THE PORT OF LONG BEACH February, 2009
REQUEST FOR PROPOSALS FOR AN ELECTRONIC DOCUMENT AND RECORDS MANAGEMENT SYSTEM RESPONSES DUE:
11:00 a.m. local time Tuesday, March 10, 2009
DELIVERY ADDRESS:
The Port of Long Beach Electronic Document and Records Management System Attention: Suzy Kennedy Information Management Division Port of Long Beach Admin Building 925 Harbor Plaza Long Beach, CA 90801
MAILING ADDRESS:
The Port of Long Beach Electronic Document and Records Management System Attention: Suzy Kennedy Information Management Division P.O. Box 570 Long Beach, CA 90801
TABLE OF CONTENTS
1.
INTRODUCTION ................................................................................................. 1
2.
BACKGROUND .................................................................................................... 7
3.
SOFTWARE TO BE PROVIDED ............................................................................. 8
4.
SERVICES TO BE PROVIDED ............................................................................. 10
5.
METHOD OF SELECTION ................................................................................... 13
6.
INFORMATION REQUIRED FROM PROPOSERS ................................................... 15
7.
CONCLUSION ................................................................................................... 20
APPENDICES I II III IV V VI
Instructions to Proposers Standard Terms and Conditions System Requirements Sample Letter of Transmittal Technical Proposal Evaluation Forms Cost Proposal Evaluation Forms
Electronic Document and Records Management System
Port of Long Beach
Page 1 1.
INTRODUCTION The City of Long Beach Harbor Department (“the Port of Long Beach” or “the Port”) is soliciting written proposals from suitably qualified organizations (“Proposers”) to provide software and services to implement an Electronic Document and Records Management System (“EDRMS”). The system should include the following capabilities in accordance with the instructions and requirements set out in this Request for Proposals (“RFP”): • • • •
Records Management Document Management Document Imaging Workflow
The implementation of the EDRMS is intended to support the needs of all divisions at the Port. The Port is most interested in a fully integrated response, providing all necessary software and services to complete the project, but is willing to consider software and services for any one or more of the applications. A fully integrated response will have a competitive advantage over other alternatives. The Port is willing to consider all possible solutions to the requirements, but it is desired to implement a “standards-based” and “open-systems” alternative, which will meet the on-going needs of the Port well into the future. As such, systems using technologies that comply with widely accepted industry standards or best practices will have a competitive advantage over other alternatives. In addition, the Port has adopted certain technology standards of its own and systems based on technologies that comply with these Port-specific standards, as listed in the system requirements, will have a competitive advantage over other alternatives. It is also an objective, in so far as it may be possible, to purchase “off-the-shelf” software which is currently in use by a number of organizations that are similar to the environment at the Port. Therefore, proposals with a number of comparable current references using the same applications will enjoy a competitive advantage. The scope of this RFP pertains to only a portion of the new application software and systems that are being acquired by the Port. The relationships between the system that is the subject of this RFP and other systems being acquired under other solicitations are outlined later in this document. Under the terms of this RFP, Proposers are not being asked to provide any computers or related hardware. As part of this project, Proposers will be required to specify the necessary additional hardware for direct acquisition by the Port through the Port’s regular procurement processes. However, for budgeting purposes, Proposers should include the estimated cost of additional hardware required to run
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Page 2 the proposed applications effectively. It should be assumed that all necessary server hardware and imaging hardware (e.g. scanners) will be newly procured for this project. 1.1
Objectives The Port is seeking proposals to implement an integrated Electronic Document and Records Management System. The system is intended to: •
support the work of all Port divisions and projects, and specifically the Records Section which is a part of the Human Resources Division
•
provide real-time access to documents and records for both divisional and project management
•
increase staff productivity by reducing the labor to manage documents and records and through automation of document related processes
The software products and services requested in this RFP are intended to meet these objectives. In composing responses, Proposers should consider these objectives and, as far as possible, propose solutions that maximize the achievement of them. The system should fulfill a vision of electronic file management such that work conducted by staff could be completed by reference to electronic files rather than the paper equivalent. A centralized repository is required for Port documents and designated records, ranging from annual reports to newsletters to Board minutes, agendas and supporting documents. The EDRMS will serve as this central repository and allow retrieval at the click of a button. Additional benefits resulting from this project will include: •
The ability to store electronic files in a secure repository that provides security, access control at a document level, access history and full text search capabilities
•
Significant reduction in time spent searching for documents
•
Ability to destroy paper documents after scanning, significantly reducing the amount of space required for paper document storage
•
Ability to easily determine the status and disposition of an electronic document
•
Support for disaster recovery and business continuity projects and initiatives.
Electronic Document and Records Management System
Port of Long Beach
Page 3 The EDRMS is expected to interface seamlessly with other systems to allow access to files stored in the central repository from other software applications. The system will include workflow suitable for internal use as well as use by external engineering and construction firms. The objective of this RFP is to provide sufficient information to Proposers to enable them to respond in a manner that presents factual information about their organization, products and services, and to facilitate the Port’s selection of the most suitable vendor. 1.2
Scope of Work This section provides Proposers with a brief overview of the nature and magnitude of the project. Statements in this section are intended to assist respondents to ensure that their proposals encompass all aspects of the project. This section may not list all required Proposer tasks and/or responsibilities. Statements made in this section in no way limit the responsibilities of the Proposer and, where conflicts with other statements or requirements in this RFP occur, the statement resulting in the greatest benefit to the Port should be deemed the binding one. The project will implement the Electronic Document and Records Management System throughout the Port. Proposers should provide all necessary services for the design, development, installation, configuration, testing, support and maintenance of the system for at least three years. Proposers should assist the Port to acquire the necessary hardware infrastructure necessary to operate the system. The Port will directly acquire all workstations, servers, printers, scanners, operating system software, database software, desktop office automation software and other "commodity items" via a separate procurement process. Proposers will be required to specify such commodity items and thus may be restricted from supplying hardware and software. These items will not be procured until the Board has selected the winning Proposer, and the agreement is authorized and executed. As part of the services provided under the agreement, the successful Proposer is expected to ensure that hardware and equipment specifications are fully compatible with the proposed system. Proposers should also specify any specialist, proprietary or specially configured hardware necessary for the operation of the system under their proposal. Proposers may be required to supply the Port with such proprietary hardware, although Proposers should consider that “open” technology solutions are the preferred option. As an integral part of this project, the selected Proposer shall:
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• • • • • • • •
•
Specify required application servers, workstations and other peripherals for separate procurement by the Port Develop any necessary design documents or artifacts Install and configure integrated application software Develop and implement required modifications to the application software Test the application software, including any required modifications, to ensure that it is working correctly with satisfactory response times Develop and implement required interfaces to the Port’s other systems Provide necessary system and user documentation Provide training to: system administrators service desk staff records managers end users Provide on-going support and maintenance
A complete turnkey solution is required. Proposers should assume that they are to provide all services in conjunction with this RFP other than the provision of the commodity hardware items described above. Port staff will specify the data formats required for interfacing to in-house developed systems but will not be available to assist with hands-on work. The Port wishes to enter into an agreement with a single legal entity for the purposes of this project. Where a number of organizations wish to combine their responses as a single proposal, a prime-sub consultant relationship should be proposed. 1.3
Schedule of Events The following tentative schedule has been established for the selection process and is subject to change by the Port: PROJECT MILESTONES Release of Request for Proposal (RFP) Pre-proposal conference (OPTIONAL) Deadline for Questions Proposal Due Date Finalists Notified Interviews and Demonstrations Final Recommendation Determined Award of Contract by Board of Harbor Commissioners
Electronic Document and Records Management System
DATE 02-04-2009 02-24-2009 03-02-2009 03-10-2009 03-24-2009 03-30-2009 04-08-2009 04-27-2009
Port of Long Beach
Page 5
1.4
General Information This section outlines some of the most important aspects of this RFP. Detailed instructions for Proposers are provided at Appendix I. Proposers must ensure that they comply with all of the conditions set out in Appendix I. Failure to comply with any of the conditions will be grounds for rejection of the proposal as non-compliant. A pre-proposal conference will be held on Tuesday, February 24, 2009. Attendance at the pre-proposal conference is optional but Proposers are strongly encouraged to attend. The meeting will begin promptly at 1:30pm local time and is not expected to last more than 90 minutes. Attendees will be required to signin at the pre-proposal conference. A dial-in conference call number will be provided to Proposers that request the ability to join the meeting by telephone. Requests for dial-in access should be made via e-mail to
[email protected] prior to 1:30pm on Tuesday, February 24, 2009. Proposals must comply with the format detailed in Section 6 of this RFP. Proposals will be received in Long Beach, California, until 11:00 A.M. on March 10, 2009. The postal address is: Port of Long Beach Electronic Document and Records Management System Attention: Suzy Kennedy Information Management Division P.O. Box 570 Long Beach, CA 90801 The delivery address is: Port of Long Beach Electronic Document and Records Management System Attention: Suzy Kennedy Information Management Division Port of Long Beach Admin Building 925 Harbor Plaza Long Beach, CA 90801 Proposers must submit eight (8) proposal documents (1 original and 7 copies) in sealed, clearly labeled envelopes (or boxes). Failure to meet the deadline will result in proposal disqualification without review.
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Page 6 Questions concerning the Port’s SBE/VSBE Program should be directed to the SBE Program at
[email protected] or 562-590-4146, ext. 2257. All other inquiries or questions regarding this RFP should be directed to: E-mail:
[email protected]
Postal Address:
Port of Long Beach Electronic Document and Records Management System Attention: Suzy Kennedy Information Management Division P.O. Box 570 Long Beach, CA 90801
Fax:
(562) 901-1749
Inquiries via e-mail are preferred. Questions will be accepted up to 8 days prior to the proposal due date, i.e. 11:00 A.M. on March 2, 2009. The Board of Harbor Commissioners requests that no Proposer contact them or any member of Port management or staff, other than as detailed above, in conjunction with this RFP. Any contact with a member of the Board or staff will be grounds for rejection of a response to this RFP.
Electronic Document and Records Management System
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Page 7 2.
BACKGROUND This section provides Proposers with a brief background on the Port of Long Beach and an overview of the EDRMS Project.
2.1
The Port of Long Beach The Port of Long Beach is one of the world’s busiest seaports and is a leading gateway for U.S.-Asia trade. The Port is the 2nd busiest container port in the United States and supports about $1.5 million jobs throughout the nation. The Port is a department of the City of Long Beach (the Harbor Department) and governed by the Long Beach Board of Harbor Commissioners (Board). The five members of the Board are appointed by the Mayor of Long Beach and approved by the Long Beach City Council. The Port’s Executive Director (Director) is appointed by the Board and is responsible for leading the Harbor Department, which has about 400 employees and an annual budget of more than $1 billion. The Port moves about $150 billion in goods a year. The Port is a landlord port that develops and leases shipping terminals to tenants. Revenues are reinvested in new facilities and Port-related improvements. The Port is supported by its own revenues and does not rely on taxpayer funds to operate. Additional information can be found on the Port’s website at www.polb.com.
2.2
The EDRMS Project In 2006, the Port of Long Beach developed an Information Management Business Plan (IMBP). The IMBP set out a roadmap for new and improved information management systems that will support the goals set out in the Port’s Strategic Plan. In March 2007, the Port commenced the implementation of the IMBP which will be completed in three phases. The management of the IMBP Program is supported by a Program Office which provides assistance with the management and execution of each project. Much of the Port’s critical information is stored in documents so the second phase of the Information Management Business Plan includes the implementation of a Portwide electronic document and records management system (EDRMS). An enterprise EDRMS will make it easier to retrieve and share that information. The project is designed to involve all divisions of the Port and is aimed at enhancing organizational effectiveness as well as meeting security, legal and regulatory requirements. To that end, the Port is currently developing a records retention schedule which will be used by the EDRMS to determine electronic records that are due for destruction.
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Page 8 3.
SOFTWARE TO BE PROVIDED In response to this RFP, Proposers are asked to propose integrated application software and necessary modifications for a system for document management, records management, imaging and workflow. Further information about the system, including functional requirements, is provided in Appendix III. The scope of the system encompasses: • • • • • •
Entry of electronic documents by all Port staff Searching for documents by authorized Port staff Creation of workflows by authorized Port staff Scanning of documents within all divisions and centrally within the Records Section Maintenance of electronic records by the Records Section Maintenance of divisional documents and records within each division
Proposals should describe existing software in terms of the requirements in Appendix III, and should address the evaluation factors related to software, see Section 5.1, Evaluation Criteria. Services required for data migration and the design, delivery, development, upgrade, modification, installation, training, maintenance and support of software are detailed in Section 4, Services to be Provided. As a minimum, the proposed software should provide the following features/modules: • • • • • • • • • •
a document repository, providing access control, version control and document retention control. a client interface providing integration with popular desktop applications (in particular Microsoft Office) a web/thin client interface providing access to the document repository from a web browser a full text search capability viewing capability for all document types stored in the repository a workflow capability for routing documents through an approval process a document image capture capability optical character recognition archive facilities backup facilities
The software will be used throughout the Port, in 18 divisions, and by the Port attorneys that are a part of the City Attorney’s Office. A breakdown of users by division or office is provided in Table 3.1. The system is estimated to have up to 200 primary users and 200 occasional users. Access for occasional users should be Electronic Document and Records Management System
Port of Long Beach
Page 9 provided via a web browser interface that does not require support from information systems personnel. Access for primary users should provide a high level of functionality including desktop integration with standard desktop applications. Table 3.1 – Total User Count Division/Office
Executive Office Government Affairs Finance Real Estate Risk Management Human Resources (includes Records Center) Information Management Communications & Community Relations Trade Relations (includes Terminal Services) Security Maintenance Environmental Planning Master Planning Transportation Planning Engineering Administration Design Construction Management Program Management City Attorney Total
System Users
16 4 17 7 7 19 26 19 16 70 24 19 5 4 5 41 62 33 6 400
The Port will require some volume or production document imaging capabilities in the Records Section. However, it is intended that any large quantity of document imaging will be outsourced. Document scanning within the division is intended to be on an individual document, self-serve basis. The Records Section currently files approximately 2,000 records per annum. These documents represent approximately 50,000 pages per year. The Records Section has four staff. The new system should allow the Port to replace the existing microfilm operation.
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Page 10 4.
SERVICES TO BE PROVIDED The following sections outline the required services. Proposers are free to suggest additional services as part of their response. This section also describes the information required from Proposers as part of their response. A description of the implementation methodology and experience of using the methodology in implementing similar systems must be provided. A detailed schedule for all proposed tasks should be provided, specifying the party or parties responsible for completion of each task.
4.1
Design Services A design for the system should be prepared that clearly articulates each component of the system and how that component is to be configured or deployed. The design would be expected to include definitions for system components such as user interfaces, system interfaces, databases, processing functions and reports. The design should also include a final specification of required hardware. Propose any required system design services. Identify all documents or design artifacts you will provide to the Port as part of the design approval process.
4.2
Delivery, Installation and Configuration The selected vendor will be expected to deliver, install and configure all required software other than server operating system and database software that is provided by the Port under existing software licenses. In the case of server operating system and database software, the selected vendor will be expected to make any configuration changes as needed to support the efficient operation of vendor provided application software. Propose all services required for delivery, installation and configuration of the proposed software products, including acceptance tests to be attended by Port staff. Test data for the acceptance tests will be provided by the Port. Include all services required to co-ordinate your activities with the Port’s Information Management Division.
4.3
Software Modifications, Development and Integration Services Propose all services required to design and develop software, or modify existing software, to meet the needs of the Port, including integration of the proposed
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Page 11 applications, and acceptance tests to be attended by Port staff. Test data for the acceptance tests will be provided by the Port. 4.4
Data Migration The Port currently uses a system know as the “Records Index Database”, which is a FileTracker database and provides an index to approximately 40,000 records. Proposers should include services to migrate this index database to the new system. Propose any services required to migrate the existing electronic record index to the proposed application system. Migration services will not require the imaging of paper documents or the import of electronic documents into the new system.
4.5
Training The Port believes that thorough, effective training will be critical in attaining its objectives. Training may be proposed for: • • • • •
Users System Administrators Service Desk staff Records Managers “Training the Trainers”
The Port has a dedicated computer training facility know as the “Technology Education Center”. Proposers may assume that the Port will provide access to this training facility with networked computer workstations, suitable for training up to 18 persons at a time. Describe how you will help the Port become self-sufficient within a period of two years in administering and supporting the proposed system. The number of users to be trained is approximately 200. 4.6
Software Maintenance Propose any necessary upgrade and maintenance services for all package and custom application software, and the date it will start, including the office locations from which the maintenance services will be provided. Propose services for software updates and enhancements to application and other software. Describe how subsequent versions of the software will accommodate custom written routines.
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Page 12 4.7
Support Propose all on-going applications support that you are able to provide. Describe the types of applications support you offer (for example, on-site, telephone, dial-in), hours of availability, guaranteed response and problem resolution times. Comprehensive support should be proposed for the first three years, after which time Port staff may be expected to be trained to take over day to day support duties. Detail the proposed response to major system failures.
4.8
Other Services Propose any other services that are considered necessary to complete this project in a turnkey fashion.
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Page 13 5.
METHOD OF SELECTION All proposals received as specified will be evaluated by the Port in accordance with evaluation criteria that are set out below. The evaluation process will have five steps:
5.1
1.
Proposals will be reviewed to ensure compliance; non-compliant proposals will be rejected.
2.
Proposals will receive a technical evaluation where only the technical proposals are considered.
3.
Proposals will receive a commercial evaluation where the cost proposals are considered.
4.
A number of shortlisted Proposers will be selected for interview and demonstration of the proposed software. Any necessary clarification will be sought at this time. Proposers are advised that, due to the extent of the software required, the discussion and demonstration may require more than a single meeting. The Port may require an on-site visit and tour of the vendor's place of business and/or visits to reference facilities. During this process, shortlisted Proposers may be requested to update their technical proposal in line with any discussions that have occurred and present a “best and final” cost proposal based upon the updated technical proposal.
5.
Following the interview and a review of any updated proposals, a recommendation will be made to the Board of Harbor Commissioners. Final selection of the Proposer and authorization of the agreement will be made solely by the Board of Harbor Commissioners. However, the Board reserves the right not to make an award, to make multiple awards, or to make a partial award.
Evaluation Criteria The technical evaluation will consider the following factors: •
Vendor’s Experience and Overall Qualifications, including: Financial stability Southern California area presence Implementation methodology and experience of implementing similar systems Training and support capabilities References
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Page 14
•
Software to be Provided How well the proposed software meets or exceeds the Port's RFP requirements, including: · Functionality, as determined by responses to the requirements listed at Appendix III · Ease of use · Range of pre-programmed software · Extent of software modification / development required · Flexibility to meet changing demands in the future · Package documentation and “Help” facilities · Required computer environment, that is, hardware, database, development tools, etc. · Availability of source code · Security and audit facilities · Completeness of response
•
Services to be Provided Demonstrated understanding of the Port's needs Quality of the overall work plan Quality of the staff proposed to assist the Port Completeness of response
The technical evaluation will be based upon determination by the Port’s Evaluation Committee members as to how well each proposal meets the Port's requirements as presented in this RFP. The commercial evaluation will additionally consider: •
Reasonableness of Price, including: Package software license costs Costs of any required custom software and modifications to existing software Service cost prior to the maintenance period Service cost during the maintenance period Training costs Additional proposed service costs Total cost over 3 and 5 years
•
Contractual arrangements
The evaluation is not binding on the Board of Harbor Commissioners who, at its absolute discretion and judgment, has the authority to make final decisions regarding this RFP.
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Page 15 6.
INFORMATION REQUIRED FROM PROPOSERS The Port is interested in proposals that illustrate an ability to develop, install, configure, maintain, provide training, and support for a period of three years a system that meets the needs of the Port. The Port will be impressed by concise, well-written explanations of proposed products, services and benefits. Lengthy narrative is discouraged. Proposals should clearly express the turnkey nature of the implementation. Proposers should be aware that the specifications and requirements stated in this RFP are minimum requirements. Proposals should be submitted in 8 1/2" x 11" size, using a simple method of fastening. Proposals should be typed and need not be unnecessarily elaborate. Proposers may additionally include any promotional material relating directly to their software products. Proposals should comprise two separate documents: 1. 2.
6.1
A technical proposal A cost proposal
Technical Proposal The technical proposal must be organized as follows: 1. 2. 3. 4. 5. 6. 7. 8.
A letter of transmittal Qualifications, related experience and references Staffing and project organization Proposed software specification, including responses to the list of required functionality, set out in Appendix III, that the software does and does not provide Proposed services and a work plan for services to be supplied Details of any required hardware Small/Very Small Business Enterprise Program Information (see Section 6.1.7) Other supporting material
The requirements for each of these inclusions are detailed in the sections below. 6.1.1 Letter of Transmittal The letter of transmittal shall be addressed to the Board of Harbor Commissioners and must, at a minimum contain the following:
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• • • • • • •
Identification of the offering organization, including name, address and telephone number Acknowledgement of receipt of RFP and RFP addenda, if any Name, title, address and telephone number of contact person during the period of proposal evaluation A statement to the effect that the proposal shall remain valid for a period of not less than one hundred and twenty (120) days from the proposal due date A statement certifying that there is no known conflict of interest A statement confirming that the Proposer accepts the agreement terms and conditions detailed in Appendix II of this RFP Signature of a person authorized to bind the offering organization to the terms of the proposal.
A sample transmittal letter is included at Appendix IV. 6.1.2 Qualifications, Related Experience and References This section of the proposal should establish the ability of the Proposer to provide the range of required goods and services satisfactorily. The section should include: • • • • • • • • •
A summary of your business activities Products and services offered by your organization Number of years providing those products and services Number of employees Size and composition of customer base Southern California area presence A list of all existing customers A list of contracts that were terminated early, with explanation as to the reason for early termination Annual Financial Statements for the past three years and the current fiscal year to date
This information should also be provided for each sub-consultant that will provide goods and services under the agreement. As part of their response to this section, Proposers must complete the Proposer Information Form included at Appendix V. Proposers, including any proposed sub-consultants, must be able to demonstrate that they have carried out the range of services required under this agreement for at least three years. Electronic Document and Records Management System
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6.1.3 Staffing and Project Organization Identify the key personnel proposed to perform the work on the project, and indicate major areas of subcontracted work, if any. Include an organization chart showing the roles of the personnel, resumes of key personnel, and the time and duration that it is estimated that each will spend on the Port’s work. 6.1.4 Proposed Software Specification Provide all non-pricing information requested in Section 3 of this RFP. Explain why you are proposing specific software products and the benefits to the Port over any similar competing products. 6.1.5 Proposed Services to be Supplied Provide all non-pricing information requested in Section 4 of this RFP. This section must include a work plan detailing the proposed tasks and schedule for the services to be provided. 6.1.6 Details of Additional Required Hardware Identify additional hardware that will be necessary in order to complete the implementation of the system, including minimum server, client and network requirements for satisfactory response times for 100, 300 and 500 concurrent users If your proposal is based on any assumptions other than those set forth in this RFP, state those assumptions explicitly in your proposal. 6.1.7 Small/Very Small Business Enterprise Program The Port has established a Small Business Enterprises (SBE)/Very Small Business Enterprises (VSBE) Program to encourage small business participation on professional services contracts. Although SBE/VSBE participation goals were not assigned to this contract, the Port strongly encourages all proposers to include such participation wherever possible, by utilizing small business subconsultants, vendors, and suppliers. The Port also strongly encourages SBE/VSBE firms to respond to this solicitation as prime consultants. If a proposer contracts with an SBE or VSBE firm, the proposer will be asked to submit an SBE/VSBE Commitment Plan (POLB Form SBE-2P) with his or her Proposal/Statement of Qualifications. POLB Form SBE-2P can Electronic Document and Records Management System
Port of Long Beach
Page 18 be downloaded from the following page of the Port’s website: www.polb.com/economics/contractors/forms_permits/smallbusiness/defau lt.asp. All small businesses (primes and subs) listed on POLB Form SBE-2P must be registered and SBE certified on the Port's online database and eprocurement system (The Network) to receive SBE credit. Eligible small businesses may apply for SBE certification through The Network. A link to The Network is available by clicking on the “Vendor Login/Registration” icon from the following page of the Port’s website: www.polb.com/sbe/. Registration on The Network is free to all businesses. The Port encourages non-SBEs to register as well. One of the many benefits of registration is the ability to utilize The Network’s small business search tool to locate SBEs and VSBEs for Port projects. SBE eligibility is determined utilizing federal U.S. Small Business Administration (SBA) size standards, based on North American Industrial Classification System (NAICS) codes. To access the current table of small business size standards, log on to the NAICS website at www.naics.com and click the “Small Business Size Standards” link at the top of the page. Examples of maximum gross annual revenue averaged over the past three years to qualify as an SBE: architects/engineers $4.5 million; landscape architects $7.0 million; environmental consultants $7.0 million; computer programming/design/consulting $25 million. VSBE eligibility is determined utilizing criteria with the State of California’s Department of General Services’ “micro-business” designation: contractors, consultants, and vendors with gross annual receipts, averaged over the past three tax years, of $2.75 million or less, or small business manufacturers with 25 or fewer employees. Prime consultants utilizing SBEs/VSBEs will be asked to report the dollar value of payments to small businesses by submitting a SBE/VSBE Monthly Utilization Report (POLB Form SBE-3P) marked “Final” at project-closeout. POLB Form SBE-3P can be downloaded at: www.polb.com/economics/contractors/forms_permits/smallbusiness/defau lt.asp. Questions concerning the Port’s SBE/VSBE Program should be directed to the SBE Program at
[email protected] or 562-590-4146, ext. 2257.
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6.1.8 Insurance Requirements Proposers should note that the selected Proposer shall comply with the various insurance requirements as described in Appendix I. 6.1.9 Other Supporting Material Information considered by the Proposer to be pertinent to this project, and which has not been specifically solicited in any of the aforementioned sections, may be provided to support the proposal. Proposers are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous material; supporting material should be relevant and brief. 6.2
Cost Proposal Proposers should provide an itemized list for all software products to be provided listing the quantity, unit price and extended price. In addition, the cost proposal should provide pricing in the formats set forth in Appendix VI, which contains the following schedules: • • • •
Software Cost Schedule Service Cost Schedule, identifying: Service costs prior to the maintenance period (initial costs) Service costs during the maintenance period (annual recurring costs) Estimated Hardware Cost Schedule Cost Summary Schedule
Notes should be used to explain or qualify any of the prices quoted in the software list or schedules. The cost proposal should be in a separately sealed envelope and clearly marked as such.
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Page 20 7.
CONCLUSION The Port thanks Proposers in advance for their participation in this process.
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Appendix I - Page 1 APPENDIX I - INSTRUCTIONS TO PROPOSERS This appendix provides detailed instructions for the submission of responses to this RFP. Failure to comply with the conditions set forth in this Appendix will be grounds for rejection of a proposal. 1.
REQUIRED REVIEW The Proposer shall carefully review this RFP without delay for defects and questionable or objectionable matter. Proposer adherence to this process and timeframe will help prevent the opening of a defective proposal upon which award cannot be made, but would result in the exposure of Proposer's prices.
2.
PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held on Tuesday, February 24, 2009 at: Port of Long Beach Admin Building 925 Harbor Plaza Long Beach, CA 90801 The meeting will begin promptly at 1:30 pm local time. The purpose of this conference is to ensure that Proposers have adequate information to respond fully and comprehensively to the Port's requirements. During the conference, Port staff will discuss with prospective Proposers the work to be performed and answer questions arising from the initial review of this RFP. Proposers should have reviewed the RFP thoroughly prior to the pre-proposal conference and be familiar with its content, as well as the Port's functional and technical requirements. Proposers are encouraged to e-mail any questions to the address specified in Section 1.4 of the RFP prior to the pre-proposal conference. This process will facilitate a more productive pre-proposal conference and result in Proposers obtaining answers to their questions more quickly. The pre-proposal conference is not expected to take more than 90 minutes. It is recommended that Proposers plan sufficient time to attend the pre-proposal conference; it will not be repeated. However, Proposers who attend the preproposal conference and subsequently require further information in order to respond adequately to the RFP should e-mail additional questions to the address specified in Section 1.4. Responses to questions will be distributed to all registered Proposers. Attendance at the pre-proposal conference shall not be a mandatory requirement for proposal consideration by the Port.
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Appendix I - Page 2
3.
QUESTIONS RECEIVED PRIOR TO OPENING OF PROPOSALS The members of the Board of Harbor Commissioners request that no Proposer contact them in relation to this RFP. Any contact with a member of the Board will be grounds for rejection of a response to this RFP. Questions pertaining to the Small/Very Small Business Enterprises Program should be directed to the SBE Program at
[email protected] or 562-590-4146, ext. 2257. All other inquiries or questions regarding this RFP should be directed as referenced in Section 1.4 of the RFP. All questions received prior to and during the pre-proposal conference, and up to 10 days prior to the submission of proposals, will be published on the Port’s web site at www.polb.com (under Trade/Commerce – Contractors/Vendors – RFQ/RFB) together with the Port's responses, to all organizations that have requested this RFP at the Port’s website or attended the pre-proposal conference. Questions will not be accepted after 8 days prior to the submission of proposals, i.e. 11:00 A.M. on March 2, 2009.
4.
REVIEW OF PROJECT WORK Before submitting a proposal, the Proposer shall consider the magnitude and character of the work to be done and the difficulties involved in its proper execution. Proposer shall include in any proposal all costs necessary to cover all contingencies essential to the proper installation of all software or services proposed. No claims for compensation will be considered or allowed for extra work resulting from ignorance of any existing condition on the part of the Proposer.
5.
PROPOSAL FORMAT Proposals must follow the format detailed in the RFP. The RFP includes a number of forms which have been specially developed to facilitate efficient comparison of responses and must be included as part of the Proposer's response. Proposers may regenerate the forms and schedules provided in this RFP for the purposes of their submission. However, Proposers are advised to be extremely careful not to make any mistakes because any material alteration to the format, content or intent of the forms and schedules shall be grounds for disqualification of the proposal. Additionally, if any of the forms or schedules are regenerated, the labeling or heading of such pages must be as contained in this RFP. Proposals must be signed by an individual authorized to bind the Proposer to its provisions.
Electronic Document and Records Management System
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Appendix I - Page 3
6.
CONFLICT OF INTEREST Each proposal shall include a statement indicating whether or not the firm, any individual working under the agreement, or any sub-consultant has a possible conflict of interest (e.g. currently employed by the Port on another contract) and, if so, the nature of that conflict. The Port reserves the right to reject and proposal if any conflict disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the proposal to be developed by the Proposer. The Port's determination regarding any questions of conflict of interest shall be final.
7.
PROPOSAL VALIDATION PERIOD The proposal must remain valid for at least one hundred and twenty (120) days from the proposal due date. No Proposer may withdraw its proposal within this period.
8.
MAILING ADDRESS AND DEADLINE FOR RECEIPT OF PROPOSALS Proposals will be received in Long Beach, California, until 11:00 A.M. on March 10, 2009. The mailing address is: Port of Long Beach Electronic Document and Records Management System Attention: Suzy Kennedy Information Management Division P.O. Box 570 Long Beach, CA 90801 The delivery address is: Port of Long Beach Electronic Document and Records Management System Attention: Suzy Kennedy Information Management Division Port of Long Beach Admin Building 925 Harbor Plaza Long Beach, CA 90801 Proposers must submit eight (8) proposal documents (1 original and 7 copies) in sealed, clearly labeled envelopes (or boxes). Failure to meet the deadline will result in proposal disqualification without review.
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Appendix I - Page 4
9.
PROPOSER AMENDMENTS TO PROPOSALS Amendments or withdrawals of proposals shall only be allowed if received prior to the proposal due date. No amendments or withdrawals shall be accepted after the proposal due date for any reason unless offered in response to the Port's specific request.
10.
NO PORT OBLIGATION Receipt of proposals and responses to this RFP does not obligate the Port in any way. The right to accept or reject any or all proposals fully or in part shall be exercised solely by the Port. The Board of Harbor Commissioners is not obligated to select the lowest cost proposal or to select one of the Proposers recommended by Port staff.
11.
THE PORT IS NOT RESPONSIBLE FOR PREPARATION COSTS All costs incurred in the preparation, submission and/or presentation of a proposal responding to the RFP, including but not limited to, the Proposer's travel expenses to attend any pre-proposal conferences, oral presentations, long distance charges, and interview sessions, shall be the sole responsibility of the Proposer and will not be reimbursed by the Port. The Port will not pay any costs incurred for proposal or agreement preparation as a result of termination of this RFP or termination of the agreement resulting from this RFP.
12.
PROPOSAL PROCESSING All proposals shall be opened in private. Inquiries concerning the status of the proposal evaluation process will not be accepted. Results will be posted on the Port’s web site at www.polb.com at the time of award.
13.
PARTIAL PROPOSAL The Port reserves the right to delete certain portions of a successful Proposer's proposal. If the Port exercises this option, such action shall not increase the successful Proposer's obligations for any remaining portion of their proposal. The Port shall not extract any portion of a proposal that, in its reasonable judgment, materially affects the Proposer's ability to perform its obligations under the remainder of the proposal.
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Appendix I - Page 5
14.
RIGHT TO USE IDEAS All proposals and other material submitted become the property of the Port and may be returned only at the Port's option. The Port reserves the right to use any ideas presented in any response to the RFP. Selection or rejection of the proposal shall not affect this right.
15.
JOINT VENTURES Where two or more organizations desire to submit a single proposal in response to this RFP, they should do so on a prime/sub-consultant basis rather than as a joint venture. Joint ventures will not be acceptable for the performance of any agreement that may result from this RFP.
16.
INSURANCE The selected Proposer shall comply with the various requirements as described in the sample contract, see Appendix II, and summarized below:
17.
Insurance coverage must be provided by a company that is admitted to write in California and has a rating of A:VII by A.M. Best & Company. General Liability – with minimum limits of $1,000,000 per occurrence and if written with an aggregate, the aggregate shall be double the per occurrence limit. ISO Form CG 0001 or CG 0002. Additional Insured Endorsement Required. Include Products/ Completed Operations. Automobile Liability – with minimum limits of $1,000,000 per accident. ISO Form CA 0001 covering “Any Auto” (Symbol 1). Additional Insured Endorsement Required. Statutory Workers’ Compensation Insurance. Waiver of Subrogation in favor of the Port of Long Beach. Employer’s Liability Insurance - $1,000,000. Professional Liability Insurance - $1,000,000. 30 day notice of cancellation to Ports for all insurance policies (10 days for non-payment of premium).
PROFESSIONAL SERVICES AGREEMENT A draft sample of the professional service agreement expected to be executed with the successful consultants is attached as Appendix II. Please note that the proposed agreement contains many clauses which are standard in all agreements and not to
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Port of Long Beach
Appendix I - Page 6 be negotiable. If potential applicants cannot accept such terms and conditions, it is recommended that they not participate in this selection process.
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Appendix II - Page 1 APPENDIX II – STANDARD TERMS AND CONDITIONS
CONTRACT FOR CONSULTING SERVICES BETWEEN THE CITY OF LONG BEACH AND
NAME STREET AND P.O. BOX ADDRESS CITY, STATE, ZIP TELEPHONE NO. FAX NO.
THIS CONTRACT is made and entered into, in duplicate, as of the date executed by the Executive Director of the Long Beach Harbor Department (“Executive Director”), by and between the CITY OF LONG BEACH, a municipal corporation, acting by and through its Board of Harbor Commissioners (“City”), pursuant to authority granted by said Board [by its Ordinance No. HD-1818] [at its meeting of ____________, 2009]; and [_______________________], a [_______________] corporation (“Consultant”). 1.
This contract is made with reference to the following facts and objectives:
1.1
City[, from time to time,] has the need for [________________
________________________________________________________________]. 1.2 Consultant represents that it has in its employ [licensed and] experienced personnel who are qualified to render these services. 1.3 City wishes to employ Consultant upon the following terms and conditions to render such services as City shall [from time to time] request. 2. Consultant shall provide, in accordance with generally accepted professional and technical standards currently in effect, such services [within the scope of work] as may be requested in writing [from time to time during the term of this contract] by City’s Director of Information Management (“Director”). The anticipated scope of work is set forth in the _______________ dated _______________, attached hereto as Exhibit “A” and incorporated by this reference.
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Appendix II - Page 2 3. The term of this contract shall [be deemed to have] commence[d] on _______________ and, subject to the provisions of paragraph ___, shall terminate on _______________. 4. In requesting the services of Consultant, the Director shall identify the project for which such services are requested and shall establish the maximum amount to be charged by Consultant on such project, the time limit within which Consultant is to complete the work, and the charge point to be used by Consultant in billing City. Consultant’s charges on any project shall not exceed the maximum amount so established without the express written approval of the Director. 5. Charges made by Consultant for such services shall be based on Consultant’s ____________________, attached hereto as Exhibit “___” and incorporated by this reference. 6. Consultant shall submit a separate statement not later than the tenth day of each month for [each project upon which] services [which] have been performed during the immediately preceding month, referring in each of the statements to the charge point for such project previously furnished by the Director and detailing the services performed and expenses, if any, incurred. All payments to Consultant shall be made by City in due course, not to exceed thirty (30) days, after approval of invoice by the Director. 7. Subject to the provisions of subparagraph 7.1, the total amount which shall be payable by City to Consultant for Consultant’s services during the term of this contract shall not exceed $_______________. 7.1 If, during the course of the described services, additional work beyond the scope of services described in Exhibit “A” is, in the opinion of the Director, required or desired, the Director may authorize such additional work by Consultant; provided the Director first receives written confirmation from the Harbor Department Risk Manager that no insurance is necessary for the additional work other than the insurance required by paragraph _____ of this contract, and provided further, total compensation to be paid hereunder, including compensation for such additional services, shall not exceed $[_______________]. 8. All designs, sketches, drawings, specifications, data and other information, in whatever form or medium, compiled or prepared by Consultant in performing its services or furnished to Consultant by City shall be the property of City and City shall have the unrestricted right to use or disseminate same without payment of further compensation to Consultant[, provided that any future use of such material or work product by City for other than the specific purpose intended by this contract shall be at City’s sole risk and without liability to Consultant]. Copies of Consultant’s work product may be retained by Consultant for its own records. 9. City shall have the right to terminate this contract at any time upon ten (10) days’ written notice to Consultant. If the contract is so terminated prior to the expiration of the
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Appendix II - Page 3 term, Consultant shall be paid for those charges which have accrued but not been paid through the effective date of termination. Consultant agrees to accept such amount, plus all amounts previously paid, as full payment and satisfaction of all obligations of City to Consultant. 10. Neither City nor any of its employees shall have any control over the conduct of Consultant, or employees of Consultant, except as herein set forth, and Consultant and employees of Consultant shall not, at any time or in any manner, represent that Consultant or employees of Consultant, or any of them, are the officers, agents, or employees of City. It is expressly understood and agreed that Consultant is, and shall at all times remain, as to City a wholly independent contractor, and each party’s obligations to the other party are solely such as are set forth in this contract. Consultant shall be free to contract for similar services to be performed for others during this contract. Consultant acknowledges and agrees that: (i) City will not withhold taxes of any kind from Consultant’s compensation; (ii) City will not secure workers’ compensation or pay unemployment insurance to, for or on Consultant’s behalf; and (iii) City will not provide and Consultant is not entitled to any of the usual and customary rights, benefits or privileges of City employees. 11. Consultant agrees, subject to applicable laws, rules, and regulations, not to discriminate in the performance of this contract against any employee or applicant for employment on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, AIDS, HIV status, age, disability, handicap, or veteran status. Consultant shall ensure that applicants are employed and that employees are treated during employment without regard to any of these bases, including but not limited to employment, upgrading, demotion, transfer, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Consultant agrees to post in conspicuous places available to employees and applicants for employment notices to be provided by City setting out the provisions of this nondiscrimination clause. Consultant shall in all solicitations or advertisements for employees state that all qualified applicants will receive consideration for employment without regard to these bases. Compliance with the Americans with Disabilities Act of 1990 shall be the sole responsibility of Consultant, and Consultant shall defend and hold the City harmless from any expense or liability arising from Consultant’s non-compliance therewith. 12. Any notices to be given under this contract shall be given in writing. Such notices may be served by personal delivery, facsimile transmission or by first class regular mail, postage prepaid. Any such notice, when served by mail, shall be effective two (2) calendar days after the date of mailing of the same, and when served by facsimile transmission or personal delivery shall be effective upon receipt. For the purposes hereof, the address of City, and the proper person to receive any such notices on its behalf, is: Executive Director, Long Beach Harbor Department, P.O. Box 570, Long Beach, California 90801, FAX number (562) 901-1733; and the address and FAX number of Consultant as indicated above. 13. This contract contemplates the personal services of Consultant and its employees, and it is recognized by the parties hereto that a substantial inducement to City for entering Electronic Document and Records Management System
Port of Long Beach
Appendix II - Page 4 into this contract was, and is, the professional reputation and competence of Consultant and its employees _______________]. Neither this contract nor any interest therein may be assigned by Consultant except upon the prior written consent of the Executive Director. Any attempted assignment or delegation without such consent shall be void, and any assignee or delegate shall acquire no right or interest by reason of such attempted assignment or delegation. Furthermore, Consultant shall not subcontract any portion of the performance contemplated and provided for hereunder without the prior written approval of the Director. Nothing herein shall prevent Consultant from employing or hiring as many employees as Consultant may deem necessary for the proper and efficient execution of this contract. 14. Consultant covenants that both itself, in its corporate capacity, and its principals presently have no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this contract. 15. Consultant shall indemnify, hold, protect and save harmless the City of Long Beach, the Board of Harbor Commissioners, and their officials, commissioners, employees, and agents (“Indemnified Parties”) from and against any and all actions, suits, proceedings, claims, demands, damages, losses, liens, costs, expenses or liabilities, of any kind or nature whatsoever (“Claims”) which arise out of, pertain to, or relate to the negligence, recklessness or willful misconduct of Consultant, its officers, employees, subcontractors or agents. Independent of the duty to indemnify and as a free-standing duty on the part of Consultant, Consultant shall defend the Indemnified Parties from and against any and all Claims which arise out of, pertain to, or relate to Consultant’s work under this contract, and Consultant shall continue the defense until such Claim is resolved, whether by settlement, judgment or otherwise. City shall notify Consultant of any such Claim, shall tender its defense to Consultant, and assist Consultant, as may be reasonably requested, in such defense. Consultant shall provide such defense immediately upon notification and tender to Consultant of a Claim. If a court of competent jurisdiction determines that a Claim was caused in part by Indemnified Parties, Consultant’s costs of indemnity and defense shall be reduced by the percentage of negligence, recklessness or willful misconduct attributed by the court to the Indemnified Parties. Payment of a Claim shall not be a condition precedent to an Indemnified Party’s right to indemnity, or to an Indemnified Party’s right to defense. 16. As a condition precedent to the effectiveness of the contract, the Consultant shall procure and maintain in full force and effect during the term of the contract, the following policies of insurance. (a) Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office “occurrence” form CG 00 01 with minimum limits of $1,000,000 per occurrence, and if written with an aggregate, the aggregate shall be double the per occurrence limit. The policy shall contain no provisions or endorsements limiting coverage for (1) contractual liability; (2) independent contractors; (3) third party action over claims; and (4) defense costs shall be excess limits. Electronic Document and Records Management System
Port of Long Beach
Appendix II - Page 5 (b) Automobile Liability Insurance with coverage at least as broad as Insurance Service Office Form CA 0001 covering “Any Auto” (Symbol 1) with minimum limits of $1,000,000 each accident. (c) Workers’ Compensation Insurance, as required by the State of California and Employer’s Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease. (d) Professional Liability Insurance with minimum limits of $1,000,000. Covered Professional Services shall include all work to be performed under the contract and without any exclusions that may potentially affect the work to be performed under the contract. Insurance policies will not be in compliance if they include any limiting endorsement that has not been approved in writing by City. The policy or policies of insurance for Commercial General Liability, Automobile Liability, shall contain the following provisions or be endorsed to provide the following: (1) The Indemnified Parties shall be additional insureds with regard to liability and defense of suits or claims arising out of the contract. Additional insured endorsements shall not: i.
Exclude contractual liability;
ii.
Restrict coverage to the sole liability of Consultant;
iii.
Contain any other exclusion contrary to the contract.
(2) This insurance shall be primary and any other insurance, deductible, or selfinsurance maintained by the Indemnified Parties shall not contribute with this primary insurance. (3) The policy shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the Executive Director of the Harbor Department except notice of ten (10) days shall be allowed for non-payment of premium. The policy or policies of insurance for Workers’ Compensation shall be endorsed, as follows: (1) A waiver of subrogation stating that the insurer waives all rights of subrogation against the Indemnified Parties. (2) The policy or policies shall not be canceled or the coverage reduced until a thirty (30) days written notice of cancellation has been served upon the Executive Director of the Harbor except notice of ten (10) days shall be allowed for non-payment of premium. The policy or policies of insurance required for Professional Liability shall be endorsed as follows: Electronic Document and Records Management System
Port of Long Beach
Appendix II - Page 6 (1) The policy or policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the Executive Director of the Harbor except notice of ten (10) days shall be allowed for non-payment of premium. Any deductible or self-insured retention must be approved in writing by the Executive Director and shall protect the Indemnified Parties in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention. Consultant shall deliver either certified copies of the required policies or endorsements on forms approved by the City (“evidence of insurance”) to the Executive Director for approval as to sufficiency and as to form. At least fifteen (15) days prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the Executive Director. If such coverage is canceled or reduced, Consultant shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the Executive Director evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies. The coverage provided shall apply to the obligations assumed by the Consultant under the indemnity provisions of this contract but this insurance provision in no way limits the indemnity provisions and the indemnity provisions in no way limit this insurance provision. Consultant agrees to suspend and cease all operations hereunder during such period of time as the required insurance coverage is not in effect and evidence of insurance has not been approved by the City. City has the right to withhold all payments due Consultant until Consultant has complied fully with this insurance provision. Each such policy shall be from a company or companies with a current A.M. Best’s rating of no less than A:VII and authorized to do business in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. If coverage is written on a claims-made basis, the retroactive date on such insurance and all subsequent insurance shall coincide with or precede the effective date of the contract and continuous coverage shall be maintained or Consultant shall obtain and submit to City an extended reporting period endorsement of at least three (3) years from termination or expiration of this contract. Upon expiration or termination of coverage of required insurance, Consultant shall obtain and submit to City evidence of “tail” coverage or an extended reporting period endorsement of at least three (3) years from termination or expiration of this contract. 17. Consultant shall obtain and maintain any necessary licenses and permits required under Title 3 and Title 5 of the Long Beach Municipal Code. City may withhold any payment
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Appendix II - Page 7 to Consultant until Consultant comes into compliance with such licensing and permitting requirements. 18. This contract shall be deemed made in the State of California and shall be governed by the laws of said State (except those provisions of California law dealing with conflicts of law), both as to interpretation and performance. 19. In the event of any conflict or ambiguity between this written agreement and any exhibit hereto, the provisions of this agreement shall govern. 20. If there is any legal proceeding between the parties to enforce or interpret this contract or to protect or establish any rights or remedies hereunder, the prevailing party shall be entitled to its costs and expenses, including reasonable attorneys’ fees. 21. This contract shall not be amended, nor any provision or breach hereof waived, except in writing signed by the parties which expressly refers to this contract. 22. This contract, including all exhibits, constitutes the entire understanding between the parties and supersedes all other agreements, oral or written, with respect to the subject matter herein. [____________________________]
__________________, 2009
By: _____________________________ Name: _____________________________ Title: _____________________________
__________________, 2009
By: _____________________________ Name: _____________________________ Title: _____________________________ CONSULTANT CITY OF LONG BEACH, a municipal corporation, acting by and through its Board of Harbor Commissioners
Electronic Document and Records Management System
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Appendix II - Page 8 __________________, 2009
By: ____________________________ Richard D. Steinke Executive Director Long Beach Harbor Department CITY
The foregoing document is hereby approved as to form.
__________________, 2009
ROBERT E. SHANNON, City Attorney
By: ______________________________ Principal Deputy/Deputy
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Port of Long Beach
Appendix III - Page 1 APPENDIX III – SYSTEM REQUIREMENTS This appendix details the system requirements for document management, records management, imaging and workflow at the Port. The system is intended to support the work of 200 primary users and approximately 200 occasional users in 18 divisions and the City Attorney’s Office. Vendors are requested to use the enclosed matrix as a part of their response. The requirements in the response matrix have been organized into the following sections: 1.
Document Management: a. General b. Document Entry c. Indexing and Storage d. Searching e. Viewing and Output f. User Interface g. Version Control
2.
Document Imaging
3.
Workflow
4.
Records Management
5.
Security
6.
System Administration
7.
System Interfaces and Integration
8.
Technical
In some cases additional information has been included to further explain the requirement.
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Appendix III - Page 2 SYSTEM REQUIREMENTS RESPONSE MATRIX Vendors must use the Vendor Response Codes listed below to complete the “Vendor Response” column for all requirements listed below. Please enter comments to explain or expand upon your response in the “Vendor Comments” column. For any functional requirements that you feel may be ambiguous, please include your Vendor Response, and provide your assumptions or clarifications under the Vendor Comments section. Vendor Response Codes F = Fully supported “out of the box” CU = Custom Coding required (changes to underlying source code) CO = Configuration (no changes to underlying source code) NV = Provided in the Very Next Version (include release date in Vendor Comments) R = Provided with a Reporting Tool NA = Not Available TP = Third Party Software Required For all responses: CO, TP, or CU, the additional cost for the Third Party Software and/or Custom Development must be included in your completed Pricing Matrix. Ref. Requirement Additional Information Vendor Vendor Comments No. Response 1. Document Management Requirements a. General 1.1 The EDRMS should support daily concurrent The Port has indentified 400 staff that use for up to 500 people. will require system access. Over the lifetime of the system this number is expected to grow and, in the future, use of the system may be needed by external contractors. 1.2 The EDRMS should be accessible both The Port has implemented both VPN through the local area network and across the and SSL‐VPN for secure Internet. communication across the Internet. A web server may also be installed on the Port’s DMZ with connectivity through the Port’s firewall. 1.3 The EDRMS should be able to store any type The Port intends to use the EDRMS as of electronic file without regard to its the main repository for storing contents or the software application used to unstructured data. create it.
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Appendix III - Page 3 1.4
The EDRMS should provide an integrated environment that combines, document management, records management, imaging and workflow. b. Document Entry 1.5 Document entry should be provided seamlessly from the following applications: ‐ Microsoft Office Suite, which includes: ‐ MS Word 2007 ‐ MS Excel 2007 ‐ MS PowerPoint 2007 ‐ MS Outlook 2007 ‐ Microsoft Windows Explorer ‐ Adobe Acrobat Standard and Professional
All components of the EDRMS should be integrated in order to support efficient use of system functionality.
The EDRMS software should allow a user to save a document directly to the EDRMS repository in a single operation from any of the listed applications. The Port has standardized on MS Office and Adobe Acrobat. Document entry to the EDRMS from this software should be supported on both PC and Apple computers.
1.6
Integration with MS Outlook and MS No additional information. Windows Explorer should support drag and drop functionality as a means of copying or moving documents from a file system into the EDRMS.
1.7
A capability should be provided to allow The Port has a MS SharePoint document entry to the EDRMS from Microsoft implementation that is used to store SharePoint. some project related documents. A system interface, function or other integration should be provided that allows a document stored in SharePoint to be saved into the EDRMS. The EDRMS should provide configurable and No additional information. customizable data entry screens for capturing document metadata or index information at the time a document is saved into the system. The EDRMS should allow customized data No additional information. entry screens to be created for different user groups and/or different document types.
1.8
1.9
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Appendix III - Page 4 1.10
1.11
1.12
1.13
The EDRMS should allow for the creation of index records that refer to paper documents or boxes of paper documents The EDRMS should provide a one step method for importing or creating new documents such that further steps or entries in other systems are not necessary. The EDRMS should provide a one step method for modifying document metadata such that modifying data in multiple systems is not necessary. The EDRMS should allow for the deletion of unneeded documents. Deletion should be a two stage process so that files are queued for deletion and reviewed by an administrator before deletion is completed.
The Port intends to use the EDRMS to manage both paper and electronic documents and records. No additional information.
No additional information.
No additional information.
1.14
The EDRMS should provide facilities for batch No additional information. entry of electronic documents. During the importing of a batch of documents the system should create document metadata based upon pre‐defined defaults, folder names, file names or other existing metadata. c. Indexing and Storage 1.15 The EDRMS should store all files in their The EDRMS should not perform any native file format. file conversion on electronic files saved to the system. 1.16 The EDRMS should create a fully searchable No additional information. index based on all document metadata contained within the system. 1.17 The EDRMS should create a full text index of No additional information. all contents of all documents stored within the system. It should be possible to prevent indexing of certain types of documents. d. Searching 1.18 The EDRMS should allow the user to carry out No additional information. a single search across all repositories or libraries if more than one library is
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Appendix III - Page 5
1.19 1.20 1.21 1.22
1.23
1.24 1.25 1.26
1.27
1.28
1.29 1.30
implemented. The EDRMS should provide a single search form to facilitate the search. The EDRMS should allow for searching of an individual document index field. The EDRMS should allow searching of all document index fields simultaneously. The EDRMS should allow for full text searching on whole or part words. The EDRMS should allow for search of documents using “fuzzy” or “sounds‐like” functionality.
The EDRMS should allow search results to be saved for later use or for access by other parties. The EDRMS should allow for searches on dates and date ranges. The EDRMS should allow results of searches to be sorted on document date. The EDRMS should allow for simultaneous searching on multiple criteria for requests where little information is available. The EDRMS should allow the results of a search to be printed in list or detail format. In detail format there should be clear delineation between documents. The EDRMS should allow search results to be printed on 8 ½” x 11” paper. The EDRMS should allow the results of a search to be copied to a Windows clipboard or e‐mailed to a third party. The EDRMS should show the document date field on the search results list. The EDRMS should include at least the following fields on the search results list. ‐ Document Title
No additional information. No additional information. No additional information. It is a requirement that the system be capable of returning search results that include contents from a document that are similar to but not exactly the same as the search term. No additional information.
No additional information. No additional information. No additional information.
No additional information.
No additional information.
No additional information.
No additional information.
Electronic Document and Records Management System
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Appendix III - Page 6 ‐ Document Date ‐ Document Type ‐ Author ‐ Division ‐ Primary Reference Key (e.g. drawing number) 1.31 The EDRMS should provide the ability to specify frequently required searches and store those search criteria. e. Viewing and Output 1.32 The EDRMS should provide the capability of viewing all document types that are contained within the system. 1.33 The EDRMS should allow the viewing of batches of documents (e.g. search results) and support paging from one file to the next with a single keystroke. 1.34 The EDRMS should highlight retrieved search criteria in the viewer. 1.35 The EDRMS should allow the user to cut & paste text from the viewer. 1.36 The EDRMS should have the ability to add online annotations to a document in the system. It should be possible to apply security to the annotations separately from the document. 1.37 The EDRMS should support redaction and whiteout to prevent unauthorized viewing of selected document contents. 1.38 The EDRMS should allow a file to be opened using the file’s native application for editing purposes. 1.39 The EDRMS should allow the results of a search to be reviewed and individual documents added or removed from the list of results. The EDRMS should allow this new list to be saved for later retrieval.
No additional information.
No additional information.
No additional information.
No additional information.
No additional information. On‐line notations should be retained as a separate file, document or layer and not embedded in the document itself. No additional information.
No additional information.
This requirement will assist in developing a long list of documents and narrow the list down to a short list of documents pertaining to a particular issue.
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Appendix III - Page 7 1.40
The EDRMS should allow a document to be e‐ mailed from the system either as an attached file or a hyperlink to the file in the EDRMS. f. User Interface 1.41 The EDRMS should provide a user interface that is intuitive and easy to use. 1.42 The EDRMS should not automatically sign‐off users from the EDRMS unless that functionality is implemented by the network as a whole. 1.43 The EDRMS should provide context sensitive help files. 1.44 The EDRMS should allow user definable index field default settings.
1.45
The EDRMS should provide the following facilities from the user interface: ‐ view a document ‐ open a document ‐ view index information or metadata ‐ print a document ‐ copy a document ‐ make a document read only ‐ lock a document for edit/check‐out ‐ unlock a document/check‐in ‐ view access history ‐ import a document ‐ export a document ‐ e‐mail a document to another party ‐ access to all search options ‐ access to workflow functions g. Version Control 1.46 The EDRMS should allow multiple versions of a document to be stored. 1.47 The EDRMS should provide control on whether or not previous versions can be
Access control should be maintained when a hyperlink is resolved.
No additional information.
No additional information.
No additional information. Each user should be able to specify default entries of index or metadata values to be applied when a new document is created or saved. No additional information.
No additional information. No additional information.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 8
1.48 1.49 1.50
edited. The EDRMS should provide a comments field No additional information. to describe each version. The EDRMS should provide control over the No additional information. number of versions that can be created. The EDRMS should allow “published” versions No additional information. to be identified and to restrict certain users to published versions only.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 9
Ref. Requirement No. 2. Document Imaging Requirements 2.1 The EDRMS should support a wide variety of ISIS and TWAIN compatible scanners.
Additional Information
Selection and acquisition of scanners will be conducted by the Port in consultation with the selected vendor during this project. The Port has a variety of multi‐function devices from several vendors that are currently integrated into the Port’s network and provide scan to desktop or e‐mail functionality. No additional information.
2.2
The EDRMS should support image capture from Multi‐Function Devices such as copier‐ scanners.
2.3
The EDRMS should provide the ability to scan and store images of documents and drawings. Documents for scanning may be up to 36" x 120'' in size. The EDRMS should permit the use of Virtual The Port has identified VRS as a Re‐Scan (VRS) or similar technology to technology that offers labor savings in a automatically improve the quality of images. volume scanning environment by reducing batch preparation time and the need for rescanning. The EDRMS should have the ability to No additional information. automatically detect double sided, color or blank pages during the scanning process. The system should allow the user to configure how these situations are handled. The EDRMS should provide automated and No additional information. manual quality assurance steps to ensure sufficient quality of an image. The EDRMS should use optical character No additional information. recognition (OCR) to make all scanned documents readable by a full text indexing system.
2.4
2.5
2.6
2.7
Electronic Document and Records Management System
Vendor Response
Vendor Comments
Port of Long Beach
Appendix III - Page 10 2.8
2.9
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
The EDRMS should support zone OCR for creation of index data from specific regions of a document. The EDRMS should be able to process documents to be scanned in color or black and white. The EDRMS should be able to process documents that are both single and double sided. The EDRMS should be able to store document images as either a TIFF (Tagged Image File Format) or a PDF. The EDRMS should be able to function in a batch scanning mode where documents are scanned in a large batch with each document being identified using a separator sheet. The EDRMS should provide support for reading bar codes and extraction of the information to create index data. The EDRMS should allow documents to be manually indexed (profiled) during the scanning process. The EDRMS should provide lookup and validation of index fields that are entered during the scanning process. The EDRMS should automatically create index information such as user name, creation date and time, etc. at the time a document is scanned. The EDRMS should provide image processing capabilities such as rotate, de‐speckle and de‐ skew to improve image quality. The EDRMS should allow additional pages to be scanned into a document that is already captured in the system.
No additional information.
No additional information.
No additional information.
The Port is considering the PDF/A file format for long‐term archiving of electronic records. No additional information.
No additional information.
No additional information.
No additional information.
No additional information.
No additional information.
No additional information.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 11
Ref. Requirement No. 3. Workflow Requirements 3.1 The EDRMS should provide a facility to route documents to multiple recipients in either a parallel or serial route. 3.2 The EDRMS should provide escalation of a routed document to another party if the workflow is not acted upon within a user‐ definable period of time. 3.3 The EDRMS should provide a facility to design more complex routes and provide automation for common actions, such as approvals or updates to document profile information. 3.4
3.5 3.6
The EDRMS should provide the ability to create notifications via e‐mail related to workflow actions or progress. The EDRMS should allow for audit tracking of documents routed through workflow. The EDRMS should provide the ability to securely record any approvals that are required as part of a defined workflow.
Additional Information
Vendor Vendor Comments Response
No additional information.
No additional information.
The Port would like an intuitive graphical tool for designing workflows.
The Port uses Microsoft Exchange and Microsoft Outlook for e‐mail.
No additional information.
The Port wishes to be able to record internal approvals during review of certain documents. This could be achieved with some form of electronic signature. A secure digital signature that could be used with external parties is not required.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 12 Ref. No.
Requirement
4. Records Management Requirements 4.1 The EDRMS software should be certified to DoD 5015.2. 4.2
4.3
4.4 4.5
4.6
4.7
4.8
4.9 4.10
4.11
The EDRMS should allow a document stored within the system to be manually declared to be a record. The EDRMS should prevent any editing or changes to documents that have been declared as a record. The EDRMS should allow for the classification of a record into a record series or file plan. The EDRMS should allow a retention policy destruction date to be determined for each document. The EDRMS should provide for the notification of administrators as to when a document has reached its retention policy destruction date. The EDRMS should provide a report of documents and records that are ready to be destroyed and record any approvals required for document or record destruction. The EDRMS should allow administrators to delete documents and purge records completely once they have reached their retention policy destruction date. The EDRMS should create a destruction notice or certificate for destroyed records. The EDRMS should allow an administrative or judicial hold to be placed on documents and records to prevent their destruction until the hold is lifted. The EDRMS should manage the location and
Additional Information
Vendor Vendor Comments Response
At this time, the Port does not intend to use the EDRMS to store classified records. No additional information.
No additional information.
No additional information. No additional information. No additional information.
No additional information.
No additional information.
No additional information. The City Attorney can request the retention of all documents relating to a specific matter. The Port intends to use the EDRMS to
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 13
4.12
disposition of both electronic and physical manage the disposition of paper records. records. The EDRMS should allow records to be No additional information. superseded or expired and made available for destruction.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 14
Ref. Requirement No. 5. Security Requirements 5.1 The EDRMS should not allow access by unauthorized users. 5.2 The EDRMS should integrate user sign‐on with the network sign‐on to make logging into the specific application unnecessary in a LAN environment. 5.3 The EDRMS should provide security functions so that a document may be secured to: ‐ An individual ‐ A division or section ‐ A project team ‐ A management grouping ‐ An ad‐hoc group
Additional Information
No additional information. No additional information.
Vendor Vendor Comments Response
The setting of document permissions should include the ability to explicitly exclude access to a document.
5.4
If multiple repositories or libraries are implemented, the EDRMS should allow separate libraries to be secured for particular divisions, groups or individual users to prevent unauthorized access.
No additional information.
5.5
The EDRMS should provide a default security setting for each different type of document. The EDRMS should allow users to override default security and set security at a document level. The EDRMS should provide control over the following permissions: ‐ view index or profile metadata ‐ view document ‐ edit index or profile metadata ‐ edit document ‐ copy document ‐ delete document ‐ edit security settings for a document
No additional information.
5.6
5.7
No additional information.
No additional information.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 15 5.8
5.9
5.10
The EDRMS should provide a history log to track all activity on a document. This log should be system generated and not changeable. The EDRMS should allow for the creation of security groups as needed and should provide for the granting of document access rights to these groups and to individual users. The EDRMS should allow security to be applied so that each document version may have different permissions.
No additional information.
If a group is granted access to a document then all members of the group should have access unless an individual or group has been explicitly excluded. No additional information.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 16
Ref. Requirement No. 6. System Administration Requirements 6.1 The EDRMS should integrate with the Port’s Active Directory for the purpose of creating user accounts on the system.
6.2
The EDRMS should allow viewing or printing of user activity reports.
6.3
The EDRMS should provide a report writing facility for flexible reporting of operational activity within the system. The EDRMS should allow administrators to delete misfiled documents. The EDRMS should allow administrators to correct profile information on documents and re‐index. The EDRMS should allow administrators to change profile information on documents. The EDRMS should allow administrators to add new document types. The EDRMS should allow administrators to add new users. The EDRMS should allow administrators to disable user accounts so they are no longer able to access the system. The EDRMS should allow administrators to assign or remove administrative rights for other user accounts. The EDRMS should provide an audit trail of actions taken by any user on any document.
6.4 6.5
6.6 6.7 6.8 6.9
6.10
6.11
Additional Information
The Port uses Microsoft’s Active Directory to authenticate users for access to the Port’s network. As new user accounts are created in Active Directory, the EDRMS should use that data in the creation of new user accounts. It should be possible to create a report of all usage of the system by a single individual for a specified time period. No additional information.
No additional information. No additional information.
No additional information. No additional information. No additional information. No additional information.
Vendor Vendor Comments Response
No additional information.
No additional information.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 17 6.12
6.13 6.14
The EDRMS should allow administrators to add new data to validation tables (i.e. locations, work order number, etc.) The EDRMS should provide facilities to manage user settings and permissions. The EDRMS should allow system administrators to re‐index the system or re‐ build indexes if needed.
No additional information.
No additional information.
No additional information.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 18 Ref. Requirement No. 7. System Interfaces and Integration Requirements 7.1 A means of interfacing the following systems should be provided allowing document entry to the EDRMS: ‐ MS SharePoint ‐ eCopy (Multi‐Function Device Integration) ‐ Kofax Ascent Capture
7.2
7.3
7.4
The EDRMS should provide e‐mail integration so that e‐mails and attachments can be saved to the EDRMS using drag and drop functionality in MS Outlook. A means of integration should be available for the following Port systems so that documents related to records held within the EDRMS may be retrieved from within the user interface of the subject system: ‐ ESRI GIS ‐ Bentley ProjectWise (Drawing Management) ‐ MS Customer Relationship Management ‐ Lease Administration System or replacement ‐ ESS Compliance Suite (Training) ‐ HISEAS or replacement (Billing) ‐ Maintstar (Maintenance) ‐ Damage Reporting System (Custom System) The EDRMS should be able to integrate with Legistar to support the agenda creation process, web publishing of Board items and to replace core document or record management uses of Legistar.
Additional Information
The Port has current licensing for Kofax Ascent Capture which is used for some scanning of documents. Vendors may also propose a different scanning solution. eCopy is used for scan to desktop from a number of the Ports copier‐scanners. The Port currently uses MS SharePoint for a storing some project related documents. The Port uses MS Exchange and MS Outlook for e‐mail.
The Port is not requiring that vendors integrate each of these systems with the EDRMS, simply that a means of integration could be made available if and when the Port decides to conduct such integration. It is intended that these systems could be “document enabled” so that a list of relevant documents can be returned from the EDRMS from an object or data element within each system. This integration could be performed using a published API or other means. The Port is currently using Legistar from Daystar Computer Systems, Inc. to support the Board agenda process. It is desirable that any records related to the Board process be managed using the records management functionality of the EDRMS. Some form of integration will therefore be needed
Electronic Document and Records Management System
Vendor Vendor Comments Response
Port of Long Beach
Appendix III - Page 19 unless the functionality of Legistar can be entirely replaced by the EDRMS. 7.5
7.6
7.7
7.8
7.9
The EDRMS should provide a means to permanently store output from the Billing system (HiSEAS or the upcoming replacement billing system) so that the output can be relied upon to be identical to printed output from the system. The EDRMS should be capable of integration with the City’s FAMIS Financial Accounting to allow images of documents supporting a financial transaction to be accessed.
The Port would like a “COLD‐like” feature that ensure any recorded output is represented exactly as the printed output from the Billing system would be.
The Port is not requiring that vendors integrate FAMIS with the EDRMS, simply that a means of integration could be made available if and when the Port decides to conduct such integration. It is intended that FAMIS could be “document enabled” so that a list of relevant documents can be returned from the EDRMS from an object or data element within FAMIS. The EDRMS should integrate with MS Project. While not part of the Port’s standard MS Office package. MS Project is widely used for developing project schedules. It should be possible to save an MS Project file to the EDRMS. There is no requirement to integrate with MS Project Server which is also used. The EDRMS should interface with Canto The Port uses the Canto Cumulus Cumulus Software for import/export of software to manage and store photographs to/from the EDRMS. photographs including damage related photographs. It is desirable that any photographs stored in the EDRMS could be copied or moved to the Canto Cumulus software along with accompanying metadata and vice versa. The EDRMS should integrate with Primavera The Port would like to consider having Expedition to streamline the entry and the EDRMS and Expedition integrated to retrieval of documents related to construction allow document entry, retrieval and projects and contracts managed using the sharing of metadata.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 20
7.10
Expedition Software. The EDRMS should be able to integrate with CityLaw referencing a document number or other reference ID.
The City Attorney’s office uses CityLaw as their Case Management System. It will be necessary to at least reference documents between the two systems.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 21
Ref. Requirement No. 8. Technical Requirements 8.1 The EDRMS should operate on the following desktop operating systems: - Windows XP SP2 - Windows Vista - Mac OS X
Additional Information
The Port currently uses Windows XP SP2 as the standard desktop operating system. At some point in the future the Port may move to Vista. There are a small number of Apple Mac computers used by the Communications Division for graphic design. The Port currently uses Windows Server 2003 as the standard server operating system. At some point in the future the Port may move to Windows Server 2008.
Vendor Vendor Comments Response
8.2
The EDRMS should operate on the following server operating systems: - Windows Server 2003 - Windows Server 2008
8.3
The EDRMS should be able to operate in a virtualized environment using the following software: - VMWare ESX (now Infrastructure 3)
The Port has standardized on VMWare for server virtualization.
8.4
The EDRMS should provide sufficient on‐line storage for all electronic documents that are entered into the EDRMS.
The EDRMS should not, at least initially, require off‐line or near‐line storage. Based on an estimated volume of 100K document pages/images a month with an image/file fragment size of 100Kb an initial estimate for storage volume could be 10 Gigabytes per month. The Port will be implementing a Storage Area Network (SAN) in support of this project.
Electronic Document and Records Management System
Port of Long Beach
Appendix III - Page 22 8.5
The EDRMS should allow for both central and/or local storage of electronic document files.
8.6
The EDRMS should provide immediate on‐line access to all document profiles or metadata from a single central SQL database located in the main Data Center. The EDRMS should be able to use Microsoft SQL Server 2005 and/or 2008 as the underlying relational database management system.
8.7
8.8
The EDRMS should provide fault tolerance and failover so that a failure of any one component does not prevent access to the system.
Documents should be stored in a single central location if sufficient wide‐area bandwidth can be provided between the central location (Data Center) and remote users and availability of the remote connectivity is high. Otherwise local document storage should be provided on local file servers. The Port WAN currently has connections that run at 10 Gigabit, 54 Megabit, 15 Megabit, and 1.5 Megabit (T1). The Port does not anticipate that a distributed database will be required.
The Port has standardized on MS SQL Server 2005. The Port will be transitioning to MS SQL Server 2008 in the future.
The Port is investigating a number of technologies to make its applications more tolerant of component failure. These technologies include clustering and virtualization.
Electronic Document and Records Management System
Port of Long Beach
Appendix IV - Page 1 Appendix IV - Sample Letter of Transmittal To the Board of Harbor Commissioners: Re: RFP for an Electronic Document and Records Management System Having examined the Request for Proposal (RFP), including the appendices, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to deliver, install, configure, support, maintain, and provide training for document management, records management, document imaging, and workflow application software (the "Electronic Document and Records Management System") in full conformity with the said RFP. We undertake, if invited by you to do so, to attend a clarification meeting, at our own expense and at a place of your choosing, for the purposes of reviewing our proposal. The contact person at our organization for this solicitation is: Name: Title: Telephone: E-mail:
____________________________ ____________________________ ____________________________ ____________________________
We agree to abide by this proposal for a period of one hundred and twenty (120) days from the proposal due date and it shall remain binding upon us until the expiration of that period. We confirm to the best of our knowledge that neither our organization nor any person connected with our organization, or sub-consultants to our organization, has any conflict of interest arising from this RFP. We confirm our acceptance of the terms and conditions of agreement as set out in Appendix II of the RFP. We understand that you are not bound to accept the lowest or any bid you may receive. Dated this ___________________ day of ______________, 20_____. __________________________________ (signature)
____________________________ (title)
Duly authorized to sign this proposal for and on behalf of: ____________________________________________________________________ (organization)
Electronic Document and Records Management System
Port of Long Beach
Appendix V - Page 1 APPENDIX V - TECHNICAL PROPOSAL EVALUATION FORMS This appendix provides the forms that are required for inclusion in the technical proposal, as follows: • •
Proposer Information Form References
Electronic Document and Records Management System
Port of Long Beach
Appendix V - Page 2 Proposer Information Form Name of Proposer:
_________________________________________________________
What is the date and State of formation, registration or incorporation of your organization? If outside of California, are you authorized to do business in California? For how many years has the company actively participated in the business of information technology, software development and/or systems integration? How many locations does your organization operate? Please provide a breakdown of these locations by function: Function
Locations
Management & Executive Offices Marketing and Sales Software Development Product Support Implementation & Consultancy How many staff are employed by your organization?
Electronic Document and Records Management System
Port of Long Beach
Appendix V - Page 3 Please provide a breakdown of staff numbers by function: Function
Number of Staff
Management & Executive Offices Marketing and Sales Software Development Product Support Implementation & Consultancy
Please provide the following details on the location of your technical support offices and staff: Location
Number of Locations
Number of Staff
Los Angeles/Orange County Area California (Outside LA/Orange County) US (Outside of California) What were the total gross sales during the last financial year for your organization? $ In the case where your organization has multiple divisions, what were the total gross sales during the last financial year for system integration services relating to information technology?
$
Does your organization have a formal quality assurance system in operation? If your organization does have a formal quality assurance system has the system been certified by an independent body, and what is the name of this body? Electronic Document and Records Management System
Port of Long Beach
Appendix V - Page 4 References Form Proposers should provide at least four (4) references for similar installations. Please use one form per reference. Customer Name: Address:
Contact Name: Contact Title: Telephone Number: E-Mail: Date System Installed: Description of Work:
Electronic Document and Records Management System
Port of Long Beach
Appendix VII - Page 1 APPENDIX VI - COST PROPOSAL EVALUATION FORMS This appendix provides the forms that are required for inclusion in the cost proposal, as follows: • • • •
Software Cost Schedule Service Cost Schedule, identifying: Service costs prior to the maintenance period (initial costs) Service costs during the maintenance period (annual recurring costs) Estimated Hardware Cost Schedule Cost Summary Schedule
The prime contract and all sub-consultant (if any) costs should be submitted in the required format.
Electronic Document and Records Management System
Port of Long Beach
Appendix VII - Page 2 Software Cost Schedule Name of Proposer:
____________
Software
__________________ Extended Price ($s)
Document Management Application Software Records Management Application Software Imaging Application Software Workflow Application Software Other Software Total Costs Notes on the Software Cost Schedule Proposers should complete only the unshaded boxes providing costs for each category of software as identified in the RFP. Where the means of pricing for software does not fit exactly into the identified categories, Proposers should provide their best estimate of the cost in each category while ensuring the accuracy of the total. Notes should be provided to clarify the costs, as necessary. For example, to explain license breakpoints if any, whether the software license is for the site, by user or concurrent users, and the warranty period.
Electronic Document and Records Management System
Port of Long Beach
Appendix VII - Page 3 Services Cost Schedule Name of Proposer:
____________
Services
__________________ Unit Rate ($ per unit)
Initial Cost ($)
Annual Recurring Costs ($)
please state units e.g. $ per hour Design Services Delivery, Installation and Configuration Software Modification, Development and Integration Data Migration Training Software Maintenance Support Other Services Total Costs Notes on the Services Cost Schedule Proposers should complete only the unshaded boxes providing costs for each category of services as identified in the RFP. Notes should be provided to clarify the costs, as necessary. For example, warranty periods for which there is no maintenance cost should be specified. It is expected that: Design Services will be required to determine the modifications that will need to be made to the software to meet the Port’s requirements, to design any interfaces to the Port’s existing applications, and to determine the best means of migrating existing data to the proposed system.
Electronic Document and Records Management System
Port of Long Beach
Appendix VII - Page 4 Delivery, Installation and Configuration of an integrated system for document management, document imaging, and workflow will be provided by the successful Proposer. The system will be demonstrated to work satisfactorily with acceptable response times. Software Modification, Development and Integration: The successful Proposer will be expected to deliver an integrated system for document management, document imaging, and workflow. If the application software proposed is not already integrated, it is expected that it will be integrated when delivered and demonstrated. It may be that the software proposed does not fully meet the requirements of the Port. In this case the Port will work with the successful Proposer to define the additional or modified functionality required. Proposers should review the functional requirements set out in Appendix III carefully and identify the functionality that the software proposed does not provide. Missing functionality is a potential modification to the software. These potential modifications should be listed in notes related to the cost table and the costs estimated either individually or in logical groups. The total initial cost and any recurring annual costs should be entered in the cost table. Short-listed Proposers will be given the opportunity to refine their cost proposals based on discussions during the evaluation process. Note that the Port may or may not accept the proposals for any or all modifications. Data Migration services should include migration of the existing FileTracker database index of public records to the new system. Migration services will not be required for imaging of documents. Training will be required for the primary users of the software (estimated to be 200). Software Maintenance: Software maintenance should include the costs of all mandatory and optional upgrades to packaged software for the next three years, together with the costs of applying the upgrades to the software installed. Notes should clearly distinguish the costs of the upgrades from the costs of applying them to the installed software. Support: Notes should clearly differentiate the support that you propose to provide, for example, on-site, telephone, dial-in, hours of availability, guaranteed response and problem resolution times.
Electronic Document and Records Management System
Port of Long Beach
Appendix VII - Page 5 ESTIMATED HARDWARE COST SCHEDULE Name of Proposer: Hardware
____________
__________________ Extended Price ($s)
Scanners Servers Other Hardware Total Costs Notes on the Hardware Cost Schedule The hardware cost schedule is provided for budgeting purposes only and should not be included in the total proposal price. Proposers should complete only the unshaded boxes providing costs for each category of hardware as identified in the RFP. Notes should be provided to clarify the costs, as necessary.
Electronic Document and Records Management System
Port of Long Beach
Appendix VII - Page 6 Cost Summary Schedule Name of Proposer:
____________ Initial Cost ($s)
__________________ Annual Recurring Costs ($s) Year 1 Year 2 Year 3
Software Cost Service Cost
Total Initial Cost Total 3 Year Cost Notes on the Cost Summary Schedule Proposers should complete only the unshaded boxes by extracting the initial and annual recurring cost totals from the relevant schedules. In attached notes, proposers should also specify the dates at which the initial costs are incurred and the dates on which the annual recurring costs will start, taking account of the acceptance and implementation dates for each of the modules proposed. Confirmation of Proposal Price The total proposal price should be reflected in the total three year cost in this schedule. Proposers are asked to confirm that the cost reflected on this schedule is the total price as proposed. Short-listed proposers will be given the opportunity to refine their cost proposal based on discussions during the evaluation process. The total proposal price is $_________________ Signature of Proposer
______________________________
Electronic Document and Records Management System
Port of Long Beach
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