question # - the consultant connectionconsultants.seattle.gov/.../2017/11/legdc201715a11717.docx ·...

City of Seattle Invitation to Bid/Request for Proposal Addendum

Updated on: 11/7/2017

The following is additional information regarding Invitation to Bid/Request for Proposal #LEG-DC201715 titled Electronic Records Management System Needs Assessment_ released on October 16, 2017. The due date and time for responses is November 13, 2017 at 5 p.m. (Pacific). This addendum includes both questions from prospective proposers and the City’s answers and revisions to the RFP. This addendum is hereby made part of the ITB/RFP and therefore, the information contained herein shall be taken into consideration when preparing and submitting a bid/proposal.

Item #

Date Received

Date Answered

Vendor’s Question City’s Answer RFP Revisions

1 10/18/2017

10/20/2017

Purpose and Background, RFP page 3 states that record storage is currently primarily on-premises with some cloud storage and cloud-based SharePoint sites. Please indicate what version of SharePoint currently in use at the City of Seattle, when it was implemented, and what other EDRMS tools are currently in use.

The City of Seattle currently has SharePoint sites in SP 2010, 2013 and SharePoint Online.

Other EDRMS systems in use at the City have been identified as Oracle and LaserFiche.

2 10/18/2017

10/20/2017

Please advise if the successful proponent will be eligible to bid on the resulting RFP for system implementation. Clearly state whether or not vendors participating in this initiative will be precluded from bidding and to what extent.

We are currently checking with the Contracting Purchasing division of Finance and Administrative Services regarding policies for companies bidding on both the consultant services and the system.

10/25 – No, consultants are not excluded from bidding in the implementation. The assessment work is intended to be agnostic as it relates to requirements, needs assessment, and marketplace analysis. The current body of work in

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this request for proposal is not product selection. The next phase of work will be product selection. The consultant for this body of work will provide product agnostic analysis, information and needs recommendation. Not a recommended product or product specific features.

The next phase of this project would likely be to select a product that matched our needs, as determined by the needs analysis. This may or may not require an RFP depending on if the chosen product is already on a contract available to us.

3 10/18/2017

10/20/2017

Whether companies from Outside USA can apply for this? (like,from India or Canada)

Please refer to the Contracting and Purchasing website at www.seattle.gov to determine if you meet any qualification necessary. Companies from outside the US may be considered if they meet the qualifications listed in the RFP.

4 10/18/2017

10/20/2017

Whether we need to come over there for meetings?

Yes, meetings with City staff will need to take place in person in the City of Seattle.

5 10/18/2017

10/20/2017

Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Please refer to section 7 of the RFP for details on work location.

6 10/18/2017

10/20/2017

Can we submit the proposals via email?

Please refer to section 7 of the RFP for details on the submission process.

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http://www.seattle.gov/



7 10/18/2017

10/20/2017

I saw the performance period was expected to run from mid-November to mid-May 2018, do you have any estimate for when the City is hoping to have the RFP for the system implementation following the completion of the consultant contract

We do not have an estimate for when the City will release an RFP for the system itself.

8 10/18/2017

10/20/2017

I am having a problem opening the document

If you encounter any issues opening the document, please contact Jennifer Winkler at [email protected]

9 10/20/2017

10/20/2017

I would like to request the ability to call and listen in on the Pre-Submittal Conference on 10/24.

We have added a dial in option to the Pre-submittal conference

Join by Phone206-386-1200 (US) English (United States)

844-386-1200 (US) English (United States)

Conference ID: 9673340

10 10/24/2017

10/25/2017

Given the size, volume, and scope of the procurement, the due date does not provide vendors with the time required to

Please see item 29 for updated procurement schedule.

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mailto:[email protected]



analyze the RFP, develop winning strategies, and align resources and pricing. Therefore, we formally and kindly request a 4 week extension to the due date.

11 10/24/2017

10/25/2017

Please provide an organizational chart for each department as well as the number of employees in each. This directly relates to the number of interviews that will be required.

Please refer to the City of Seattle website: www.seattle.gov for a current listing of City Departments and agencies.

12 10/24/2017

10/25/2017

You indicated the usage of SharePoint:

How many SharePoint sites are in use? Please provide a list.

Is there a stated SharePoint direction?

Are the records management capabilities of SharePoint being

SharePoint has various uses across the organization, but today is primarily used for its content management and collaboration capabilities. As a key deliverable in the assessment requested in the scope of work, the consultant will identify the technologies utilized by the departments, pain points, and primary use cases. Consultants will have the opportunity to meet with the SharePoint administrators to identify how the product is being governed in the City.

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http://www.seattle.gov/



utilized?

13 10/24/2017

10/25/2017

You indicated the usage of LaserFiche:

How many users and what functional areas are support?

Is the city using workflow and/or electronic forms?

What system components does the city own?

As a key deliverable in the assessment requested in the scope of work, the consultant will identify the technologies utilized by the departments (including LaserFiche), pain points, and primary use cases. Consultants will have the opportunity to meet with the LaserFiche administrators to identify how the product is being governed in the City.

Currently, we are aware of only the Department of Transportation utilizing LaserFiche.

14 10/24/2017

10/25/2017

You indicated the usage of Oracle:

Is this Oracle Financials using the document upload and handling capabilities or Oracle WebCenter (or an earlier version of their ECM)?

How many users and what

As a key deliverable in the assessment requested in the scope of work, the consultant will identify the technologies utilized by the departments (including Oracle), pain points, and primary use cases. Consultants will have the opportunity to meet with the Oracle administrators to identify how the product is being governed in the City.

Currently we are aware of only Seattle City Light using Oracle Web-center.

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functional areas are supported?

What components does the city own?

15 10/24/2017

10/25/2017

In the Scope of Work bullet 3, you asked for an assessment regarding the systems used by the departments (A list of current major business systems would be helpful.):

Is this all the system in use including data systems?

Only business systems that store documents?

Document managements systems such Oracle and LaserFiche?

Are the Cities network shared drives in the scope?

Are cloud file storage area

By systems we mean ERMS, Document Management System or related systems only, not every business system being used by the City.

Yes, shared drives are included in the scope as it is the unstructured data that we are concentrating on.

Yes, cloud storage to the extent it is utilized may be included in the discovery stage for informational purposes.

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in scope?

16 10/24/2017

10/25/2017

What is the estimate volume of electronic records that are not current controlled in terms of number of files and terabytes?

We are working with our Information Technology Department for figures.

UPDATE 11/6/2017 – the latest figure from our IT dept. is over 55 million files on file shares throughout the City.

As a key deliverable in the assessment requested in the scope of work, the consultant work with Seattle IT to determine estimates and figures for the final report.

17 10/24/2017

10/25/2017

Is the City applying retention/disposition processing to any electronic content in any system today? If so, what systems?

Yes, there are some systems in the City where retention is being applied. A majority of records are in an unstructured environment with retention being applied inconsistently. As a key deliverable in the assessment requested in the scope of work, the consultant will identify the existing retention policies and practices within each department.

18 10/24/2017

10/25/2017

Is the City utilizing the Washington State Local Government Records Retention Schedules?

Yes, we have adopted the Washington State Local Government Records Retention Schedule as our base line for retention. The City meets the State mandated requirements but can exceed the retention for our business needs.

19 10/24/2017

10/25/2017

What is the scope of the ERMS system? Active records (ECM),

We are looking at a system to manage the active and closed records. Workflow is not a part of this project.

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Closed Records (ERM), Workflow?

20 10/24/2017

10/25/2017

As the City is expecting an independent review of its ERMS requirements and current systems, will it require the consultant selected to not be engaged in selling or representing a solution, and will it prohibit the consultant from bidding on the RFP produced?

Please refer to question 2 for response

21 10/24/2017

10/25/2017

Typically, consultants who develop independent requirements for ERMS systems do not install those systems, as that is the work for the integrator selected. As such please clarify the requirement “Led at least 1 successful implementation of enterprise-wide system in the past five years with a public or private agency of similar size to City of Seattle”?

We would like a consultant who has participated in an implementation or whose work products led to a successful implementation of a solution.

22 10/24/201 10/25/201 Does the vendor Yes, the intent of the market research

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7 7 need to be product agnostic in marketing research?

deliverable is for a consultant to provide a high-level analysis of the ERMS marketplace with capability assessments of the vendors that serve public sector clients.

23 10/24/2017

10/25/2017

Scope of work #3. Read section; How are you defining because this can be a big scope of work?

We are asking for the consultant to only look at systems for electronic records management. The scope is not for a full content management system.

24 10/24/2017

10/25/2017

You have nothing in the contract that should go digital?

No, we are not identifying records that need to be scanned or business improvement processes at this time.

25 10/24/2017

10/25/2017

Do you have funding for the second phase?

There is no identified funding at this point. As a key deliverable in the scope of work, an approach, plan, and funding estimate should be provided for implementation phase. This recommendation will be key to initiating that funding request.

26 10/24/2017

10/25/2017

Do you plan for the implantation to be in phases?

Yes, we do plan for the second phase to be in multiple phases. As a key deliverable in the scope of work, an approach and plan for staffing, training should be provided by the consultant.

27 10/24/2017

10/25/2017

Have you explored the State solution of ECM vendors?

Yes, we have reviewed the State contracts. We also want to explore a larger universe of solutions.

28 10/25/2017

Change to Section 2: Performance Schedule:It is estimated the performance period will be mid-November 2017 to mid-May 2018.

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January 1, 2018 to June 30, 2018.

29 10/25/2017

Change to Procurement ScheduleSchedule of Events Date/TimeSolicitation Release October 16, 2017

Optional Pre-Submittal Conference

City Hall, Room 214 (Floor 2, City Council)

October 24, 2017 10 am – 12 pm

Deadline for Questions October 25, 2017 12 pmNovember 1, 2017 12 pm

Response Deadline November 3, 2017 12 pmNovember 13, 2017 5 pm

Interviews (OPTIONAL) November 13-17, 2017November 27 – December

1, 2017Announcement of

Successful ProposerNovember 21, 2017December 8, 2017

Anticipated Negotiation Schedule

November 22-December 7, 2017

December 11, 2017 – December 22, 2017

Contract Execution December 8, 2017January 2, 2018

30 10/30/2017

11/7/2017 What is meant by International or Federal Standards

Records management best practices come from a variety of sources including the Dept. of Defense and the International Standards Organization.

31 10/31/2017

11/7/2017 Please provide the Non-disclosure Agreement which is indicated as mandatory in the submittal checklist.

This form is not applicable to this RFP, it was inadvertently left on the list of items mandatory to submit. You do not need to submit this form.

32 10/31/201 11/7/2017 Remove item from Submittal Checklist in Section 8:

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7Submittal Checklist.

Your response should be packaged with each of the following. This list assists with quality control before submittal of your final package. Addenda may change this list; check any final instructions:

1. Mandatory – Consultant Questionnaire.2. Mandatory – Proof of Legal Business Name3. Mandatory – Minimum Qualifications Sheet4. Mandatory – Proposal Response (see

Proposal Response Section, above).5. Mandatory – Non-Disclosure Agreement

form(s), signed (if applicable)6. Optional – Letter of Interest. Consultant

may include a Letter of Interest no longer than a single 8.5” x 11”page. However, since this is optional, the City does not guarantee it will be read and it will not be counted in the page limits, evaluation or scoring.

33 11/1/2017 11/7/2017 Has the City utilized the services of a Records Management Consultant in the past? If so, what firm(s) and when?

The Legislative Department has not hired a Records Management Consultant since prior to 2001

34 11/1/2017 11/7/2017 Did any consultant or vendor assist in the preparation of this RFP

No

35 11/1/2017 11/7/2017 Will you consider Please see question #21 for a

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revising Minimum Qualifications outlined in Section 4 bullet 2 and 5 that require “5 years implementation experience and one successful implementation of an enterprise-wide system in the last five years with a public or private agency of similar size within the last five years”? Generally the only groups that would have this level of implementation experience will be specific product vendors and integrators since they do the implementations.

response.

36 11/1/2017 11/7/2017 Since the City has adopted the State retention guidelines, in what scenario could federal and international recordkeeping standards could come in to play? Instead, would a valid interpretation of that requirement be the consultant should have “familiarity with

We are looking for a familiarity of best practices and recordkeeping recommendations at a variety of different levels and from different sources. ISO and DoD standards cover the risk mitigation regulations.

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best practices in recordkeeping, including risk mitigation”? If not, to what risk mitigation regulations does the City refer?

37 11/1/2017 11/7/2017 Purpose and Background, 1st para: experience with researching compliance and regulatory standards of local governments - since the City has adopted the State guidelines, minor and major updates are handled by the State Archives by a prescribed procedure. If an entirely new record series is discovered (which the State Archives deems a major change), they would handle that as well. Does the City mean the consultant should have had such experience to be considered a candidate? In what circumstance would this type of research be warranted on the part of the consultant

Identifying new types of records series and submitting them to the state for inclusion to the retention schedules is out of the scope for this project.

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doing an electronic records management assessment?

38 11/1/2017 11/7/2017 Purpose and Background, 1st para: Generally a fit-gap analysis would be the requirements discovered as compared to the functional capabilities of an existing ERMS. Since there is no existing ERMS does the City mean a gap analysis between existing practices against electronic recordkeeping best practices? Please expand on what is desired.

The consultant will review ERMS policies, practices and systems across all the departments in the City.

39 11/1/2017 11/7/2017 I have been unable to register with the City how can I do that?

Please contact Contracting/Purchasing Services for assistance with vendor registration.

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