1 January 29, 2015

REQUEST FOR PROPOSAL

FLC RFP #3148

Enterprise Document

Management Software

Due:

2:00 PM

February 27, 2015

2 January 29, 2015

Contents I. PURPOSE OF THE REQUEST FOR PROPOSAL ......................................................................................... 3

A. Statement of Need ............................................................................................................................ 3

B. Service/Product Requested .............................................................................................................. 3

II. INSTITUTIONAL BACKGROUND ............................................................................................................. 4

A. Current Environment ........................................................................................................................ 4

III. FLC CONTACT INFORMATION ............................................................................................................... 5

IV. PROPOSAL SUBMISSION ................................................................................................................... 6

A. Due Date ........................................................................................................................................... 6

B. Schedule ............................................................................................................................................ 6

C. Proposal Submission ......................................................................................................................... 6

1. Executive Summary ....................................................................................................................... 7

2. Company Overview ....................................................................................................................... 7

3. Project Team Staffing .................................................................................................................... 8

4. Scope, Approach, and Methodology............................................................................................. 8

5. Requirements ................................................................................................................................ 9

6. Optional Products, Modules, and Services ................................................................................. 13

7. Detailed and Itemized Pricing ..................................................................................................... 13

8. Acceptance Period ...................................................................................................................... 13

9. Colorado State Contract and Special Provisions ......................................................................... 13

10. References .............................................................................................................................. 13

11. Security ................................................................................................................................... 14

12. Hardware and Software .......................................................................................................... 14

13. Data Integration ...................................................................................................................... 14

14. System Authentication and Authorization .............................................................................. 14

15. ADA Compliance ...................................................................................................................... 14

3 January 29, 2015

I. PURPOSE OF THE REQUEST FOR PROPOSAL A. Statement of Need

Fort Lewis College has a need for an Enterprise Document Management Software solution. The College

currently uses Ellucian Banner Document Management with the EMC Application Xtender suite. Some of the more common uses of our current solution include scanning paper documents and indexing them

into the corresponding record within the ERP system, searching for and printing previously scanned

documents, and copying electronic records (such as emails) into the ERP system.

The key benefits we anticipate from such a service include:

Ability to support more than 100 concurrent users

There are eight departments that use the current document management system, and each department

has anywhere from 1-10 concurrent users. With an enterprise document management system that can

support all of our needs, we do anticipate this user base to grow.

Ability to feed into our ERP system Banner by Ellucian

Ellucian Banner is our authoritative record system for Students, Faculty, and Staff. The new document

management system must integrate directly with Banner.

Reducing “paper trails” and securing the information contained in documents

The amount of personal information and data that resides on paper is a great security risk to any

business or institution. Fort Lewis College hopes to reduce this risk by reducing the amount of such

documents stored in filing cabinets, on desks, or in our trash bins.

By implementing an Enterprise Document Management Software solution, Fort Lewis College will be taking another step towards streamlining our processes, securing our student’s, faculty’s, and staff’s

records and information, and improve efficiency of the offices of The College.

B. Service/Product Requested

Fort Lewis College requests proposals for an Enterprise Document Management Software solution.

Proposals should address the following business requirements (more detail to follow in the “Deliverables” section below):

Annotation/Redaction

Application Interface

Clients

Collaboration

Document Viewer

Electronic Capture and Object Support

Indexing/Advanced Metadata

Integration

Printing/Faxing/Output

4 January 29, 2015

Retention Management

Scanning and Quality Assurance

Security

Server Architecture

Server/System Administration

External Integration and Extensibility

II. INSTITUTIONAL BACKGROUND

Fort Lewis College is a selective public liberal arts college located in Durango, Colorado. We are

committed to accessible and high quality baccalaureate education, and our hallmarks are remarkably

close relationships between students and faculty, the freedom of intellectual exploration, and the

challenge of experiential learning. Our 4,000 students come from 50 states, 17 countries, and 145

American Indian tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a

great place to learn and work. Fort Lewis College is a member of the Council of Public Liberal Arts

Colleges and is accredited by the Higher Learning Commission of North Central Association of Colleges and Schools.

Durango, the hub of Southwestern Colorado, is a thriving multicultural community set along the

beautiful Animas River Valley. Averaging 300 sunny days per year and situated at 6,500 feet between the foothills of the San Juan Mountains and the headwaters of the Colorado Plateau, Durango is

renowned for its outdoor opportunities. In the winter, Durango Mountain Resort, Wolf Creek Ski Area,

Telluride Ski Resort, and Taos Ski Valley are all within easy drives, and backcountry skiing, snowboarding,

and snowshoeing are easily accessible. In warmer seasons, hiking, biking, river running, golfing, and

fishing can be enjoyed right downtown. Durango itself is a small, friendly, historic town of 15,000, and is

the seat of La Plata County, with a population of 50,000. Durango features numerous dining, shopping, and cultural amenities usually associated with larger urban areas, and is connected by major airlines

directly to Denver and Phoenix.

A. Current Environment

Fort Lewis College campus is fully networked with Ethernet and Wireless connectivity to every residence

hall room, office space, and classroom. FLC is connected to the Internet and Internet II by two 300Mbs Ethernet connections directly to the Front Range GigaPop (FRGP) and a local ISP. FLC anticipates adding

a third 300Mbs connection by year end. Systems supported by the Information Technology Department include:

Oracle databases – Campus EE License

Ellucian Banner Administrative Information System (ERP)

o Accounts Receivable o Advancement

o Finance o Financial Aid

o General Web

o General

5 January 29, 2015

o Payroll

o Position Control (HR) o Student

o TouchNet Banner Connect

o WebTailor

Evisions Argos Reporting

Automic Applications Manager

Uportal

CAS single sign-on

Shibboleth federated sign-on

Active Directory LDAP

Exchange 2007 (in process of migrating to 2013)

Blackboard Transact

Blackboard Analytics

Confluence Wiki

Dot Net Nuke

Apache/Tomcat Web Servers

Oracle WebLogic/Fusion Middleware 11g

Microsoft Server

MS SQLServer

RedHat Enterprise Linux

Conference Programmer

Maxient

TMA

TouchNet Payment Gateway Suite

III. FLC CONTACT INFORMATION

Administrative/Contractual Contact

Any questions concerning contractual terms and conditions or proposal format must be directed to:

Matthew McGlamery

Director of Information Technology

McGlamery_M@Fortlewis.edu

(970) 247-7065

Technical Contact

Any questions concerning technical specifications or Statement of Work requirements must be directed

to either:

Alicia Hernandez

Manager Administrative Systems

Ajhernandez@Fortlewis.edu

(970) 247-7677

6 January 29, 2015

Matthew McGlamery

Director of Information Technology

McGlamery_M@Fortlewis.edu

(970) 247-7065

Purchasing Contact

Any questions concerning submittals or a resulting purchase order must be directed to:

Wayne Hermes

Director of Purchasing

Hermes_W@Fortlewis.edu

(970) 247-7432

IV. PROPOSAL SUBMISSION

A. Due Date

All material must be electronically submitted to Cole_Rena@Fortlewis.edu no later than 2:00 PM (MDT)

February 27, 2015.

B. Schedule

The following is an estimate of the project timeline:

January 29, 2015 RFP Available to Vendors

February 27, 2015 Due Date for Proposals

February 27 – March 13, 2015 Evaluation Period

March 13, 2015 Notification of Intent to Award

March 13 – March 23, 2015 Best and Final Negotiations, and Contract Management

April 10, 2015 Estimated Start Date

June 1, 2015 Estimated Project Acceptance

C. Proposal Submission

All Proposals must be submitted in electronic format. Duplicate paper proposals may also be included

but are not required.

Award of the contract resulting from this RFP will be based upon the responsive Vendor whose offer will

be the most advantageous to Fort Lewis College in terms of:

Cost

Functionality

Vendor stability

Vendor ability to meet the schedule of events timeframe references

7 January 29, 2015

Fort Lewis College reserves the right to:

Reject any or all offers and discontinue the RFP process without obligation or liability to any

potential vendor

Accept other than the lowest priced offer

Award a contract on the basis of initial offers received, without discussions or requests for best

and final offers

Negotiate a best and final offer after the award

Award more than one contract

Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its

submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort

Lewis College’s evaluation of the Vendor’s proposal.

Vendor’s proposals in response to this RFP will be incorporated into the final agreement between Fort

Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the

following sections:

1. Executive Summary 2. Company Overview

3. Project Team Staffing 4. Scope, Approach, and Methodology

5. Requirements

6. Optional Products, Modules, and Services

7. Detailed and Itemized Pricing

8. Acceptance Period

9. Colorado State Contract

10. References

11. Security

12. Hardware and Software

13. Data Integration

14. System Authentication and Authorization 15. ADA Compliance

The detailed requirements for each of the above-mentioned sections are outlined below.

1. Executive Summary

This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive

Summary should be a brief overview of the engagement, and should identify the main features and

benefits of the proposed products and services.

2. Company Overview

8 January 29, 2015

Provide the following for your company:

Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number,

Primary and Secondary SIC numbers

Address

Main telephone number

Toll-free numbers

Facsimile

Website URLs

Key contact name, title, address (if different from above address), direct telephone and fax numbers

Person authorized to contractually bind the organization for any proposal against this RFP

Brief history, including year established and number of years your company has been offering

Enterprise Document Management Software solutions

3. Project Team Staffing

Include biographies and relevant experience of key staff and management personnel. Describe the

qualifications and relevant experience of the types of staff that would be assigned to this project by

providing biographies for those staff members. Some project staff members will have access to sensitive student information; describe how your company qualifies employees to work with sensitive student

information.

4. Scope, Approach, and Methodology

This section should include a description of each major type of work being requested of the Vendor.

Information provided in this section may be held in strict confidence if requested. The proposal should

reflect each of the sections listed:

Hardware and software requirements (if applicable)

Project team list (including CV of team members)

Alliance/partnerships, if applicable, with other Vendors

Project implementation plan (including data migration from current system)

It will be vital for the proposal to include detailed information on the methodology to migrate our

existing data/images from Xtender into the new system. Specify how data is stored in your system –

standard, native format or a proprietary format. Basic statistics of our current document management

environment include:

675 GB of images currently

Average roughly 7 GB per month of data growth for the past five months

Images are stored in BIN format

Approximately 625,500 documents which can contain one or more pages

Documents are stored by “application” which generally maps to a specific functional area

9 January 29, 2015

o 11 delivered applications are in use and represent approximately 568,600 or the

625,500 documents o 11 custom (FLC developed) applications are in use and represent the remaining

documents

5. Requirements

This section identifies key functional requirements as well as desired functionality. This list should not be

viewed as all inclusive and the RFP decision may include criteria not explicitly defined in this section.

Items identified in bold type indicate required functionality

Items in regular type indicate desired functionality

Please provide documentation on how your proposed solution meets the following needs:

Annotation/Redaction

Provide a comprehensive set of annotation tools

User and group-specific annotation security profiles

Original images in object store remain unaltered by annotations

Flexible, easy-to-use, secure redaction

Application Interface

Flexible, configurable application toolbar provides direct access to batches, documents, folders,

tasks, reports, workflow, capture, management, and integration settings

Ability to print and export the rows and columns of text which list documents, batches, folders,

and tasks in interactive views

Extensive use of “drag and drop” to simplify and enhance the moving of objects within, into, and out of document management system windows

Administrative option to secure the user interface against customization

System provides a recycle bin to allow users to recover accidentally deleted documents and

ensure documents are only permanently deleted from the repository by authorized users, if so

configured

Clients

Both thick and thin client options on a variety of platforms

Client can be installed or auto-updated from the server

Collaboration

Ability to integrate with a workflow solution or provide a built-in workflow solution

Ability to assign tasks, outside of formal workflow, which instruct a coworker or business

partner to perform a document- or folder-related action such as signing, addressing document

and folder deficiencies, or reviewing

Tools for annotating, or marking up, bitmap images for review, approval, or other processing

purposes

10 January 29, 2015

Ability to group related documents in user-definable categories distinct from their index values

in support of project organization and collaboration

Ad-hoc shared document viewing, allowing one user to invite another user to simultaneously

view a document on screen without first closing or putting document in workflow

Document Viewer

Document viewer can display a wide range of digital object types in their native formats,

including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, DXF, and audio/video medial files

Ability to display documents side-by-side with records in the business application

Apply document annotations such as stamps, sticky notes, text, and redactions to bitmap images directly within document view interface

Rotate documents in document viewer and save rotated views

Ability to reorder pages within the document view interface, and add pages to existing

document via drag and drop

Perform common operations such as re-index, copy, email, export, print, fax, and delete pages

within document view interface

Copy or move pages from one document to another from within the document view interface

Document viewer works with familiar, existing desktop email software for simplified sending

of images (or links to images) to email recipients outside of the imaging system’s workflow

Ability to add documents to workflow or route documents within workflow directly from

document viewer

Electronic Capture and Object Support

Capture a variety of physical and digital objects – paper documents, digital photos, faxes,

email, COLD output, native document files, and the print output of any Windows application

with a print function – in a single, electronic repository

Import, store, and display a wide range of digital object types in their native formats, including Microsoft Office, PDF, JPEG, TIFF, HTML, DWG, DXF, and audio/video media files (specify the

format in which data is stored in your system – standard, native format or a proprietary

format)

Automatically import single files or batches

Import files into the imaging system on demand using the desktop client software, thin client software, and business application-specific client modules

Provide multiple methods for automatically indexing imported files

Automatically import, index, and route email and attached files, preserving the original format of all attachments

Provide multiple methods for automatically importing faxes

Indexing/Advanced Metadata

Flexible, customizable indexing options

Ability to distribute indexing process among workstations and locations

Automatic scan-time indexing via bar code

Automatic scan-time indexing via OCR

Automatic scan-time indexing for documents with fixed format

11 January 29, 2015

Index documents to records in existing business software without manual entry

Ability to re-index documents via manual entry or single click associated with host records

Ability to configure and select pre-defined index values via a drop-down menu or “pick list”

Index documents with user-configurable data elements not taken from the host application, such as date/time, unique ID, serial number, predefined list, and free-form text entry

Index multiple documents as a group without re-entering index values for each page

Automatically and periodically validate existing document keys against an external database

Individual documents can easily be indexed “same as last document”

Integration

Options for both programmatic and non-programmatic integration

Direct integration with Ellucian Banner ERP

Prior history of integration with Banner solutions

Ability to integrate with non-ERP solution

Printing/Faxing/Output

Print to any print device within a platform’s standard desktop/network printing environment

Ability to print documents with or without all annotations or only visible annotations

Control printing permissions through application security

Retention Management

Easily defined, rules-based retention and disposition policies

Create litigation and audit holds which prevent modification and deletion of information

Track information lifecycle with comprehensive auditing

Scanning and Quality Assurance

Save scanned images in open, industry-standard graphics format

Batch scanning capabilities for high-volume production environment

Option to upload scanned batches directly to the server or scan batches locally and upload

batches to server at a time the user specifies

Option to send scanning output directly to a user-specified collection of documents

Easily configure, name, save, select, and distribute capture settings such as document source, proposed index keys, workflow routing, and OCR and page content indexing

Configure, save, and apply scanner settings such as resolution, page size, orientation,

brightness, threshold, and image processing

Support for a full range of entry-level to high-speed scanners from a choice of manufacturers,

with options including simplex and duplex, monochrome, and color

Support for deletion of blank pages during scanning

Options to perform quality assurance (QA) on images at scan time, and bypass QA if desired

Security

Encrypted communication between server and clients

Option for Secure Socket Layer (SSL) encryption

12 January 29, 2015

Server storage subsystem with encrypted object path metadata, secure object store connectivity

(no client-level direct access or drive mapping required) and the availability of volume-level data protection

Comprehensive designation of system privileges by user and group

Ability to copy user and group privileges to simplify security configuration

Document access control via logical filing hierarchy

Control users’ actions on documents based on defined “document type” value

Control users’ batch access

Active Directory, CAS, or Shibboleth user authentication options which build on a FLC’s

existing security infrastructure, including user names, passwords, and identity servers

Configurable, automatic user log-off due to inactivity

Provide options for logging client, server, and user authentication actions

Audit actions of defined clients from an administrative interface

Server Architecture

Flexible n-Tier client-server design that supports centralizing or distributing processes via any combination of Microsoft or UNIX server platforms

Scalable server design

Support for high availability configuration

Ability to store or retrieve documents without drive mapping

Encryption of object storage path for enhanced document security on server file system

Consistent performance regardless of user load

Server/System Administration

Graphical administrator interface accessible from the client or separate administrative utilities

Ability to automatically distribute capture and device profiles to clients

Ability to disable user accounts without deleting them

Monitor license availability and usage from administrative interface

View real-time list of logged-on clients, with information about server instance, server host, IP address, and time connected

Integrated server-side tools to provide on-demand performance analysis of server processes

Audit specific actions of defined clients from the administrative interface

Ability to perform user administration actions in bulk, including account provisioning, permission

changes, and deactivation of accounts

Support for flexible configuration and management of document storage structures

External Integration and Extensibility

API to allow integration with external applications on a variety of platforms via web services-

based data exchange

Web services-based data exchange with external applications over firewall-friendly HTTP or HTTPS with support for SSL and WS security standards

Allow development of external interactive applications based on web services standards such as REST, SOAP, XML and WSDL, maximizing options for development environments and platforms

13 January 29, 2015

6. Optional Products, Modules, and Services

Provide detailed information or documentation (priced separately) of additional products, modules, or services offered that would complement the product that meets the requirements listed above, or

deliver the desired functionality also listed above.

7. Detailed and Itemized Pricing

Provide complete pricing. It is allowable to provide several pricing scenarios for different product mixes.

Provide a comprehensive five (5) year Total Cost of Ownership matrix including but not limited to:

Implementation costs, including estimates of required hardware/software and Professional

Services

Initial training and ongoing training options

Support services available during contractual period

Maintenance and recurring costs

Disclosure of any annual maintenance escalation rates

8. Acceptance Period

Identify the criteria and vendor expectations which would be used to evaluate a successful

implementation and product acceptance. Identify a typical timeframe for product acceptance.

9. Colorado State Contract and Special Provisions

A Colorado State Contract, meeting the requirements of the Colorado Office of the State Controller

policies and laws of Colorado, will be required. The contract must be reviewed and signed by the

Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at:

http://www.fortlewis.edu/purchasing/Contracts.aspx

In this section, specifically acknowledge the use of a Colorado State Contract and Special Provisions as

first in the order of contract precedence. Provide any additional contract language, addendums, or

agreements you would require. The Colorado State Contract and Special Provisions document are non-negotiable. Please note: Colorado State Law prohibits Fort Lewis College from indemnifying any

company and all contracts must use Colorado as the choice of law.

Any RFP responses which do not comply with this section will be rejected.

10. References

Provide a minimum of three (3) Higher Education references which utilize the Ellucian Banner ERP system. Identify the reference institution, contact, and applicable product(s) utilized at the institution.

14 January 29, 2015

11. Security

This section should provide an overall description of the systems and organization’s information security. Include how FLC data is protected on premise, in the cloud, and during transport. Include what

security protocols are used, physical security measures, regulatory compliance, location of off-premise

data centers, and 3rd party hosting vendors (if applicable). Include the vendor incident management plan in the event of a data breach. The evaluation of the vendor responses may require follow up questions

by FLC. FLC is willing to sign a non-disclosure agreement if necessary.

12. Hardware and Software

This section should list all necessary hardware and software required by FLC for the solution. Include

operating systems, proprietary, open source software, and third party software requirements.

13. Data Integration

This section should provide details of the data integration, points, and methodology to FLC systems.

Explain how data may be extracted from the current FLC system and loaded into the new vendor

solution. Include areas of responsibility and maintenance strategy for data integration(s).

14. System Authentication and Authorization

This section should include how the users are authenticated and how identities are managed. FLC uses

the following authentication methods in order of preference:

Central Authentication System (CAS)

Shibboleth

LDAP

Solutions which do not utilize one of the authentication methods above will not be considered.

15. ADA Compliance

This section should describe how the system is ADA compliant and where it is not compliant. Describe

the company methodology to test for ADA compliance within the application.