Request for Proposals

#17-027 Document Management System (DMS)

All Walworth County solicitations are posted on Demandstar by Onvia at: www.demandstar.com.

Vendors may register with Demandstar, at no charge, through the Wisconsin Association of Public Purchasers (WAPP) of which Walworth County is a participating member, at: http://www.onvia.com/WAPP

To ensure notification of future opportunities with Walworth County, vendors must be registered.

Contents

Document Management System (DMS)

INTRODUCTION

Walworth County respectfully requests proposals from qualified vendors to obtain software and the assistance in the implementation and deployment of a county-wide enterprise Document Management System (DMS). Offeror is requested to focus on the need Walworth County has to improve records management, retention, indexing, work flow, document access and retrieval of documents created and utilized by County staff. The goal is to implement a system that stores digital images quickly and effectively for later retrieval by securely defined user or group access. The system should support archival permanency with the ability to migrate records to other mediums (hardware or software) for the full retention of a record and be able to remove records by date, type or number range. The system must be able to export the digital information into various formats, and to allow quick, easy, and timely retrieval of records and information as needed. The system should have the ability to control the authoring, check in/out, and/or version control of documents being developed, managed or stored. It should also give users the ability to index or enter the "metadata" associated to the documents being entered into the system.

All parts, items, details of services or features not specifically mentioned which are regularly furnished in order to complete this type of work will be furnished at proposed pricing and shall conform in quality, workmanship and service to that usually provided by the practice as specified in this Request for Proposals.

Proposal conditions including either the word “must” or “shall,” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no consultant is able to comply with a given specification or condition, Walworth County Purchasing reserves the right to delete that specification or condition in the proposal.

Walworth County reserves the right to cancel any agreement that may result from this Request for Proposals with no penalty if the Walworth County Board of Supervisors fails to appropriate funds for this contract.

Consultants may attach additional information to this proposal.

BACKGROUND

The County does not currently use a Document Management System; however, many departments already maintain their records electronically. The DMS solution must be scalable to support the inclusion of existing electronic documents into the system and to allow paper documents to be scanned and imported into the system. It is not uncommon to have multiple copies of the same document in various locations. In general, users need easier retrieval of information, search tools to locate the information and a workflow solution to efficiently process and route documents. The County is looking to take the paper documents that will be archived for a specified period of time and scan them into a document management system. The system shall include document imaging, management, indexing, searching, workflow and document archiving/retention. This new modernized DMS system will improve the County’s business processes, provide additional protection for records and enhance availability of records to the public.

Walworth County is seeking the option to host the DMS system internally or by a hosting company, with the ability to access the system from any place on any platform (Windows, Mac, Android) 24/7.

PROJECT INTENT

Walworth County is seeking to install a Document Management System (DMS) solution and is currently looking for potential vendors, which can provide a turnkey system that includes necessary business functions and all associated interfaces.

The proposed Document Management System (DMS) shall be specifically designed for heavy-duty government use. The Document Management System (DMS) shall incorporate the latest technology available at the time of installation and must be easily upgradeable when hardware/software improvements become available. The proposing vendors shall keep in mind the following ideals that Walworth County is attempting to achieve in this RFP:

· System reliability

· System flexibility

· System scalability

· System interoperability

· System integrity – data security and user access levels

· Ease of mobile or remote system accessibility

· System user defined parameters

Project elements that the County will require proposals to include:

· Application software

· Software implementation

· Computer hardware and setup

· System interfaces

· Software and hardware maintenance

· Project management

· Comprehensive training

PROJECT OBJECTIVES

1) Establish a main repository for documents

2) Reduce manual processes and increase productivity

3) Increase integration and interaction between departments

4) Improve workflow processes to streamline movement of documents between staff and departments to improve customer service

5) Full text searching of documents stored in the DMS using Optical Character Recognition (OCR) technology

6) All users will interact directly with the DMS to either enter/track their existing paper or retrieve documents as needed from other departments

7) Reduce liabilities through effective management of multiple types of documents (scanned or electronically generated), and improving the tracking, retrieval, retention, and final disposition of these documents

8) Share documents in both a structured and ad-hoc manner across the organization

TYPES OF DOCUMENTS

Given the wide ranging interests in document management technologies it is not surprising to see that the types of documents that may go into a central repository is quite extensive. Examples of documents that would be considered for this system include, but are not limited to:

Documents handled by a typical department include, but are not limited to: 8 ½” x 11”, 8 ½” x 14”, or 11 x 17” in size, and can include both printed and handwritten text. These document can be both single/double-sided; they can be folded, stapled, wrinkled, faded, and odd-size documents (e.g., post-it notes). Document types include, but are not limited to: TIF, PDF, JPG, Microsoft Office standard formats such as .docx and .xls.

LICENSING, CERTIFICATION AND OTHER STATUTORY REQUIREMENTS

Consultant is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing this type of service will apply and will be deemed incorporated into this project. These requirements shall be done at consultant’s expense, at no expense to the County.

PROJECT SCHEDULE

SPECIFICATIONS:

The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. Vendor(s) are cautioned to avoid bidding alternates to the specifications which may result in rejection of their bid/proposal.

DEVIATIONS AND EXCEPTIONS:

Deviations and exceptions from terms, conditions, or specifications shall be described fully on the vendor(s) letterhead, signed, and attached to the bid/proposal. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and vendor shall be liable for injury resulting from any deviation.

ALTERNATES:

The specifications in this solicitation are the minimum acceptable. When specific manufacturer and model numbers are use, they are to establish a design, type of construction, quality, functional capability or performance level, or any combination thereof, desired. When alternates are proposed, they must be identified by manufacturer, stock number or such other information necessary to establish equivalency. It is the vendor’s responsibility to clearly indicate the product being offered and to provide sufficient description literature, catalog cuts and technical detail to establish equivalency. Failure to furnish adequate data for evaluation purposes may result in declaring the offeror non-responsive. Walworth County shall be the sole judge of equivalency.

BACKGROUND CHECKS:

Walworth County reserves the right to perform background checks on vendors providing goods and/or services to the County.

COOPERATIVE USE OF CONTRACT:

Common purchasing practices in government include cooperative or “piggyback” purchasing among various units of government or municipalities. This agreement may be extended for use by other governmental agencies, at the same prices and/or discounts and terms and conditions. Any such usage by other entities must be in accord with the ordinances, charter, rules and regulations of the respective entity and with the approval of the seller. Each respective unit of government will place orders, issue purchase orders, dispute contracts, and make payment directly to the seller. Walworth County acts only as the “Contracting Agent”. Walworth County shall incur no financial responsibility in connection with purchase orders or contracts made by vendor with another public agency resulting from this solicitation. Should the vendor not wish for a contract resulting from this solicitation to be used by other public agencies, they have the option to decline at the time of the request.

INQUIRIES/SINGLE POINT OF CONTACT:

All communications concerning the solicitation are to be directed to the buyer listed on the solicitation. Unless otherwise noted, questions must be received no later than the date stated in the solicitation. The County shall not be held responsible for information provided by or to any other person. Communications (in writing) will be received between 7:00 am and 3:30 pm, Monday through Friday, except on legal holidays. Violation of this condition may be considered sufficient cause for rejection of a bid/proposal, irrespective of any other considerations.

METHOD OF AWARD:

Award shall be made to the lowest responsible, responsive vendor conforming to the specifications, terms and conditions, or to the most advantageous proposal submitted to the County on a quality versus price basis. Among other things, quantities, time of delivery, purpose for which required, competency of vendor, the ability to render satisfactory service and past performance will be considered in determining responsibility. Walworth County reserves the right to award in the aggregate by group or by item. The successful vendor shall be required to enter into a contract agreement with the County. Any agreement or contract resulting from the acceptance of the offer shall be on forms either supplied by the County or approved by the County.

REFERENCES:

Vendors shall provide references of recent clients with similar requirements as specified in the solicitation.

SUBMISSION OF BIDS/PROPOSALS:

All offers shall be addressed to Walworth County Purchasing, Department of Public Works, W4097 County Road NN, Elkhorn, WI 53121 or delivered to the Department of Public Works-Purchasing Division in Elkhorn, Wisconsin Offers must be clearly labeled with vendor name, return address, Bid/Proposal title, date and the name of the primary contact for questions/clarifications. Vendors are required to use Walworth County forms (I.e. Offer sheets, price sheets, etc.…) late responses will not be accepted, will be returned unopened, and will not be considered. Bids/proposals must be time stamped by Walworth County Purchasing Division on or before the date and time due. Bids/Proposals submitted or time stamped in another office will be rejected. Actual receipt in the office of the Purchasing Division in mandatory. All bids/proposals will be opened and recorded in the Walworth County Department of Public Works conference room located at W4097 County Road NN, Elkhorn, WI 53121.

PROPOSAL SUBMITTAL

Interested Consultant(s) s shall submit ten (10) paper copies of their sealed proposal and one (1) copy of their price proposal in the format set forth in Attachment B in a separate sealed envelope marked “Document Management System (DMS)” by 1:00 PM, June 27, 2017 to:

Walworth Co. Dept. of Public Works Purchasing Division W4097 County Road NN Elkhorn, WI 53121

WARRANTY:

Vendor warrants to County that the goods and services provided shall be new, fit for the purpose intended and free from defects. Vendor shall be responsible for enforcement of any applicable manufacturer’s warranties. Vendor warrants that any services provided hereunder shall be performed by qualified and competent personnel in accordance with industry practice and the high standards of care and practice appropriate to the nature of the services rendered. All goods and services provided by the vendor shall conform in all respects to all specifications and be fit for the particular purpose intended by the County.

WITHDRAWAL:

All bids/proposals shall be valid for a period or ninety days (90) days, unless otherwise specified in the solicitation, after the scheduled date of closing. Vendors may withdraw their bid/proposal in total and only by written request to Walworth County Purchasing prior to the time and date scheduled for the opening of the solicitation.

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA):

The Vendor agrees to comply with the federal regulations implementing the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the Health Information Technology for Economic and Clinical Health Act (HITECH) of 2009 to the extend those regulations apply to the goods and/or services the Vendor provides to the County.

INSURANCE REQUIREMENTS:

Contractor agrees to have and maintain the policies as set forth in Exhibit A. Walworth County reserves the right to add additional coverage and/or higher or lower limits where warranted.

VENDOR SUPPLIED DOCUMENTATION / MATERIALS:

All vendor-supplied materials, including the offer, become the property of Walworth County. All material submitted by the vendor in response to the request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided in Wisconsin Statute 19.36(5) must be clearly marked as confidential. Walworth County will work with vendor(s) to meet their confidential and proprietary requirements, provided they are within reason. All proprietary information will be handled in accordance to Wisconsin public records law, however, when accepted it is the vendor’s responsibility to defend the determination in the event of an appeal or litigation. Pricing will not be held confidential after award. Data contained in a bid/proposal and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation and innovations shall be the property of the County.

TERMS AND CONDITIONS:

The Standard Terms and Conditions, as posted on the Walworth County website shall apply to all orders.

OTHER

1. The Consultant, including any subcontractors, must have the financial capability to undertake the requirement. In order to demonstrate its financial capability, Walworth County may require the submission of some or all of the financial information detailed below by both the Consultant and subcontractor if applicable. The requested information must be provided within five (5) working days of Walworth County’s written request.

A. Audited Financial Statements for the Respondent’s last three (3) fiscal years, including as a minimum the Balance Sheet, Statement of Retained Earnings, Income Statement and any notes to the statements.

B. If the date of the Financial Statements provided in A) above is more than three (3) months from the date on which Walworth County requests this information, the Respondent must also provide Interim Financial Statements consisting of a Balance Sheet and year to date Income Statement), as of two (2) months prior to the date of Walworth County’s request.

C. Evidence by certification from the Chief Financial Officer or an authorized signing officer of the Respondent, regarding the accuracy of any financial information provided.

D. Formal certification on proposer’s stationary signed by the owner or authorized officer of the company indicating the proposing firm has not filed for bankruptcy in any form, nor are there any current intentions of filing any type of bankruptcy proceedings. In the event a proposer has or is considering filing bankruptcy of any type, formal certification will take on the form of a written explanation of such filing, complete with history and current status.

E. A confirmation letter from the Respondent’s financial institution(s) outlining the total of lines of credit granted and the amount of credit that remains available and not drawn upon as of one month prior to the date of Walworth County’s request.

F. If any proposal is submitted by a joint venture, then the specific financial information requested may be required from each member of the joint venture depending on the magnitude and impact of their role in the joint venture.

G. If the Consultant or subcontractor is a subsidiary of another company, then the specific financial information requested is also required from the parent company.

2. The County shall be entitled to request the removal of individuals working on any project for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction:

(i) unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact;

(ii) dishonesty or belligerent conduct;

(iii) lack of compatibility with County staff; or

(iv) violation of County rules or policies. Upon such written request, the County and Consultant shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving categories (ii) or (iv) in the preceding sentence. In the event Consultant does not cure the problem within (7) days from the date of notice, Consultant shall remove such person and shall promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of dismissal and provided then only if services rendered meet the minimum requirements of the County.

The Consultant is responsible for ensuring that any substitute personnel have comparable skills and experience. Resumes must be submitted for approval by Walworth County for substitute personnel. The County reserves the right to product demonstration and approve of substitute personnel prior to commencement of activity on the project.

3. Walworth County reserves the right to perform Background Checks on vendors providing goods and/or services to the County.

4. Selected offeror(s) will not be permitted to sublet, sell transfer, assign or otherwise dispose of the contract of any portion therein, or its right, title or interest in, to any person, Vendor(s) or Contractor(s) without the written consent of Walworth County. No subcontract shall, under any circumstances, relieve the contractor of liability and obligation under this contract. The prime contractor shall be fully responsible for the acts, errors and omissions of the subcontractor.

5. The names and addresses of any Subcontractor proposed to be used to complete any of the work shall be stated in the vendor proposal document. State the capacity they would be used in and the approximate percentage of total services they would provide.

If Subcontractors are used, Walworth County will consider the proposing vendor to be the Prime Contractor who will be solely responsible in all contractual matters, including payment if any and all charges resulting from such Contractor/Subcontractor arrangements. The Prime Contractor will be fully responsible for the acts, errors and omissions of the Subcontractors. The Contractor shall cause appropriate provision of its proposal to be inserted in all subcontracts to ensure fulfillment of all contractual provisions by Subcontractors.

All Subcontractors must be licensed to practice in the State of Wisconsin and must have been in business for no less than 5 years.

6. The vendor shall conform to the Health Insurance Portability and Accountability Act (HIPAA) when handling documents subject to those standards.

CLARIFICATIONS

Any questions concerning this RFP must be submitted in writing by 3:30 p.m., Friday, June 9, 2017 to Nick Cramer, Purchasing Manager, e-mail ncramer@co.walworth.wi.us or fax questions to (262) 741-3195.

No information provided verbally, or by any other personnel, will be considered binding.

Questions submitted should be labeled “QUESTIONS FOR Document Management System (DMS)”

If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency exists in the RFP, the vendor should immediately notify the buyer listed above of such error and request modification or clarification of the RFP document. In the event that it becomes necessary to provide additional clarifying data or information, that revises any part of this RFP, supplements or revisions will be provided to all recipients of this initial RFP via written amendment.

The issuance of a written amendment is the only official method whereby interpretation, clarification, or additional information can be given. Amendments will be posted on Demandstar by Onvia at: www.demandstar.com. Hard copies may be obtained from Walworth County Purchasing located at the Department of Public Works, W4097 County Road NN, Elkhorn, WI 53121 from 7:00 am to 3:30 pm Monday through Friday.

Vendor’s are responsible for checking the website for any future amendments, etc. prior to the opening date. Vendor’s who do not acknowledge the amendments in their response may have their proposal rejected.

The County reserves the right, at its sole discretion, to reject any or all proposals, issue addenda, request clarification, waive technicalities, alter the nature and/or scope of the proposed project, request re-submittals, and/or discontinue this process. Walworth County also reserves the right, in its sole discretion, to award a contract based upon the proposals received without prior discussion or negotiation with respect to those proposals.

Contact with any other party or attempts by bidders to contact any other party may result in the rejection of their proposal.

TERM, PRICING AND PAYMENT

Term The term of the contract will be upon contract execution thru completion of services.

Pricing Provide a schedule of fees (firm fixed cost) to fully provide the consulting services as required and listed in the Scope of Services. Items which are normally referred to as reimbursable expenses, including but not limited to transportation, long distance communications, and other documents, overtime work requiring higher than regular rates, additional insurance requested in excess of that normally carried by the Consultant, are to be included in the fee for which no additional compensation will be due.

Rates of Additional Work Include a list of the hourly rates in the pricing document only to be charged to the County in the event additional work is required beyond the scope of service stated. Any additional work must be authorized in writing and be based on the hourly rates as submitted in the Cost Proposal before additional cost may be incurred. Include a cost for additional oral presentation(s), which are above and beyond the presentations listed in the Scope of Services, in the area provided on the pricing document.

Payment Walworth County’s preference is to pay for goods/services on a P-Card. Indicate in the pricing document whether you will accept MasterCard for payment purchases without additional fees. Firm should note how many days after receipt and acceptance of services or receipt of invoice (whichever is later), payment must be processed to accept the credit. Please keep in mind that we will not process payment until/unless compliance with the requirements is confirmed and that Walworth County requires a minimum of two days to process p-card payments.

If you are unable to accept credit card, payment will be made within forty five days after acceptance of services and receipt of a properly documented invoice. Note: Invoice must be sent to the location specified on the purchase order to avoid delays in payment.

Firms who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example, 1%/10 days.

PROPOSAL FORMAT & SUBMISSION

In order for an evaluation committee to adequately compare proposals and evaluate them uniformly and objectively, all proposals must be submitted according to the following format. The proposal should be prepared simply and economically, providing straightforward and concise information as requested. Every attempt should be made to use technological terminology that is common to the industry. Comparable terminology may be substituted where appropriate, if there is a use of clear and concise definitions.

The format is presented below along with the minimum information that should be contained in each section, as well as responding to each component listed in the Detailed Vendor Requirements section. Each section shall be clearly identified and contain all of the information necessary to meet the minimum information required. The responses should emphasize services and experiences, which most closely match those requested by Walworth County. While the vendor should provide enough information to fully respond to each section, proposals should be as concise as possible.

A. Table of Contents: Include a clear identification of the material by section and by page number.

B. Letter of Transmittal: Briefly state the vendors understanding of the service to be provided and a positive commitment to perform the services as defined in the RFP. (Limit to one (1) or two (2) pages).

C. General Information: Include information as it pertains to the services, which are proposed. In addition, respond to the Detailed Vendor Requirements section by providing in detail an explanation of how your services are able to meet (or exceed) the requirements.

D. Firm Experience: Furnish information including the size of the firm, legal status (corporation, partnership, etc…) lines of business, management and technical expertise, financial position, and years in business. Also, describe any unique approaches or techniques developed and used by the firm that would give it an advantage in this engagement. Financial viability of your firm will be a factor when determining the final award.

E. References: Vendor shall provide at least five (5) references of recent clients with similar requirements as specified in this proposal. Reference information shall include contact person, phone number, fax number, e-mail address of a person that may be contacted and relevant recent project information. Walworth County is especially interested in receiving references from government entities that most closely match the requirements as described in this Request for Proposals.

F. Project Plan and Timetable: Describe the project plan recommended by your firm to insure that the required services are met or exceeded. (First in summary and then in detail). This plan should highlight all milestones and deliverables, starting dates and completion dates, project reporting, issue definition and resolution.

G. Exceptions: Any desired exceptions to the terms and conditions of the Request for Proposals must be addressed to the specific paragraph where a conflict exists. If exceptions are taken, cite the paragraph involved, the exception taken, and state alternate language acceptable to the proposer.

a. Formal certification on proposer’s letterhead signed by the owner or authorized officer of the company indicating the proposing firm has not filed bankruptcy proceedings. In the event a proposer has or is considering filing bankruptcy of any type; formal certification will take on the form of a written explanation of such filing, complete with history and current status.

Note: the selected proposer may be required to submit audited or sworn to accuracy financial statements for the proposer’s last two (2) fiscal years. Please state in your proposal response if your company cannot provide this information. This information will be required within five (5) days of request.

All proposals submitted will be binding for 90 calendar days following the proposal opening date unless vendor, upon request of the county, agrees to an extension.

All potential firms, by submission of their respective proposals, agree to abide by the rules, regulations and procedures of Walworth County. Walworth County reserves the right to cancel any order or contract for failure of the successful firm to comply with the terms, conditions and specifications of the contract.

MULTIPLE PROPOSALS

Vendors may submit multiple proposals for the requirements of this RFP. However, each proposal must stand-alone, comply with all instructions in this document and not be dependent on the acceptance of any other proposal. Each proposal must be clearly marked Proposal #1, Proposal #2, etc., on the cover page.

ACCEPTANCE – REJECTION

Walworth County reserves the right to accept or reject any or all offers, in whole or in part, received in response to solicitations, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified offerors in any manner necessary to serve the best interest of Walworth County. Walworth County also reserves the right, in its sole discretion, to award a contract based upon the offers received without prior discussion or negotiation with respect to those offers. Therefore, offerors are cautioned that offers should be submitted initially on the most favorable terms.

All potential vendors, by submission of their respective offer, agree to abide by the rules, regulations and procedures of Walworth County. Walworth County reserves the right to cancel any order or contract for failure of the successful vendor to comply with the standard terms, conditions and specifications.

BEST AND FINAL OFFERS

Walworth County may, at its sole option, either accept a Vendor’s initial proposal by award of a contract or enter into discussions with Vendors whose proposals are deemed reasonably accepted as being considered for award. After discussions are concluded, a Vendor may be allowed to submit a “Best and Final Offer” for consideration.

SYSTEM USERS

Walworth County is interested in significant flexibility with regard to the number of system users within their operations and expects the agreement(s) to support their desire. Included should be the County’s ability to copy documentation for internal use.

PAYMENT SCHEDULE

Payments should be based on an agreed upon, clearly defined schedule of milestones.

VENDOR PROPOSAL FORMAT

The vendor shall provide completed forms and schedules and other information as required in the RFP. To assist Walworth County in the evaluation of the proposals, vendors are instructed to submit their responses in three ring binder format to allow for the separate examination of the various sections of the vendor’s response. Proposals are to be numbered using similar sections and page-numbering schemes as used in this RFP. Exhibits A-E are to be completely filled out and returned as the first sections of your proposal.

A cover letter is to be submitted on your letterhead, signed by the responsible official in your organization, certifying the accuracy of all information in your proposal, and certifying that your proposal will remain valid for 12 (twelve) months from the date you submit it. It should also include the names of the individuals within the company to contact for technical, pricing, and contractual questions.

NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Walworth County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

PROPOSED EVALUATION & SELECTION

Walworth County will participate in the review of the vendor responses. The following criteria, listed in no particular order of importance, will be used to evaluate the proposals:

· Provide required software features and functions. The flexibility of the application software.

· Seamless integration of the software and/or various system modules to meet the project objectives.

· The internal controls provided within the system which prevent unauthorized access to data and provide adequate audit trails.

· Future technology direction (major changes in architecture, database, platforms, languages, etc.).

· The expandability of the proposed solution, including the ease of upgrading the proposed system by adding components to accommodate future needs.

· The amount of vendor support that will be available for installation, conversion, training, ongoing modification, and software support.

· Vendor's performance record to date in meeting or exceeding the requirements of their existing customers.

· Adherence to the requested information requirements and thoroughness of the proposal.

· The total cost of the system for the first year including required software and hardware purchases, installation, and training.

· The total cost of the system over a 10-year period, including direct and indirect costs.

· Financial data and vendor viability

· Client references

· Quality and capability of customer training and support

· Delivery schedules

· Initial and on-going system costs

· Completeness of proposal

· Vendor’s acceptance of Walworth County’s contract requirements

· On-going development strategies (Future enhancements)

Proposals will be evaluated against the specifications presented in each section of the RFP. A proposal may or may not be eliminated from consideration for failure to comply with one or more of the requirements, depending on the critical nature of the requirements.

Evaluation Point Summary

The proposal evaluation criteria should be viewed as standards that measure how well a Vendor’s approach meets the desired requirements and needs of the County. Those criteria that will be used and considered in evaluation for award will include:

*Only Vendor finalists will receive points for an oral presentation and demonstration.

Cost & Presentation/Demonstration: The evaluation of each Vendor’s cost proposal will be conducted using the following formula:

Lowest Responsive Cost Total X 200 = Points Award This Vendor’s Cost Total

The award of a contract pursuant to this RFP will be made to that responsive and responsible vendor(s) whose proposal is determined to have the greatest overall benefit to Walworth County for the life of the system.

Evaluation Specifications

Technical Specifications The proposer’s capabilities to match Walworth County’s objectives and specific overall technical requirements for the Document Management System (DMS) Software services will be evaluated.

· General application requirements

· Database

· Network

· Security / Administration

· Backup

· Interface-ability

· Implementation Requirements

· Support Requested Technical Information

· Application

· Requested Information Relative to Protecting Walworth County

· Database

· Network

· Support

· Workstation

Functional Specifications

The proposer’s capabilities to match Walworth County’s objectives and specific overall functional requirements for the Document Management System (DMS) Software services will be evaluated.

Implementation Plan The proposer must provide a detailed plan for implementing the proposed system. This information MUST include:

· Detailed methodology for implementation. Methodology shall include estimated timeframe, overview of phases and milestones, assumptions, and assumed responsibilities.

· Detailed strategy for data conversion. Indicate the automated tools or programs which may be used to convert data as well as the assumed or estimated breakdown of effort between the implementing consultant and the County's staff.

· Project organization chart showing County and Vendor staff.

· Work effort estimates. A "staff loading" chart listing resource utilization by each month should also be submitted on the form provided in the Attachments to this RFP. The County reserves the right to alter work effort estimates after further discussion with the Vendor.

· Names, titles, resumes, and references of implementers likely to be assigned to this project.

· The role and responsibility of the system and/or implementation Vendor in the design and implementation of the training plan (e.g., development of customized training materials, delivering training to County end-users).

· The role and responsibility of County staff in the design and implementation of the training plan.

· The knowledge transfer strategy proposed by the system and/or implementation Vendor to prepare County staff to maintain the system after it is placed into production.

· Descriptions of Classes/Courses proposed in the training plan. (The proposer should specify the unit of measure for its training (e.g., units, classes, days, etc.) and define the hours associated with these units of measure.) The proposer must be very clear about exactly what training courses are included in the cost of the proposal.

Training Plan The proposer must provide a detailed plan for training. This information MUST include:

· Overview of proposed training plan/strategy, including options for on-site or off-site training services, for the core project team, end-users, and technology personnel.

· The role and responsibility of the software and/or implementation Vendor in the design and implementation of the training plan (e.g., development of customized training materials, delivering training to County end-users).

· The role and responsibility of County staff in the design and implementation of the training plan.

· The knowledge transfer strategy proposed by the software and/or implementation Vendor to prepare County staff to maintain the system after it is placed into production.

· Descriptions of Classes/Courses proposed in the training plan. (The proposer should specify the unit of measure for its training (e.g., units, classes, days, etc.) and define the hours associated with these units of measure.) The proposer must be very clear about exactly what training courses are included in the cost of the proposal.

Maintenance and Support Program The proposal must specify the nature of any post-implementation and on-going support provided by the Vendor including:

· Post-implementation support.

· Telephone support (e.g., include toll-free support hotline, hours of operation, availability of business hours hotline, etc.).

· Special plans defining "levels" of customer support (e.g., gold, silver, etc.). Define what level of support is being proposed.

· Response time for and definition of various types (levels of severity) of problems reported to the support network (e.g., critical issue response time).

· Delivery method of future upgrades and product enhancements, if any, including historical frequency of upgrades by module.

· Availability of user groups and their geographic areas.

· Problem reporting and resolution procedures.

· Bug fixes and patches.

· Proposal shall include all maintenance.

Total Cost The proposer’s costs for Software fees, professional services, training, and customization expenses will be evaluated.

References The proposer’s business contacts, prior clients and other references will be evaluated.

Corporate Experience The proposer’s ability to perform necessary services with Walworth County, based on their prior work activity will be evaluated.

· How long the company has been in the Document Management System (DMS) business

· Company’s size and structure

· Company’s history of selling the particular services to clients similar to Walworth County

· Evaluation of recent proposer’s audited financial statements

· Any other material, support letters, client endorsements

· If appropriate, length and details for any partnerships proposed by vendor

Key Personnel Experience The resumes, work experience, skills and knowledge of the proposer’s key personnel will be evaluated.

· Project Leadership

· Implementation staff

· Training staff

· Technical support

· Application support

· Account manager

· Third-party vendors

Presentation/Demonstration The proposer’s demonstrations will be evaluated.

· Reviewed and demonstrated all functional requirements

· Ease of use

· Ability to perform requested transactions

· Application knowledge of presenters

· Technical knowledge of presenters

· Effectiveness of presentation materials

The County will convene an evaluation team to evaluate responsive proposals using the evaluation criteria listed above. Evaluation team members will independently review and score each proposal. Such scores will be submitted to the County’s Purchasing Division Buyer for a master tabulation.

The evaluation team will then meet to review to composite technical scores. Evaluation team members may then discuss scores, strengths and weaknesses of proposals. Evaluation team members may adjust their scores if they choose to do so. If so, they will update their scoring sheets and submit the updated scoring to Purchasing for changing the composite score.

At this point, the evaluation team will decide whether to determine a “shortlist” of proposers for product demonstrations. If the evaluation team elects to forego the product demonstrations, the process is over, the scores will be calculated including costs and a recommendation will be made to the County Board to award the highest scoring proposer.

The evaluation team may elect to product demonstration the highest ranked proposers. If product demonstrations are required, the Buyer will arrange structured product demonstrations by each proposer on the shortlist. The sole purpose of the product demonstrations is to give the proposers the opportunity to further clarify their proposal.

Please reserve the date(s) of July 26 2017 through July 28, 2017 for a potential product demonstration. All respondents to the RFP will be notified by 12 p.m. on Wednesday, July 6, 2017 if they will or will not be scheduled for a product demonstration.

REQUEST FOR CHANGES TO THESE DATES WILL NOT BE GRANTED

At the conclusion of the product demonstrations, the evaluation team members will re-score based on the written proposal and product demonstration and submit their post product demonstration scores to the Buyer. The buyer will tabulate the scores and at this time, the cost will be added to the technical scores. Final scores will determine who is the highest rated vendor and recommendation for award will be made to the County Board.

All materials submitted pursuant to this RFP become the property of Walworth County. Walworth County will work with vendors to meet their confidentiality requirements, provided that they are within reason. All vendor confidential material must have each page clearly marked as confidential. Wisconsin "Open Records Laws" apply.

Information about proposals which are submitted will not be released to anyone until the process is complete (which is contract execution) and a recommendation is ready for the County Board. Members of the evaluation team will not release information to anyone except the Purchasing Buyer listed herein.

Walworth County reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process) that affect the County’s judgment as to the appropriateness of an award to the best-evaluated proposer.

NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

REQUIRED DOCUMENTS

Vendors must submit the following documents with their proposal. Any proposals received without the required documents may result in the proposal being rejected.

1. Attachment A – Vendor Proposal

2. Attachment B – Cost Proposal

WORKSTATION HARDWARE

County applications are accessed via Personal Computers or through Thin Clients using Citrix. The County-wide standard for information technology equipment is outlined below. The following table summarizes the County’s current Information Technology standards:

◊ Thin Clients

◊ Antivirus: Symantec Endpoint v12.1.4 ◊ Browser: IE v 9 or above ◊ PDF: Adobe Acrobat Reader v10 ◊ Email: MS Exchange Online ◊ Microsoft Office 2010 Pro Plus ◊ Network communications / utility software for internal and external connectivity

◊ Microsoft Active Directory Domain

Product Standards:

Product Standards

Product List

Desktop Hardware Server Hardware Server Virtual Environment Desktop OS Citrix

Server Operating System Windows Security authentication Network Operating System Network Switches

Centralized Databases Email Virus Scanning Software Internet Browser Remote Access SAN Storage Imaging Software Firewall Web Server

HP

HP

VMware Windows Win 7 Xen App 6.5 Xen Server 6.1 Windows 2008 R2/2012 Data Center Active Directory Compliant Cisco IOS Cisco

Microsoft SQL 2008 R2/2012 (Enterprise Edition) MS Exchange Online Symantec End Point Protection 12.1.4 IE 9 or above Cisco VPN

TEGILE

IMS 21

Cisco ASA

IIS

EXHIBIT A

INSURANCE REQUIREMENTS

I. Supplier shall furnish County with Certificate of Insurance indicating proof of the following insurance from companies licensed in the State:

A. Workers Compensation and Employers' Liability - Worker's Compensation statutory - in compliance with the Compensation law have the State and Employers’ Liability insurance with a limit not less than $ 100,000 each accident.

B. Comprehensive or Commercial General Liability with a minimum limit of $1,000,000 per occurrence, $1,000,000 if aggregate Combined Single Limit for Bodily Injury and Property Damage Liability. This insurance shall include, but is not limited to, the following coverage:

Personal Injury

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