ADDENDUM NO. 3 TO RFP #07‐19, ENTERPRISE CONTENT MANAGEMENT (ECM) SYSTEM
Request for Proposals (RFP) Title: Enterprise Content Management (ECM) System
Solicitation Number: RFP #07‐19
Addendum Number: 3
Date this Addendum Issued: January 28, 2008
Solicitation Coordinator: Daniel Spero
Purchasing & Contracting Services
Portland Development Commission
(503) 823‐3291 (office)
(503) 865‐3738 (fax)
● This Addendum shall be read in conjunction, and constitutes an integral part, with the above‐
referenced Request for Proposals (RFP).
● Where inconsistent with the original RFP, or any previous Addendum, this Addendum shall
● It is the responsibility of all Proposers to conform to this Addendum.
● Unless specifically changed herein, all other requirements, terms and conditions of the RFP
remain in full force and effect and can only be modified in writing.
PURPOSE OF THIS ADDENDUM:
The purpose of this Addendum is to amend and/or replace several sections of the RFP (Part I below),
and answer questions posed by potential Proposers in the Pre‐Proposal conference for this solicitation
(Part II) and from written submitted questions (Parts III and IV).
ADDENDA 3, PART I. REVISIONS TO THIS RFP
RFP Revision 1.
Exhibit B of the RFP, “Feature Inventory Worksheet,” is deleted in its entirety and replaced with the file
named “07‐19_Exhibit_B‐REVISED.doc” at the following Web address:
RFP Revision 2.
Section II (3)(c) [Page 6]. This Addendum changes the first word of the sentence from “Manage” to
“Perform.” Thus, “Perform conversion of records…” All other content in that section remains unchanged
and as it was originally written.
RFP Revision 3.
Sections II (A) (1) and (2) are deleted in their entirety and replaced with the following:
A. Scope of Work
The firm selected for contract award, pursuant to this RFP, is expected to provide, install and integrate
into PDC’s existing technological environment, a fully‐functional* Enterprise Content Management
(ECM) software solution**. All work will be performed directly by the selected vendor in coordination
with PDC business subject matter experts.
* As used in this context, “fully‐functional” means that the software program(s) purchased will
allow PDC to implement an electronic content management system that is not one‐dimensional,
but can seamlessly perform a variety of common content and records management functions.
** As used in this context, “software solution” means one or more software programs that will
seamlessly perform a variety of common content and records management functions in a
manner and on a scale that is most suitable to the size and nature of PDC business lines.
Goods and services to be provided by Contractor to PDC under an awarded contract include: 1)
providing a fully‐functional Enterprise Content Management (ECM) software solution; 2) installing and
implementing the solution into PDC’s existing technical infrastructure, 3) providing and leading onsite
training sessions to PDC system administrators and key personnel and propose a training strategy for
end‐users; and 4) providing project managements services for this project.
Specific tasks and deliverables for the above‐mentioned goods and services are further defined below:
1. Selected firm shall provide PDC with a fully‐functional Enterprise Content Management (ECM)
It is likely that proposed software solutions will contain products and features that PDC may not
practically, or financially, be able to absorb all at once. Therefore, our primary objective is to begin
building a records management infrastructure that will accommodate expansion of features and
functionality by purchasing and installing additional products proposed in the software solution over
the next few years.
As a result of this RFP, we expect to purchase and install the following core components of an ECM
a) Records Management. Technology to continue PDC’s current system for managing business
records according to a customized classification plan, retention schedule and disposition
Secondary Priorities. Order and timing of installation to be determined in consultation with selected
Contractor, and subject to PDC needs and budget.
b) Document Management. Technology that captures, profiles, stores and retrieves electronic
documents created at PDC from existing systems and programs (such as Microsoft Office
documents) from a managed repository.
c) E‐mail Management. Technology that captures, profiles, stores and retrieves e‐mails from a
d) Collaboration. Technology that enables designated people and/or work teams to share
access to, and the ability to edit content in, selected documents, although they may be
separated geographically or organizationally.
e) Content Capture. Technology to scan and digitize documents, recognizing key data on those
documents, and preparing the images and data for storage and retrieval from a managed
f) Imaging. Technology to capture, profile, manage, store and retrieve document images from
a managed repository.
Tertiary Priorities. As PDC gains experience and acceptance of the ECM system, we will consider
adding the following additional integrated products and features in the future. PDC makes no
warranty or commitment of such build out at this time.
g) E‐forms. Technology for creating electronic forms, deploying those forms to web sites for
completion, importing captured data to line‐of‐business systems or ECM systems, and
h) Web Content Management. Technology that manages the publishing and maintenance of
content delivered to web sites.
i) Document Compilation and Generation. Technology that helps automate the composition
and generation of computer‐generated output, such as bills, statements, and
j) Report Archival. Technology for capturing and archiving computer‐generated output such as
bills, statements, and financial reports.
k) Workflow. Technology that manages and automates the execution of business processes
that involve human interaction, and is integrated with other ECM applications.
2. Build‐Out. [This section is deleted in its entirety.]
RFP Revision 4.
Sections I (B) (4) is deleted in its entirety and replaced with the following [changes in bold]:
4. PDC’s Information Technology Environment
a) Systems Infrastructure:
• Windows 2003 Active Directory domain (native mode).
• Microsoft Exchange 2003 SP2 Messaging environment (Future version Exchange 2007).
• Microsoft Exchange Outlook Web Access 2003 SP2 with Outlook Mobile Access.
• Symantec Enterprise Anti‐Virus
• Symantec Enterprise Vault 2007 document and email archive
• Backup Exec 10d backup software
• Microsoft SQL server 2000 and 2005
• Lawson Enterprise ERP (Version 8.10)
• Mitas 2007
• Encompass 3.0
• ESRI ArcGIS 9.x
• EMC Documentum Records Manager (Version 5.2.5 SP5)
• Sharepoint 2003
• Enterprise Vault 2007 V7.5
c) Hardware Infrastructure:
• Dell rackmounted servers.
• PowerWare UPS.
• Public file access via 3 NAS devices (future may include SAN)
d) Network Infrastructure:
• 1 Gb switched Ethernet network.
• Cisco switches.
• Cisco Aironet A/B/G WiFi network.
• Cisco ACS 4.1 RADIUS server authentication.
e) Desktop Environment:
• Dell OptiPlex desktops.
• Dell Latitude laptops.
• Microsoft Windows XP Professional SP2 operating system (Future version Microsoft
Windows Vista Enterprise).
• Microsoft Office XP SP3 productivity suite (Office 2007 expected 3rd quarter 2008).
• Microsoft Enterprise Agreement License for 265 PCs.
ADDENDUM 3, PART II. ANSWERS TO VENDOR QUESTIONS, FROM THE PRE‐PROPOSAL CONFERENCE
1. Question: Does the $49 per diem for meal and incidental expenses include ground transportation
(e.g. rental cars)?
Answer. No. (Please see Addendum 2 which clarifies reimbursement of travel expenses and the
manner in which travel expenses should be proposed.)
2. Question: Does PDC own and/or license SharePoint? If so, which module(s) does PDC use? Does
PDC have a relationship with a SharePoint integrator?
Answer. Yes. PDC has a basic installation that is only minimally used in the organization (< 10
users). PDC does not have a relationship with SharePoint integrator.
3. Question: What is PDC’s current scanning solution? Is PDC looking for alternatives?
Answer. A) PDC does not currently have a scanning system/solution.
B) PDC is seeking a software solution that will integrate and accommodate document
scanning and imaging, but the hardware to scan and image documents Is not a part of this
4. Question 4. Does PDC have a relationship with Extender?
5. Question 5. Does Documentum meet all of your record management needs? If not, which needs is
it not satisfying?
Answer. No, as it is currently configured it does not provide the extended functionality or
integration we desire in implementing an enterprise content management solution.
6. Question 6. Does PDC intend to destroy paper records after they have been scanned?
Answer. When not required by approved retention plan, yes.
7. Question 7. Does PDC intend to scan its backlog of archived records (i.e. back‐file conversion)?
Answer. Yes, but not likely all – and at the moment there is no estimate of how many currently
archived records will be scanned.
8. Question 8. What is PDC’s preferred hardware storage layer?
Answer. PDC currently have DAS storage, and intends to upgrade to SAN in the next 12‐15 months.
9. Question 9. Can PDC provide a sample of current metadata as it is currently stored?
Answer. See the “07‐19_Metadata_Sample”s (A & B) in .pdf and .xls format at this Web location:
ADDENDUM 3, PART III. ANSWERS TO VENDOR QUESTIONS, FROM SUBMITTED WRITTEN QUESTIONS:
GENERAL QUESTIONS ON THE RFP
1. Question 1. Did PDC use any outside assistance in preparing this RFP?
Answer. As with all formal and informal PDC solicitation documents (RFPs, ITBs, etc.), PDC staff
reviewed similar solicitation documents from other public agencies for ideas and
inspiration; but the task of drafting, revising and finalizing RFP #07‐19 was a collaborative
effort using in‐house personnel. No outside firm assisted PDC in preparing this RFP.
2. Question: Do you require that a solution be based on SQLServer? Would you prefer it? If it needs
to run on SQLServer should Proposers include new license costs?
Answer. Yes, the solution is required to run on SQLServer. No, you do not need to include any
additional licensing costs for the SQLServer.
3. Question: Is this project funded? Is spending approved?
Answer. The source of funds for this project is contained in a consolidated budget for all major
enterprise system upgrades currently under consideration and/or development. A decision
on how much to allocate to ECM products has not been made, and will be influenced by
the cost and value of products proposed in response to this RFP.
4. Question: Can PDC provide workflow models or workflow case studies to provide more detail on
PDC's workflow requirements?
Answer. See Attachment A to this Addendum (“Real Property Acquisition Process Flow Chart.”)
5. Question: Has PDC estimated the annual count of content objects the Content Management
system will need to handle? Does PDC have an average page count on document content objects?
Answer. No, PDC does not have an estimate of annual count, average page count or growth
6. Question: Integration with line‐of‐business systems is mentioned with eForms. Are there specific
processes that can be scoped or are you simply looking for the capability?
Answer. Our interest at the moment is primarily about capability. Two processes that PDC is
considering for using this functionality are: 1) job applications and 2) loan applications.
7. Question: For the online eForm processing, will eForms be used by the general public? Once the
data within the form is captured, is it desired that this form with data be retained or just the form
Answer. We will need forms that are to be used by the public, as well as internal forms for PDC staff
only. It will depend on the business process and specific form whether or not a facsimile of
the form will need to be retained, though it is likely that many will.
8. Question: Does PDC want a development/test/quality assurance parallel system priced into the
Answer. We expect that all products will be thoroughly tested by the vendor before going live, and
meet quality standards. We do not foresee the need for maintaining any parallel system.
9. Question: Regarding Web Content Management, is the intent to use a WCM solution to publish
and maintain content delivered to existing web sites? If so, can PDC describe the existing web
Answer. Our interest in this function at the moment is primarily about capability. We have not
made any decisions on how it may be used.
10. Question: Can PDC describe the needs for the portal solution. Is there a current portal technology
in place? Is PDC looking for an application runtime (such as JSR 168 compliant or MS SharePoint
Portal Server) or just the capability of extending any web interface allowing content from
Answer. Our interest in this function is primarily to learn about the capability, and eventually to
allow remote access via a web interface to records metadata and images.
11. Question: How does a best of breed two vendor system factor in the RFP process? How willing is
PDC to leverage a tool such as Document Locator and Microsoft’s SharePoint?
Answer. There is no requirement that all proposed ECM products must be manufactured by the
same company, only that the variety of products proposed meet our needs and
requirements, and are provided, installed, maintained and serviced by a single vendor.
12. Question: In order to have a good picture of the existing infrastructure, could we be provided with
a diagram of the existing physical architecture?
Answer. If necessary for the project, the selected vendor will be given access to such information.
13. Question: The scope section of the RFP mentions that the ECM solution will be installed into the
existing PDC technology infrastructure. On how many servers do you want to implement? Does
the environment include separate infrastructure for Development, Testing, and Production?
Answer. Yes, we have a separate server for testing and development. The number of servers
eventually used will be determined in consultation with the selected vendor, and based on
the product(s) to be installed.
14. Question: Within the RFP there are approximately twelve (12) business processes/departments
listed. In reading the RFP it seems as if PDC wants to utilize a phased roll‐out approach. Which
department(s) should be assumed the “pilot departments” for this initial deployment? In addition,
how many full‐time and occasional users should be assumed for the initial deployment?
Answer. We do not have any pre‐conceived notion of which department or process to use for the
initial deployment, and therefore no idea of the number of initial users. We expect to
make this determination in consultation with the chosen vendor, and based on which
components will be initially installed.
15. Question: In regards to your ESRI application, how many ACTIVE users are currently utilizing this
ArcGIS 9.x? Would you like a document management solution to integrate with ESRI applications?
Answer. There are approximately twenty (20) users of the full version of ArcGIS. Yes, we would like
output from ESRI applications to be integrated with our ECM software.
ADDENDUM 3, PART IV. ANSWERS TO VENDOR QUESTIONS, FROM SUBMITTED WRITTEN QUESTIONS:
REGARDING SPECIFIC PASSAGES OF THE RFP
1. Question: Section I (B) (3) [page 3]. The second paragraph describes the PDC’s experience with
Documentum. Can you elaborate on the reason why PDC is considering not renewing those
Answer. We feel the language in that section speaks for itself: “PDC does not intend to renew the
license for this software [Documentum], unless it is a component in the solution
subsequently chosen as a result of this solicitation.” (emphasis added)
2. Question: Section I (B) (3) [page 3]. Can you refer us to the "State of Oregon retention schedules
3. Question: Section I (B) (4) (a) [page 3]. Is the PDC looking to replace Symantec Enterprise Vault? If
not, are you looking for something to integrate with Symantec Enterprise Vault?
Answer. We are not looking to replace Enterprise Vault and expect any proposed products to
integrate with it.
4. Question: Section I (B) (4) (b) [page 3]. Is Lawson Enterprise the accounting system to be
integrated with your Enterprise Content Management system?
Answer. Yes, our accounting system (currently Lawson) will need to be integrated with our ECM
5. Question: Section I (B) (4) (b) [page 3]. Which part(s) of the accounting system are currently using
the Mitas 2007 and which part(s) are using Lawson Enterprise?
Answer. Mitas is used for
• Loan origination
• Loan disbursement
• Loan servicing
Lawson is used for:
• Accounts Payable
• Accounts Receivable
• General Ledger
• Human Resources
6. Question: Section I (B) (4) (e) [page 4]. What is the timeline for the upgrade to Vista? Will all
desktops be upgraded at once? Will the upgrade to Vista occur before or after the ECMS go‐live?
Answer. We do not have a timeline or implementation plan for a Vista upgrade.
7. Question: Section I (B) (4) (e) [page 4]. The RFP mentions that Office 2007 is expected 3rd quarter
2008. When would your 3rd quarter begin?
Answer. This upgrade is tentatively scheduled for July/August of 2008.
8. Question: Section II (A) (1) (i) [page 5]. What is PDC’s current image capture product?
Answer. PDC currently uses a variety of stand‐alone scanners, but PDC has no standardized
scanning process or system.
9. Question: Section II (A) (2) [page 6]. Build‐Out of the scope section lists core components. If PDC
does not implement all components as part of the initial project, what is the order of priority of
Answer. Refer to “RFP Revision 3” above which addresses this question.
10. Question: Section II (A) (3) (c) [page 6]. Is there a requirement as to the timing of the
Documentum Records Manager migration to the new ECM system? Does this need to occur prior
to implementing Document Management?
Answer. Yes, though PDC will consider other phasing if necessary or more efficient in relation to
other ECM components purchased.
11. Question: Section II (B) (3) [page 7]. “If requested, PDC will provide remote access to the vendor
via GoToMyPC.” Does PDC have any restrictions on the amount or type of work that can be
Answer. Typically, no – and we will work with the selected vendor to configure access appropriate
to the project.
12. Question: Section II (B) (3) [page 7]. PDC will provide the firm with an onsite work space which will
include a personal computer connected to the network and access to network printers. If the
contracting firm has more than one person on site at a time, will such a networked workstation be
provided for each?
Answer. Depending on space availability at the time, we can accommodate this.
13. Question: Section II (B) [page 7]. Will PDC provide support and resources for gathering detailed
requirements for the ECM system?
Answer. This Section stipulates that “PDC will provide approximately 1.0 Full Time Equivalent (FTE)
staff to support the installation and implementation of software.” If additional resources
are deemed necessary, this would be a matter subject to negotiation with the vendor.
14. Question: Section III (D) (3) [page 9]. Can you clarify what PDC means by “Describe a proposed
strategy for PDC to follow regarding the selection of ECM software…” Won’t the selection of
software be completed already?
Answer. Refer to “RFP Revision 3” above. We expect the selected vendor to provide us with advice
and recommendations on the order and phasing of component products.
15. Question: Section III (E) (5) (f) [page 10]. This section states that product license costs must be
based on a five‐year period, is that the value that should be entered into the matrix in Exhibit A in
the row titled Price? Please elaborate.
Answer. PDC asks that Proposers propose their product(s) costs as follows:
1. Year One [Product x] License Cost =
2. Year Two [Product x] License Cost =
3. Year Three [Product x] License Cost =
4. Year Four [Product x] License Cost =
5. Year Five [Product x] License Cost =
6. Total License Cost (over five years) =
The intent is for PDC to be aware of the full cost of ownership and of price increases
between Year One and Year Five.
16. Question: Section III (E) (5) (f) [page 10]. Will a perpetual‐use license satisfy this requirement or
are you looking for a 5‐year lease?
Answer. As mentioned in the answer to question #15 above, the intent of the referenced section is
for evaluative purposes and to be aware of price increases between years the solution is
licensed to PDC.
17. Question: “Summary of Mandatory Submittal Requirements & Evaluation Criteria” [page 11]. The
maximum points listed add up to 110 points, however the chart indicates that 100 points is the
maximum that a Proposal can receive. Can PDC clarify whether the maximum points is 110 or
provide a revised list of maximum point distributions.
Answer. The maximum evaluation points are indeed 110, not 100 as the “Total” figure in the
“Summary of Mandatory Submittal Requirements & Evaluation Criteria” at the bottom of
page 11 indicates. No revision to the evaluation weighting is being contemplated.
PDC received numerous questions regarding Exhibit B, “Feature Inventory.” We have substantially
revised this Exhibit to hopefully make it clearer to understand and less complicated to respond. If you
still have questions about the revised Exhibit B (see RFP Revision 1 above), please let us know.
END OF THIS ADDENDUM
RFP #07‐19 ADDENDUM NO. 3
ATTACHMENT A: REAL PROPERTY ACQUISITION PROCESS FLOW CHART