Q&A Document 1.pdf
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- Attached to
- Document Management Software and Services
- Solicitation number
- NJSIG-2024-002
- Issued by
- Burlington County, New Jersey
About this file
This document is a Questions and Answers (Q&A) file for a Document Management Software and Services solicitation (NJSIG-2024-002) issued by the New Jersey Schools Insurance Group (NJSIG). The solicitation seeks a new document management system (DMS) to replace their current ImageRIght platform, with an anticipated project implementation date of on or about 7/1/2024. The project involves migrating approximately 27 million files totaling 2.2 TB, including 450-500 document types in formats such as TIFF, PDF, DOCX, XLSX, JPG, EML, and video files. The system will need to support 80 concurrent users across all NJSIG departments and include migration of 21 existing workflows ranging from basic one-step to complex multi-step processes.
The solicitation allows vendors to propose both on-premise and provider-hosted solutions, with pricing to include all implementation, migration, licensing, and consulting costs. NJSIG is open to both firm fixed fee and hourly professional services pricing models. Key technical requirements include optical character recognition (OCR) for document searching, integration with systems like Microsoft Office Suite, Right Fax, Oracle PeopleSoft, Citrix ShareFile, and Ventiv NavRisk, and support for document ingestion through various channels. The organization will require production and test environments, and while they are not releasing a specific budget, they are seeking comprehensive proposals that address their document management needs comprehensively.
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| File | Type | Posted |
|---|---|---|
| addenda public notice.pdf | ||
| NJSIG-2024-002 - IT Document Management System.pdf |
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Questions & Answers - 1
Solicitation NJSIG-2024-002 - Document Management Software and Services
Buying Organization New Jersey Schools Insurance Group
No Question/Answer Question Date
Q4 Question: General Question- Concurrent Users
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.
Answer: 80 concurrent users
04/24/2024
Q5 Question: Page 1, Section 1.3: Data Migration
For the data migration from ImageRIght, please provide as much detail as possible.
a.Is the data locally hosted or hosted on the Cloud?
b.Please provide the make, model, and version of system that we will be working with.
c.Is there backend access to the SQL database, or do we have to do an export through the current system?
d.Do you have a set number of document types or metadata fields/categories to be converted?
e.Do you want annotations from your current system migrated?
f.Are you using versioning in your current system?
Answer: a) Database and images are local hosted.
b) The minimum requirements are listed on the “Exhibit 07.7 - NJSIG document management system checklist” that is part of the RFP, and is now available in excel format.
c) Not sure what “backend access means”, we are virtualized and can spin up another server as a database test environment if needed.
d) We have about 450 -500 document types – We also have images that are TIFF, .pdf,.docx, .xlsx, , jpg, eml (emails) and videos.
e) Annotations need to be included.
f) We are not currently using versioning but we have access to that functionality and would like to keep it.
04/24/2024
Q6 Question: Section 1.3: Workflow Migration
For the 21 active released workflows, will migrating these workflows be in scope for this project?
a.If so, please provide a diagram and/or explanation of each to allow us to quote them accurately.
Answer: 1) Yes, 21 workflows need to be in the scope of migration.
2) The 21 workflows go from basic one-step file flows to more complex multi- step workflows.
04/24/2024
Q7 Question: General Questions: Metadata
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. For example, a HR folder might have a template with fields for employee name, ID number, title, and supervisor (4 fields total).
Answer: This will be addressed with the successful vendor.
04/24/2024
Q10 Question: General Question: Development
: 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?
Answer: The proposer will be responsible for migrating the 21 current workflows.
04/24/2024
No Question/Answer Question Date
Q17 Question: Page 51, NJCSIG Document Management Checklist.
Can you provide a fillable format for the Document Management System Checklist, such as word or excel? The PDF version is difficult to work with.
Answer: This has been posted on Bidnet as an excel file
04/24/2024
Q18 Question: optical character recognition
1.Is the purpose of OCR for searching inside the documents?
Answer: Yes that is correct
04/25/2024
Q19 Question: Hosting preference
2.Does the Agency have a preference for on premise or proposer hosting?
Answer: If you have the ability to provide pricing for both please do so.
04/25/2024
Q20 Question: Implementation
3.When does the NJSIG anticipate to begin project implementation?
Answer: On or about 7/1/2024
04/25/2024
Q21 Question: New solution
4.When does the NJSIG anticipate to go live with the new solution?
Answer: To be determined
04/25/2024
Q26 Question: Financial statements
9.As a privately-held organization, our financial information is confidential, and we do not release these details without an NDA. Is there a mechanism for the NJSIG to sign an NDA prior to the RFP submission deadline, or would it be acceptable to the NJSIG to respond with our position and promise to work in good faith towards providing financial statements if requested further in the RFP process?
Answer: This information helps us evaluate a proposer’s status/stability. NJSIG will not reject a proposal because it doesn’t include this financial information.
04/25/2024
Q27 Question: Current contract
10.When does the current contract(s) for the current solution(s) expire (if any)?
Answer: See the RFP for applicable dates/deadlines
04/25/2024
Q28 Question: Current spend
11.What is the NJSIG’s annual spend for the current solution(s) (if any)?
Answer: This question is outside the Q&A format, which is to clarify the scope of work and our service needs
04/25/2024
Q30 Question: Number of Departments
13.What departments will be utilizing the new solution?
Answer: All NJSIG departments
04/25/2024
Q39 Question: General question
General: Can digital signatures be used to execute the required RFP forms?
Answer: Yes this is acceptable
04/26/2024
Q40 Question: General question
General: What is NJSIG’s timeline for system implementation?
Answer: On or about 7/1/24
04/26/2024
Q41 Question: RFP page 1, section 1.3
RFP page 1, section 1.3: Can NJSIG elaborate on why they wish to change platforms from ImageRight?
Answer: Under New Jersey law, NJSIG must periodically solicit and evaluate proposals for this service
-- all proper submissions will be considered.
04/26/2024
Q50 Question: RFP page 2, section 1.5
RFP page 2, section 1.5: Does NJSIG have a preference of self-hosting versus provider proposer hosting?
Answer: No preference
04/26/2024
Q53 Question: RFP page 13, section 2.5
RFP page 13, section 2.5: Are bidders to provide all pricing within the NJSIG Document Management
System Checklist or within their proposal section 2.5 (Fee Proposal)? Or both? We note that the
Checklist does not include a line item specific to implementation costs, can bidders add additional line items?
Answer: Yes please include any/all implementation costs in your proposal. All costs to implement, migrate, license, consult, etc. from our current document management system to your platform must be included in your pricing proposal.
04/26/2024
Q54 Question: RFP page 13, section 2.5
RFP page 13, section 2.5: Regarding the firm fixed fee pricing requested – given that the vendor would not have full insight into NJSIG’s workflow requirements until discovery, would NJSIG consider an hourly fee for Professional Services?
Answer: Yes, and see response to question Q53.
04/26/2024
Q57 Question: RFP page 22, section 4.1
RFP page 22, section 4.1: How will NJSID assess the bidder’s “sound environmental practices such as recycling, energy efficiency, and waste reduction” given that the solution requested is a DMS product?
Answer: The evaluation criteria in our RFP come directly from N.J.A.C. 5:34-4.2, “Model evaluation criteria."
04/26/2024
Q58 Question: RFP page 23, section 4.1
RFP page 23, section 4.1: How will NJSID assess the bidder’s “record of moral integrity?”
Answer: The evaluation criteria in our RFP come directly from N.J.A.C. 5:34-4.2, “Model evaluation criteria."
04/26/2024
Q61 Question: General Question
What is your current budget for this project?
Answer: We do not release budget estimates for procurements.
Q68 Question: General Question
For Document Ingestion what are the channels customer is looking at? Like Scanning, FTP folder upload, APIs etc. Please Specify along with use case.
Answer: This will be addressed with the successful vendor.
04/26/2024
Q70 Question: General Question
We understand there is requirement of OCR/Etraction of data from scanned or other documents for auto-populating the metadata values. Kindly share the number of document types from which extraction is required, data fields to be extracted and volume of documents to be extracted.
Answer: This will be addressed with the successful vendor.
04/26/2024
Q71 Question: General Question
We understand you have 21 active released workflow (document paths) for departments and drawers.
Kindly elaborate more on your workflow automation requirements. What are the various process for which automation is required? Please give an estimate of number of processes to be automated
Answer: This will be addressed with the successful vendor.
04/26/2024
Q72 Question: General Question
Kindly share the complexity for each process in terms of number of activities required in each workflow, automation rules, forms etc. Also if possible share the process maps of the envisaged or existing workflows.
Answer: This will be addressed with the successful vendor.
04/26/2024
Q73 Question: General Information
Copies of Certificate of Insurance will be provided upon down selection. Pls confirm if that’s acceptable?
Answer: This is acceptable, however the insurance requirements in the RFP are not negotiable.
04/26/2024
Q74 Question: Integration
We understand that integration is required with Microsoft Office Suite 2016 (or greater), Right Fax, Origami Risk, Oracle PeopleSoft, Citrix ShareFile, and Ventiv NavRisk. Please specify the use case for integration with these systems.
Kindly list any additional systems with which integration is required, and do all of these systems have web services or APIs exposed which can be used for integration?"
Answer: Please refer to the specifications in the RFP, see also the response to Q48, above.
04/26/2024
Q76 Question: Integration
How many touch points are required with each system for integration (real time/ frequency based/ end of day batch etc.) and how many concurrent requests are envisaged?
Answer: This question is unclear, please refer to the specifications in the RFP.
04/26/2024
Q77 Question: Data Migration
We understand there are approximately 27 million files, totaling approximately 2.2 TB in size which need to be migrated to new DMS. Is there a specific timeline you have in mind for completing the data migration and overall DMS Implementation ?
Answer: We will rely on the proposer to guide us with the implementation and migration timeline.
Q78 Question: Data Migration
Are there any specific data categories or document types that require priority during the migration process?
Answer: This will be addressed with the successful vendor.
04/26/2024
Q79 Question: Data Migration
Considering the file formats provided in the RFP, are there any legacy or proprietary file formats that require special handling during migration?
Answer: No special file formats.
04/26/2024
Q80 Question: Data Migration
Apart from Image right, is there any other source system from where documents need to be migrated to new DMS. Kindly share the name of the systems along with document volume from where migration is required?
Answer: No other source system.
04/26/2024
Q83 Question: Environment & Deployment
How many environments are required apart from production (like Development, SIT, UAT, Testing, DR etc.)?
Answer: Production and test environments required
Questions & Answers - 1
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