EDMS (PUR 06-105) Bidder's Conference
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EDMS (PUR 06-105) Bidder's Conference

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    EDMS (PUR 06-105) Bidder's Conference EDMS (PUR 06-105) Bidder's Conference Presentation Transcript

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