REQUEST FOR INFORMATION (RFI) ELECTRONIC FORMS AUTOMATION DEP Solicitation Number: C

Transcription

1 Request for Information Electronic Forms Automation DEP RFI No.: C REQUEST FOR INFORMATION (RFI) ELECTRONIC FORMS AUTOMATION DEP Solicitation Number: C This is a Request for Information (RFI) - this is NOT a request for competitive pricing or a process for the Florida Department of Environmental Protection (Department) to purchase; this request is only for information gathering purposes. No award will be made based on the results of this process. Any procurement by the State will be through a separate process and subject to budget approval. Interested parties can view and download this Request for Information from the Vendor Bid System (VBS) website at Once at this site, the steps listed below should be followed to access VBS: Click on BUSINESS Click on Doing Business with the State Under the Everything for Vendors and Customers heading, click on Vendor Bid System Under the Agency search field, select the Department of Environmental Protection and click on Initiate Search Click on the applicable RFI number DEP RFI No C Page 1 of 10

2 TABLE OF CONTENTS SCHEDULE OF EVENTS... 3 Section INTRODUCTION Purpose and Scope Procurement Officer Questions Addenda Submittal of Response Response Instructions Presentations SECTION 2.00 VENDOR CONTACT INFORMATION SECTION 3.00 RESPONSE FORM Feature & Functionality Assessment Cost Information EXHIBIT A PRESENTATION SCRIPT DEP RFI No C Page 2 of 10

3 SCHEDULE OF EVENTS DATES EVENTS METHOD Friday, April 8, 2016 Friday, April 15, 2016 at 12:00 pm RFI Advertised Questions Submitted Electronically via Vendor Bid System Procurement Contact: Florida Department of Environmental Protection Kaye Robertson, Procurement Officer Tuesday, April 19, 2016 Monday, April 25, 2016 at 3:00 pm Answers to Questions Posted Response Due Submitted Electronically via Vendor Bid System Submit to: Florida Department of Environmental Protection Kaye Robertson, Procurement Officer SUBJECT LINE: YOUR COMPANY NAME DEP RFI NO C Optional / TBD Presentation TBD. If the Department elects to have presentations, they would be performed the week of May 1-7, 2016 DEP RFI No C Page 3 of 10

4 Section INTRODUCTION Purpose and Scope. The Florida Department of Environmental Protection (Department) is requesting information from qualified vendors regarding enterprise document routing solutions. The Department is currently in the process of converting paper-based forms and manual workflow processes into automated systems and is therefore performing market analysis to determine what kinds of solutions are available and estimate costs for budgeting purposes. An ideal solution will integrate document creation, routing, and management within the Department s existing Windows-based desktop environment Procurement Officer. Kaye Robertson, Procurement Officer Procurement Section, Carr Building, Room 215 Florida Department of Environmental Protection 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida Telephone Number: (850) kaye.robertson@dep.state.fl.us Questions. Information will not be provided by telephone. The Procurement Officer shall not be bound by any verbal information or by any written information that is not contained within the RFI documents or formally noticed and issued by the DEP Procurement Section. Any questions from vendors concerning this Request for Information (RFI) shall be submitted in writing, identifying the submitter and RFI number, to the Procurement Officer no later than the time and date specified in the Schedule of Events. No interpretation shall be considered binding unless provided in writing by the Department in response to a request in full compliance with this provision. inquiries are preferred; however, a hard copy or facsimile is acceptable. All questions and answers will be posted on the Vendor Bid System (VBS). It is the Vendor s responsibility to periodically check the VBS. The Department bears no responsibility for any delays, or resulting impacts, associated with a Vendor s failure to obtain the information made available through the VBS Addenda. If the Department finds it necessary to supplement, modify, or interpret any portion of the RFI documents, a written Addendum will be posted on the VBS. It is the responsibility of the Vendor to be aware of any Addenda that might have a bearing on their response Submittal of Response. Responses are due in accordance with VBS and Schedule of Events. Vendors responses must be in writing, and submitted electronically via . Responses must be ed to the Procurement Officer (Section 1.02). Once received, all RFI responses and attachments shall become the exclusive property of the Department and will not be returned. The Department is not liable for any of the costs incurred by the Vendor in preparing and submitting a response. The response package must contain a title page including the below contact information: DEP RFI No C Page 4 of 10

5 Vendor/Company Name; Contact Name and Title; Address; and Phone Number, Fax Number and address Response Instructions. Solution providers are asked to answer the following questions as completely and succinctly as possible. A. Naming of Response document(s) using the following naming convention where C is the RFI number: MyCompanyName-RFI C.docx Example: Acme-RFI C.docx B. Enter your responses in the spaces provided for in the document --Do not change, remove, or add content in the Word document except for entering your responses. C. the completed Response to the Procurement Officer (Section 1.02) by the time and date specified in the Schedule of Events. The naming convention for the subject line is: Subject Line: Your Company Name DEP RFI No C Presentations. Presentations may be offered to all Vendor(s) to this RFI that comply with the above requirements and submit by the date and time indicated in Schedule of Events above. Should the Department elect to have presentations, 120 minutes will be scheduled for each responding (and qualifying) vendor, which includes thirty (30) minutes for clarification questions and answers. The presentation script, if applicable, is included as Exhibit A. The Department s expectation for representation of the vendor s firm is a senior level product representative and a knowledgeable support level analyst. DEP RFI No C Page 5 of 10

6 SECTION 2.00 VENDOR CONTACT INFORMATION. Solution providers are asked to provide the following information: CONTACTS Primary contact regarding this submission? Name: Address: Phone: Title or Role in Organization? Primary contact to schedule Presentation should DEP elect to have presentations: (If other than contact above) Company Website URL: Type of Organization (Corporation, Partnership, etc.): How long has your company been in this type of business? Name: Address: Phone: Title or Role in Organization? Years: Months: DEP RFI No C Page 6 of 10

7 SECTION 3.00 RESPONSE FORM Feature & Functionality Assessment. Response Instructions: Please answer the following questions with as much detail as possible. Please do not include marketing materials with your response; however, within the response links to vendor s website with more detail are acceptable. These links should not replace responses. Responses with only links as responses to the questions or response that do not answer the questions fully may not be contacted for presentations (if the Department elects to have presentations). Question 1: Please explain your product or service and how it meets the basic need for document routing workflows. Question 2: Does your product have the ability to route/manage a variety of native document types (Adobe PDF, Word, Excel at a minimum)? If so, please explain in detail and list all document types that can be managed and routed. Also, please explain what capabilities your solution has to be able to edit/attach files during the routing process. Question 3: Does your product have the ability to route documents with diverse and in some cases very complex approval flows and business requirements and does the customer have the ability to add/edit flows internally, or does this require vendor interaction? Question 4: Are there robust development tools that allow for ease of use and rapid development? Are the development tools usable by the end user, or do they require specific training and programming knowledge (the Department currently uses Java, PHP, and JavaScript)? How extensive are your debugging tools? Question 5: What destinations does your system support for routing of documents? The Department currently has destinations that include internal databases and records management systems, network and web folders, addresses, accounting systems, and external clients, and requires solutions that can meet these needs at a minimum. Question 6: Can your system convert paper-based documents to electronic documents? Question 7: How well does your system integrate with other systems and what restrictions exist? The Department is looking for a solution that will integrate with the current document management system (OCULUS) and back-end Oracle systems. Does it support PDF export to Pixel Perfect forms and reports? Please explain in detail. DEP RFI No C Page 7 of 10

8 Question 8: Does your product allow for secure electronic signatures of documents, both internally and externally, and does the product allow for leveraging existing active directory for security and single sign on? Please explain in detail. Question 9: Explain in detail what usage and metric reporting is available for customers. Question 10: Does your solution allow for document creation? Although the Department has many forms that will need to be electronically converted, we are also looking for solutions that allow for a series of questions and answers that lead to building a document. Examples of this would be creating legal documents, permits, contracts, solicitation packages, etc. Question 11: Is your product user friendly and compatible with a variety of desktop technologies? Please explain in detail. Question 12: Is your solution web based and cloud based? Is your solution accessible from a variety of mobile devices, and from both internal and external devices? Does your solution support multiple web browsers? The Department is looking for a solution which allows forms to be available anywhere. Please explain in detail. Question 13: How secure is your solution? How stable? Question 14: What level of support is available for customers? Is support available for both end users and developers? Question 15: Is there a large and widely-available community of developer resources for your product? Please explain in detail. Question 16: What training is available to customers in what formats? Question 17: Please provide an example of a typical implementation plan to include resources and general timeframes. Question 18: Please provide a list of current governmental entities, either in or out of state, that are using your products in a similar way. DEP RFI No C Page 8 of 10

9 3.02. Cost Information. Solution providers are asked to provide the following cost information. Please note that these costs are estimates and are required. These estimates will be used to assist the Department with budget planning only. COST and TIMELINE Estimated $ / Qty Per/Unit of Measure* Estimated Support Rates: Estimated Licensing Cost: Estimated Upgrades per Year: Estimated Third Party Licenses requirement Costs: Estimated Migration Service Fees: Implementation: Estimated Hourly Rates for Customization, if applicable: * Unit of Measure = hour, license, user, etc. DEP RFI No C Page 9 of 10

10 EXHIBIT A PRESENTATION SCRIPT Presentation Script: Total allotted time is 120 minutes Introductions and Overview Current customers and services provided Demonstration of products and services Demonstration Questions Summary closing Clarification questions and answers Duration 5 Minutes 5 Minutes 45 Minutes 30 Minutes 5 Minutes 30 Minutes 120 Minutes Guidelines for Presentations (if the Department elects to have presentations): Please focus on the Items at the top of the list of features, which we are particularly interested in seeing and discussing but be prepared to address all features listed. Please make sure to identify any special requirements for your presentation when and if called for scheduling. DEP RFI No C Page 10 of 10