Addendum posted 6-15-21.pdf

RFQQ #21-KR3 EDMS

Addendum #1

The intent of this addendum is to:

1. Identify any known errors in the RFQQ text

2. Further clarify the intent and purpose of the RFQQ

3. Respond to questions submitted by interested bidders

4. There is a File Set Up and Review document that will be uploaded separately from this addendum as it is long and was the result of a question from a bidder.

1. Known errors

a. Section 3 Proposal Contents, item #2 Technical requirements and Company

Qualifications should be Exhibit D to this RFQQ.

b. Section 3.4 “B” Scope of work – remove “consultant responsibilities” section as this was missed and was part of another bid that required consultant to be on campus to perform services

2. Further Clarification of intent and purpose of RFQQ The campus has been notified by our IT department that our current shared storage file system that is hosted on EWU campus servers has an end date. The goal of EWU is to migrate campus department’s storage and file systems to cloud based servers. This is a department by department decision on what they will use. Many will create a Google Drive because they just simply want to store files in organized folders for future access and record keeping.

This particular RFQQ #21-KR3 is solely for the department of Construction & Planning Services (C&P), and not solution for the entire campus or any other department on campus.

Due to the uniqueness of the thousands of files that need to be store (CAD and other files) and integration with the Asset Works (AiM) system, C&P requires a more specific solution to their access and storage needs.

The intent is to acquire an existing system that is already being used in the marketplace. We DO NOT desire to obtain a contractor to build an entire new software program specifically and exclusively for EWU C&P. We desire an “out of the box” solution understanding that a few processes may need to be modified or adapted to integrate with existing systems or processes.

Essentially looking for a plug and play solution with minor modifications.

An on-site consultant is necessary to be on sight as the selected system is configured and implemented on our campus. The intent is to assist in file migration, fine tune the integration of a selected solution to produce the intended results EWU C&P desires to have, and assist with on hands training. Refer to Page 29 (the last page of Exhibit D) : System Configuration & Testing – July 1

– Aug 31, 2021, File transfer Sept 1-19, 2021 and Go Live Sept 20, 2021.

Please be sure and submit the following when emailing your final proposals:

1. Letter of submittal that will include the signed Exhibits A &B (See Sec 3.1, pg. 7)

2. Qualifications – Along with our business information, list qualifications and and references and/or current institutions that are using your system (See Sec. 3.2, pg. 7 & 3.5 pg. 9)

3. Include a quote for Software Licensing & Annual Maintenance and any other service included or additional.

4. Include Exhibit D (pgs. 24-29) and review Evaluation & Contract Award Section 4, pg. 9

3. Response to Questions submitted by interested Bidders

RFQQ - Electronic Document Management System (EDMS) – Q & A Responses

1. Is there an Exhibit C?

Page 13 at the bottom Exhibit C is EWU General Terms and Conditions

2. Do you have an outline showing the required components to be submitted? The order and items required to be submitted are a little unclear in how they’re worded.

Exhibit A & B both require signatures and Exhibit D needs to be filled out and signed for scorning purposes.

1. What do you want to accomplish with this item: “Automatic publish/copy out to external sources – ie WordPress or University intranet”?

For documents to be published directly (linked) to a WordPress site from the file storage system.

2. Does the University want to receive data or images from Unifier or Bluebeam? Provide clarity on goal for this item: “Ability to link, or dynamically import documents from external software such as Unifier or BlueBeam”.

Yes, the ability to receive data directly into the storage system form these sources with associated metadata properties.

3. On the topic of CAD files, please provide additional detail for desired end result:

a. Will the external references also be stored in the EDMS? “Effective and efficient incorporation and management of external references in CAD files”.

Yes, the external references should be stored within the CAD files.

b. What functionality is needed for this item? “Ability to package external reference with the original CAD file when sharing the file”.

Yes, with the ability to package external references with the original CAD file when downloading.

1. Additionally, is an “X” or “O” response adequate for the DETAILED FUNCTIONAL and TECHNICAL REQUIREMENTS tables 4 through 9 as in table 3 or is a narrative desired?

An “X” or “O” is the required response to the group of questions listed within each of items 4-9.

If unable to perform one or more items with a grouping, the score would be 0.

1. Would you provide a Word version of the RFQ?

All of our bids are submitted as a pdf so that editing or changing things is not accidental or easy.

It would have to be purposeful. The intent is that the pages that are needed to respond to are printed off and signed or filled out, scanned back in and submitted with the other documents of your proposal such as a company overview, quotes, and or references.

2. Is EWU hoping to have a Cloud SaaS model or is there preference for a self-hosted server application?

On premise hosted solution either EWU Cloud or provided by EDMS company. Not SaaS.

3. What is EWU’s internet bandwidth for download and upload speeds?

EWU has a bandwidth of 512 MBs.

4. Integration:

a. What are the specific integration requirements for SharePoint, AiM, and

AutoCad? See Exhibit A #8 Integration Requirements. EDMS needs to communicate with external systems to receive and send data.

b. What version of SharePoint do you need to integrate with?

i. Is your SharePoint system cloud or self-hosted on your servers? Cloud

c. What version of AiM do you need to integrate with? Version 11.0.1 Build 141

i. Is AiM software self-hosted or cloud? Vendor Cloud Hosted

d. What version of AutoCad do you need to integrate with? 2020

e. Is the AutoCad software hosted on EWU servers or is it cloud hosted?

AutoCAD is not hosted and is ran on each individual employee's device.

5. How many document types need to be configured in the EDMS? S See attached File Setup-Review Document.

6. What is the size of the shared drive volume? (GB/TB/PB)

527GB

7. Does the public or non-licensed anonymous users need to access documents stored within the EDMS? (For example: Non-named users needing the ability to go to EWU’s website and be able to review files stored within the EDMS via a web portal for secured access to documents.)

No, only licensed users have access to EDMS.

8. Does the EDMS need to have functionality for the public to submit forms online and initiate workflows or forms approval processes?

No

Garrett Frix | Records and ECM Consultant

Jacquelyn Early lets discuss in the morning :)

1. What is their current work order and construction and planning software (name of the software)? See section 8 - Integration requirements

2. What brand\model of current scanners and MFP’s do you use?

Scanning is not a part of this RFQQ.

3. Page 25 – 2A – When you reference ‘a variety of viewing options’, what specifically does that mean to you?

2A is the category – see #3 – Business requirements section A1-12 for clarification.

4. Page 26 – A4 – When you say Keyword search function, what specifically does that mean to you? Is that something different than full text search capability in the repository?

Searching by a keyword means searching ‘Asbestos’, for example, and all documents related to Asbestos or having the word Asbestos within the document are retrieved.

5. Page 26 – A6 – When you reference ‘ability to save multiple files into one PDF via bundling and/or zip file’, can you confirm that you are wanting to be able to take multiple documents from a results set and merge those into one PDF or ZIP file?

Yes, that is the desired result.

6. Page 26 – A10 – when you refer to ‘automatically tracking changes, user and versioning’, are you expecting the repository to track changes that were made within the CAD documents?

The system needs to log the changes in a version history.

7. Page 26 – A11 – when you reference ‘Preview recalled documents prior to selection’, can you please explain what exactly you are wanting there, or what that would look like to you?

Thumbnail view, built in viewer so user does not have to open file to see contents.

8. Page 26 – A12 – When you refer to automatic publishing of content to WordPress or the intranet, do you mean in the form of web content management?

Yes

9. Page 26 – B2 – When you reference ‘updating from system of record automatically’, are you referring to passing information at a database from your system of record to the content management system?

10. Page 26 – B5 – Are you wanting the documents stored in the repository as bundled sets or have the capability to multi-select documents and download at the same time?

The system must be able to store multiple file types: PDF(individual and bundled sets), TIF, DWG, .mov and other multi-media file types.

11. Page 26 – B7 – When you reference ‘utilizing excel in uploading metadata attributes’, are you meaning that you would want to upload metadata but no files to be associated to that metadata?

Use Excel to upload Metadata properties for many documents at once to minimize the amount of manual entry upon upload of the document.

12. Page 25 – B10 – For auto file naming, are you wanting filenames that are created out of index data and to do this prior to uploading files into the content management system?

13. Page 27 – B13 – Can you clarify what specific type of tool and the specific functionality that you are wanting for collaboration with external actors?

The proposed EDMS must have a tool that allows for authorized users to collaborate on a document within the system.

14. Page 27 – B16 – When you say ‘incorporation and management of external references in CAD files’, can you clarify exactly what you mean by that? Specifically, are all external references in the CAD files? Are they in the same location in the CAD files every time or are they coming from external sources and need to be inserted or associated to the CAD files?

All CAD files and their references will be maintained in the system.

15. Page 27 – B18 – When you refer to ‘tracking document migration status’, what do you mean by that?

Ability to track the status of documents that are being migrated to the system and named using meta data, as to not double up and redundantly add documents to the system.

16. Page 27 – 4 – When you say ‘easily configured GUI, are you referring just to reporting or do you mean the entire client interface?

A dashboard for admins to create an easy to configure interface for a standard users system view that is intuitive and compatible with all internet browsers and computer options.

17. Page 27 – 5 – When you refer to access to external users, are you expecting a portal to be a part of this project or that the external users would simply have rights to access the system?

External users will need temporary access to either the system or a portal where they can have view and download access for collaboration.

18. Page 28 – 7 – When you say ‘utilize existing university single sign-on’, please clarify what specific method\tool(s) you use to achieve SSO?

Shibboleth SSO

19. Page 28 – 8 – What type of ERP system do you use?

See Section 8

20. Page 28 – 8 – What type of integration are you wanting with AutoCAD?

Automatic title block updates from metadata or automatic metadata updates from title blocks.

21. Page 28 – 9 – When you say ‘individual/bulk archiving on demand, what exactly does that mean to you?

Single or multi file functionality to select documents/files for archiving.

22. Page 28 – 9 – When you say ‘provide/supply tools for posting data from external sources’, what exactly do you mean by ‘posting data’?

Import of documents from other systems automatically.

1. Is this RFQ in anyway related to the Nolji system replacement from 2019? Ref RFP 19-

DV11

No this is not related. This is a department specific request due to the sunset of our current Shared Storage in the next couple years. We are wanting a system that integrates with the work order and construction and planning software.

2. Was EWU looking for a hosted SaaS solution proposal or an on-premise solution proposal?

On premise hosted solution either EWU Cloud or provided by EDMS company. Not SaaS.

3. Page 26 under Business Requirements, references OCR technology. By OCR technology are you referring to full text searching in the repository or automated extraction of content off of scanned images?

Full text searching

4. Do you plan on using existing scanners with this solution?

5. Will questions be due by end of business on Monday or is there a specific time?

Questions are due by the end of the day Monday and the hope is to have an addendum out to everyone with the answers so all bidders can see them. If more questions come Monday afternoon the addendum won’t go out until Tuesday.

6. Has a budget for this project been identified and secured? If so, can you share the project budget?

We have a budget estimate for this project with the funds being available now and that is the reason for the quick turn around with a contract desired to be signed by June 28th because June 30th is the end of our fiscal year. We are requesting these quotes to determine if we have allocated sufficient funds for this project.

Nicholas Coker, CIP ImageSource, Inc.

1. The implementation of software solutions can vary widely depending on budget. Our firm has successfully delivered solutions across various budget ranges. To help us best meet the goals of your RFQQ, can you please approximate the anticipated budget range? For example, is the anticipated budget range:

a. Less than $25,000

b. $25,000 – $50,000

c. $50,000 – $75,000

d. $75,000 - $100,000

e. $100,000+

We are requesting these quotes to determine if we have allocated sufficient funds for this project.

2. Remote project delivery typically enables us to reduce project duration and costs. Most of the projects we do could be delivered 100% remotely however, we sometimes find it useful to be onsite during discovery meetings, training, etc. Considering the potential effect on project duration, resource availability, and cost on a scale from 1 to 5 where 1 represents "100% onsite project delivery" and 5 represents "100% remote project delivery", what are your requirements on this continuum?

4, onsite project delivery with some remote project delivery for discovery meeting and training

3. Did any contractor or product vendor assist with the development of this RFQQ or provide you with an initial evaluation, proof of concept, demonstration, pricing, or any other analysis related to this procurement? If so:

a. Please provide the name of all contractors and vendors

b. Are these contractors and/or vendors eligible to bid on this project?

Any/all vendors are eligible to bid this project. We have been to conferences where various products were presented/demonstrated. There has been a vendor that we have worked with for a number of years that assisted us with some of the technical criteria with regard to AssetWorks data tables.

4. What qualifications are you looking for in an implementation partner? For example, we have multiple Microsoft Gold and Silver Competencies, Microsoft Certified Masters, etc.;

will the proposal scoring take our technical credentials into account?

While these credentials are admirable, they are not a requirement of the RFQQ.

5. On a scale from 1 to 5 where 1 represents a commercial-off-the-shelf (COTS) solution with minimal configuration and 5 represents a platform-based solution requiring some professional services, customization, and possibly third-party products, what is acceptable with respect to the solution you are looking for on this continuum?

Due to the time and fiscal restraints, we are seeking a solution with minimal configuration with the ability to have some customization, if necessary.

6. On a scale from 1 to 5 where 1 represents “An on-premises hosted solution” and 5 represents “A cloud-based solution”, what best represents the desired solution on this continuum?

On premise hosted solution either EWU Cloud or provided by EDMS company.

7. On a scale from 1 to 5 where 1 represents a vendor proximal to you in Washington and 5 represents a vendor in another state such as California, what is your preference for vendor proximity for this project? In other words, please rate your preference for local vendors.

Out of state vendors that can meet the ability to provide onsite services is acceptable. Due to travel expenses, we will not seek companies outside the USA.

8. The RFQQ indicates that you have 13 Contributors/Editors and 15 Viewers; to confirm should we use 28 users in total as it relates to product pricing, implementation services scoping, etc.?

Yes, should your company price by type of user, this breakout has been provided.

9. Approximately how many business units (i.e. departments or more granular working groups) will use the solution? We need an approximate number for pricing purposes.

See SOFTWARE LICENSING/MAINTENANCE QUOTE $1 & 2 The current storage system is used solely by the Construction and Planning department.

10. If the migration of documents from File Shares to the new solution is in scope:

a. How many documents need to be migrated?

b. How many folders are there in the file shares that need to be migrated?

c. What is the total size in GB/TB of the content to be migrated?

d. Does the folder structure segregate files and sub-folders by department or business unit (e.g. the Accounting folder contains only Accounting Department files)?

See Business Requirements # B18 – no conversion of data, or migration services due to redundancies in document file structures and naming conventions. This will require a manual clean-up and review process to ensure files are entered and saved with the correct meta data.

We require the product to capture and log location of files as they are moved into the production system to ensure no duplication of data.

Note: the data in a-c can be determined by right-clicking on the parent folder and selecting "Properties” Existing file storage:

527 GB (565,987,032,087 bytes) 50,718 Folders 734,192 Files

11. We are a SharePoint and Microsoft/Office 365 focused consultancy and have successfully combined these platforms with best of breed third party software products (as needed) to implement comprehensive enterprise document, content and records management solutions; given what you know about SharePoint/O365, including any as-needed 3rd-party add-ons, on a scale from 1 to 5 where 1 represents “Will not meet our requirements” and 5 represents “We believe O365 is the best platform for our needs”, what represents your view on the continuum?

1, Will not meet our requirements

12. Regarding your current experience with SharePoint/O365:

a. What version is currently in use?

b. Do you already have the requisite licensing for the number of anticipated users of the solution?

c. What is the current usage in terms of the number of Departments, Users, and

Site Collections?

d. For what workloads are you currently using O365 (e.g. collaboration, document management)?

e. What, if any, problems or dissatisfaction have you experienced with O365?

f. Do you already own any SharePoint-related products (e.g. ShareGate, etc.) and if so, which ones?

g. On a scale from 1 to 5 where 1 represents “None” and 5 represents “Expert”, can you please indicate what SharePoint/O365 skills you currently have in house in terms of:

i. Infrastructure, Administration and Maintenance

ii. Information Architecture Design and Implementation

iii. Content Owner/Authorship

iv. PowerShell and C# Development

When the EDMS is in place, we are not interested in continuing the use of SharePoint or Office 365 for collaboration on construction documents. The EDMS needs to have the ability to collaborate and publish to the WordPress site (currently use SharePoint for this functionality) and enforce and validate metadata entries per document.

13. Regarding requirements related to document scanning, indexing, OCR, etc. (e.g.

Business Requirement A-1) as referenced in the RFQQ:

a. Do you desire to leverage existing scanning software and if so, does the existing software have the ability to release scanned documents and metadata to SharePoint Online?

b. If not:

○ How many documents do you anticipate scanning per year?

i. Not applicable

i. What is the anticipated growth rate in documents scanned per year over the next 3 years (e.g. 5% growth in each of years 2 and 3)?

ii. Not applicable

14. Regarding Business Requirement A-12 stated in the RFQQ as “Automatic publish/copy out to external sources – i.e. WordPress or University Intranet”:

a. Is the content to be published limited to documents only?

i. Documents, pictures, TIF, DWG, .mov and other multi-media file types

b. What platform/technology is currently employed for the University Intranet (e.g.

SharePoint)?

i. SharePoint and WordPress

15. Regarding Business Requirement B-12 stated in the RFQQ as “Ability to link, or dynamically import documents from external software such as Unifier or Bluebeam”, as well as the Integration Requirements indicated in Section 8:

c. Is actual integration in scope for this solicitation or is the intent to ensure that the system has integration capabilities?

i. Actual integration as listed in Section 8 - Integration requirements

d. If integration is in scope:

i. Will the chosen vendor be responsible for implementing the integration between these systems and the new EDMS or will University staff implement the required integration?

1. Vendor responsible for integration

ii. Is the integration primarily limited to support for hyperlinks and/or making certain lists of data available to the system for the purposes of providing picklists/Term Sets when adding metadata to documents?

1. Utilizing the AiM data tables in the various modules to provide a pick list for the meta data in the naming convention of documents (or CAD files) stored in the EDMS.

iii. What level of integration is anticipated (e.g. hyperlinks only, document-level integration, unidirectional/read only, bidirectional data updates, functional integration)?

1. Yes, unidirectional updates and hyperlinks from EDMS to AssetWorks AiM.

16. We typically conduct the majority of our project delivery via virtual meetings using Microsoft Teams because this:

● Reduces the cost of the project in terms of both travel time and expenses

● Enables us to record the sessions for review by anyone who could not attend and/or for future reference

● Enables participants from multiple customer locations to participate independent of their location

● Enables us to have the most qualified resource on our team conduct the session, independent of location Will this way of conducting project delivery meet your requirements?

Some remote project delivery is acceptable but for discovery meeting and training the preference is for onsite.

17. Given the short timeframe of four days between the end of the QA period and the due date of the proposal, will you please extend the due date to June 25th or later so that vendors can provide proposals with the highest degree of quality and accuracy?

We have a budget estimate for this project with the funds being available now and that is the reason for the quick turn around with a contract desired to be signed by June 28th because June 30th is the end of our fiscal year. We are requesting these quotes to determine if we have allocated sufficient funds for this project.

ShareSquared, Inc.

3 Business Requirements

3A1.

a) Which mode(s) of search is referenced by the question?

● a) search within a document using native viewer capabilities. e.g. Search a PDF document using the PDF viewer.

● b) search for documents using full text search using server indexing capabilities. For faster documents, this requires a pass by an OCR engine to extract recognizable text.

Should be able to utilize both A & B

b) Does EWU use an OCR package today or a preferred OCR utility provided by the vendor?

Yes, we have an OCR

3A12. Which version of Wordpress is being used for publishing documents? Version 5.7.2

a) Does the Wordpress have a special module for document handling? The module we use in WordPress for document handling is the native media library.

b) Does EWU have a method to render documents from their native formats to a publishable standard like PDF or HTML?

Currently a manual process

3B12. Does EWU have licensing/access to the APIs for:

1. Unifier No

2. Bluebeam No

We do have access to API’s for AiM

3B18. For the ability to track document migration status, does this refer to:

1. One-time bulk load of documents from the NAS? No

2. Migration of documents to a publishing target? No

3. Ingestion of documents as a continual or periodic process? No

Ability to track the status of documents that are being migrated to the system and named using meta data, as to not double up and redundantly add documents to the system.

4 User Experience Requirements

4.3 What is the main internet browser used at EWU? Chrome

5 The roles listed below require access to the system

● What is the breakdown of contributors / viewers mapped to the internal users (Staff/Shops/Internal CAS users)?

○ Contributors/Editors – 13

○ Viewers - 15

● What is the estimated count of concurrent internal Users?

○ 28

● What is the estimated count of concurrent External Users?

○ Not known at this time

7 Authentication and Security requirements

7.2 Which single sign system on does the university use? Shibboleth SSO

8 Integration Requirements

8.1 Does EWU have licensing/access to the APIs for the referenced AiM systems? Yes

Other

1. What are the expected document volumes

2. Initial file migration

○ 527 GB (565,987,032,087 bytes)

○ 50,718 Folders

○ 734,192 Files

3. Monthly new document volume

○ 1,000+ documents estimate

4. Monthly new versions/edits

○ 1,000+ estimate

2. Does EWU have/use document scanners to digitize paper documents?

Scanning is not a part of this RFQQ

1. What makes/models are being used?

2. What scanning software is being used?

3. What is the current size of data (in GB/TB) hosted on EWU network share drive? 527GB

1. Will EWU require data migration of current Documents to the new system?

Migration is not included in this RFQQ See Business Requirements # B18 – no conversion of data, or migration services due to redundancies in document file structures and naming conventions. This will require a manual clean-up and review process to ensure files are entered and saved with the correct meta data.

We require the product to capture and log location of files as they are moved into the production system to ensure no duplication of data.

2. If 3.a. answer is yes, how are the documents storage currently structured?

Bill Shute Softech & Associates

1. Is this for an on-premise or cloud-based, SaaS Document Management solution?

On premise hosted solution either EWU Cloud or provided by EDMS company, not SaaS.

2.Will consideration and/or preference be given for a secure, cloud-based SaaS solution? See #1 above.

3.Has or will an RFP or RFI be issued for this solicitation? This RFQQ is the solicitation

4.What this RFQQ assembled with the assistance of any vendors? We have been to conferences where various products were presented/demonstrated. There has been a vendor that we have worked with for a number of years that assisted us with some of the technical criteria with regard to AssetWorks data tables.

5.Has the University had any conversations and/or received any demos from any vendors yet? See #4

6.Has a budget been allocated for this project yet? Yes, hence a timeline to have work begin/contract signed by June 28, 2021 based on Section 2.2. Procurement Schedule

7.Does the University use a Document Management System in any other department? I am unsure at this time. The entire reason for this proposal was to replace our shared storage system as we have been notified that it will be going away. This system is housed on our campus servers and most departments use it. Some are migrating to Google Drive and others may have specific systems depending upon the security, etc. necessary for their documents.

8.Which departments will use/benefit from the Document Management System?This proposal is for the Facilities & Planning department only.

9.Is there a need for smart, intelligent forms, dashboards and/or analytics? No

10.Is there a desire for a public portal to allow for searching of documents, completion of forms, etc.?

External users will need temporary access to either the system or a portal where they can have view and download access for collaboration.

11.What kind of files, how many and what is the total size of files that need to be imported from the network share drive and other systems? Thousands of files, many CAD. This will be answered in the addendum.

12.What is the estimated current number of documents created/modified each day that would be stored in the Document Management System? This will be answered in the addendum.

13.Can you please describe the workflows and provide some samples? For example, approval of changes to CAD files.

14.What are the expected integrations with the listed applications and what are some examples of the use-cases? See # 8 Integration requirements

15.Is there a need for the University to be set up with day-forward scanning and/or is there a need for a backfile conversion to scan and import existing paper files into the Document Management System? No

16.When will Vendors have the opportunity to demonstrate their solutions? We are not looking for demos at this time. If the criteria is met, and it is narrowed down to a couple of bidders, we may consider a demo at that time.

17.Can you please provide a Microsoft Excel version of the Technical Requirements document? No. the document is intended to be printed, filled out, signed and scanned then returned with the remainder of the signature pages in the proposal and submitted with a quote.

18.And finally, due to the short response time provided and in the interest of the University receiving a more comprehensive response, can the submission deadline be extended? No. We are on a time schedule due to the budget and our fiscal year ending on June 30th. Due to the time and fiscal restraints, we are seeking a solution with minimal configuration with the ability to have some customization, if necessary.

Mark Spitz, Senior Solutions Strategist

1) Is there a preference for system deployment? We can offer an all-inclusive Cloud platform which includes automated updates and disaster recovery; or a self-hosted solution to provide complete control over your environment. Both options can be proposed if you prefer.

We are looking for a hosted solution. The current Shared Storage system is due to sunset within 2 years, the server held documents need to be moved to a cloud based system.

2) Is this RFP related to RFP#19-DV11 for a Document Management and Imaging System from

2019? No, this is not related. This is a department specific request due to the sunset of our current Shared Storage in the next couple years. The system needs to integrate with AssetWorks (AiM IWMS) work order and construction and planning software.

a. Is the solution selected from this solicitation still in use?

Yes, the solution selected for the general campus does not meet the storage needs of the Construction & Planning department.

3) Will an extension on the bid submission date be considered? Minimal time has been allocated between the date for Q&A addendum release and submission date. No, the accelerated timeline is based upon funding deadlines and staffing resources.

4) Will solution demonstrations be part of the evaluation process? We did not see them included in the solicitation time line.

No, determination will be made based off of a company’s ability to meet the requirements set forth in the RFQQ.

5) Our solution is licensed by the features included with each user. Please provide the estimated user count of each type.

a. How many full users are required? (full repository access: scan, add, edit / version documents, build forms / workflows, participate in workflows, admin. system)

See Exabit A, page 2 - SOFTWARE LICENSING/MAINTENANCE QUOTE Software – Based on the number of users listed below:

Contributors/Editors -13 Viewers -15

b. How many participant users are required? (unlimited submission and participation in forms processes, read-only repository access)

See above.

6) Can you provide an estimate for the number of concurrent users on the system? While we do not offer concurrent licensing, this information is helpful when providing hardware recommendations. See above

7) Do you have any estimates for the amount of content that will be stored in the system?

a. Number of documents

b. Number of pages

c. Diskspace estimation

d. Database size - N/A

e. Database tables - N/A

f. Etc.

Existing file storage:

527 GB (565,987,032,087 bytes) 50,718 Folders 734,192 Files

8) Our solution offers portals for non-authenticated users.

a. Public Portal: This option allows read-only access to the repository for anonymous public users. Please indicate your preference with regards to a public portal, along with estimated number of concurrent users AND monthly views. N/A

b. Forms Portal: This option allows anonymous forms submissions by non-licensed public users. Please indicate your preference with regards to the forms portal option, along with estimated monthly submissions. N/A

9) How is content currently stored? (shared drives, local folders, Google Drive, etc.)

Shared Drive, SharePoint

10) Is there an existing ECM or document management system in place?

a. If yes, what is it? Please provide as much detail as possible. N/A

b. Do you currently have any workflows or automated business processes?

i. If so, please provide a typical example along with estimated number of total workflows. N/A

c. Do you currently use any electronic forms?

i. If so, please provide a typical example along with estimated number of total forms. N/A

What is your current electronic forms solution? N/A

11) Do you have any sample forms or processes you can provide? We can demonstrate how we would automate this process using our solution if desired.

a. Please include the current paper or eform and a description or diagram of the workflow behind it is possible. N/A

12) Is there any relevant incumbent for any portion of the work being requested in the RFP? N/A

13) Has the issuer already considered any solutions? Please provide feedback on any systems under consideration. No.

14) Will there be any data conversion or migration services needed for this project? See Business Requirements # B18 – no conversion of data, or migration services due to redundancies in document file structures and naming conventions. This will require a manual clean-up and review process to ensure files are entered and saved with the correct meta data. We require the product to capture and log location of files as they are moved into the production system to ensure no duplication of data.

a. Do you have any estimates for the amount of content that will be converted or migrated? See # 7 above

i. Number of documents

ii. Number of pages

iii. Diskspace estimation

iv. Database size

v. How many database tables contain information we will need for the migration?

(ex. documents, versions, metadata, annotations, etc.)

vi. Any additional information you can provide on the system that may be helpful.

b. Can you provide the make, model, and version of system that we will be working with?

AssetWorks (AiM version 11.0.1 Build 141) and AutoCAD 2020

c. If the current system is utilizing a database, what platform is it on? (SQL, Oracle, etc.)

i. Is there backend access to the database, or do we have to do an export through the current system? No current system

d. Do you have a set number of document types or metadata categories to be converted?

See attached: File Set Up – Review Document

e. Do you want annotations from your current system migrated? Yes

f. Are you using versioning in your current system? No, but required in quoted system

15) Will any applications need to be integrated? Please provide a list of applications (with version) and a short description of the desired functionality.

See Exhibit A, #8 – Integration requirements

AssetWorks (AiM version 11.0.1 Build 141) and AutoCAD 2020

16) Our system uses metadata templates that contain fields common to each document type for use in indexing. Please provide a list of document types/metadata templates and the estimated field count for each.

See attached: File Set Up - Review Document This is a draft and will need to be vetted with the vendor during the system configuration portion of the project.

17) For forms and workflow development, will the selected vendor be responsible for building the required forms and workflows, or will the proposer’s staff be performing development after proper training?

a. If vendor development is preferred, please provide some examples of forms and workflows, as well as an estimated count, for cost estimation purposes.

The proposer’s staff will be performing development after proper training.

18) If you plan on using existing scanners with this solution, are they ISIS or TWAIN compatible?

19) If we are not selected, will there be any opportunity for a debrief or other feedback? Yes

20) Can conference calls and web meetings be used for this project, or is on-site attendance a requirement? On-site attendance is preferred.

21) Our customers generally prefer remote training due the ease of scheduling and travel savings.

Remote training sessions are recorded and provided to the customer to allow them to reuse as needed. Is this approach acceptable, or would you require on-site training? On-site training is preferred.

22) Do you plan on using a single sign-on service (SSO)?

a. Which provider(s) do you have or plan to use?

Yes, Shibboleth SSO

23) Do you have an Active Directory (AD) containing the users for the new solution?

a. If so, can we sync with your AD to significantly reduce the amount of time required for user configuration? No, not necessary.

24) Please provide details on the desired functionality for the system with regards to CAD Refer to Detailed Functional and Technical Requirements #2 - Business Function

• #A10

• #B8

• #B16-17

#5 – Access to system #7 – Authentication and Security requirements #8 – Integration requirements

Accelerated Information Systems

1. Under section 3.2 Qualifications section, it states that it needs to be broken out into 3 sections,

(1) Business info, (2) Qualifications, and (3) References. My question is around what exactly (2) Qualifications is defining? Because as you continue down, the RFQ describes what is required for the (1) Business information and the (3) References Section, but it does not define anything for

(2) Qualifications.

Sorry if it is unclear as we do a lot of bids and due to the extent of the information we have a template is used so it is possible that some items in the document weren’t updated correctly. An RFQQ is a “Request for Quotes & Qualifications” and is asking a bidder for a quote and based on the scoring, whether or not the needs of EWU can be met with your product. Can you meet the outlined criteria, do you have other customers that you can use as references and lastly, what are your qualifications as a company that show us you are able to provide what we are desiring? Who you are as a company, how long in business, other customers who are using your systems, etc. Sort of like a resume of your company and product.

2. I was assuming 3.4 A and B (Exhibit A and Exhibit B) were the “Qualifications” section, but it Is contradictory to the directions in 3.1, where it states to include these certifications and assurances in the letter of submittal section.

Technical requirements should be Exhibit D. Sorry for the confusion. As section 3.2 states and you listed above is what we desire. A Letter of Submittal (see Sect 3.3 Business Info) with any additional info and qualifications you would like to include, Exhibit A & B (Certifications & Assurances) are signature required pages that need to be returned. Exhibit D is to determine whether the technical requirements can be met and needs to be filled out, signed and returned, and then your product quote.

ImageSource, Inc.

1. Whether companies from Outside USA can apply for this? (like,from India or Canada) Yes they can, however they need to be registered to do business in the State of Washington. We are on a time schedule due to the budget and our fiscal year ending on June 30th. Due to the time and fiscal restraints, we are seeking a solution with minimal configuration with the ability to have some customization, if necessary.

2. Whether we need to come over there for meetings?

Onsite project delivery with some remote project delivery for discovery meeting and training.

3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Some remote project delivery is acceptable but for discovery meeting and training the preference is for onsite.

4. Can we submit the proposals via email?

Yes, that is the preferred method of communication.

Christina Miller Seven Outsource

1. What is the estimated volume of data to be migrated from legacy system to new solution?

527GB

2. What is the ERP used by EWU at this time for general use (i.e., outside of doc mgmt)?

AssetWorks AiM

3. Would your team be open to a hybrid delivery model, comprised of on-shore leads and off-shore technical support?

No

4. From your perspective, what is the 'must-have' timing for go-live? 'Nice-to-have' timing?

See PROJECT APPROACH AND TIMELINE – Implementation Timeline

Dipak Chaudhari DatamanUSA

1. Do you require on premise or cloud platform?

Preference of on premise or self-hosted Cloud model.

2. How much storage does EWU anticipate needing initially? If undetermined, should a range be quoted?

○ 527 GB (565,987,032,087 bytes)

○ 50,718 Folders

○ 734,192 Files

3. Lease or Purchase pricing required?

We are looking to purchase and are expecting to pay annual maintenance and upgrade fees potentially as time goes on. We would want to own it to ensure our documents were retained. By leasing we would have to have another service provider to transfer the documents to if for some reason the lease ended, whereas if we owned it, well, we own it.

Jan Zack Xerox