EDMS (PUR 06-105) Bidder’s Conference City of Stockton 4 April 2007
Agenda <ul><li>Introduction and Welcome </li></ul><ul><li>Executive Sponsor Brief  </li></ul><ul><li>RFP Process Review & ...
Executive Sponsor Brief <ul><li>Christine Tien, Deputy City Manager </li></ul><ul><li>Katherine Gong Meissner, City Clerk ...
Administrative Outline <ul><li>RFP Overview </li></ul><ul><li>Minimum Requirements </li></ul><ul><li>RFP Timeline </li></u...
RFP Overview <ul><li>The City’s objective is to acquire an Enterprise Content and Records Management solution featuring: <...
Minimum Requirement #1 <ul><li>At least five (customers) from public sector governments or agencies in the USA  with   at ...
Minimum Requirement #2 <ul><li>At least one Public Agency customer in the USA running the proposed software that has  all ...
Minimum Requirement #3 <ul><li>List three customers, with at least one Public Agency located in California that is running...
RFP Process Timeline <ul><li>RFP Distributed   3/06/07 </li></ul><ul><li>Bidder’s Conference       4/04/07 </li></ul><ul><...
RFP Process Timeline <ul><li>Best and Final Proposals Due  *TBD </li></ul><ul><ul><li>If necessary </li></ul></ul><ul><li>...
Evaluation Methodology Initial Phase 100% Total 20% Support, Maintenance and Training 20% Implementation Approach 10% Syst...
Evaluation Methodology Demonstration Phase 100% Total 20% Customer Reference 40% Live Demonstration 40% Vendor Interviews ...
Vendor Q & A Session 1 <ul><li>Questions related to the Administrative (process) functions only </li></ul><ul><ul><li>Dave...
IT Facilities Tour <ul><li>Your Guides for this Tour: </li></ul><ul><ul><li>Bruce Faylor, GIS Computer Applications Progra...
Vendor Q & A Session 2 <ul><li>Questions related to the Technical (process) functions only </li></ul><ul><ul><li>Tony DeGr...
Proponent Responsibilities <ul><li>Complete responses to appropriate RFP documents </li></ul><ul><li>Supply other data nee...
Wrap Up <ul><li>This RFP and accompanying documents can be found on the  City’s Bid Flash  page </li></ul><ul><li>A copy o...
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EDMS (PUR 06-105) Bidder's Conference

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EDMS (PUR 06-105) Bidder's Conference

  1. 1. EDMS (PUR 06-105) Bidder’s Conference City of Stockton 4 April 2007
  2. 2. Agenda <ul><li>Introduction and Welcome </li></ul><ul><li>Executive Sponsor Brief </li></ul><ul><li>RFP Process Review & Timeline </li></ul><ul><li>Vendor Q &A Session I – Process </li></ul><ul><li>Tour of IT Facilities – IT Staff </li></ul><ul><li>Vendor Q & A Session II – Technical </li></ul><ul><li>Proponent Responsibilities </li></ul><ul><li>Wrap Up </li></ul>
  3. 3. Executive Sponsor Brief <ul><li>Christine Tien, Deputy City Manager </li></ul><ul><li>Katherine Gong Meissner, City Clerk </li></ul><ul><li>Mark Moses, Administrative Services Director and Chief Financial Officer </li></ul>
  4. 4. Administrative Outline <ul><li>RFP Overview </li></ul><ul><li>Minimum Requirements </li></ul><ul><li>RFP Timeline </li></ul><ul><li>Evaluation Methodology </li></ul><ul><li>Proponent Next Steps </li></ul>
  5. 5. RFP Overview <ul><li>The City’s objective is to acquire an Enterprise Content and Records Management solution featuring: </li></ul><ul><ul><li>eForms </li></ul></ul><ul><ul><li>eSignature </li></ul></ul><ul><ul><li>Automated Workflow </li></ul></ul><ul><li>This includes implementation services, initial and ongoing support and training </li></ul>
  6. 6. Minimum Requirement #1 <ul><li>At least five (customers) from public sector governments or agencies in the USA with   at least one public sector government or agency in California meeting the following characteristics: </li></ul><ul><li>All five customers should be using all of the proposed software  </li></ul><ul><li>At least two of these five accounts should be recent implementations or upgrades (Implementation go-live for referenced accounts should have occurred on 1/1/2003 or later) </li></ul>
  7. 7. Minimum Requirement #2 <ul><li>At least one Public Agency customer in the USA running the proposed software that has all of the following characteristics: </li></ul><ul><li>Population - 250,000 or more </li></ul><ul><li>Operating Budget - $200M annual or greater </li></ul><ul><li>EDMS Users – 1,000 or more </li></ul><ul><li>Number of Documents – 10 million or more </li></ul><ul><li>Number of Separate Departments – 5 or more </li></ul><ul><li>Customer should be a recent implementation or upgrade (Implementation go-live for referenced accounts should have occurred on 1/1/2003 or later) </li></ul>
  8. 8. Minimum Requirement #3 <ul><li>List three customers, with at least one Public Agency located in California that is running the proposed software that has all of the following characteristics: </li></ul><ul><li>The proposed e-Signature module implemented </li></ul><ul><li>Large scale document management </li></ul><ul><li>Customer should be a recent implementation or upgrade (Implementation go-live for referenced accounts should have occurred on 1/1/2003 or later) </li></ul>
  9. 9. RFP Process Timeline <ul><li>RFP Distributed 3/06/07 </li></ul><ul><li>Bidder’s Conference 4/04/07 </li></ul><ul><li>Final Questions Due 4/17/07 </li></ul><ul><ul><li>Questions rec’d after this date will be answered however, answers may not be posted to the City’s Bid Flash page </li></ul></ul><ul><li>Bid Opening 4/26/07 </li></ul><ul><li>Bidder’s Short-listed 5/09/07 </li></ul><ul><ul><li>e-mail notification </li></ul></ul><ul><li>Vendor Demos 5/23 & 24/07 </li></ul>
  10. 10. RFP Process Timeline <ul><li>Best and Final Proposals Due *TBD </li></ul><ul><ul><li>If necessary </li></ul></ul><ul><li>Apparent success vendor notified *6/04/07 </li></ul><ul><ul><li>Negotiations through 6/30/07 </li></ul></ul><ul><li>Vendor and Contract to City Council *7/17/07 </li></ul><ul><li>Contract Executed *7/19/07 </li></ul><ul><li>Implementation Begins *8/06/07 </li></ul>* Dates provided are based on forecasted vendor response, actual dates if different will be posted to the City’s Bid Flash page
  11. 11. Evaluation Methodology Initial Phase 100% Total 20% Support, Maintenance and Training 20% Implementation Approach 10% System Technical Architecture 30% System Functionality 20% Vendor Qualifications Weight Criteria
  12. 12. Evaluation Methodology Demonstration Phase 100% Total 20% Customer Reference 40% Live Demonstration 40% Vendor Interviews Weight Criteria
  13. 13. Vendor Q & A Session 1 <ul><li>Questions related to the Administrative (process) functions only </li></ul><ul><ul><li>Dave Milton, Sr. Buyer </li></ul></ul>
  14. 14. IT Facilities Tour <ul><li>Your Guides for this Tour: </li></ul><ul><ul><li>Bruce Faylor, GIS Computer Applications Program Supervisor </li></ul></ul><ul><ul><li>Erie Luces, Network Computer Applications Program Supervisor </li></ul></ul><ul><ul><li>Mike Migliori, Desktop Computer Applications Program Supervisor </li></ul></ul><ul><li>Three to Four Vendors each </li></ul><ul><li>During these tours, no RFP related discussions to take place here in the Council Chambers </li></ul><ul><li>During tour please note your questions such they can be asked in the Q & A Session </li></ul>
  15. 15. Vendor Q & A Session 2 <ul><li>Questions related to the Technical (process) functions only </li></ul><ul><ul><li>Tony DeGruy, EDMS Program Manager </li></ul></ul><ul><ul><li>Bruce Faylor, Computer Applications Program Supervisor (GIS) </li></ul></ul><ul><ul><li>Erie Luces, Computer Applications Program Supervisor (Network) </li></ul></ul><ul><ul><li>Mike Migliori, Computer Applications Program Supervisor (Desktop Support) </li></ul></ul><ul><ul><li>Linda McGrew, Computer Applications Program Supervisor (AS/400 System) </li></ul></ul><ul><ul><li>Ray Miller, Computer Applications Program Supervisor (Public Safety) </li></ul></ul>
  16. 16. Proponent Responsibilities <ul><li>Complete responses to appropriate RFP documents </li></ul><ul><li>Supply other data needed to evaluate offer </li></ul><ul><li>All terms, conditions and pricing contained in a proposal are binding through the completion of the selection process </li></ul>
  17. 17. Wrap Up <ul><li>This RFP and accompanying documents can be found on the City’s Bid Flash page </li></ul><ul><li>A copy of this meeting will be made available on the City’s Bid Flash page within 5 days </li></ul><ul><li>Responses to questions will be posted to the City’s Bid Flash page within 48 hours of receipt </li></ul><ul><ul><li>Cut off date for questions is April 17, 2007 </li></ul></ul>

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