Category: Data Processing Services
Contract Number: 09-23937
Contract Title: Specifications for Document Management Software
Roosevelt Island Description: Topical Outline
of the State of New York Introduction
591 Main Street
Roosevelt Island, NY 10044
Preparation of Proposals
(212) 832-4540 Evaluation of Proposals
www.rioc.com Software Requirements: General
Software Requirements: Document Organization / Indexing
David A. Paterson
Software Requirements: Input
Software Requirements: Retrieval
Stephen H. Shane Software Requirements: Access and Security
Chief Executive Officer
Kenneth A. Leitner
Vice President _________________________________________________________________
Vice President INTRODUCTION
Operations · This RFP solicits proposals from qualified vendors to provide, install, and support
document management software for use by the Roosevelt Island Operating Corporation,
hereinafter known as "RIOC." The document management software will be used to scan,
Chief Financial Officer store, index, and retrieve selected operating records that are currently maintained in paper
form as described herein. It will also be used to store, index, and retrieve documents that
Rosina Abramson originate in digital formats.
Planning and Inter-
Governmental Affairs · This RFP specifies required and desirable characteristics and capabilities for
document management software to be implemented by RIOC. Initially, the proposed
document management software will be used to scan, store, index, and retrieve Board
Board of Directors
meeting records (minutes, agendas, and other materials related to meetings of RIOC’s
Chairperson Board of Directors), contract files, and lease files. For the most part, these records are
Fay Fryer Christian currently maintained in paper form, although newer Board records and contracts originate
Katherine Teets Grimm in digital form.
Robert L. Megna · In the future, RIOC may expand its use of document management technology to
Charlee Miller include other types of records, including engineering drawings, engineering project files,
Howard Polivy insurance claim files, and public safety incident reports. Ultimately, RIOC plans to convert
H. Patrick Stewart
most of its existing paper records to electronic form for online access and to store most
newly created records electronically on an ongoing basis.
· The characteristics and implementation timetables for such future applications have
not been determined.
· RIOC wants to avoid the implementation of different, potentially incompatible
document management software in its future applications. It consequently seeks document
management software with capabilities that transcend the initial application described in
· Any proposed document management software must be fully and conveniently
scalable to allow the future addition of applications and/or user licenses beyond those
specified in this RFP. Bidders must specify limitations on the number of applications or user licenses
supported by their products.
· RIOC’s future document management applications may require features or functions that are
different than those included in the product configuration covered by this RFP. Specific software
requirements for future applications have not been defined.
· Future applications may require the integration of document management capabilities with
external databases maintained by custom-developed programs as well as pre-written software
acquired by RIOC from commercial developers. The proposed document management software
must provide appropriate application programming interfaces or other tools to support such
· This RFP contains information and instructions that will enable qualified document management
software developers, resellers, and other vendors to prepare and submit proposals and supporting
· The RFP specifies characteristics and requirements for document management software to
be procured by RIOC.
· The RFP also specifies terms and conditions that the successful bidder will be expected to
· When requested by prospective bidders, RIOC will arrange site visits to examine the paper
records that the proposed document management software will replace and the work
environment in which the proposed software will operate.
· If this RFP is amended, RIOC will notify each bidder in writing.
PREPARATION OF PROPOSALS
· Proposals submitted in response to this RFP must be received by Friday July 31st, 2009.
· Proposals may be submitted by e-mail, by physical delivery, or combinations thereof. For
example, a vendor may submit cost information by e-mail and send detailed product specifications,
company information, or other supporting materials by regular mail. In that case, the cost information
must arrive by the deadline date and time stated above. The supporting material must arrive within
three (3) working days of the deadline date.
· E-mail submissions are preferred. They should be sent to: email@example.com. Proposals
should be sent as attachments in the Word document, RTF, or PDF format.
· For submissions by mail or package delivery services (such as FedEx or UPS), the address is
591 Main St., Roosevelt Island N.Y. 10044, Attn: Rudolph Rajaballey.
· Proposals submitted by fax or telephone will not be accepted.
· Proposals will not be opened until the deadline date and time specified above. Bidders may
withdraw, modify, or submit alternate proposals prior to that date and time.
· To prevent accidental opening of proposals prior to the deadline date and time, submissions
should be clearly labeled as responses to this RFP. For submissions by email, this should be
clearly stated in the body of the message.
· All responses to this RFP are to be prepared and submitted at the bidder's expense. RIOC will not
pay any costs incurred by bidders in connection with site visits, typing of proposals, photocopying,
oral presentations, or any other activities associated with the preparation, submission, or evaluation
of proposals solicited by this RFP.
· To be considered responsive, a bidder must submit a complete proposal that satisfies all
requirements specified in this RFP.
· A bidder may submit more than one proposal, but each submission must satisfy the mandatory
requirements of this RFP.
· Alternate proposals may be used to present different document management products or
optional enhancements not presented in a bidder’s initial proposal.
· All alternative proposals must be separately packaged and clearly identified.
· Evaluation will be based entirely on information presented in each vendor's written proposal and in
any additional written or oral presentations that may be requested from a given bidder.
· When preparing proposals, bidders should assume that RIOC has no previous knowledge of
their products or capabilities.
· Bidders' descriptions of document management software must be clearly written and
presented in sufficient detail to permit effective evaluation by RIOC.
· Emphasis should be placed on clear, complete presentation of factual information about the
· The following instructions are designed to ensure that proposals will be submitted in a manner and
format that facilitates evaluation and comparison by RIOC. Proposals must be divided into technical,
management, and cost sections as described below. Each section must be clearly labeled. The
proposal must include a table of contents that indicates the page locations for specific topics within
· The technical section must include complete descriptions of all software and related
services, such as training or technical support, to be provided by the bidder.
· The technical section must provide clear, unequivocal confirmation of the bidder's
compliance with specifications presented in this RFP.
· Where this RFP specifies that document management software must have a particular
characteristic or capability, the bidder must state explicitly that the software has that
characteristic or capability. To satisfy this requirement, a bidder can simply state that the
software satisfies all requirements except those specifically listed.
· Vague expressions, such as “standard procedures will be employed” or “industry
standards will be followed,” are not acceptable.
· The bidder must indicate the names and versions of operating systems, database
management systems, software development tools, or other software components on
which its document management, indexing, and retrieval capabilities are based.
· The management section must present information about the bidder and its approach to
system implementation and project management.
· The bidder must provide clear evidence that it is has experience and resources
appropriate to the application described in this RFP and to RIOC’s future document
· The bidder must provide a brief company history, including information about its
involvement with records management technologies in general and document
management in particular.
· The bidder must describe the organization and staffing of its corporate headquarters,
divisions, and operating units.
· The bidder must provide an audited financial statement for the latest complete fiscal
· The bidder must provide references for two (2) document management installations
that are similar in scope and components to the product configuration proposed for
· The references must be for customer applications implemented within the last
· Each reference must include the name and address of the government
agency, corporation, or other organization in which the document management
software is installed, a brief description of the system, and the name and
telephone number of a contact person at the installed site.
· The references must also indicate the dates that the document management
products were sold and the current status (to be installed, implementation in
progress, operational, etc.) of each installation.
· If the bidder operates as an authorized agent, distributor, or value-added
reseller for a document management software developer, the references can
include installations undertaken by the software developer or by other authorized
· RIOC reserves the right to request or contact additional or different reference
· The bidder must provide a project management plan with details of project design and
· The bidder must list and describe the specific tasks and milestones associated with
delivery, installation, implementation, training, testing, and acceptance of products to be
provided under this RFP. The bidder must provide a master schedule for completion of
all system implementation tasks and milestones.
· The bidder must indicate key personnel (by name, title, and qualifications) who will be
responsible for specific tasks defined in its proposal. If key personnel cannot be
identified by name for this project, the bidder must provide names, titles, and
qualifications for current employees who are assigned to comparable projects.
Qualifications of the named employees must be typical of personnel to be assigned to
· The bidder must identify any subcontractors who will work on this project and their
· The management section of a vendor's proposal may include a list of exceptions to
· A bidder may present concerns that it believes will adversely impact system
implementation or operation. Evaluation of a bidder’s proposal will not be
negatively influenced by presentation of such concerns.
· Any requests to delete or change specific system requirements presented in this
RFP must be fully explained in the management section.
· The cost section must clearly and completely enumerate costs and pricing options
associated with products and services to be provided by the bidder.
· Cost information must appear in the cost section only. This will allow RIOC to
evaluate the technical and management aspects of a vendor's proposal on their own
merits, without reference to costs.
· Prices for specific software components and related services must be individually
enumerated and clearly identified.
· All prices must be quoted F.O.B. destination.
· The bidder must be willing to honor all quoted prices for a period of 90 days from
the deadline date for submission of proposals.
· All sections of a vendor's proposal should be prepared and submitted in a straightforward,
· While RIOC does not impose a limit on the length of proposals, brevity is encouraged.
Informative content and clarity of presentation are more important than quantity of pages.
· Expensive binding, elaborate artwork, or other embellishments that improve a proposal’s
appearance without affecting its content are discouraged.
· Each proposal must be submitted in a sealed package. The cover of the package must be
clearly labeled with the bidder's name.
· The first page of each proposal must be clearly labeled with the bidder's name, the name of
a contact person within the bidder's organization, and the bidder's mailing address, telephone
number, fax number, and e-mail address.
· The proposal must include a table of contents that indicates the proposal’s organization and
identifies the page locations of major sections.
· Bidders' responses must be prepared specifically for this RFP and address the points raised
herein. Prewritten product descriptions and promotional materials presented without reference
to this RFP are not acceptable. Technical specification sheets, product brochures, and similar
printed materials, where provided, should be included in an appendix. Such materials should
be included only to the extent that they pertain directly to information contained in the vendor's
· All proposals submitted in response to this RFP become the property of RIOC. Proposals will not
EVALUATION OF PROPOSALS
· All proposals will be initially evaluated for completeness and compliance with technical
specifications, the bidder’s qualifications, and other requirements presented in this RFP.
· Minor problems of completeness or compliance will be called to the bidder’s attention for
discussion and correction.
· Substantial deviations from specifications or other requirements of this RFP will result in
disqualification of the proposal.
· Bidders’ references may be contacted during the initial evaluation of proposals or at a later stage
in the evaluation process. RIOC reserves the right to contact references without notifying bidders.
· Cost information in all proposals will be evaluated for completeness and arithmetic accuracy.
Minor problems of completeness or inaccuracy will be called to the bidder’s attention for discussion
· Lowest cost will not be the sole consideration when selecting the successful bidder. Detailed
evaluation of proposals will involve a determination of the most favorable combination of technical,
management, and cost elements for those proposals that satisfy the requirements of this RFP.
· Selected bidders will be required to provide an oral presentation of their proposals.
· Selected bidders will be required to provide a functional demonstration of software capabilities
outlined in this RFP.
· The successful bidder must be prepared to complete the contract award within 30 days of
selection as the best proposal.
· The successful bidder’s proposal will be incorporated into the contract. Any false or misleading
statements found in the proposal will be grounds for disqualification.
· RIOC will contract only with the vendor of the best proposal, to be known as the prime contractor.
· The prime contractor is solely responsible for contractual performance, including delivery,
installation, implementation, maintenance, and other activities relating to services or services
specified in the proposal.
· In the case of joint ventures between two or more vendors, one vendor must be designated
the prime contractor for contractual purposes. That vendor must be clearly indicated in the
proposal. If the prime contractor is not so designated, RIOC will assume that it is the vendor
whose name appears first in the proposal.
· For subcontracting arrangements, the prime contractor assumes full responsibility for all
system components and services supplied by subcontractors. All subcontractors must be
identified in proposals.
· The successful bidder must begin delivery of system components as soon as possible, but in no
case later than 30 days after the contract is signed.
SOFTWARE REQUIREMENTS: GENERAL
· The proposed document management software must be complete, pre-tested, fully operational,
and commercially available in a general-release version for at least 30 days at the time a bidder’s
proposal is submitted. Experimental, developmental, and near-release products are unacceptable.
· This requirement applies to document management software and any other programs proposed
in response to this RFP, including products developed by a given bidder’s business partners or other
· Any document management software or related product proposed for use by RIOC must
be the latest available version of that product.
· A single vendor must support all software components, including those developed by
business partners and other external parties.
· This RFP is limited to document management software and related services, such as training
and technical support. RIOC will provide all computer hardware and networking components to be
used in the document management implementation.
· The proposed document management software will be implemented on a server operated by
RIOC. Authorized users will have access to the software and digital documents through RIOC’s
enterprise-wide computer network.
· Bidders must specify required and preferred hardware characteristics (such as the
processor speed, the amount of random-access memory, and hard drive configurations for
servers and clients) to run the proposed document management software. RIOC uses Hewlett-
Packard computers at both server and client levels.
· The proposed document management software must be fully compatible with RIOC’s
computing and networking infrastructure. The preferred operating environment is Windows
Server 2003 with a SQL Server database, for which RIOC has a license in place. Other
possible computer platforms are Novell NetWare v.6.5 and SUSE Linux Enterprise 10.
Document management software for other computing and networking environments is
unacceptable. An Oracle database is not acceptable for any operating environment.
· RIOC clients run under Windows xp and are configured with 1 GB of random-access
· The proposed document management software must be able to operate in a wide-area
network configuration with a maximum bandwidth of 512 Kb per second.
· The proposed document management software may support online access via Windows
clients, web browsers, or both.
· The proposed document management software must support scanning, inspection, indexing,
storage, retrieval, display, and printing of digital documents as described herein. The bidder must
specify compatibility (and known compatibility and operational issues) with input and output
peripherals, such as document scanners. (Procurement of document scanners is not part of this
solicitation. Bidders should not address it in their proposals.)
· RIOC's initial document management implementation will require software licenses for the
following user categories and quantities:
· 1 system administrator with super-user privileges.
· 3 users with full privileges for adding, indexing, editing, retrieving, displaying, printing, and
deleting digital documents, including operation of scanning workstations.
· 30 named users (or 15 concurrent users) with read-only privileges for retrieving,
displaying, and printing digital documents. If document management software is sold on a
named-user basis, authorized users must be able to access digital documents at any time.
· The bidder must enumerate costs for all required and optional software components for the
initial implementation. The bidder must indicate unit costs and incremental discounts for additional
software licenses for full and read-only users. The bidder must indicate whether an unlimited-use site
license is available as a more economical alternative to individual user licenses.
· The proposed document management software must be easily learned and convenient to use
by non-technical personnel. Knowledge of programming concepts or other information systems
expertise, apart from broad familiarity with computer operations in an office context, must not be
· User manuals must be provided for all document management software.
SOFTWARE REQUIREMENTS: DOCUMENT ORGANIZATION / INDEXING
· The proposed document management software must permit the creation and maintenance of
document repositories for purposes and applications to be determined by RIOC. Each repository will
be an organized, searchable collection of documents.
· Repositories must be compatible with RIOC-defined file plans consisting of hierarchically-
structured folders and subfolders, which may be nested to multiple levels. Thus, a repository of
Board-related documents will contain a folder for each meeting of the Board of Directors. Those
folders will be identified by meeting date. Each meeting folder will contain separately identified
subfolders for minutes and for supporting materials. Similarly, a repository of contract documents will
contain a folder for each contract. The folders will be identified by the contract number. Each
contract folder will contain separately identified subfolders for the contract itself, for contract-related
drawings, and for supporting documentation.
· The proposed document management software must provide a convenient method for
implementing file plans by setting up and labeling folders and subfolders.
· The proposed document management software permit support modification of file plans
by authorized persons.
· The proposed document management software must support metadata consisting of RIOC-
defined fields at the folder, subfolder, and document levels. This metadata will be used for
descriptive and indexing purposes. Thus, when a contract folder is created, the metadata may
include the contract number, the name of the contractor, the name of the project or other matter to
which the contract pertains, the type of contract (engineering, consulting, services, etc.), the contract
amount, and so on.
· RIOC may elect to provide metadata at the folder level, the subfolder level, or for all or
selected documents within folders and subfolders.
· Folders, subfolders, and documents may be indexed immediately upon entry into a
document management repository at a later time. The proposed document management
software must support the modification of metadata, including the addition or deletion of fields, by
· The proposed document management software must support full-text indexing of all or selected
character-coded documents within a repository. Character-coded documents may include files with
DOC, DOCX, WP, RTF, TXT, XLS, XLSX, or PDF extensions. Full-text indexing must permit retrieval
of documents by the words they contain. The software must incorporate a suitable full-text indexing
component for that purpose.
SOFTWARE REQUIREMENTS: INPUT
· The proposed document management software must accommodate digital documents of all
types including, but not necessarily limited to, the following:
· Word processing documents
· Spreadsheet files
· PowerPoint presentations
· PDF files (text or image)
· TIF images with or without compression
· JPG images
· HTML files
· AutoCAD files
· The proposed document management software must provide convenient methods for importing
digital content into designated repositories. Import alternatives must include, but need not be limited
to, the following:
· Batch import of digital content from designated directories or subdirectories on network
· Dragging and dropping individual documents or groups of documents into specific folders
or subfolders within a designated repository.
· All other things being equal, RIOC prefers software that can save digital documents into a
specific repository, folder, or subfolder from within Microsoft Office applications or other standard non-
Microsoft applications such as Word Perfect or Adobe products.
· The proposed document management software must support scanning of paper
documents followed by indexing and storage of the resulting digital images in a designated
repository, folder, or subfolder.
· The scanning component must be able to record digital images in the PDF and TIF format
(with or without compression). When specific documents are scanned, RIOC must be able to
select the format that suits its requirements.
· The scanning component must provide a convenient method of scanning two-sided
· The proposed document management software must be able to import digital images in
the PDF, TIF, and JPG formats.
· RIOC has already scanned engineering drawings and certain other documents,
which will be included in the proposed document management implementation.
· When the proposed document management software is initially implemented, RIOC
intends to contract with a qualified imaging service company to scan and index selected
documents from its backfile of Board-related records, contract files, and lease files.
These documents, which are now stored in an offsite location, will be imported into the
proposed document management software in order to make them more readily
accessible. In the future, RIOC may contract with an imaging service company to scan
and index additional documents. These scanning initiatives are not part of this
procurement. RIOC will issue a separate RFP for the required scanning services.
· The proposed document management software must support convenient procedures for key-entry
of index data.
· The software must provide customizable formatted data entry screens with labeled fields.
· The software must permit the entry of index data immediately after scanning the
document to which the index data pertains. Alternatively, the system must support scanning of
documents in batches for indexing at a later time, should RIOC elect to use that procedure.
· The software must support default data values for designated fields.
· The software must support automatically-incrementing numeric values for designated fields.
· The software must support the carry-over of specified metadata values from the previous
· RIOC intends to utilize optical character recognition (OCR) to create character-coded text files
from selected document images. These text files will be imported into the proposed document
management software for full-text indexing.
· If the proposed document management software supports OCR capabilities as an
optional feature, the bidder should so state. In that case, the bidder must indicate the
developer and product name for its OCR component.
· The proposed OCR component must be able to process document images in the TIF and
· The proposed OCR component must be able to save character-coded text as a Word
document or as an ASCII text file.
· The proposed OCR component must provide multi-font recognition capabilities with an
accuracy rate exceeding 98 percent for common typewriter and typeset fonts at a scanning
resolution of 300 dpi.
· The proposed OCR component must provide a convenient method for verifying
recognized text and correcting errors.
· The bidder must specify system requirements (hardware and operating system) associated
with the proposed OCR component.
· The price for the proposed OCR component must be enumerated separately.
· Where available, RIOC may elect to purchase OCR capabilities as part of the initial system
procurement or at a later time.
· At its option, RIOC may elect to utilize a separately purchased OCR component of its own
choosing to convert digital document images to character-coded text files. The proposed
document management software must be able to import, index, and store such text files.
SOFTWARE REQUIREMENTS: RETRIEVAL
· Authorized users must be able to quickly identify and locate documents needed for a given
purpose. The proposed document management software must support the retrieval of documents
from a given repository in the following ways:
· By browsing through folders and subfolders. To support such browsing, the document
management software must display the file plan for a given repository. The displayed file plan
must clearly represent the hierarchy of folders and subfolders for a given application.
· By searching metadata associated with folders, subfolders, or documents.
· By words or phrases contained in documents (where full-text indexing is utilized).
· At a minimum, metadata searches must support the following retrieval functionality:
· Exact match of a specified field value.
· Relational expressions “greater than” and “less than” in search statements.
· The Boolean AND operator in search statements.
· Where full-text indexing is used, searchers must be able to locate documents that contain a
specified word or phrase.
· All retrieval methods must be easily learned and used.
· For metadata and full-text searches, the initial response to a retrieval operation must indicate
the number of documents that satisfy the search statement or a list of such documents.
· Whenever possible, retrieved documents must be displayed in their native applications. As the
default action, the document management software must automatically launch Microsoft Office
applications or Acrobat Reader to display documents associated with those applications.
· The proposed document management software must provide a convenient method of printing
documents without the necessity of viewing them.
· All other things being equal, RIOC prefers software that allows employees to append
comments, instructions, or other free-form annotations to folders, subfolders, or documents. The
annotations must be displayable and printable when their associated folders, subfolders, or
documents are opened. The annotations must be linked to but separate from digital documents. The
annotations must not alter the content or appearance of documents in any way.
· The proposed document management software must provide a convenient method of scanning,
indexing, retrieving, and printing multi-page documents as a unit.
· The proposed document management software must provide a convenient method of displaying
digital documents. When a multi-page document is retrieved, the document management software
must initially display the first page of that document. The software must provide a convenient method
of displaying the second and subsequent pages of multi-page documents.
· The software must provide a convenient method of printing digital documents without the
necessity of viewing those images.
· The software must permit printing of multi-page documents after the first page has been displayed
without the necessity of viewing subsequent pages.
· The bidder must describe preformatted reports associated with specific document
management components or operations. The proposed document management software
must also support a report generation tool, such as Crystal Reports, that will enable RIOC to
produce customized reports.
SOFTWARE REQUIREMENTS: ACCESS AND SECURITY
· RIOC must be able to define access privileges at the repository, folder, subfolder, and
document levels. Access privileges will determine which RIOC employees or groups of
employees, such as members of specific departments, are authorized to search for, view,
print, add, delete, move, edit, or replace documents in a given folder or subfolder.
· The proposed document management software must provide a convenient method of
specifying access privileges with a minimum of repetitive effort. If all employees of a specific
department are authorized to access certain folders, for example, it should not be necessary
to repeatedly enter the names of all employees for each folder.
· RIOC must be able to redefine access privileges at the repository, folder, subfolder, or
· In general, a RIOC employee who is authorized to access a given folder will have
access to all documents in that folder as well as in any embedded subfolders, but there may
be cases in which certain subfolders or documents must be excluded. The proposed
document management software must provide a mechanism for limiting access to specific
subfolders or documents without imposing corresponding limitations on other documents or
· Search results must be limited to those documents that the searcher is authorized to
see. Searchers must not be able to determine the existence of unauthorized documents.
· The proposed document management software must provide a reliable mechanism for
authenticating users and verifying their access privileges
· To satisfy requirements for the admissibility of digital images in evidence as specified in
Rule 4539(b) of New York Civil Practice Law and Rules, the proposed document management
software must include safeguards against the unauthorized modification, deletion, or other
alteration of digital images. These safeguards must employ password controls or other methods to
limit such alterations to authorized persons to be designated by RIOC. The document management
software must not provide image-editing components that permit the alteration of digital images
without exiting the document management software. Further, document management software
must maintain an audit trail as a record of any modifications, deletions, replacements, or other
alterations made to digital images.
· The bidder must provide appropriate customer training for all aspects of software operation and
· The bidder must indicate the nature and amount of training recommended for RIOC’s
Information Technology unit, which will be responsible for operation of the proposed document
· The bidder must indicate the nature and amount of training recommended for end users.
· Proposals must present a training plan and schedule with costs specifically enumerated for each
· Proposals must describe specific training sessions to be provided. The descriptions must indicate
the purpose of each training session, the specific topics to be covered, the duration of the session (in
hours or days), and the location where the session will be taught.
· RIOC prefers on-site training or training in the metropolitan New York area.
· RIOC prefers live classroom training with instructors as opposed to audio-visual or computer-aided
· The bidder must indicate the specific instructional methods to be employed in each training
· The bidder must indicate the type of training materials to be utilized in each session.
· The bidder must indicate the number and type of RIOC employees who are to attend each training
· Training costs must be separately enumerated in the cost section of the bidder’s proposal.
· The bidder must specify warranty periods and provisions for proposed document management
· The bidder must specify post-warranty maintenance provisions, terms, and costs for proposed
document management software.
· The bidder must specify provisions, terms, and conditions for repair or replacement of defective
· The bidder must specify provisions, terms, and conditions for technical support in response to
· The bidder must specify provisions, terms, and conditions for new releases and other software
· The bidder must supply a copy of a sample annual maintenance contract for all software
components. The maintenance contract must indicate the specific software components and
circumstances to be covered by repair or replacement. The software maintenance contract must
include provisions for repair of defects in and for enhancements to document management software
supplied under this RFP.
· The bidder must indicate single-year prices for all software maintenance contracts. The bidder
may also provide prices for software maintenance contracts in the second and third year of system
operation. RIOC may elect to purchase multi-year maintenance agreements as part of the initial
Rudolph Rajaballey – Purchasing Manager via:
Phone- 212-832-4540 x347
For information about RIOC and a copy of this RFP please visit www.RIOC.com. Please
note that all bids/proposals are subjected to Executive order 127, providing for additional
State Procurement Disclosure. Note further that all Qualification resumes must be
accompanied by a Contractor Disclosure of Contacts Form, which is available at
www.rioc.com. Guidelines on Executive Order 127 are available on the Office of General
Services website at www.ogs.state.ny.us.
Tax Lax Section 5-a, which was added to the Tax Lax under part N of Chapter 60 of the
laws of 2004, imposed upon certain contractors the obligation to certify whether or not the contractor, its
affiliates, its subcontractors and affiliates of the subcontractors are required to register to collect state
sales and compensating use tax. Where required to register, the contractor must also certify that this is, in
fact, registered with the Department of Taxation and Finance (“DTF”). Tax Law Section 5-a applies to all
contracts in excess of $15,000 for the sale of goods or services as defined in Article XI of the State
Finance Law and/or tangible personal property or taxable services as defined by the Tax Law.
Pursuant to Tax Law section 5-a, contractors will be required to complete and sign, under penalty of
perjury, the Contractor Certification Form ST-220. Contractors must also submit a copy of the authority, if
available, for itself, and affiliates, and any subcontractors and any affiliates of subcontractors required to
register to collect state sales tax and compensating use tax, if the Certification of Authority are
unavailable, the contractor, affiliate, subcontractor or affiliate must represent that it is registered that it has
confirmed such status with the DTF.
Please visit the DTF website at http://www.nystax.gov/sbc/nyc_contractors.html to obtain the following
which provide specifics as to the law’s requirements. Publications 222, Question and Answers
Concerning Tax Law section 5a: Form ST-220 Contractor
Certification, Frequently Asked Questions, Questions regarding the scope and applicability of Tax Law
Section 5-a should be directed to: Department of Taxation and finance 1-800-972-1233.
Compliance with New York State’s Finance law Section 139-j, is made part of all solicitation packages in
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SEALED BID marked “09-23937 RFP FOR DOCUMENT MANAGEMENT SOFTWARE”
Location: 591 Main Street, Roosevelt Island, NY 10044
Bids received after the appointed time will not be considered
Our criteria for selection will be based on the following:
Bids will be evaluated on cost & schedule (50 %), experience (30%), approach & project management
(10%) and MBE/WBE (10%) Total points 100
Minority Sub-Contracting Goal: 15%
Women Owned Sub-Contracting Goal: 15%
Proposal Due: 7/31/2009 2:00 PM
Contract Term: One Year
Location: 250 Main Street Roosevelt Island NY 10044
Contact 1: Rudolph Rajaballey
Roosevelt Island Operating Corporation
591 Main St.
Roosevelt Island, NY 10044
Submit To: ; Rudolph Rajaballey
Roosevelt Island Operating Corporation
591 Main St.
Roosevelt Island, NY 10044