RP014-22 Ad2

March 8, 2022 Addendum 2

RP014-22

Provision and Implementation of Enterprise Records Management Solution and Professional Services on an Annual Contract

Please see the below summation of questions and answers for the above solicitation.

Clarification:

C1. 2.5 Gwinnett Computing Infrastructure -change ERP Software from SharePoint to SAP

Software Current Technology Enterprise Resource Repository (ERP) SharePoint SAP

Questions Q1. Clarify the requirement for PCI (Payment Card Industry) support. What is the vision for this? (S-

43) Q2. If financial data is a part of the records stored or accessed via the proposed solution, that solution should support the ability to ensure the transmission, storage and other related activities remain in compliance with PCI standards (assuming they originate in that compliant state). Additional information on PCI and other regulations and standards to which adherence is expected can be found in the Exhibit A of the request for proposal.

Q2. Clarify the requirement (S-79, S-80) for “field level” redaction. I.e., would it be acceptable for the user to be able to select areas on a document for redaction (is this is what is meant by “field”?)

A2. Field-level redaction refers to the ability to redact specific fields of a document or file as opposed to the entire file. This could be as little as a single word or a set of words or characters.

If the file is a fillable form for instance, it might be an input field on the form.

Q3. Does the County intend to replace current systems (Versatile, FileNet) with a new ERM solution?

A3. Please refer to the request for proposal as this is answered for each of the systems to which it applies and is listed in the question.

Q4. Does the County intend to integrate the new ERM solution with existing system?

A4. Yes. Those specific integration requirements will be determined at a later date.

Q5. What is the volume of records or documents stored in Laserfiche in gigabytes (GBs)?

A5. That information is not available at this time.

Q6. Who is the vendor who supports the legacy FileNet system?

A6. The County currently has the following active contracts:

OS025-16, FileNet Support and Maintenance on an Annual Contract, IBM Corporation PA036-18, Provision of Gwinnett County's Maintenance and Support of the FileNet ECM

Solution on an Annual Contract, Fairfax Data Systems, Inc.

Q7. How many users does the legacy FileNet system currently have?

A7. 800

RP014-22

Q8. Does the County have a hyperscaler preference? Does the County currently use any hyperscaler or have a contract with a cloud vendor?

A8. Microsoft Azure. The County is not currently using any hyperscaled servers but does have an

Enterprise Agreement with Microsoft that provides the County with this capability.

Q9. The request for proposal lists a user quantity of 125 employees as the high-end number of employees from basic web searching. Is Gwinnett asking for pricing on 60 full use (users) and 65 limited use (users)? What about external users (non-employees) outside the firewall?

A9. The number of users will depend on how the solution is structured and the corresponding pricing. The Training section of the request for proposal and the Pricing Response area include a general description of the types of activities the County anticipates users performing. The County asks service providers to share insight into proposed user categories and pricing in the respective areas of their response.

Q10. Does Gwinnett use salesforce.com?

A10. No. Gwinnett does have a SalesForce application (Remedyforce) that is used for service request management.

Q11. Please provide more detail on the County’s use of Office 365, and SharePoint?

A11. Additional information regarding Gwinnett County’s use of SharePoint and Office365 can be found throughout the request for proposal. Page 15 provides information on SharePoint in addition to comment under various areas throughout the request for proposal. Section 2.5 speaks to the overall environment and how both 365 and SharePoint exists in that environment.

Q12. If proposers knew which SAP modules would be left and replaced by Gwinnett’s new ERP service provider it would make proposals more accurate. Please advise?

A12. This has not yet been awarded. No additional information is available at this time.

Q13. For item S-79/80 Redaction on Exhibit B: Is Gwinnett asking for automatic redaction capability or only manual?

A13. It is referring to a way in which a user can redact/hide or mask information in a record without having to use white out or other non-technical means to do so. The continuum of ways in which the redaction can be accomplished will depend on the solution being proposed. Please provide any details about how the service provider’s proposed system enables redaction in the comments response section of the respective functional requirements and in any related interrogatories on that subject.

Q14. S-3 Content Security on Exhibit B: What does it mean to report and certify permissions?

A14. The solution should provide the administrative users a means of reporting who has permission and at what level. Certifying permissions is a means of authorizing or controlling permissions granted. S-4 refers to the ability to have checks and balances as well as transparent reporting on how permissions (user roles and responsibilities) are managed.

Q15. CSM-12 in Exhibit B: does this mean version? If a service provider has a document with 10 versions, the service provider wants to be able to add it as the 5th version and then all subsequent version gets bumped up as one.

A15. The user (with appropriate permissions as it related to content versioning) should be able to set their own versioning numbers and rules and/or use an automated means of versioning by the solution at the time of content capture. Further, the administrative user(s) of the ERM should be able to define what official versions are to be recognized and included as part of the vital records repository.

Q16. The drop down on column J that states: Base Pkg, Addl. Module, 3rd party, configuration and customization, is what a service provider selects to provide that ability as stated in requirements “F” or if partially filled as explained in column G. Is this correct?

A16. The selection in Column J should describe how the functionality is provided to the extent the responding service provider has indicated. For example: If the response in F was “fully met” and J was “Base Package” Gwinnett County would expect the solution proposed includes the full functionality as part of the out-of-the-box solution. If the response in F was “partially met” and J was “Base Package” Gwinnett would expect that the description in G describes some limited functionality that is available in the out-of-the box solution.

Q17. In regard to the column J: if a service provider selects 3rd party, addl module, customization and there is an additional cost, how and where would the service provider add that information? This would be difficult to estimate, especially for customization without a real requirement.

A17. Cost would need to be included in the pricing in one of the rows for additional components in the appropriate section. If the cost associated with the functionality cannot be quantified or computed, then the functionality should not be indicated as available as part of the proposed solution.

Q18. Can an extension be requested?

A18. Not at this time.

Q19. Will FileNet be replaced?

A19. Please refer to the request for proposal as this is answered for each of the systems to which it applies and is listed in the question.

Q20. In Section 2.2, there is a statement about the need for federated search and query across disparate sources. Is the County asking for a solution to search across other platforms not just the document management solution?

A20. All vital records whether they physically reside in the proposed solution or not should be identifiable in a search provided or enabled by the proposed solution.

Q21. How many internal users will need access to the document solution?

A21. See training and pricing sections in the request for proposal.

Q22. Deployment appears to be department by department – is it anticipating licensing purchases would be conducted department by department?

A22. The response should include a recommended implementation/deployment approach as well as the recommended licensing to accommodate the implementation approach and user business needs described in the request for proposal. The request for proposal does indicate the County will entertain a phased approach.

Q23. Will Versatile Enterprise be replaced if the solution can replace it?

A23. Please refer to the request for proposal as this is answered for each of the systems to which it applies and is listed in the question.

Q24. Will Laserfiche be replaced with the awarded solution?

A24. Please refer to the request for proposal as this is answered for each of the systems to which it applies and is listed in the question.

Q25. For hardware replacements, since the 6 terabytes (TBs) of file net storage would be moving over should the service provider simply reuse the same SAN or provide a new SAN?

A25. Assume the hardware would be replaced. It should be called out in the interrogatories related to architecture and included as separate line items in the proposed pricing.

Q26. For hardware replacements, is Gwinnett County looking for just hardware for the core solution and not the repository storage?

A26. If the storage is part of the proposed solution, any hardware or cloud storage should be called out in the interrogatories related to architecture and included as separate line items in the proposed pricing.

Q27. Is the County interesting a PaaS (platform as a service – Microsoft Azure) where the solution can be hosted?

A27. This is to be determined based on the proposed solution and its corresponding architecture.

Q28. On Page 22 of the solicitation, you indicate that “...all aspects of the professional services, implementation, project planning, and management would be supported by in-person meetings at one of the County locations.” Could Gwinnett please clarify the County’s expectations with regard to on-site personnel during the implementation phase? Which roles/personnel will be expected to be physically present at country locations? E.g., project manager, entire team, etc.?

With what frequency? I.e.., fulltime, during requirements phase only, once weekly, as needed, etc.

A28. The personnel that are required onsite would be based on the implementation plan that is proposed as part of the solution and the corresponding needs. Gwinnett will look to the responding service provider to clearly set the proposed needs and corresponding pricing that would ensure a successful project implementation and solution based on the requirements represented in the request for proposal. The expectation is that the County will need on-site training and configuration support, as well as discovery to support the goals of the professional services, but to what degree will be determined by the proposed approach.

Q29. Are expenses associated with travel reimbursable and if so, where should service providers include them in the pricing details worksheet?

A29. If the service provider anticipates reimbursement for any activity or expense it should be included in the pricing and proposal.

Acknowledge receipt of this addendum on Page 79 of the proposal document.

Dana Garland, CPPB, NIGP-CPP Purchasing