to-end encryption for cloud applications and services; multifactor authentication; centralized identity management

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