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YouMOBILE COUNTY COMMISSION205 Government StreetMobile, Alabama36644P0 BOX 1443Mobile, AL 36633BID INVITATIONNO.JULY 21,120-112011In accordance with General Act No, 217, Special Session 1967, notice is herebygiven that the Mobile County Commission, Mobile, Alabama, will receive bids onthe following itemsDOCUMENT AND FILE MANAGEMENT SYSTEM FOR MOBILE COUNTY PUBLIC WORKS DEPARTMENTAS PER ATTACHED SPECIFICATIONS:Any questions or comments concerning the bid requirements must be brought to the attentionthof the Purchasing Agent, Susan Holland, 251-574-8613, 205 Government Street, 8floorsouth tower, Mobile, Alabama 36644,to or at bid opening or will be forever waived.All bidders shall furnish a five (5%) percent bid bond on any contract exceeding 15,000:provided, that bonding is available for services, equipment or materials.Out of State Corporations shall furnish a Certificate of Authority to transact businessin the State of Alabama. Out of State limited liability companies shall proof ofregistration to transact business in this state.If applicable to a contract resulting from this invitation, the successful bidder mustcomply with the Contractor Felony Investigation Policy, available in the PurchasingDepartment or at mobilecountyal.gov.This inquiry is to establish a price and a source of supply for the above listed itemsby Mobile County Commission and the incorporated areas therein.Purchases by politicalsubdivisions are optional with those agencies.THE t’E)BILE COUNTY COCSSION DOES NOT DISCRIMINATE ON THE BASIS OF RACE,NATIONAL ORIGIN, RELIGION, OR DISABILITIES.AGE,SEX,F.O.B.MobileDATE OF DELIVERYTERMSare invited tobid on the above specifications.The restrictions contained herein are for thepurpose of fixing a quality level, and any deviation therefrom must, in detailestablish that it meets the quality requirements.BIDS WILL BE RECEIVED UNTIL 10:00 k.M.AUGUST 17,2011ALL BIDS MUST BE SEALED, THE WORD”BID”, THE BID NUMBER AND THE NAME OF THE ITEMMARD ON THE OUTSIDE OF THE ENVELOPE. BIDS WILL BE RECEIVED BY THE RECEPTIONISTIN THE OFFICE OF THE COUNTY COMMISSION A1INISTRATOR , 205 GOVERNMENT STREET ONTHE EIGHTH FLOOR OF THE MOBILE COUNTY GOVERNMENT PLAZA. FAILURE TO OBSERVE TIlEABOVE INSTRUCTIONS WILL CONSTITUTE GROUNDS FOR REJECTION OF YOUR BID. THECI1ISSION RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS.MOBILE COUtY OMMISSIONJLJOI-f’PAFECWe propose to meetCOUNTY ADMINISTRATORthe above specifications for the sumof Delivery can be made indays from receipt of award.RESPECTFULLYBY
MOBILE COUNTY COMMISSIONBID FORM1)cue:BiD #120-11DOC U1E v F VD I ILE t4AA(xE4zJF VT S) JFM FOR 1JOBJI E ( O( ‘NT} PLiBI IC WORKSDEPART;1E,VT:CompanyCompany Representative(Print)Company Representative(Signature)AddressPhone number ()Federal ID NumberEmail AddressCompany Web AddressFax number (
Document and File Management System for Mobile County, ALEngineering / Public WorksMobile County, its Commission and agencies, hereinafter referred to as COUNTY, are accepting bids for an electronicdocument and file management system for the Engineering and Public Works Departments. Throughout thisspecification, SYSTEM refers to the proposed electronic document and file management system, ENGINEER refers to thespecifier and end-user of the SYSTEM, and VENDOR refers to the document management software company awardedthe bid. The primary function of the ENGINEER is to build and maintain roads and bridges. The Engineer also managesbuilding maintenance, fleet maintenance, Environmental Services, Countywide radio communications and severalCounty parks. The ENGINEER has a total staff of approximately 500 working from at least 10 different locations whichare connected by a private computer network supporting about 200 computers.The ENGINEER currently utilizes Fortis Enterprise Document Management System Ver. 2.4.1 to manage and storeelectronic images and OCR results, Scanning and indexing is performed by file room staff and various administrative staffat the ENGINEER’s facilities. Most of the electronic documents result from scanning paper documents from less than 10workstations.The file and application servers are located at the ENGINEER’s office at 205 Government Street, Mobile, AL. The serversexist in a virtual environment on three virtual hosts using VMWare. There is some potential for replication or backupacross the network at the facility at 1110 Schillinger Road North, Mobile, AL. The ENGINEER utilizes many softwareapplications throughout the organization including the following:Windows and Linux computer operating systemsMicrosoft Office and Open Office product linesCorel’s WordPerfect and DrawESRI ArcGIS software (SDE)Cartegraph asset management softwareMicroStation and In-Roads CAD softwareAdobe AcrobatNumerous custom Web applicationsA. GENERAL REQUIREMENTS1. The ENGINEER and/or COUNTY will provide the computers, scanners, server(s) and network to support theSYSTEM. The Vendor shall provide and the Bid shall include all software, licensing, configuration, installation,training, support, discovery, implementation services, travel expenses and other products and servicesnecessary to meet the requirements specified herein.2.3.The SYSTEM shall be a comprehensive and fully integrated Electronic Document Management solution.The complete system must be developed by the VENDOR.4.The System shall have fully native functionality without the necessity for third party software to satisfy thesespecifications. No third party modules or programming allowed.5.The Vendor shall be the direct producer and servicer of the system. Bids will not be accepted from a reseller.6.The SYSTEM shall have a proven track record of deployments within Public Works. The VENDOR shallprovide a list of five (5) references for Public Works deployments.7.The SYSTEM shall provide, without the necessity for custom programming, an integration tool to allow theENGINEER to utilize the SYSTEM in additional departments. This integration shall include native retrieval,8.workflow, and capture functionality direct from the line of business application.The SYSTEM shall have an out-of-the-box Workflow engine with the following features:a.A graphical representation of the designed workflow
At least 200 out-of-the-box rules and actions to customize the workflowc. A comprehensive load balancing function to provide distributed workflow tasks9. The SYSTEM shall provide a fully-functional and referencable Microsoft Outlook integration module.10. The SYSTEM shall have a proven and referencable integration into the ESRI product suitea. Include integration into ArcGlS Server and Desktopb. This includes at least five (5) references of customers who integrate ESRI customers11, The SYSTEM shall provide flexible capture and indexing functionality such as:b.a.b.An automated indexing method which will provide access to stored keywordsPossibility for structured OCR field retrieval and broad OCR capturec. Barcode capture functionality with the ability to read over 20 different bar code types12. The SYSTEM shall provide robust searching capabilities including:a. The ability to create custom HTML search queries from within the SYSTEMb. The ability to create favorite searches which can default when the user starts a query13. The SYSTEM shall provide the functionality to run detailed reports on the following:a. Workflow activityb. Missing documents within foldersc. User Activityd. Document Activity14. The SYSTEM shall provide comprehensive foldering capabilities that will:a. Provide functionality to mirror our current folder structureProvide capabilities to report and search for missing documents within particular foldersProvide an administrative tool to create the Foldering structure which will provide dynamic foldercreation for end-users15. Questions regarding these specifications shall be submitted in writing via email tob.c.net16. The contact at the County Engineer’s office is as follows:Peter Olivero, Engineer Ill, Phone: (251) 574-8595Email:17. VENDOR must be able to meet the COUNTY’s insurance requirements as stated in Section T.18. The SYSTEM will be primarily installed on computers located at:Mobile Government Plazath6205 Government Street,&Mobile, Al 36644-1600th7Floor, South Tower19. The COUNTY shall have the right to use the SYSTEM to provide access to document records to othergovernment agencies that may have access to the COUNTY’s computer network including the right to installclient software as required and in a manner consistent with the licensing agreement executed by the MobileCounty Commission and VENDOR.20. Subsequent to the bid being awarded, the COUNTY and VENDOR will execute a contract which embodies theterms of the Bid Invitation, Bid Specification, Bid Response, and other terms and conditions necessary forthe project to proceed.B. SCANNINGIntegrated image captureSupports Kofax, ISIS, and TWAIN scanning standardsImages to be stored in non-proprietary format such as TIFF, JPEG, or PDF
Copy scanner settings from one station to anotherInclude color and monochrome images in same batchDuplex scanning from one sided scanner with auto page r&orderingAdd scanned pages to documents already in systemAutomatic blank page as document separatorBatch indexing interfaceAbility to lock fields for carryover while batch indexingAllow multiple instances of indexed field without additional configurationPan to or focus on designated area of scanned image automaticallyOne step scan to SYSTEM capableBatch progress viewing based on security settingScan direct to TCP/IP socket server capableDouble blind indexing of scanned docs with correction methodQuality Assurance method for image quality / accuracy and indexingCustomization of scanning process using Visual Basic ScriptingScan and index (or classify) to SYSTEM using Web from any location over internetVisual onscreen method for separating images into documentsAbility to separate a large document into multiple separate documents during indexingBatch scanning through internet only connection with no loss of documents during internet outagesBar code recognition including support for automatic document classification during scanningFull page OCR and OCR of pages added to a documentBatch or single document OCRSchedule batch OCR of any documents that have already been indexedSweeping of existing images from network directory by file type with indexing toolsSweeping with separate batches for each sub directoryDocuments of any file type can be captured in one processAutomatic indexing based on file location or file nameIdentify and offer processing options for duplicate documentsOption to append document with identical index values to existing documentRun import process unattended based on user defined scheduleImport document based on presence of file indicating readiness of document for importRun import processes simultaneously from several workstationsImport process includes success/error report mechanismC.TEXT SEARCHINGFull text searching of documents and keywords including fuzzy, inflectional, thesaurus, proximity, wild cardand SOUNDEX searchesRetrieve a group of documents based on string searchSearch a document for a number or currency valueCase sensitive search capabilityChange display order of search results to sort by selected fieldD. METADATASupport an unlimited number of Metadata types and valuesSupport currency, date, time, alphanumeric, numeric, and floating point data typesSupport variable character length data
Supports selection from multiple preconfigured data formats like dd/mm/yyy or month/dd/yy for dateProvide point and click configuration to restrict end user metadata entryValidate metadata values and allow case restrictions and length restrictionsAbility to require metadata values in fields designated by the SYSTEM administratorSupport use of keyword sets to automatically index documentsSupports entry of single keyword to retrieve all remaining keywords in setAllow multiple values for the same metadata field or multiple instances of the same fieldAllow for document source file name to be automatically used as a metadata fieldMetadata values can be selected from drop down list of valid entries when indexing or retrieving documentsMetadata values can be hidden based on users securityProvide configurable document naming structureAbility to purge unused metadata valuesUpdate or replace metadata values on multiple documents without scriptingProvide for summary report of metadata valuesAbility to store all metadata values in one databaseAbility to store all metadata field names in one tableE.DOCUMENT MANAGEMENTImport documents by scanning, automated processes (sweep), or by other unique proceduresSearch for documents in SYSTEM by text search, full text search, keyword search, or custom searchSearch can be applied to all documents of all types with single search querySearch queries can be saved and reusedConfigurable search results page to display icons or keywordsOpen more than one document from search results listProvide ability to link documents of any type as being relatedAllow customized redaction and annotation viewable based upon user credentialsAllow removal of some or all keyword values during redaction processAllow use of overlays on text documents at discretion of system administratorAbility to create new document type by drag-and-drop functionality from the metadata field name listAllow creation of un-limited number of document typesF.ELECTRONIC DOCUMENT MANAGEMENTAllow access to specific document revisions based upon users credentialsControl and track the modification of document revisionsPrompt user for designation of document as revision to existing or newDistinguish between and control viewing of draft and final documentsAllow, force or restrict application of comments to revisionsAllow designation of document as restricted from revisionAllow “checkout” of document to local workstation for revisionAutomatic synchronization of checked out documents at next loginSupport drag and drop movement of documentsG. PHYSICAL RECORDS TRACKINGSupport centralized administration over departmental physical and electronic recordsManage check-out! check-in of physical records
Allow users or administrator to view checkout status of physical records
H. ELECTRONIC FORMSSupport the creation, storage, management and processing of data with electronic formsUse standard HTML forms, Cascading Style Sheets and java scripting for flexibilityAllow mapping of form fields to document metadata to support automatic indexingAllow customization of forms based upon user credentialsSupport calculations within form fieldsAllow form field values to be saved for future useSupport tabbed views in formsProvide a complete audit trail of modifications to formsAllow disconnected users to submit forms when reconnectedI.WORKFLOWProvide workflow software to define, develop, and deploy process logic and steps without programmingProvide logical workflow grouping of documentsProvide link or association between all documents in single workflow processProvide graphical interface for workflow designProvide for standardized workflow componentsAllow workflow components to be renamed without programing or loss of functionalitySupport workflow “de-bugging”Support re-configuration of workflow by managers without IT interventionSupport multiple input methods for documents to enter workflowAllow access to workflow based upon user credentialsAllow for workflow to be moved from one system to anotherAllow enforcement of consistent document processing based upon workflow rulesSupport use of Boolean logic in workflow routingSupport parallel processing of same document by multiple usersSupport identification of exceptions to a process with notification triggersSupport distribution of work based upon load balancing rulesAllow process to start based on timer without human interventionAllow for email notification to be sent with embedded URL link to a specific processSupport integration of electronic forms into workflow process for input or outputAllow workflow processes to be rolled back in event a mistake is identifiedSupport workflow processes executed locally, over internet using standard browsersAllow for instructions to be displayed for user during workflow processAllow user to modify interface to accommodate practices or habitsAllow addition of digital signature as part of processAllow administrator to set and manage timers for each step of the developed workflowAllow automated email notification when workflow component is dueAllow users to view history of workflow events
WEB SERVICESProvide user access via Web browser supporting standard web browsersSupport direct TWAIN scanning via Web browser based client into system repositorySupport advanced viewing and printing capabilities through the Web clientSupport reordering pages, insertion of pages from another documentAllow importing and indexing of documents using web clientAllow access to SYSTEM’s internal messaging system over Web clientAllow creation of redactions, notes and markups using Web clientK.INTEGRATION WITH CAD, GIS. MICROSOFTSupport seamless integration with Cartegraph asset management software, ESRI Server, and supportoptional integration with AutoCAD and MicrostationProvide an integration solution for Java, HTML, NET and Windows based applications without any customprogrammingAllow users to interact with data in other applications to trigger a search, start a workflow within theSYSTEMSupport triggering from within other application create, populate, index, and store electronic formAllow user to launch scan from within other applicationSupport data scraping for later use in indexingSupport automatic indexing of documents imported from other applicationsSupport use of print function to generate TIFF image for import to SYSTEM form other applicationProvide an Application Programming Interface for customizationProvide secure web access to ESRI for access to documents from any Internet connected computerAllow keyword searches of ESRI layers and documentsLPUBLISHINGEasily export select data and create portable system on CD or DVD for unconnected userAbility to automate backup of documents to CD or DVDAbility to schedule publication of documents to CD or DVDAbility to publish Runtime client of SYSTEMPerform keyword and text searches using Runtime clientView related documents using Runtime clientM. INFRASTRUCTURESupport Microsoft Windows XP, Vista, Windows 7, all versions of Windows Server since 2003Support Microsoft SQL Server and Oracle Database architectureSupport operation within Virtual Server environment using VmWareSupport deployment on single or separate database and application serversSupport load balancing to accomplish failover and redundancy between Microsoft IIS Web Servers
N. SECURITYAllow assignment of rights to users and groups of usersAllow administrator to assign users to more than one groupEasily restrict rights to users or groups based upon the value of a keywordEasily restrict rights of users or groups to functionalityAllow administrator to control editing of keywords based upon user’s credentialsAllow administrator to restrict the print functionality at the group levelAllow specific individuals limited administrative functions over specific group(s)Allow administrator to allocate licenses to specific groupsSupport import from or synching with Active Directory0. TRAINING120 hours of online or classroom instructor led training in topics to be selected by the COUNTY from thecomplete catalogue of courses offered by the VENDOR. The offerings should cover the following topics:System administrationWorkflow designWorkflow AdministrationSoftware IntegrationApplication Programming InterfaceForm DesignP.LICENSINGFive (5) concurrent user licenses for all workflow functionality described in Section ITen (10) concurrent user licenses for all functionality described herein except workflow functionalityLicense
The ENGINEER currently utilizes Fortis Enterprise Document Management System Ver. 2.4.1 to manage and store electronic images and OCR results, Scanning and indexing is performed by file room staff and various administrative staff at the ENGINEER’s facilities. Most of the electronic documents result from scanning paper documents from less than 10
