RFI - Electronic Document Imaging System (003).pdf

STATE OF MICHIGAN

Department of Lottery

Electronic Document Management System

Request for Information No. 275 180000000024

This Request for Information (RFI) seeks to obtain a description of Electronic Document Management products that provide the functions described in the Requirements section of this document. These include but are not limited to, input options, search, indexing meta data, workflow, and versioning of documents. The information gathered is intended to assist the State of Michigan in understanding how its business processes can be made more efficient, industry best practices, effective operating models, and pricing models.

Anticipated Timeline

Issue Date August 20, 2018 Deadline to Submit Questions 5:00 p.m. EST August 31, 2018 Anticipated Date State will Post Answers to Questions

5:00 p.m. EST September 14, 2018

Deadline to Submit Response 5:00 p.m. EST September 28, 2018

The information in this document is subject to change. Check www.michigan.gov/SIGMAVSS for the current information.

REQUEST FOR INFORMATION INSTRUCTIONS

1. CONTACT INFORMATION FOR THE STATE. The sole point of contact concerning this Request for Information (RFI) is:

Lucy Kish Direct Phone: 517-335-5683 Email: KishL1@michigan.gov

2. QUESTIONS. Questions concerning the RFI must be emailed to KishL1@michigan.gov no later than the time and date specified on the cover page of this document. Answers to questions will be posted on www.michigan.gov/SIGMAVSS.

Questions should be submitted using the following format:

Q # Document and

Section Page# /

Requirement# Question

3. DELIVERY OF RESPONSE. Please provide an informational response to KishL1@michigan.gov no later than the date and time located on the cover page of this document. All documents should be submitted in a modifiable Microsoft Word or Excel format. Documents may also be submitted in PDF.

4. Questions on how to navigate in the SIGMA system can be answered by calling (517) 373-4111 or (888)

734-9749.

5. ORAL PRESENTATION. The State reserves the right to invite some vendors for oral presentations.

6. GENERAL RESPONSE CONDITIONS. The State will not be liable for any costs incurred in preparation of vendor’s response, delivery of the response, and any follow-up discussions with the State. This RFI is not an offer to enter into a contract.

7. FREEDOM OF INFORMATION ACT. All portions of a response are subject to disclosure as required under the Michigan’s Freedom of Information Act, 1976 Public Act 422.

8. RIGHTS TO INFORMATION CONTAINED IN RESPONSES. All informational responses will be considered the property of the State.

Request For Information No. 275 180000000024

The purpose for this Request for Information (RFI) includes, but is not limited to, collecting market information to better understand best practices about electronic document management systems. The information gathered may be used to assist the State in developing program strategy and possibly developing an RFP.

1. Program Overview

This Request for Information (RFI) seeks to obtain a description of Electronic Document Management products that provide the functions described in the Requirements section of this document. These include but are not limited to, input options, search, indexing meta data, workflow, and versioning of documents. The information gathered is intended to assist the State of Michigan in understanding how its business processes can be made more efficient, industry best practices, effective operating models, and pricing models.

2. Requirements

System shall provide a mechanism to electronically image any paper documents

System shall at a minimum have the capability of storing documents in the following formats:

PDF

MS Word

System shall be able to index the electronically created documents to:

Organization ID

License ID

Supplier ID

Hall ID

Document Type

Document create date

User Defined

Workflow status ‐ Status of a group not an individual document

FOIA

CG Work Unit

System shall provide authorized users the ability to modify index values:

Add new index values

Change existing index values

Delete obsolete index values

System shall allow users to manually:

Import documents

Index documents

System shall have the ability to scan documents, Documents which vary in:

Color

Size

Texture

Thickness

System shall accept documents with the following tolerances:

Minimum size of 2" x 4"

Maximum of 11" x 14"

Minimum document paper thickness of .0025”

Maximum document paper thickness of .036”

Colors identified as industry standard for imaging or printing

System shall allow the user to manipulate groups of scanned documents:

Remove individual documents

Rescan individual documents

Replace scanned documents from a previously scanned group of documents

System shall be able to scan at least 80 pages per minute

System shall be capable of simplex and duplex scanning

Documents must be able to be grouped together during scanning based on

Document type

Barcoded data

Number of pages

Separator sheets

Scanning software must be able to auto correct a skewed document within 20 degrees

Scanning software must be able to automatically adjust document resolution at a minimum of 400 dpi

System shall have the ability to recognize and automatically delete blank pages

System shall have the capability to automatically orient documents to landscape or portrait presentation

System shall provide the user document edit capabilities:

Add pages

Delete pages

Reorder pages

Duplicate pages

Split document

Merge documents

System shall have advanced Optical Character Recognition (OCR) capabilities

A minimum accuracy rate of 90%

Ability to regulate the error percentage between 90% and 100% by document type.

Ability to transfer captured OCR data to input screens

System shall have the ability to validate data from specific fields on electronically created forms

System shall be able to read barcodes and perform the following based on the barcode content:

Document Indexing

Workflow Routing ‐ Scanned in it knows the doc type and what status to place it in

System shall have the ability to electronically process fax documents

Import faxes

Index faxes

Automatically send receipt confirmation to the sender.

System shall have the ability to electronically process email documents

Import email messages

Import attachments

Index email documents

Automatically send receipt confirmation to the sender.

System shall allow for the faxing and emailing of a single document as well as multiple documents at one time

System shall store data (document images) in a central repository

System shall provide the user the ability:

View image

Highlight text

Rotate image

Zoom image

Add annotations (arrows and graphics)

Add notes

Print image

With annotations

Without annotations

Perform text searches

System shall allow user retrieval of electronic images using:

Frequently used search criteria:

Organization ID

License ID

Supplier ID

Hall ID

Document Type

Document create date

Workflow status

Any Index value

Any combinations of index values

Ability to STOP a search while in progress

SORT functionality (by column)

Ability to customize columns of attributes by user

System shall have the ability to view a document and all pages within the document by using a paging function:

Sequentially

First or Last page

“Go To” any page

System shall have image retrieval response times within a maximum of three seconds

Request for Information No. 275 180000000024

RESPONSE PREPARATION

Please respond to the following topics and questions in a “Question and Answer” format, providing thorough information for each, when possible.

1. Company full name and address.

2. Name, telephone number, and email address of the individual(s) who will serve as your company’s authorized contact.

3. Please identify who was involved in developing the response to this RFI?

4. Please include, as an attachment, the following:

Mission Statement Organizational Chard Accreditation or other relevant credential [add more if appropriate]

5. Please provide a comprehensive overview of your prior experience providing, operating, programming and managing this type of project.

6. Provide contact information including names, telephone numbers and email addresses for your customer(s) for the work mentioned in #5 above.

7. Provide your organizational structure.

8. Describe ‘best practice’ models your company currently uses and how such models are implemented at the facilities where they are used.

9. What would be your preferred compensation structure?

10. Provide examples of other common pricing models, with an explanation of why they are not preferred.

11. Please explain your approach to [insert].

12. What additional assets, tools, or expertise would your organization request from the State?

13. Please provide additional pertinent information.

14. If a Request for Proposals is issued for provision of this service, is it likely that your company will bid on it?

a. If no, why not?