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  1. 1. REQUEST FOR PROPOSAL (RFP) TITLE: Provide and Maintain Software For Document Imaging and Management Solution RFP NUMBER: P07-021 DATE ISSUED: January 29, 2007 DUE DATE: March 15, 2007 TIME: 2:00 P.M. LOCATION: UNIVERSITY OF MEDICINE AND DENTISTRY OF NEW JERSEY – DEPARTMENT OF PURCHASING SERVICES LIBERTY PLAZA 335 George Street, 2nd Floor New Brunswick, New Jersey 08903 Important Note: Bidders should check Section 1.3 of this document to verify if attendance at a mandatory event (e.g., pre-bid conference, site visit, etc.) is required for this procurement. Failure to attend a mandatory event will result in the rejection of your proposal. In accordance with the requirements of this proposal, the undersigned offers and agrees, if their proposal is accepted, to furnish any and all services for which the prices are submitted in accordance with the attached conditions as specified in this proposal. BIDDER’S NAME SIGNATURE AND TITLE OF AND ADDRESS AUTHORIZED INDIVIDUAL _________________________ Name (signature) _________________________ Name (print) _________________________ Title
  2. 2. 1.0 INFORMATION FOR BIDDERS 1.1 Purpose and Intent of the Procurement 1.1.1 Purpose This Request for Proposal (RFP) is being issued by the University of Medicine and Dentistry of New Jersey (UMDNJ), Department of Purchasing Services on behalf of the University The purpose of this RFP is to enter a contract for the purchase of an Enterprise Site License for the unlimited use of an independent application neutral and integrated Document Imaging, Document Management and Workflow system at the University of Medicine and Dentistry of New Jersey. The University is seeking a Contractor whose primary business offering is document management and work flow. Another purpose of this RFP is to enter a contract for the Software Maintenance of the Document Imaging, Document Management and Workflow system. 1.1.2 Intent It is the intent of the University of Medicine and Dentistry of New Jersey to award a contract to one Contractor for the supply and maintenance of the Document Imaging, Document Management and workflow system. 1.2 Background 1.2.1 UMDNJ is the nation’s largest, freestanding public health and sciences university. It includes eight (8) schools on five (5) campuses in key locations in the state: Newark, Piscataway, New Brunswick, Stratford and Camden. Offering a broad spectrum of health education programs, with more then 4,500 students enrolled in programs in medicine, dentistry, the biomedical sciences and other health professions. It has over 14,500 full time faculty and staff and a network of more then 100 affiliates throughout the state. The University consists of the following units: New Jersey Medical School New Jersey Dental School Robert Wood Johnson Medical school- Piscataway and Camden School of Osteopathic Medicine Stafford and Camden Graduates School of Biomedical Sciences School of Health Related Professions _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -2-
  3. 3. School of Nursing School of Public Health University Hospital University Behavioral Healthcare at Newark and Piscataway Central Administration Operation and Maintenance of Physical Plant 1.2.1 Technical Background 1.2.3 The UMDNJ IT environment supports an array of healthcare and non-healthcare applications spread across divergent hardware platforms and relying on state-of-the-art processes in order to function as reliably as possible. Applications include Healthquest, IDX, EPIC,Logician and Egate (interface engine). The University has made a substantial investment in HL7, a health care protocol for interfaces. The university’s administrative functions utilize the Banner system, a series of applications provided to higher education customers by Sunguard/SCT. The environment is tied together by the University’s Network, which is secured in order to provide the utmost safety of information and to facilitate compliance with HIPAA, FERPA, OPRA, and other federal and state laws and regulations. The following further technical background is provided in order to assist bidders in understanding the UMDNJ environment: 1.2.4 Network The UMDNJ state wide data network infrastructure is comprised of a combination of technologies that reach across multiple campuses and remote offices. The majority of the data network hardware resides on a Gigabit Ethernet backbone with the capability to deploy switched port speeds up to 100 mbps. However, legacy infrastructures, which utilize a shared Ten Ethernet backbone operating at an aggregate speed of 10 mbps shared, still exist in some locations. The Data Center core network backbone, which provides connectivity to many critical University computing assets, was recently upgraded to 10 Gigabit Ethernet; the highest amount of bandwidth available today. The University has two 45 mbps redundant connection points into the Internet: one in Piscataway and the other in Newark. Both of the Internet connections are fire walled, or protected from the Internet. Only specified traffic is permitted into the University data network from the Internet. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -3-
  4. 4. The Inter-Campus Network connections also referred to as Intranet connections utilize Asynchronous Transfer Mode, ATM as the means for data transport between campuses and remote locations. UMDNJ is a member of the, the statewide higher education inter- institutional network. ATM Intranet connections have been deployed between University Campuses, and as such; have the capability to provide enhanced network services while recognizing economies of scale. The average connection between University Campuses is 18 mbps. is also the provider of the University’s 20 mbps connection to Internet – 2. Internet2 is a consortium led by over 200 universities in partnership with industry and government to deploy advanced network applications across a non commodity based internet of tomorrow 1.2.5 Security The University is deploying Microsoft’s Active Directory across the enterprise. Active Directory is enabling a secure method of authenticating against using standard LDAP requests. UMDNJ users and devices authenticate against Active Directory for access to resources, for wired and wireless network connectivity, and for VPN connectivity. UMDNJ has deployed an “empty root” structure with one child domain that contains accounts for every staff and faculty member, students, vendors, volunteers, and temporary staff. Twelve Domain Controllers spread across the state of New Jersey with at least one Domain Controller in each major campus support it. 1.3 Key Events 1.3.1 Questions and Inquiries It is the policy of the UMDNJ, Purchasing Services to accept questions and inquiries from all potential bidders receiving this RFP. Written questions should be mailed or faxed to the UMDNJ, Purchasing Services to the attention of the assigned buyer at the following address: UMDNJ, DEPARTMENT OF PURCHASING SERVICES 335 GEORGE STREET, 2ND FLOOR NEW BRUNSWICK, NEW JERSEY 08903 ATTN: Dennis Fountain Buyer’s Phone Number:732-235-9036 Buyer’s Fax Number: 732-235-9058 _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -4-
  5. 5. Cut-Off Date for Questions and Inquiries A mandatory Pre-bid Conference has been scheduled for this procurement, therefore, the cut-off date for submission of questions will be the conclusion of the mandatory Pre-Bid Conference. While all questions will be entertained at the mandatory Pre-bid Conference, it is strongly urged that questions be submitted in writing prior to the mandatory Pre-bid Conference. Written questions must be delivered to the Department of Purchasing Services’ Buyer. It is requested that bidders having long, complex or multiple part questions submit them in writing as far in advance of the mandatory Pre-bid Conference as possible. This request is made so that answers can be prepared prior to the mandatory Pre-bid Conference. Question Protocol Questions should be submitted in writing to the attention of the assigned UMDNJ, Purchasing Services buyer. Written questions should be directly tied to the RFP by the writer. Questions should be asked in consecutive order, from beginning to end, following the organization of the RFP. Each question should begin by referencing the RFP page number and section number to which it relates. Short procedural inquiries may be accepted by telephone by the buyer, however, oral explanations or instructions given over the telephone shall not be binding upon the University. Bidders shall not contact any person within the University directly, in person, or by telephone, other than the assigned buyer, concerning this RFP. 1.3.2 Mandatory Pre-Bid Conference A mandatory Pre-Bid Conference has been scheduled for this procurement. The purpose of the mandatory Pre-Bid Conference is to provide a structured and formal opportunity for bidders to raise questions and clarify any of the proposal requirements. The date, time and location are provided as follows: DATE: February 19, 2007 TIME: 10:00 A.M. LOCATION: UMDNJ, DEPARTMENT OF PURCHASING SERVICES, LIBERTY PLAZA, 335 GEORGE STREET, 2ND FLOOR, NEW BRUNSWICK, NEW JERSEY CAUTION: Bids will be automatically rejected from any bidder that was not represented or failed to properly register at the Mandatory Pre-bid Conference. It is the responsibility of the bidder to identify and address any additional requirements or information needed to submit a proposal. No special consideration shall be given to any bidder, because of the bidder's failure to be knowledgeable of all the requirements of the proposal after the pre-bid conference date. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -5-
  6. 6. Bidders requiring directions to the Site Inspection should contact the following individual: NAME: Joseph Konopka PHONE NUMBER: 732-743-3290 Bidders should contact this representative ONLY to obtain directions to the site. 1.4 Additional Information for Bidders 1.4.1 Revisions to this RFP In the event that it becomes necessary to clarify or revise this RFP, such clarification or revision will be by addendum. Any RFP addendum will be distributed as follows: Since a mandatory Pre-Bid Conference has been scheduled for this procurement, any addendum issued before the mandatory Pre-Bid Conference will be distributed to all bidders who were sent the initial RFP. Any addendum issued at the time of or after the mandatory Pre-Bid Conference will be distributed only to those bidders represented and properly registered at the mandatory Pre-Bid Conference. 1.4.2 Addendum as a Part of this RFP Any addendum to this RFP shall become part of this RFP and part of any contract resulting from this RFP. 1.4.3 Issuing Office This RFP is issued by the UMDNJ, Department of Purchasing Services. The buyer noted in Section 1.3.1 is the sole point of contact between the bidder and the UMDNJ for purposes of this RFP. 1.4.4 Bidder Responsibility The bidder assumes sole responsibility for the complete effort required in this RFP. No special consideration shall be given after bids are opened because of a bidder’s failure to be knowledgeable of all the requirements of this RFP. By submitting a proposal in response to this RFP, the bidder represents that it has satisfied itself, from its own investigation, of all the requirements of this RFP. 1.4.5 Cost Liability UMDNJ assumes no responsibility and bears no liability for costs incurred by bidders in the preparation and submittal of proposals in response to this RFP. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -6-
  7. 7. 1.4.6 Contents of Bid Proposal The entire content of every bid proposal will be publicly opened and becomes a public record. This is the case notwithstanding any statement to the contrary made by a bidder in its bid proposal. All bid proposals, as public records, are available for public inspection. Interested parties can make an appointment to inspect bid proposals received in response to this RFP with the buyer. 1.4.7 Price Alterations Bid prices must be typed or written in ink. Any price changes (including "white-outs") must be initialed. Failure to initial price changes may preclude an award being made to the bidder. 1.4.8 Joint Venture If a joint venture is submitting a bid, the agreement between the parties relating to such joint venture should be submitted with the joint venture’s proposal. Authorized signatories from each party comprising the joint venture must sign the bid proposal. A separate Ownership Disclosure Form, Affirmative Action Employee Information Report, MacBride Principles Certification and, if applicable, foreign (out of State) corporate registration must be supplied for each party to the joint venture. 1.4.9 Bid Bond Not applicable under this Contract. 1.4.10 HIPAA Compliance As a State Agency, New Jersey State regulations require that we obtain documentation regarding our vendor “HIPAA Compliance” status. In order to be in compliance and conduct business with your company for the procurements of goods and/or services, it will be necessary for your company to complete a Business Associate Agreement. This agreement involves the access to protected health information that is considered protected pursuant to federal, state and/or local laws and regulations in accordance with the privacy requirements of the “HIPAA” – Health Insurance Portability and Accountability Act of 1996. The requirement is a precondition of entering into a valid and binding contract. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -7-
  8. 8. 1.4.12 Business Registration Notice All New Jersey and out of State business organizations must obtain a Business Registration Certificate (BRC) from the Department of the Treasury, Division of Revenue, prior to conducting business with the State of New Jersey. Proof of valid business registration must be submitted by a bidder with its bid proposal. Failure to submit such valid business registration with a bid will render the bid materially non-responsive. The business registration form (Form NJ-REG) can be found online at: Definitions “Affiliate” means any entity that (1) directly, indirectly, or constructively controls another entity, (2) is directly, indirectly, or constructively controlled by another entity, or (3) is subject to the control of a common entity. An entity controls another entity if it owns, directly or individually, more than 50% of the ownership in that entity. “Business organization” means an individual, partnership, association, joint stock company, trust, corporation, or other legal business entity or successor thereof. “Business registration” means a business registration certificate issued by the Department of the Treasury or such other form or verification that a contractor or subcontractor is registered with the Department of Treasury. “Contractor” means a business organization that seeks to enter, or has entered into, a contract to provide goods or services with a contracting agency. “Contracting agency” means the principal departments in the Executive Branch of the State Government, and any division, board, bureau, office, commission or other instrumentality within or created by such department, or any independent State authority, commission, instrumentality or agency, or any State college or university, any county college, or any local unit. “Subcontractor” means any business organization that is not a contractor that knowingly provides goods or performs services for a contractor or another subcontractor in the fulfillment of a contract. Requirements Regarding Business Registration Form A contractor shall submit a copy of its business registration at the time of submission of its bid proposal in response to this RFP. A subcontractor shall provide a copy of its business registration to any contractor who shall forward it to the contracting agency. No contract with a subcontractor shall be entered into by any contractor unless the subcontractor first provides proof of valid business registrations. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -8-
  9. 9. The contractor shall provide written notice to all subcontractors that they are required to submit a copy of their business registration to the contractor. The contractor shall maintain a list of the names of any subcontractors and their current addresses, updated as necessary during the course of the contract performance. The contractor shall submit to the contracting agency a copy of the list of subcontractors, updated as necessary during the course of performance of the contract. The contractor shall submit a complete and accurate list of the subcontractors to the contracting agency before a request for final payment is made to the using agency. The contractor and any subcontractor providing goods or performing services under the contract, and each of their affiliates, shall, during the term of the contract, collect and remit to the Director of the Division of Taxation in the Department of Treasury the use tax due pursuant to the “Sales and Use Tax Act, P.L. 1966, c. 30 (N.J.S.A. 54:32B-1 et seq.) on all their sales of tangible personal property delivered into the State. 1.4.13 Deficit Reduction Act The University of Medicine and Dentistry (UMDNJ) is committed to the prevention and detection of any fraud, waste, and abuse within the University related to all health care programs, including Federal and State programs. To this end, UMDNJ maintains a vigorous compliance program geared in part to educating our community on the range of fraud and abuse laws, including the importance of submitting accurate claims and reports to the Federal and State governments. Our policies prohibit the knowing submission of a false claim for payment in relation to any health care program, including a Federal or State funded health care program. Such a submission is a violation of Federal and State law and can result in significant administrative and civil penalties under the Federal and State False Claims Acts. To assist UMDNJ in meeting its legal and ethical obligations, any employee, contractor or agent who is aware of the preparation or submission of a false claim or report or reasonably suspects any other potential fraud, waste, or abuse in relation to a Federal or State funded health care program is required to report such information to his or her supervisor and UMDNJ’s Office of Ethics and Compliance. Any employee of UMDNJ who in good faith reports such information will be protected against retaliation for coming forward with such information both under UMDNJ’s internal compliance policies and procedures and United States and New Jersey law. As an organization, UMDNJ obligates itself to investigate any such information swiftly and thoroughly through its internal compliance programs and mechanisms. Nonetheless, if an employee, contractor or agent believes that the organization’s response is deficient and unresponsive, the employee shall bring these concerns to UMDNJ’s Office of Ethics and Compliance. If such follow-up still does not trigger an investigation, after a reasonable period of time, the employee, contractor or agent has the ability to bring his/her concerns to the appropriate government agency under the relevant Federal and/or State laws. This information shall be provided to all UMDNJ employees and all contractors and agents of UMDNJ. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) -9-
  10. 10. 2.0 DEFINITIONS The following definitions shall be part of any contract awarded or order placed as a result of this RFP: “Addendum” – Written clarification or revision to this RFP issued by UMDNJ, Purchasing Services. “Amendment” – A change in scope of work to be performed by the contractor. An amendment is not effective until it is signed by the Vice President for Finance and Treasurer. “Bidder” – An individual or business entity submitting a bid in response to this RFP. “Contract” – This RFP, any addendum to this RFP, and the bidder’s proposal submitted in response to this RFP and UMDNJ’s Contract Term Sheet. “Contractor” – The contractor is the bidder awarded a contract. “Evaluation Committee” – A committee established to review and evaluate bid proposals submitted in response to this RFP and to recommend a contract award to the Executive Director, Materials Management. “Director” – The Director of Purchasing Services; the contracting officer of UMDNJ. “HIPAA” – Health Insurance Portability and Accountability Act of 1996. “May” – Denotes that which is permissible, not mandatory. “Project” – The undertaking of services that are the subject of this RFP. “Request for Proposal (RFP)” – This document, which establishes the bidding and contract requirements and solicits proposals to meet the purchase needs as identified herein. “Shall” or “Must” – Denotes that which is a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of a bid proposal as materially non-responsive. “Should” – Denotes that which is recommended, not mandatory. “Subtasks” – Detailed activities that comprise the actual performance of a task. “Task” – A discrete unit of work to be performed. “UMDNJ” – The University of Medicine and Dentistry of New Jersey, or otherwise referred to as the “University.” _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 10 -
  11. 11. 2.1 COMMODITY SPECIFIC DEFINITIONS “ADF”- Automatic Document Feeder. This is the means by which a scanner feeds the paper document. “AIIM”- The Association for Information and Image Management – focused on electronic imaging. “Annotations”- The changes or additions made to a document using sticky notes, a highlighter, or other electronic tools. Document images or text can be highlighted in different colors, redacted (blacked-out or white-out), stamped (e.g. “FAXED” or “CONFIDENTIAL”), or have electronic sticky notes attached. Annotations should be overlaid and not change the original document. “ANSI”-American National Standards Institute. “ANSI”-, American National Standards Institute. A Member of ISO and IEC. “Backfiles”- Existing paper or microfilm files. “Bar Code”- A small pattern of vertical lines that is read by a laser or an optical scanner, and which corresponds to a record in a database. An add-on component to imaging software, this feature is designed to increase the speed with which documents can be archived. “Batch Processing”- The name of the technique used to input a large amount of information in a single step, as opposed to individual processes. “Bi-Tonal”- Bi-tonal (black and white only, one bit per pixel). A thresholding process from a grayscale input creates a Bi-tonal image, either during the scanning process or subsequently. Thresholding is an irreversible process, which results in speckled images with noticeably "stair- stepped" diagonal lines. “Cache”- A dedicated, high speed portion of computer memory which can be used for the temporary storage of frequently used data to make the application run faster (prevents having to constantly access the data from disk/tape storage). “Caching” (of Images)- The temporary storage of image files on a hard disk for later migration to permanent storage, like an optical or CD jukebox. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 11 -
  12. 12. “Client-Server Architecture vs. File-Sharing”- Two common application software architectures found on computer networks. With file-sharing applications, all searches occur on the workstation, while the document database resides on the server. With client-server architecture, CPU intensive processes (such as searching and indexing) are completed on the server, while image viewing and OCR occur on the client. File-sharing applications are easier to develop, but they tend to generate tremendous network data traffic in document imaging applications. They also expose the database to corruption through workstation interruptions. Client-server applications are harder to develop, but dramatically reduce network data traffic and insulate the database from workstation interruptions. “Coding” - A means of capturing specific, standardized data from a collection of documents and creating a database linking the data to the images. The term “coding” is generally used in the legal and medical markets. It is similar to “indexing” in the commercial marketplace. “COLD”- Computer Output to Laser Disk. The computer system contains files of ASCII data (from input or application programs) or bit-mapped files previously scanned from microfilm documents or pictures. These output files are compressed by a factor of 5-20:1 from the original documents and stored on WORM optical/laser disks. The stored data is then available to all on the network. Generally, the format of these databases is compatible with SQL and imaging formats. “CPI”- Characters Per Inch De-shading, Removing shaded areas to render images more easily recognizable by OCR. De- shading software typically searches for areas with a regular pattern of tiny dots. “De-skewing”- The process of straightening skewed (off-center) images. De-skewing is one of the image enhancements that can improve OCR accuracy. Documents often become skewed when they are scanned or faxed. “De-speckling”- Removing isolated speckles from an image file. Speckles often develop when a document is scanned or faxed. “Document Date”- The original creation date of a document usually noted on the document itself. In the case of a letter, when the letter was written indicated by the date of the letter. On an email indicated by the date-stamp of the email. “Document Imaging Programs”- Software used to store, manage, retrieve and distribute documents quickly and easily on the computer. “Document Sizes”- (U.S.):A Size 8.5" by 11" (A4), B Size 11" by 17" (A3),C Size 17" by 22" (A2),D Size 24" by 36" (A1),E Size 36" by 48" (A0) _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 12 -
  13. 13. “Document Type or Doc Type”- A typical field used in bibliographical coding. Typical doc type examples include letter, memo, report, article and others. “Document/Record”- A document is a page or collection of pages that are physically or logically (or both) linked. “Dot Pitch”- Distance of one pixel in a CRT to the next pixel on the vertical plane. The smaller the number, the higher quality display. “DPI”- Dots per inch. “Drag”-and-Drop, The movement of on-screen objects by dragging them across the screen with the mouse. “EIM”- Electronic Image Management. “Electronic Data Discovery” (EDD or ED) -A process, just like that for paper documents, of documents and data that exist in a medium that can only be accessed through the use of a computer. “Electronic Document Management”- Imaging, Indexing/Coding and Archiving of scanned images “Encryption”- The coding of messages to increase security and make transmission only readable by recipients with the ability to decode only by using the same algorithms. transmission only readable by recipients with the ability to decode only by using the same algorithms. “End Document Number or End Doc#”- The last single page image of a document. “End User Program”- The program used to perform searches, viewing and retrieval of a scanned and/or coded collection of images. Examples include Summation, Concordance, JFS Litigators Notebook, Ringtail, Paradox, InMagic DB/Textworks and many others. “Flatbed Scanner”- A flat-surface scanner that allows users to input books and other documents. “Folder Browser”- A system of on-screen folders (usually hierarchical or “stacked”) used to organize documents. For example, the File Manager program in Microsoft Windows is a type of folder browser that displays the directories on your disk. “Full Duplex”- Data communications devices which allow full speed transmission in both directions at the same time. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 13 -
  14. 14. “Full Text Search”- The ability to search a data file for specified key(s) defined by the occurrence of words, numbers and/or combinations or patterns thereof. “Full-text Indexing and Search”- Enables the retrieval of documents by either their word or phrase content. Every word in the document is indexed into a master word list with pointers to the documents and pages where each occurrence of the word appears. “Gigabyte”- One billion bytes. Also expressed as one thousand megabytes. In terms of image storage capacity, one gigabyte equals approximately 17,000 81/2" x 11" pages scanned at 300 dpi, stored as TIFF Group IV images. “Gray Scale” -The use of many shades of gray to represent an image. Continuous-tone images, such as black-and-white photographs, use an almost unlimited number of shades of gray. Conventional computer hardware and software, however, can only represent a limited number of shades of gray (typically 16 or 256). Gray-scaling is the process of converting a continuous-tone image to an image that a computer can manipulate. “Gray Scale”- The binary range of a graphic representation between pure black and pure white. A scale of 256 shades of gray will be a better representation than 16 shades. “HTML”- A Hypertext Markup Language, developed by CERN of Geneva, Switzerland. The document standard of choice of Internet. (HTML+ adds support for multi-media.) “Hub”- A central unit that repeats and/or amplifies data signals being sent across a network. “Icon”- In a GUI, a picture or drawing which is activated by "clicking" a mouse to command the computer program to perform a predefined series of events. “ICR”- Intelligent Character Recognition. The conversion of scanned images (bar codes or patterns of bits) to computer recognizable codes (ASCII characters and files) by means of software/programs which define the rules of and algorithms for conversion. “ICR”- Intelligent Character Recognition. A software process that recognizes handwritten and printed text as alphanumeric characters. “IDE”- Integrated Drive Electronics – An engineering standard for interfacing PC's and hard disks. “IEEE”- Institute of Electrical and Electronic Engineers. An international association which sponsors meetings, publishes a number of journals and establishes standards. “Image Enabling”- A software function that creates links between existing applications and stored images. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 14 -
  15. 15. “Image Key”- The name of a file created when a page is scanned in a collection. “Image Processing”- To capture an image or representation, enter in a computer and process and manipulate it. “Image Processing Card (IPC)” -A board mounted in either the computer, scanner or printer that facilitates the acquisition and display of images. The primary function of most IPCs is the rapid compression and decompression of image files. “Index”- Creating a set of rules and data files which define scanned document sets and allow easy and complete retrieval. “Index/Coding Fields”- Database fields used to categorize and organize documents. Often user- defined, these fields can be used for searches. “Indexing”-Universal term for Coding and Data Entry “Internet”- A worldwide computer network containing a broad array of services and information available to any individual with a PC and the paid connection. “Internet Publishing”- Specialized imaging software that allows large volumes of paper documents to be published on the Internet or intranet. These files can be made available to other departments, offsite colleagues or the public for searching, viewing and printing. “IPX/SPX”- Communications protocol used by Novell networks. “ISA”- Industry Standard Architecture. “ISDN”- Integrated Services Digital Network. An all digital network which can carry data, video and voice. “ISIS and TWAIN Scanner Drivers”- Specialized applications used for communication between scanners and computers. “ISO”- International Standards Organization. “ISO 9660 CD Format”- The International Standards Organization format for creating CD- ROMs that can be read worldwide. “JMS”- Jukebox Management Software. “JPEG”- A compression algorithm for still images, see MPEG. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 15 -
  16. 16. “JPEG”- An image compression format used for storing color photographs and images. “Jukebox”- A mass storage device that holds optical disks and loads them into a drive. “Juke-Box”- Automated disk changer for high-performance, centralized storage for multifunction CD-ROM's & optical disks “K”- Generally accepted as shorthand for 1,000. Actually stands for 2 10 or 1,024. “Key Field”- Database fields used for document searches and retrieval. Synonymous with “index field.” “Keywords”- Used in bibliographical coding to indicate that each page in a collection must be reviewed for certain important words and wherever they occur the database must reference the page where they occur. “Kofax Board”- The generic term for a series of image processing boards manufactured by Kofax Imaging Processing. These are used between the scanner and the computer, and perform realtime image compression and decompression for faster image viewing, image enhancement, and corrections to the input to account for conditions such as document misalignment, "speckles," etc. “LAN”- Local Area Network – usually a collection of PC's, connected by cable. Landscape Mode The image is represented on the page or monitor such that the width is greater than the height. “Laser Disk”- Same as an optical CD, except 12" in diameter. “Latency”- The time it takes to read a disk (or jukebox), including the time to physically position the media under the read/write head, seek the correct address and transfer it. “Leading/"Ledding", The amount of space between lines of printed text. “Level Coding”- Used in Bibliographical coding to indicate that certain document types will get a more thorough extraction of data than others. Thus they get a deeper “level” of coding. “Line Screen”- The number of half-tone dots that can be printed per inch. As a general rule, newspapers print at 65 to 85 lpi, large city newspapers at 100 or 120 lpi; magazines at 133 or 150 lpi; and, glossy, "coffee table" books at 175 to 200. “Load file”- A file that relates to a set of scanned images and indicates where individual pages belong together as documents. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 16 -
  17. 17. “Lossless compression”- Exact construction of image, bit-by-bit, with no loss of resolution or color fidelity “Lossy compression”- Reduces storage size of image by reducing the resolution and color fidelity while maintaining minimum acceptable standard for general use. “LZW”- Lempel-Zif & Welch. A common, lossless compression standard for computer graphics – used for the majority of TIFF files. Typical compression ratios are 4/1. “Magneto-Optical Drive”- A drive that combines laser and magnetic technology to create high- capacity erasable storage. “MAPI”- Mail Application Program Interface. This Windows software standard has become a popular e-mail interface and is used by MS Exchange, GroupWise, and other e-mail packages. “MAPI Mail Near-Line”_ Documents stored on optical disks or compact disks that are housed in the jukebox or CD changer and can be retrieved without human intervention. “Marginalia”- Handwritten notes in the margin of the page in documents. “Mastering”- Making many copies of a CD-ROM from a single master. “MCA”_ Micro Channel Architecture – an IBM buss standard. “MDE”- Magnetic Disk Emulation. Software that makes a jukebox look and operate like a hard- drive such that it will respond to all the I/O commands ordinarily sent to a hard drive. “Megabyte”- A unit of information or computer storage equal to approximately one million bytes. A megabyte is commonly abbreviated as MB and sometimes meg. “Meta Data”- The data that is attached to files in a computerized filing system. For instance, in a word processing document, the metadata includes: the author, date created, person and date editing the document, the name of the document, the location stored on a hard drive, how many times and when it has been accessed, changed or altered, etc. “MICR”- Magnetic Ink Character Recognition. The process used by banks to encode checks. Microfilm Film on which documents etc. are photographically greatly reduced in size. “Microfiche”- Reduced sized document(s) filed on sheet microfilm (4" by 6"), containing reduced images of 270 pages or more in a grid pattern. Usually with a human-readable title. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 17 -
  18. 18. “MO”- Magneto, Optical. A disk storage technology which competes with traditional magnetic hard disks. Form factors are 3.5", 5.25" and 12". Advantages are that one 5.25" MO drive can store about 1.3GB (3 1/2" hold up to 230MB); media is removable and portable; and, can last for 20 years – ideal for archival storage. The disadvantages are cost, traditionally slower disk access and longer disk write times. The information is written on the disk by changing the polarity with strong magnets and read by a laser by sensing the magnetic flux changes (1's or 0's). This technology is re, usable. “MODEM”- Modulator/Demodulator. A device which can take digital data from a computer, translate it into analog signals (tones) and transmit the information over telephones lines. Another modem at the receiving computer will receive the information, translate it back from analog to digital and store it. Typical speeds are from 1,200 to 14,400 bits per second. Some modems also correct any errors which occur in the transmission process. “Monochrome”- Displays capable of only two colors, usually black & white. Mosaic A program used for finding and reading documents on the World-Wide-Web. “MPEG-1 & 2”- Two different standards for full motion video to digital compression/decompression techniques advanced by the Moving Pictures Experts Group. MPEG-1 compresses the bandwidth needed for 30 frames/second of full-motion video (several hundred megabytes) down to about 1.5 Mbits/sec. MPEG 2 only compresses to about 3 Mbits and provides for better image quality when comparing compressed files of the same size. This industry application competes with other compression techniques, know as JPEG, Captain Crunch, Cinepak and Indeo. “MS-DOS”- Microsoft (MS)-Disk Operating System. Used in PC's as the control system. “MTBF”- Mean Time Between Failure. Average time between failures. Used to compute the reliability of devices/equipment. “MTTR”- Mean Time To Repair. Average time to repair. The higher the number, the most costly and difficult to fix. “Multisynch”- Analog video monitors which can receive a wide range of display resolutions, usually including TV (NTSC). Color analog monitors accept separate red, green & blue (RGB) signals. “NetWare Loadable Module (NLM)”- An application that runs as part of the network operating system (NOS) of a Novell NetWare server. “Non-Interlace”- When each line of the video image is scanned separately. Computer monitors use non-interlaced video. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 18 -
  19. 19. “NT”-Network Technology. Refers to Microsoft Windows NT server and workstation software. “OCR”- Optical Character Recognition. The computer conversion of scanned input images (bar codes or patterns of bits) to computer recognizable codes (ASCII letters, numbers and characters). “OCR”- Optical Character Recognition. A software process that recognizes printed text as alphanumeric characters. “OEM”-Original Equipment Manufacturer – Classically, a company who buys products from another company, re-labels the products under its own name and re-sells (usually in large quantities). Has come to define nearly any large customer who re-sells products, branded or not. “Off-Line”- Archival documents stored on optical disks or compact disks that are not connected or installed in the computer, but instead require human intervention to be accessed. “OLE”- Object Linking and Embedding. A feature in Microsoft's Windows which allows each section of a compound document to call up its own editing tools or special display features. This allows for combining diverse elements in compound documents. 60 Glossary “OWR”- Optical word recognition is the next generation of text conversion. Available only with certain retrieval systems (including AmDoc's iCONECTnxt offering), OWR allows users to find misspelled words. Matches are done on word-by-word basis (entire string of characters) rather than on a letter-by-letter match. This allows more accurate recognition. “On-Line”- Documents stored on the hard drive or magnetic disk of a computer that are available immediately. “Optical Disks” Computer media similar to a compact disc that cannot be rewritten. An optical drive uses a laser to read the stored data. “Optical Jukebox”- See “Jukebox.” PackBits, A compression scheme which originated with the Macintosh. Suitable only for black & white. “Packet”- A fixed block of data transmission which also contains identity and routing information. “Page”- A single image of a “one piece of paper”. One or several pages make up a “Document” _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 19 -
  20. 20. “Paper Styles & Definitions”- a. Acid Free Paper – Won't change color (yellow) for many years. b. Brightness – The percentage of light the paper reflects. Most white papers reflect 60% to 90%. c. Coated Papers – "glossy" paper, coated with clay. d. Cotton "Rag" Paper – Premium paper with 25% to 100% cotton fibers. e. Laid finish – Paper surface embossed with lines to resemble handmade paper. f. Ream – 500 sheets. g. Vellum finish – A less smooth version of real vellum (fine parchment). h. Wove finish – Very smooth surface. Characteristic of the majority of papers made. “Parallel”- Transmission of all the bits (e.g. in a character) at the same time. If the character has eight bits, there are eight wires. Faster and more expensive than serial where the eight bits would be sent, "sideways", one at a time. “Pattern Recognition”- An electronic application utilizing an algorithm that searches data for like patterns and flags or extracts the pertinent data. For instance, in looking for addresses, alpha characters followed by a comma and a space followed by two capital alpha characters followed by a space followed by five or more digits are usually the city, state and zip code. By programming the application to look for that pattern, the information can be electronically extracted rather than re-keyed by human intervention. “PCI”- Peripheral Component Interface (Interconnect). A high-speed interconnect local bus used to support multimedia devices. Promoted by Digital among others. “PCMCIA”- Personal Computer Memory Card International Association. Plug-in cards for computers (usually portables), which extend the storage and/or functionality. “PCX”- The file format used for drawings by Corel Paint and Windows Paint Brush. “PDA”- Personal Digital Assistant – a small, usually hand-held, computer which "assists" business tasks. “PDF”- See Portable Document Format “Petabyte”- A unit of information or computer storage equal to one quadrillion bytes. It is commonly abbreviated PB. “Phase Change”- A method of storing information on rewritable optical disks. “PICA”- One sixth (1/6) of an inch. Used to measure graphics/fonts. “PICT”- Picture Format. A color file format exclusively for Macintosh. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 20 -
  21. 21. “Pitch”- Characters (or dots) per inch, measured horizontally. “PIXEL”- Picture Element. A dot. One step/addressable position in the total TV or CRT presentation. The minimum VGA display has 307,200 pixels (640 by 480). “Pixel”- Picture Element. A single dot in an image. It can be black and white, grayscale or color. “PMS”- Pantone Matching System. A color standard in printing. “POD”- Print On Demand. Document images are stored in electronic format and are available to be quickly printed and in the exact quantity required, long or short runs. “Portable Document Format PDF”- A file standard for documents that can be processed (generally viewed and printed) by any computer, regardless of the specific application program which created the original. Adobe “Portable Volumes”- A feature that facilitates the moving of large volumes of documents without requiring copying multiple files. Portable volumes enable individual CDs to be easily regrouped, detached and reattached to different databases for a broader information exchange. “Portrait Mode”- A display where the height exceeds the width. Proximity Search, For "full-text" searches, the ability to look for words which are within a prescribed distance of another word (e.g. Find "glove" within 15 words of "baseball".) “QBIC”- Query By Image Content. An IBM search system for stored images which allows the user to sketch an image and then search the images files to find those which most closely match. The user can specify color and texture – such as sandy beaches or clouds. “QIC”- Quarter Inch Cartridge. Digital recording tape, 2000 feet long, with an uncompressed capacity of 5 GB. “Quality Control”- The process of ensuring the highest level of results in a given task. In document management processes, this includes image quality (resolution, skew, speckle, legibility); data quality (correct information in appropriate fields, validated data for dates, addresses, names/issues lists). RAID, Redundant Array of Inexpensive Disks. Arrays or Jukeboxes of CD-ROM's or CD-R's. There are five commonly uses, different levels of data protection, RAID 1 through RAID 5 which are tradeoffs of protection versus storage capacity. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 21 -
  22. 22. Level 0 Data written in blocks across multiple drives without an protection on failures. Level 1 Disk Mirroring. Level 3 The drive spindles are synchronized such that the heads all seek at the same time and are positioned over the same read/write areas simultaneously. Data is written one bit at a time with parity to a separate drive. Thus if there were four disks in the array and there was a megabyte of data to transferred at 1 MB/sec, the effective rate is 4MB/sec. Level 5 Writes data in chunks (usually smaller blocks 512 bytes to 2 K) with the parity striped along with the data. Achieves a higher I/O rate. “RAID”- Redundant Array of Independent Disks. A collection of hard disks that act as a single unit. Files on RAID drives can be duplicated (“mirrored”) to preserve data. RAID systems may vary in levels of redundancy, with no redundancy being a single, non-mirrored disk as level 0, two disks that mirror each other as level 1, on up to level 5, the most common. “RAM”- Random Access Memory – Memory which can be read or written in any section with one instruction sequence. (See DRAM) Raster Display/Graphics, Represents images by an horizontal and vertical array of dots or pixels. Raster/Rasterized (Raster or Bitmap Drawing), A method of representing an image with a grid (or “map”) of dots or pixels. Typical raster file formats are GIF, JPEG, TIFF, PCX, BMP, etc. “Recycled Paper”- Federal Guidelines suggest at least 50% "non-virgin" content. “Redaction”- A portion of the image is blacked out intentionally to conceal information from the document. “Refresh Rate”- How many times a second and image on a CRT or TV is updated. “Region (of an image)”_ An area of an image file that is selected for specialized processing. Also called a “zone.” “Registration”- Lining up a forms image to determine which fields are where. Also, entering pages into a scanner such that they are correctly read. “Return on investment”- There are various ways to determine ROI. One way is to estimate the extra money a new IT system will bring in, or its cost savings, minus its cost and depreciation. Overall, companies have several tools to calculate the return on IT investments or how they will impact the bottom line. When figuring the real cost of IT projects, Norton recommends that a company factor in training and consider hiring a full-time project manager to lower the risk that the investment may not produce the return the company is expecting. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 22 -
  23. 23. He notes that most IT projects take longer to complete than initially projected, and companies should take care to add more development time to their expense and earning projections. “Rewriteable Technology”- Storage devices where the data may be written more than once – typically hard drives, floppies and optical disks. The assets are re-use, high speed and capacity. The optical disks have the same basic characteristics as a CD-ROM, except that you can write over the existing data. “RGB”- Red, Green and Blue. The three primary colors in the additive color family which create all the computer color video signals for a computer's color terminal. “ROM”- Read Only Memory – random memory which can be read but not written (i.e. changed). “Rotary Camera”- In microfilming, the papers are read "on the fly" with a camera that's synchronized to the motion. “Sampling Rate”- The frequency at which analog signals are converted to digital values during digitization. The higher the rate, the more accurate the process. In printing The number of pixels scanned per half tone dot. “Scalability”- The capacity of a system to expand without requiring major reconfiguration or re- entry of data. Multiple servers or additional storage can be easily added. “Scale-to-Gray”- An option to display a black and white image file in an enhanced mode, making it easier to view. A scale-to-gray display uses gray shading to fill in gaps or jumps (known as aliasing) that occur when displaying an image file on a computer screen. Also known as grayscale. “Scanner”- An input device commonly used to convert paper documents into computer images. Scanner devices are also available to scan microfilm and microfiche. “Scanning Software”-Software that enables a scanner to deliver industry standard formats for images in a collection. Enables the use of coding of the images. IPRO, DocuLex and ZyImage are several examples. “SCSI”- Small Computer System Interface. A common, industry standard, electronic interface (highway) between computers and peripherals, such as hard disks, CD-ROM drives and scanners. “SCSI”- Small Computer Systems Interface. Pronounced “skuzzy.” A standard for attaching peripherals (notably mass storage devices and scanners) to computers. SCSI allows for up to 7 devices to be attached in a chain via cables. The current SCSI standard is “SCSI II,” also known as “Fast SCSI.” _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 23 -
  24. 24. “SCSI Scanner Interface”- The device used to connect a scanner with a computer. “Search Review”- AmDoc process of final quality control (when requested): utilizing images, data and/or text to find specific documents within a delivery; using the documents as a client would to search and retrieve. “Serif”- The little cross bars or curls at the end of strokes on type fonts. For example, in this sentence, the horizontal line at the bottom of the letter ‘r’. “Service-Level Agreement”- A service-level agreement is a contract that defines the technical support or business parameters that an application service provider or other IT outsourcing firm will provide its clients. The agreement typically spells out measures for performance and consequences for failure. “SGML”- Standard Generalized Markup Language. An informal industry standard (lingua franca) for open systems document management which specifies the data encoding of a document's format and content. “SGML/HyTime”- A multimedia extension to SGML, sponsored by DOD. “SIMM, Single”- In-Line Memory Module – A mechanical package (with "legs") used to attach memory chips to printed circuit boards. “Simplex”- One-sided page(s) “Six Sigma”- Six Sigma is a highly structured program for improving business processes and represents the latest incarnation of the quality movement. The program, grounded in efforts to improve manufacturing quality during the 1980s, brings the methods and analytic tools of engineers to bear on the questions, What matters to customers? and Where will changes to work processes most improve these points? “SLIP”- Serial Line Internet Protocol. A connection to Internet in which the interface software runs in the local computer, rather than Internet's. “Smart Card”- A credit card size device which contains a microprocessor, memory and a battery. “Splatter”- Data that should be kept on one disc of a jukebox goes instead to multiple platters. “SPP”- Standard Parallel Port (IBM-Centronics). See Centronics. “SQL”- Structured Query Language, a standard 4GL programming language. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 24 -
  25. 25. “SQL”- Structured Query Language. The popular standard for running database searches (queries) and reports. “Subtractive colors”- Since the colors of objects are white light minus the color absorbed by the object, they are called subtractive. This is how ink on paper works. The subtractive colors of process ink are CMYK (Cyan, Magenta, Yellow and Black) and are specifically balanced to match additive colors (RGB). “SVGA”- "Super" Video Graphic Adapter – one which exceeds the minimum VGA standard of 640 by 480 by 16 colors. Can reach 1600 by 1280 and 256 colors. “TCP/IP”-Network communications protocol. This is the protocol used by the Internet. “Telephony”- Converting sounds into electronic signals for transmission. “Templates”- Document, Sets of index fields for documents. “Terabyte”- A measurement term for data storage capacity equal to approximately 1,000 gigabytes or one trillion bytes. It is commonly abbreviated TB. “TGA”- Targa format. This is a "scanned format" – widely used for color-scanned materials (24- bit) as well as by various "paint" and desktop publishing packages. “Thumbnails”- Small versions of an image used for quick overviews or to get a general idea of what an image looks like. “TIF/TIFF”- Tagged Image File Format. The "de facto" electronic/computer standard for scanned, bit-mapped images – 8 bit color and gray scale. Originated in 1986 as a joint project of Microsoft and Aldus. Includes several types and groups which are compressed & uncompressed. “TIFF”- Tagged Image File Format. A non-proprietary format raster graphics image that has many different compression formats. TIFF has been in use since 1981. “TIFF Group III (compression)”- A one-dimensional compression format for storing black and white images that is utilized by most fax machines. “TIFF Group IV (compression)”- A two-dimensional compression format for storing black and white images. Typically compresses at a 20-to-1 ratio for standard business documents. “Total Cost of Ownership”- Total cost of ownership (TCO) has been a steady beacon in the information technology landscape since 1987, when Bill Kirwin, vice president and research director at Stamford, Conn.-based Gartner Group Inc., first applied the model to desktop systems. Gartner has since extended the model into LANs, client/server software, distributed computing, telecommunications, mainframe data centers and most recently, Windows CE and _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 25 -
  26. 26. Palm OS handheld computers. Around the corner are models for storage technology and applications development. “True Resolution”- The "true" optical resolution of a scanner is the number of pixels per inch (without any software enhancements). “TWAIN”- Tool Kit Without An Interesting Name – a universal toolkit with standard hardware/software drivers for multi-media peripheral devices. “Typeface”- There are over 10,000 typefaces available for computers. The general categories are: Oldstyle: Faces have slanted serifs, gradual thick to thin strokes and a slanted stress (the "O" appears slanted) Modern: Faces have thin, horizontal serifs, radical thick to thin strokes and a vertical street (the "O" does not appear to slant.) Slab Serif Faces have thick, horizontal serifs, little or no thick-to-thin in the strokes and a vertical stress (the "O" appears vertical). Sans Serif Faces have no serifs. Script: From elaborate handwriting styles to casual, freeform, unconnected letter forms. “Decorative Unusual fonts”- designed to be very different and attention getting. “Ultrafiche”- Microfiche which can hold 1,000 documents/sheet as opposed to the normal 270. “Unitization” – Physical and Logical, The assembly of individually scanned pages into documents. Physical Unitization utilizes actual objects such as staples, paper clips and folders to determine pages that belong together as documents for archival and retrieval purposes. Logical unitization is the process of human review of each individual page in an image collection using logical cues to determine pages that belong together as documents. Such cues can be consecutive page numbering, report titles, similar headers and footers and other logical cues. “UNIX”- A software operating system. Originally pioneered by Bell Labs – now widely used by workstations. V.32bis, The ITU standard for 14.4 kbs modem communications. V.34, The proposed ITU standard for 28.8 kbs modem communications. VAR/VAD/VASD, Value-Added Reseller/Value-Added Dealer/Value-Added Specialty Distributor. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 26 -
  27. 27. Companies or people who sell computer hardware or software and "add-value" in the process. Most usually the value added is specific technical or marketing knowledge and/or experience. “VDT”- Video Display Terminal – generic name for all display terminals. “Vector”-Representation of graphic images by mathematical formulas. For instance, a circle is defined by a specific position and radius. “Verbatim Coding”- Extracting data from documents in a collection in a way that matches exactly as the information appears in the documents. The opposite of the standardization type coding treatment “VESA”- Video Electronics Standards Association – concentrates on computer video standards. “VGA”- Video Graphics Adapter. A PC industry standard, first introduced by IBM in 1987, for color video displays. The minimum dot (pixel) display is 640 by 480 by 16 colors. Then "Super VGA" was introduced at 800 x 600 x 16, then 256 colors. VGA can extend to 1024 by 768 by 256 colors. Replaces EGA, an earlier standard and the even older CGA. Newer standard displays can range up to 1600 by 1280. Video Scanner A type of device used to connect scanners with computers. Interface Scanners with this interface require a scanner control board designed by Kofax, Xionics or Dunord. VPN Virtual Private Network WAN Wide Area Network. Generally a network of PC's, remote to each other, connected by telecommunications lines. WAV File extension name for Windows sound files. Compression is not required. .WAV files can reach 5 Mbytes for one minute of audio. Workflow, Ad Hoc A simple manual process by which documents can be moved around a multi-user imaging system on an “as-needed” basis. Workflow, Rule- A programmed series of automated steps that route documents to Based various users on a multi-user imaging system. Workgroup A group of computer users connected to share individual talents and resources as well as computer hardware and software – often to accomplish a team goal. “WORM”- Write-Once, Read-Many – Data storage devices (e.g. CD-ROM's) where the space on the disks can only be written once. The data is permanently stored. WORM's can also be configured into jukeboxes. There are various technologies: _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 27 -
  28. 28. Technology Description, Benefit, Drawback Ablative: Laser burns holes in disk , Unalterable data , Dust, moisture may affect media Bubble-forming: Laser forms bubbles in the media , Unalterable data , Few drives available Dye Polymer: Laser heats dyed layer to form bumps , Potential low media cost , Laser mechanism more expensive; disks wear out faster; few drives available Magneto: Laser focuses magnetic field , Many suppliers, long disk life , No true WORM in multi-function; data theoretically alterable Phase change: Laser heat changes disk's molecular structure , One-pass data (no erase step) , Same as Dye Polymer “WORM Disks”- Write Once Read Many Disks. “X.25, A standard protocol for data communications. Xerox Printing, A beam of light hits an electrically charged drum and causes a discharge at that point. Toner is then applied which sticks to the non-charged areas. Paper is pressed against the drum to form the image and is then heated to dry the toner. Used in laser printers and copying machines. “ZIP”- A common file compression format that allows quick and easy storage for transport. Zone OCR, An add-on feature of the imaging software that populates document templates by reading certain regions or zones of a document, and then placing the text into a document index _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 28 -
  29. 29. 3.0 SCOPE OF WORK The Document Management Imaging System (DMIS) must provide functionality for image capture, indexing, storage, retrieval, display and distribution via print, fax or e-mail. The system must include integrated workflow software that provides easily implemented automation of document-centric work processes. The Document Management Imaging System application must integrate with SCT SunGard Banner software. 3.1 RAPID DEPLOYMENT AND INTEGRATION 3.1.2 The DMIS must provide a non programmatic application integration technology, easily configurable by non-technical staff. 3.1.3 The DMIS integration solution must provide simplified integration, extraction and data upload with any business application, including UMDNJ applications, notably SCT Sungard (Banner). 3.1.4 Deployment of Contractor’s DMIS must be rapid, limiting time onsite and must leverage technology instead of requiring extensive programming labor. 3.1.5 The integration approaches must be non-intrusive, requiring little or no modification to existing application system or databases. 3.2 DOCUMENT RETRIEVAL 3.2.1 The DMIS must provide single click instant and simultaneous access for document retrieval. 3.2.2 The DMIS must provide integrated document retrieval directly from any business application as well as from bidder’s system. 3.2.3 The DMIS must provide configurable search capabilities. 3.3 FLEXIBLE CAPTURE CONFIGURATION 3.3.1 The DMIS must allow scanning and capture functions to be distributed and centralized or both. 3.3.2 Indexing of documents should be distributed as appropriate and should not have to be co- located with scanning function. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 29 -
  30. 30. 3.3.3 DMIS must support various methods of electronic capture of documents including OCR. 3.3.4 DMIS must provide single click indexing of single as well as multi page documents. 3.3.5 The DMIS must provide user defined index values. 3.4 MULTIPLE OBJECT TYPES 3.4.1 The DMIS must support multiple common object types. 3.4.2 Scanned paper documents must be captured as TIFFs using at least CCITT group 4 compression. 3.4.3 Word, PDF, spreadsheets, facsimile, e-mail messages, e-mail attachments and computer output must be supported for capture and must be managed in their native formats. 3.5 WAN, LAN, or NET COMMUNICATIONS 3.5.1 The DMIS shall be deployable across TCP/IP network and can be accessed across a range of private and public infrastructures all with various security implementation options. 3.6 INTEGRATED WORKFLOW 3.6.1 The system must include document – centric workflow functionality. 3.6.2 The workflow must be configurable by the users of the system via a graphical design tool that allows process and queues to be designed without programming. 3.6.3 The system must support an array of routing options, inbound/outbound processing controls and trigger/alarm mechanisms. 3.7 ADDITIONAL FEATURES 3.7.1 In addition to the features already mentioned the DMIS must include print, fax, email, annotation, reporting and COLD/Computer Output Management capabilities. 3.7.2 The Contractor’s system must support both web-based and stand alone clients. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 30 -
  31. 31. 3.8 SECURITY 3.8.1 The DMIS must have the ability to encrypt data. 3.8.2 User access must be via signon and password. 3.8.3 The DMIS must support privilege-based security for individual users. 3.8.4 The DMIS must have the capability of electronically “tagging” each scanned document with security classifications and /or access restrictions such as: Confidential, Attorney-Client Communications, Proprietary Information, HIPAA PHI, FERPA Restricted Information, etc. 3.9 SYSTEM AUDITING 3.9.1 The DMIS must provide audit capabilities that log system functions such as who viewed, routed, deleted, or re-indexed an object, where the user connected from , date/time action was performed and user session information. 3.10 CUSTOMER SUPPORT/DOCUMENTATION 3.10.1 The Contractor must supply 24x7 Customer Support access. 3.10.2 The Contractor must provide current system documentation and related manuals. 3.11 RESPONSE TIME 3.11.1 The bidder must define response time. Response time must be rapid and meet user expectations. 4.0 SPECIAL CONTRACTUAL TERMS AND CONDITIONS 4.1 Contract Term and Extension Option 4.1.1 Contract Term The contract will be awarded for the purchase and the installation of the Document Imaging and Management Software. The Contractor will also provide the maintenance and upgrades of the Document Imaging and Software Management Solution for three (3) years, commencing from the date of award. If delays in the bid process result in an adjustment of the anticipated contract effective date, the bidder agrees to accept a contract for the full term of the contract. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 31 -
  32. 32. 4.1.2 Contract Extension Option This contract may be extended for two (2) one (1) year periods. Each extension is for one (1) year. Any extension of this contract under this provision will be put into effect by mutual agreement between the University and the Contractor, with written notification being provided to the Contractor by the University. The original terms and conditions will remain in effect for any extension period. Unless otherwise noted in this RFP (or any Addendum thereto), pricing for each optional year is to remain the same as the final year of the original contract term. 4.2 Contract Transition In the event services end by either contract expiration or termination, it shall be incumbent upon the Contractor to continue services, if requested by the Director of Purchasing Services, until new services can be completely operational. The Contractor acknowledges its responsibility to cooperate fully with the replacement Contractor and UMDNJ to ensure a smooth and timely transition to the replacement Contractor. Such transitional period shall not extend more than ninety (90) days beyond the expiration date of the contract, or any extension thereof. The Contractor will be reimbursed for services during the transitional period at the rate in effect when the transitional period clause is invoked by UMDNJ. 4.3 Precedence of the University’s Standard Terms and Conditions The contract resulting from this procurement shall consist of this RFP (including UMDNJ’s Standard Terms and Conditions); any addendum to this RFP, the Contractor’s bid proposal and UMDNJ’s Contract Term Sheet. Unless specifically noted within this RFP, UMDNJ’s Standard Terms and Conditions take precedence over the Special Terms and Conditions contained in this Section of the RFP. The Standard Terms and Conditions in effect for this procurement can be found at the following Internet address: _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 32 -
  33. 33. The version of the Standard Terms and Conditions that apply to this procurement is as follows: 1) If a mandatory event is conducted as part of this procurement (e.g., mandatory pre-bid conference, mandatory site visit, etc.), the Standard Terms and Conditions that apply to this procurement are those that are posted on the Web site referenced above on the business day prior to the mandatory event; or, 2) If no mandatory event is conducted as part of this procurement, yet an addendum is issued (e.g., in response to questions from bidders), the Standard Terms and Conditions that apply to this procurement are those that are posted on the Web site referenced above on the business day prior to the date of issuance of the addendum; or, 3) If no mandatory event is conducted and no addendum is issued for this procurement, the Standard Terms and Conditions that apply to this procurement are those that are posted on the Web site referenced above on the business day prior to the bid opening date. In the event of a conflict between the provisions of this RFP, including UMDNJ’s Standard Terms and Conditions and the Special Terms and Conditions contained in this Section, and any addendum to the RFP, the addendum shall govern. In the event of a conflict between the provisions of this RFP, including any addendum to this RFP, and the bidder’s proposal, the RFP and/or the addendum shall govern. 4.4 Departure From Bid Specifications or Terms and Conditions Notwithstanding the forgoing, a bidder's proposal may be deemed NON-COMLPLIANT AND BE REJECTED and/or be found non-responsive if the change is a material departure from the bid specifications or the terms and conditions of this RFP. A material departure occurs when the change increases the likelihood that the waiver from compliance with the RFP is capable of giving the appearance of corruption or favoritism, or encouraging excessive spending or is likely to affect the amount or price of the bid or to influence any potential bidder to refrain from bidding or is capable of affecting the ability of the University to make a bid comparison, or is unacceptable to the University. The determination of material departure shall be in the sole discretion of the University. 4.5 Contract Amendment Any changes or modifications to the terms of the contract shall only be valid when they have been reduced to writing and executed by the Contractor and the Director of Purchasing Services. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 33 -
  34. 34. 4.6 Contractor Responsibilities The Contractor shall have sole responsibility for the complete effort specified in the contract. Payment will be made only to the Contractor. The Contractor shall have sole responsibility for all payments due any subcontractor. The Contractor is responsible for the professional quality, technical accuracy and timely completion and submission of all deliverables, services or commodities required to be provided under the contract. The Contractor shall, without additional compensation, correct or revise any errors, omissions, or other deficiencies in its deliverables and other services. The approval of deliverables furnished under this contract shall not in any way relieve the Contractor of responsibility for the technical adequacy of its work. The review, approval, acceptance or payment for any of the services shall not be construed as a waiver of any rights that UMDNJ may have arising out of the Contractor’s performance of this contract. 4.7 Substitution of Staff If it becomes necessary for the Contractor to substitute any management, supervisory or key personnel, the Contractor will identify the substitute personnel and the work to be performed. The Contractor must provide detailed justification documenting the necessity for the substitution. Résumés must be submitted evidencing that the individual(s) proposed as substitution(s) have qualifications and experience equal to or better than the individual(s) originally proposed or currently assigned. The Contractor shall forward a request to substitute staff to the The Director of Purchasing Services, through the University’s Project Manager, for consideration and approval. No substitute personnel are authorized to begin work until the Contractor has received written approval to proceed from the The Director of Purchasing Services, through the University’s Project Manager. 4.8 Substitution or Addition of Subcontractor(s) If it becomes necessary for the Contractor to substitute and/or add a subcontractor, the Contractor will identify the proposed new subcontractor and the work to be performed. The Contractor must provide detailed justification documenting the necessity for the substitution or addition. The Contractor must provide detailed résumés of the proposed subcontractor’s management, supervisory and other key personnel that demonstrate knowledge ability and experience relevant to that part of the work, which the subcontractor is to undertake. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 34 -
  35. 35. In the event a subcontractor is proposed as a substitution, the proposed subcontractor must equal or exceed the qualifications and experience of the subcontractor being replaced. In the event the subcontractor is proposed as an addition, the proposed subcontractor’s qualifications and experience must equal or exceed that of a similar subcontractor proposed by the Contractor in its bid proposal. The Contractor shall forward a request to substitute/add a subcontractor to The Director of Purchasing Services, through the University’s Project Manager, for consideration and approval. No substitution or addition of a subcontractor is authorized until the Contractor has received written approval to proceed from the Director of Purchasing Services, through the University’s Project Manager. 4.9 Ownership of Material All data, technical information, materials gathered, oriented, developed, prepared, used or obtained in the performance of the contract, including, but not limited to, all reports, surveys, plans, charts, literature, brochures, mailings, recordings (video and/or audio), pictures, drawings, analyses, graphic representations, software computer programs and accompanying documentation and print-outs, notes and memoranda, written procedures and documents, regardless of the state of completion, which are prepared for or are a result of the services required under this contract shall be and remain the property of UMDNJ and shall be delivered to UMDNJ upon 30 days notice by UMDNJ. With respect to software computer programs and/or source codes developed for UMDNJ, the work shall be considered “work for hire,” i.e., UMDNJ, not the Contractor or subcontractor, shall have full and complete ownership of all software computer programs and/or source codes developed. 4.10 Data Confidentiality All financial, statistical, personnel and/or technical data supplied by UMDNJ to the Contractor are confidential. The Contractor agrees to be bound by the terms of HIPPA Business Associate Agreements entered into with UMDNJ, and that any proprietary or confidential information that a contractor’s personnel should acquire, either as a result of this contract, or through inadvertence, remains the property of UMDNJ, and shall not be disclosed. The Contractor is required to use reasonable care to protect the confidentiality of such data. Any use, sale or offering of this data in any form by the Contractor, or any individual or entity in the Contractor’s charge or employ, will be considered a violation of this contract and may result in contract termination and the Contractor’s suspension or debarment from UMDNJ contracting. In addition, such conduct may be reported to the State Attorney General for possible criminal prosecution. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 35 -
  36. 36. 4.11 News Releases The Contractor is not permitted to issue news releases pertaining to any aspect of the services being provided under this contract without prior written consent of the Director of Purchasing Services. 4.12 Advertising The Contractor shall not use UMDNJ’s name, logos, images, or any data or results arising from this contract as a part of any commercial advertising without first obtaining the prior written consent of the Director of Purchasing Services 4.13 License and Permits The Contractor shall obtain and maintain in full force and effect all required licenses, permits, and authorizations necessary to perform this contract. The Contractor shall supply UMDNJ with evidence of all such licenses, permits and authorizations. This evidence shall be submitted subsequent to the contract award. All costs associated with any such licenses, permits and authorizations shall have been included by the Contractor its bid proposal. 4.14 Claim and Remedies 4.14.1 Claims The following shall govern claims made by the Contractor regarding contract award recision, contract interpretation, Contractor performance and/or suspension or termination. Final decisions concerning all disputes relating to contract award recision, contract interpretation Contractor performance and/or reduction, suspension or termination are to be made in a manner consistent with N.J.A.C. 17:12-1.1, et seq. The Director of Purchasing Services final decision shall be deemed a final agency action reviewable by the Superior Court of New Jersey, Appellate Division. All claims asserted against UMDNJ by the Contractor shall be subject to the New Jersey Tort Claims Act, N.J.S.A. 59:1-1, et seq., and/or the New Jersey Contractual Liability Act, N.J.S.A. 59:13-1, et seq. However, any claim against UMDNJ relating to a final decision by The Director of Purchasing Services regarding contract award recision, contract interpretation, Contractor performance and/or contract reduction, suspension or termination shall not accrue, and the time period for performing any act required by N.J.S.A. 59:8-8 or 59:13-5 shall not commence, until a decision is rendered by the Superior Court of New Jersey, Appellate Division (or by the Supreme Court of New Jersey, if appealed) that such final decision by the Director of Purchasing Services was improper. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 36 -
  37. 37. 4.14.2 Remedies Nothing in the contract shall be construed to be a waiver by UMDNJ of any warranty, expressed or implied, or any remedy at law or equity, except as specifically and expressed stated in writing executed by the Director of Purchasing Services. 4.15 Form of Compensation and Payment The Contractor must submit one (1) invoice for the installation of the software for the Document Imaging and Management Solution to UMDNJ with supporting documentation evidencing that work for which payment is sought has been satisfactorily completed. The Contractor must also submit an annual invoice for the Maintenance, license(s) and Upgrade of the Document Imaging and Management Solutions. Invoices must reference the contract or purchase order number and must be in strict accordance with the firm, fixed prices submitted for each task or subtask on the RFP pricing sheet. When applicable, invoices should reference the appropriate RFP price sheet line number from the Contractor’s bid proposal. All invoices must be approved by UMDNJ before payment will be authorized. Invoices must also be submitted for any special projects, additional work or other items properly authorized and satisfactorily completed under the contract. Invoices shall be submitted according to the payment schedule agreed upon when the work was authorized and approved. Payment can only be made for work when it has received all required written approvals and has been satisfactorily completed. 4.16 Additional Work and/or Special Projects The Contractor shall not begin performing any additional work or special projects without first obtaining written approval from the Director of Purchasing Services In the event that the need for additional work and/or a special project arises, UMDNJ will submit such a request to the Contractor in writing. The Contractor must present a written proposal to perform the additional work/special project to UMDNJ. The proposal should provide justification for the necessity of the additional work/special project. The relationship between the additional work/special project being requested and the work required by the Contractor under the base contract must be clearly established by the Contractor in its proposal for performing the additional work/special project. The Contractor’s written proposal must provide a detailed description of the work to be performed, broken down by task and subtask. The proposal should contain details on the level of effort, including hours, labor categories, etc., necessary to compete the additional work. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 37 -
  38. 38. The written proposal must detail the cost necessary to complete the additional work in a manner consistent with the contract. The written cost proposal must be based upon the hourly rates, unit costs or other cost elements submitted by the Contractor in the Contractor’s original bid proposal submitted in response to this RFP. Whenever possible, the cost proposal should be a firm, fixed cost perform the required work. The firm fixed price should specifically reference and be tied directly to costs submitted by the Contractor in its original bid proposal. A payment schedule, tied to successful completion of tasks and subtasks, must be included. Upon receipt of the Contractor’s written proposal, it shall be forwarded to The Director of Purchasing Services for written approval. Complete documentation from the using agency, confirming the need for the additional work/special project, must be submitted. No additional work and/or special project may commence without the Executive Director, Materials Management’s written approval. In the event the Contractor proceeds with additional work and/or special projects without the written approval of The Director of Purchasing Services, it shall be at the Contractor’s sole risk. UMDNJ shall be under no obligation to pay for work done without The Director of Purchasing Services written approval. 4.17 Option to Reduce Scope of Work UMDNJ has the option, in its sole discretion, to reduce the scope of work for any task or subtask called for under this contract. In such an event, The Director of Purchasing Services shall provide advanced, written notice to the Contractor. Upon receipt of such written notice, the Contractor will submit, within five (5) working days to The Director of Purchasing Services, an itemization of the work effort already completed by task or subtasks. The Contractor shall be compensated for such work effort according to the applicable portions of its cost proposal. 4.18 Suspension of Work The Director of Purchasing Services may, for valid reason, issue a stop order directing the Contractor to suspend work under the contract for a specific time. The Contractor shall be paid until the effective date of the stop order. The Contractor shall resume work upon the date specified in the stop order, or upon such other date as The Director of Purchasing Services may thereafter direct in writing. The period of suspension shall be deemed added to the Contractor’s approved schedule of performance. The Director of Purchasing Services and the Contractor shall negotiate and equitable adjustment, if any, to the contract price. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 38 -
  39. 39. 4.19 Change in Law Whenever an unforeseen change in applicable law or regulation affects the services that are the subject of this contract, the Contractor shall advise The Director of Purchasing Services in writing and include in such written transmittal any estimated increase or decrease in the cost of its performance of the services as a result of such change in law or regulation. The Director of Purchasing Services and the Contractor shall negotiate an equitable adjustment, if any, to the contract price. 4.20 Performance Bond No performance bond is required under this contract. 4.21 Late Delivery and Liquidated Damages Not applicable under this contract. 4.22 Retainage Not applicable under this contract. 4.23 Minority/Female Business Subcontractor Utilization Plan Not applicable under this contract. 4.24 Material Safety Data Sheets The Contractor is required to furnish material safety data sheets (MSDS), or manufacturers’ equivalent information sheets, on the products and/or chemicals used in performing the services specified in this RFP to the University’s Project Manager. These sheets must list complete chemical ingredients including the percentage composition of each ingredient on the mixture (down to 0.1%), the chemical abstract services numbers for those substances listed any potentially hazardous products which may off gas during or flowing application. Failure to do so may constitute reason for termination of the contract. 4.25 Contractor’s Personnel 4.25.1 Direct Management of Personnel The Contractor will be solely responsible for all direct management, supervision, and control of the work performed by the Contractor's personnel. The Contractor shall be responsible for determining the proper work methods and procedures to be used and for ensuring that the work is properly and safely undertaken and completed in a satisfactory manner. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 39 -
  40. 40. 4.25.2 Employees of the Contractor All parties must clearly understand that all Contractor personnel provided by the Contractor or any of his subcontractors shall be considered employees of the Contractor or subcontractor. Under no circumstances shall these people be considered employees of the University or as independent Contractors. Therefore, the Contractor and any of his subcontractors must provide all functions related to these personnel with respect to their classification as employees. These functions will include such services as salary, benefits and proper payroll deductions such as federal and state income taxes, disability and unemployment insurance, etc. Contractor's personnel will be in uniform, clearly indicating name of firm and identifying their affiliation with the firm. In addition, personnel shall bear identification cards at all times with their name as well as the firm name listed on the card. 4.25.3 Employee Conduct All Contractor personnel must observe all University regulations in effect at the location where the work is being performed. While on University property, the Contractor’s personnel shall be subject to oversight by the University’s Project Manager. Under no circumstances shall the Contractor’s or any subcontractor’s personnel be deemed employees of the University. Contractor or subcontractor personnel shall not represent themselves to be employees of the University. The Contractor’s employees agree to be bound by the terms of HIPPA Business Associate Agreements entered into by their employer, and that any proprietary or confidential information that the contractor’s personnel should acquire, either as a result of this contract or through inadvertence, remains the property of UMDNJ, and shall not be disclosed. Contractor's personnel will at all times make their best efforts to be responsive, polite, and cooperative when interacting with representatives of the University or any other University employees. The Contractor's personnel shall be required to work in a harmonious manner with University employees as well as outside contractors, if applicable. Nothing contained in this RFP shall be construed as granting the Contractor the sole right to supply personal or contractual services required by the University. The Contractor agrees that, upon request by the University's Project Manager, the Contractor shall remove from the work crew any of its personnel who are, in the opinion of the University, guilty of improper conduct or who are not qualified or needed to perform the work assigned to them. Examples of improper conduct include, but are not limited to, insobriety, sleeping on the job, insubordination, tardiness, or substandard performance. The University's Project Manager or their representative is empowered to request that the Contractor replace offending personnel immediately. _____________________________________________________________________________________ Request for Proposal: Provide Software and Maintenance for Document Imaging and Management Solutions (RFP #P07-021) - 40 -