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  1. 1. ADDENDUM FOUR DATE: October 26, 2009 TO: All Vendors FROM: Ruth Gray, Buyer State Purchasing Bureau RE: Questions and Answers for RFP Number 3043Z1 to be opened November 30, 2009 2:00 PM Central Time Following are the questions submitted and answers provided for the above mentioned Request For Proposal. The questions and answers are to be considered as part of the Request For Proposal. 1 QUESTIONS ANSWERS 1. Technical Questions: On page 57 under Annotations/notes would be added the Object Management Section Item OM interactively, post-scan through the software. 2 requests the requirement to assign annotations/notes to a collection of documents. Can you further describe the business requirement for this question? For example, are you implying a post scan procedure where user notes can be applied to a larger set of related documents using a business process procedure? Or would this imply the object library would automatically insert supplied text to this set of documents using default values?11
  2. 2. QUESTIONS ANSWERS 2. Technical Questions: On page 57 under As an example, the State of Nebraska State the Object Management Section Item OM wants to have virtual markers with roles 3 requests the requirement to redact a assigned to them. When we manually redact portion of a document. Can you describe a document, we will pick up one of these the related business case for redaction in markers and highlight (redact) a portion of more detail? Can it be assumed you are the document and have the role assigned to asking for full function redaction including that marker applied to the portion of the from document creation to document document highlighted. disposition and redaction could be applied at the batch, desktop or server controlled In addition to the original requirement as basis? defined in OM-3, the State of Nebraska considered that “portion of a document” would include redacting the entire document as well. Redaction should be able to be applied at the batch, desktop or server controlled basis. 3. Technical Questions: On page 57 under The proposed solution should be able to the Object Management Section Item OM convert documents during the Capture and 4 requests the requirement for documents Indexing stage. to be converted to various formats. Can it The proposed solution should be able to be assumed this request is asking for convert electric documents at the Object document conversion during the Capture Library stage such as MS Office formats. and Indexing stage? Can it also be assumed that electronic documents will be converted at the Object Library stage such as MS Office formats? 4. Technical Questions: On page 60 under The proposed solution should be able to the Search and Retrieval Section Item SR provide thumbnails for all formats/objects as 5, requests how our solution would handle a result of searches and view. thumbnails. What document formats are you expecting thumbnails to be provided I.E. images, PDF, others and at what stage in the user interface I.E. view, search or both screens? 5. Technical Questions: On page 60 under Technical question #5 is a thumbnail the Search and Retrieval Section Item SR requirement. The State of Nebraska cannot 5, requests a description on how to create find any reference to API in the requirement. an API. What is meant by Create an API? Are you describing integrating? If so, at what point in the document lifecycle? Is this the scanning or records disposition stage? Page 2
  3. 3. QUESTIONS ANSWERS Bidder should describe how the 6. Technical Questions: On page 63 under software will hold objects based on: the Lifecycle Management Section Item LM 4, requests a description on how to • metadata such as when a document set up holding of documents at the was scanned, when a document was document level not using index fields. Is last viewed etc. this searching terms within content and then placing the documents found on • a search such as a key word found in hold? Are you expecting to OCR image objects (full text index search.) content and be able to search it or are you asking to place a document on hold • a search of data fields, metadata using system assigned properties such as fields and index fields. document title? Please expand on your OCR documents at scan time or later business requirements relating to this and store as data. OCR would not need item. to be a real-time part of searching. 7. Technical Questions: On page 64 under The State of Nebraska does not know how the Lifecycle Management Section Item each bidders redaction software functions so LM 8 requests the requirement for our the State of Nebraska would like the bidders technology to handle Document Dispute to show all the capabilities of “Dispute Resolution changes and describe how the Resolution” including restricting changes to a software would handle resolving changes document that is already checked out and made by a user while it is checked out by allowing two or more users to be able to another user. Are you asking to restrict change different sections in the same changes to a document that is already document. checked out or are you asking to allow two or more users to be able to change different sections in the same document? 8. Technical Questions: On page 64 under As an example, a document can be viewed the Security Section Item SE 6 you are by multiple people with different roles. Parts requesting for role based redaction. Can of the document cannot be viewed by people you further describe your business in a given role. The part of the document requirements as they relate to “role that the person in that given role is not based” redaction? allowed to see should be redacted automatically (when the object is captured) based on the role. Additionally, if a person redacts a portion of a document manually (post capture through the software), describe how it is controlled, secured and administered. 9. Technical Questions: On page 71 under The State of Nebraska currently uses Novell the Technical Section Item TE 1 bullet 7 edirectory as a directory service for mentions Novell’s e-Directory as the authenticating/authorizing non-Microsoft LDAP provider. Is this the only LDAP applications. Sometime in the future, the provider you plan on integrating with? If State of Nebraska may migrate completely to not, what other LDAP providers should we Microsoft Active directory. address? Page 3
  4. 4. QUESTIONS ANSWERS 10. Technical Questions: On page 72 of the The proposed ECM Solution will utilize the RFP under the Technical Section Item TE State of Nebraska’s SAN, network and 3, suggests the State of Nebraska has physical location for equipment. Bidders invested in a number of technology should provide all hardware, software, solutions relating to hardware, software staffing and training that best meets the and staff? Are you suggesting the State of requirements for the State of Nebraska as Nebraska has existing licensing available defined in the RFP. The Bidder’s proposed and our proposal should not include solution should meet the requirements of the pricing for these components I.E. SAN RFP in the most efficient and cost effective Storage? manner. 11. Technical Questions: On page 72 of the The State of Nebraska will consider other RFP under the Technical Section Item TE web application servers that would be more 3 Item 4, suggests the State of Nebraska suitable for an enterprise deployment given has invested in Microsoft IIS and Apache the scaling, failover, fault tolerance, disaster Tomcat Web Servers. Would the State of recovery, security, open standards, load Nebraska consider other web application balancing and integration level requirements servers that would be more suitable for an as long as it meet the requirements of the enterprise deployment given the scaling, RFP in the most efficient and cost effective failover, fault tolerance, disaster recovery, manner. security, open standards, load balancing and integration level requirements listed in this request for proposal? 12. Technical Questions: On page 72 of the The Bidder should propose the most cost RFP under the Technical Section Item TE effective solution to meet the requirements of 3 Item 7, suggests the State of Nebraska the RFP. has invested in Server Virtualization. Can it be assumed that Server Virtualization and Partitioning should be included as the framework of the proposed architecture? 13. Technical Questions: On page 80 of the DCI-3 gives the Bidder the opportunity to RFP under the Scripted Demonstration provide the State of Nebraska with other Section for Capture and Indexing Item solutions that is not specifically defined in the DCI 3, requests the requirement for RFP to meet this requirement. scanned documents to be automatically For example, you could show the State of indexed using other methods. Are you Nebraska how well your product handles referring to a high, medium or low volume handwriting. There is an example of a hand import process complimented by an written document in the scripted associated text file or text recognition demonstration materials. process? Please expand upon the capabilities you are requesting in this item. Page 4
  5. 5. QUESTIONS ANSWERS 14. Technical Questions: On page 80 of the When scanned, 8 through 14 could RFP under the Scripted Demonstration represent either scenario you describe. Section for Capture and Indexing Item When a ‘bunch’ of documents get scanned DCI 4 Item 2, you are requesting the and cannot be separated/indexed by any bundles of documents to be separated automatic means, a manual process needs automatically by software means. Can to be applied. DCI-4 item 2 gives the bidder you provide the suggested break points an opportunity to show the ways the for these bundles of documents? For proposed solution can handle these example, in bundle 1 documents 8 documents together and individually. through 14 are JPG pictures of similar nature. Do you expect these pictures (8-14) to represent 1 or 7 documents? 15. Technical Questions: On page 81 of the As an example: If a coversheet contains an RFP under the Scripted Demonstration account number, assign the account number Section for Capture and Indexing Item to each of the documents. If we have an DCI 6 Item 2, you are requesting the account number that identifies the ownership account number to be assigned to each of a document group, these documents get page of a document. Can you further scanned and separated, and then the explain the business requirement of this account number should become metadata in item? Are you suggesting page level each of the documents. retrieval based on account and page number of multiple page documents? 16. Technical Questions: On page 81 of the As an example: We may receive a paper RFP under the Scripted Demonstration document early in the week. The document Section for Capture and Indexing Item may not be scanned until later in the week. DCI 9, requests the requirement for a How would your product facilitate stamping receive date to be stamped or imprinted the ‘early in the week’ received date rather on incoming documents as part of a than the ‘late in the week’ scan date. In this hardware function or device. Have we context, describe how your software solution interpreted this correctly and if not what will handle date stamping both the physical other business requirements are related document and/or the scanned object. to this item? Page 5
  6. 6. QUESTIONS ANSWERS 17. Technical Questions: On page 82 of the DCI-19 is a demonstration of your software RFP under the Scripted Demonstration solution and an explanation will not be Section for Capture and Indexing Item sufficient. DCI 19, requests the requirement for The definition of Application Programming functionality that is typically part of a Interface (API) is hereby amended in the hardware function or device. Are you Glossary of Terms in the RFP to read as expecting vendors to demonstrate this follows: hardware function as part of the demonstration or would an explanation of An application programming interface (API) how our software would leverage this is an interface in computer science that functionality be sufficient? defines the ways by which an application program may request services from libraries and/or operating systems.[1][2][3] An API determines the vocabulary and calling conventions the programmer should employ to use the services. It may include specifications for routines, data structures, object classes, and protocols used to communicate between the requesting software and the library. In layman's terms, an API allows separate applications to talk to each other and interact. For example, a website that allows users to review local restaurants is able to layer their reviews over maps taken from Google Maps, because Google Maps has an API that allows it. Google Maps' API controls what information a third-party site can grab, and what can be done with it. 18. Technical Questions: On page 83 of the DCI-11 and DCI-15 are demonstrations of RFP under the Scripted Demonstration your software solution and an explanation is Section for Capture and Indexing Item not sufficient. DCI 11 and DCI 15, requests the requirement for functionality that is typically part of a hardware function or device. Are you expecting vendors to demonstrate this hardware function as part of the demonstration or would an explanation of how our software would leverage this functionality be sufficient? Page 6
  7. 7. QUESTIONS ANSWERS 19. Technical Questions: On page 83 of the The State of Nebraska produces many print RFP under the Scripted Demonstration stream types, so the bidder should be able Section for Capture and Indexing Item to demonstrate a combination/variety of print DCI 22, requests the requirement for the stream types. ability to capture mainframe based print The State of Nebraska expected sizing and streams. Are these ASCII, AFP, Metacode cost questions to be asked in the ‘Cost or a combination or print stream types and Questionnaire’. The State of Nebraska will could you indicate the expected volumes respond to these types of questions as of these print streams? identified in the RFP via the cost questionnaire timeline. 20. Technical Questions: On page 86 of the The State of Nebraska wants to be able to RFP under the Scripted Demonstration see what the object looks like without Section for Search and Retrieval Item opening the object. The State of Nebraska DSR 5, requests the requirement to expects the proposed solution to be able to utilize thumbnails as part of the user view a thumbnail as part of the search interface for a number of functions. Are results and viewer. you expecting a thumbnail as part of the search results, viewer or both? Can you further describe the business requirement for thumbnails? 21. Technical Questions: On page 88 of the The State of Nebraska will not be editing RFP under the Scripted Demonstration sound/video as a part of your product. The Section for Document Check-In/Check-out State of Nebraska does want to control the and Versioning Item DDC 1, requests the access to these file types. As an example, if requirement to version content editing and someone saves a video to their local control the versioning for a set of supplied machine, edits it and checks it back in, we documents that includes video and sound want to know who did it, when it was files. Are you suggesting an edit to the checked in and have the old version video and sounds files and if so, can you available. expand on your business requirements of video and sound editing? 22. Technical Questions: On page 90 of the DSE-1 is a request to demonstrate the RFP under the Security Section Item DSE facility of the proposed solution for 1 requests an explanation of Authorization administrating rights and roles. DSE-4 is a Rights as they relate to Users and Roles. request to demonstrate how those rights and Can you provide additional details of roles are used to control access/use of authorization by Role if it differs from DSE objects/documents. 4 indicating authorization by Add, View, Edit and Administration (Delete). Page 7
  8. 8. QUESTIONS ANSWERS 23. Technical Questions: On page 90 of the The State of Nebraska could not find DSE 8 RFP under the Security Section Item DSE in the RFP that you reference. If you meant 8 requests the requirement for Role DSE 6, then the State of Nebraska would based redaction. Can it also be assumed expect the proposed solution’s redaction that Role based redaction applies to the would be applied to the control of who can control of who can Add, View, Edit and Add, View, Edit and Administration (Delete) Administration (Delete) redactions as it redactions as it relates to question DSE 5. relates to question DSE 5? 24. Technical Questions: On page 92 of the Yes, there will be hundreds of separate RFP under the Workflow Section Item workflow that would be executed at different DWF 11 requests the requirement that volume levels. The 309 Task force workflow has the potential for hundreds of that was provided is one example. workflows to be executed daily. Can we assume this is hundreds of separate workflow that would be executed at different volume levels? 25. Technical Questions: On page 93 of the Within your solution, The State of Nebraska RFP under the Technical Section Item expects single sign on. If a SSO product is DTE 1 requests the requirement for needed to meet the requirement, the bidder vendors to respond with their LDAP should include the SSO as part of the overall integration strategy to a number of bullet solution in the bid. items. Is the State of Nebraska also adapting a Single Sign On (SSO) strategy as part of this requirement? If so, what SSO vendor is preferred? 26. Technical Questions: On page 94 of the Yes, in TE-6 The State of Nebraska asked RFP under the Technical Section Item you to describe access to multiple federated DTE 3 you have mentioned existing ECM ECM’s. In DTE-6, The State of Nebraska systems and our ability to utilize these asked you to present the concept but not to systems. Can we assume the utilization demonstrate. of these systems is through federated capabilities at the client layer, an information management strategy at the repository layer or both as described in Item DTE 6 on Page 95? 27. General Questions: Can we assume the The proposed solution should consider that State of Nebraska is planning on the State of Nebraska is planning on implementing a centralized mail structure implementing a centralized mail structure complimented by networked Multi complimented by networked Multi Function Function Devices or low volume scanners Devices and low volume scanners for remote for remote scanning requirements? scanning requirements. Page 8
  9. 9. QUESTIONS ANSWERS 28. General Questions: Can we assume the The proposed hardware and software hardware and software architecture architecture should include an active/active should include an active/active configuration in Lincoln and a single instance configuration in Lincoln and a single for Disaster Recovery purposes in Omaha instance for Disaster Recovery purposes for all core and secondary servers. in Omaha for all core and secondary The proposed ECM Solution will utilize the servers? State of Nebraska’s SAN, network and physical location for equipment. Bidders should provide all hardware, software, staffing and training that best meets the requirements for the State of Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. The State of Nebraska is amending the RFP whereas the bidder will not include/provide hardware costs for the Disaster Site. The State’s currently policy is that hardware (primarily servers) will be acquired at the time of disaster. The bidder should still include all other required disaster requirements as defined in the RFP such as the architecture, software, etc. 29. General Questions: Functionality Matrix: As long as the external documents are Format referenced in the matrix and are in the same Some of the questions in the matrix order as the matrix questions the require diagrams, as well as a text requirements can be provided outside of the description. Based on that requirement, table cells. and in an effort to provide a full and clear representation of the solution for the reader, can the description for the requirements be provided outside of the table cells, as per the following example: Page 9
  10. 10. QUESTIONS ANSWERS 30. General Questions: Section OO states "All An answer to this question will be provided contractor books, records and documents on the date of the posting of the second relating to work performed ... will be round of written questions. maintained for 5 full years from date of final payment. Does this include all e- mails? Does the State expect that vendors maintain/freeze Vendor Intellectual Property as well (such as installation process)? 31. General Questions: The RFP references The site is working. Provided below is a the following web site: hyperlink for your convenience. http://www.nitc.state.ne.us/standards. When will this site be made available since efforts to reach this site have not http://www.nitc.state.ne.us/standards been successful? What alternatives do we have to view the referenced material on that site? 32. General Questions: In Section B, Product Only production needs failover and load Environment, the State asks for failover to balancing. be included. Can you confirm whether or not any other environment (beyond Production) requires failover and load balancing? 33. Pricing Questions: How many end The State of Nebraska expected sizing and users/employees does the State cost questions to be asked in the ‘Cost anticipate requiring services such as Questionnaire’. The State of Nebraska will object management, search/retrieval, respond to these types of questions as document check-in/check-out, and identified in the RFP via the cost versioning over the first five years on this questionnaire timeline. contract? If the numbers of users is unknown, can you provide an anticipated number of users listing a minimum and maximum range? 34. Pricing Questions: How many end The State of Nebraska expected sizing and users/employees does the State cost questions to be asked in the ‘Cost anticipate requiring simple workflow Questionnaire’. The State of Nebraska will services over the first five years on this respond to these types of questions as contract? If the numbers of users is identified in the RFP via the cost unknown, can you provide an anticipated questionnaire timeline. number of users listing a minimum and maximum range? Page 10
  11. 11. QUESTIONS ANSWERS 35. Pricing Questions: How many end The State of Nebraska expected sizing and users/employees does the State cost questions to be asked in the ‘Cost anticipate requiring complex workflow Questionnaire’. The State of Nebraska will services over the first five years on this respond to these types of questions as contract? If the numbers of users is identified in the RFP via the cost unknown, can you provide an anticipated questionnaire timeline. number of users listing a minimum and maximum range? 36. Pricing Questions: How many end The State of Nebraska expected sizing and users/employees does the State cost questions to be asked in the ‘Cost anticipate requiring lifecycle workflow Questionnaire’. The State of Nebraska will services over the first five years on this respond to these types of questions as contract? If the numbers of users is identified in the RFP via the cost unknown, can you provide an anticipated questionnaire timeline. number of users listing a minimum and maximum range? 37. Pricing Questions: On page 43 under the The State of Nebraska expected sizing and Item labeled Capture and Indexing, you cost questions to be asked in the ‘Cost mention the ability to capture content in Questionnaire’. The State of Nebraska will the form of paper, e-mails, e-faxes, web respond to these types of questions as searches, electronic documents, video identified in the RFP via the cost files and audio files. Can you provide questionnaire timeline. estimated volumes for each content type on an annual, monthly or daily basis? 38. Pricing Questions: On page 53 under the The State of Nebraska expected sizing and Capture and Indexing Section Item CI 15, cost questions to be asked in the ‘Cost you mention the ability to handle large Questionnaire’. The State of Nebraska will scale documents i.e. 24” x 36” blue print respond to these types of questions as plans. Can you provide estimated identified in the RFP via the cost volumes of large scale documents on an questionnaire timeline. annual or monthly basis? 39. Pricing Questions: Can it be assumed the The State of Nebraska expected sizing and same number of user that require basic cost questions to be asked in the ‘Cost content management capabilities (as Questionnaire’. The State of Nebraska will described in question 33) above will also respond to these types of questions as require redaction capabilities? If not, can identified in the RFP via the cost you describe this set of users and indicate questionnaire timeline. the number requiring this functionality? 40. Funding Questions: Is there a sponsoring Office of the Chief Information Officer agency for this project? Page 11
  12. 12. QUESTIONS ANSWERS 41. Funding Questions: What is the budget The total estimated value of the contract or for the project? projected budget for this project is not included in the Request for Proposal as the State urges all prospective bidders to respond with their most competitive bid based on their proposed solution to the project objectives as outlined in the Request for Proposal and not one based on an estimated value of the contract or projected budget. 42. Evaluation Questions: Please define the Proposals will be independently evaluated by size of the evaluation committee. members of the Evaluation Committee(s). The committee(s) will consist of staff with the appropriate expertise to conduct such proposal evaluation. The names, titles, roles, agencies represented and size of the Evaluation Committee(s) will not become public information. 43. Evaluation Questions: Please define the Please see answer to question 42. title/role of the evaluation committee and agencies represented 44. Questions for OCIO RFP: Is the desire to No. However, the Governor of Nebraska host the ECM as a shared services state- strongly encourages shared services. mandated? 45. Questions for OCIO RFP: Do agencies The agencies that report to the Governor have option to do procure/host their own must have purchases approved by the Office ECM solution outside of the shared of the Chief Information Officer. services center (host on their own)? Page 12
  13. 13. QUESTIONS ANSWERS 46. Questions for OCIO RFP: How many The State of Nebraska will not provide this agencies are participating in the shared information. service ECM center? a. Reference the answer to question 42. a. Please provide a list of the names of b. There is not a defined order of the agencies and sub- preferred implementation regarding agencies/departments participating in identified business processes for this project. agencies. b. Is there a defined order of preferred c. There not a defined order of implementation regarding identified preferred implementation regarding business processes/agencies (309 identified business processes for taskforce workflow?) gencies. c. Please identify a preferred order of d. As described in the RFP implementation for specific business implementation section, the initial processes or agency/agency project is the implementation of the requirements. scripted demonstration. d. Please list all business processes that State would like to have the vendor implemented as part of this initial project. Note: This may not include all business processes that State would like to eventually automate over time for all of the agencies participating in the shared services center, rather we are asking which processes that State wishes the ECM vendor to assist with planning and implementation for. State will have the training, tools, and ability to roll out additional workflows or business processes on its own and according to its own timetable. 47. For each agency participating in the initial The State of Nebraska expected sizing and project/implementation to be performed by cost questions to be asked in the ‘Cost the ECM vendor: Please define the total Questionnaire’. The State of Nebraska will number of users that would need access respond to these types of questions as to the ECM solution per Agency. (Access identified in the RFP via the cost could be defined to include scanning, questionnaire timeline. administration, linking, indexing, searching, viewing, integrated retrieval, applying digital signatures/annotations, participating in Workflow, etc). Page 13
  14. 14. QUESTIONS ANSWERS 48. For each agency participating in the initial The State of Nebraska expected sizing and project/implementation to be performed by cost questions to be asked in the ‘Cost the ECM vendor: Please describe the Questionnaire’. The State of Nebraska will types and quantities of types of user per respond to these types of questions as each participating agency or sub-agency: identified in the RFP via the cost questionnaire timeline. a. Full-Time user b. Part-Time/Occasional user c. Designated Administrators or Super/Power-users 49. For each agency participating in the initial The State of Nebraska expected sizing and project/implementation to be performed by cost questions to be asked in the ‘Cost the ECM vendor: How many users will Questionnaire’. The State of Nebraska will need access over the web respond to these types of questions as (telecommuting, etc)? identified in the RFP via the cost questionnaire timeline. a. Please define the total number of estimated users that need access over the web, broken out by agency. 50. For each agency participating in the initial The State of Nebraska expected sizing and project/implementation to be performed by cost questions to be asked in the ‘Cost the ECM vendor: Please define scalability Questionnaire’. The State of Nebraska will of the project in terms of agency volumes respond to these types of questions as – users, functions, transaction load, identified in the RFP via the cost Projected amount of newly captured questionnaire timeline. Document volumes per agency, etc… a. How many transactions are estimated per process, per agency etc. Page 14
  15. 15. QUESTIONS ANSWERS 51. For each agency participating in the initial As described in the RFP implementation project/implementation to be performed by section, the initial project is the the ECM vendor: Please define all specific implementation of the scripted business processes that State of demonstration. Nebraska desires the ECM vendor to implement in the shared services center as part of the initial project. a. Please provide a list of all workflows/business process State desires ECM vendor to plan, build, and implement as part of the initial project, keeping mind State will be able to build additional processes on its own. b. Please provide any established diagrams or charts for those workflows. If none exist, a high level overview of the number/complexity of steps involved in each desired process would be very helpful. Page 15
  16. 16. QUESTIONS ANSWERS 52. For each agency participating in the initial a. Most of the agencies will have to project/implementation to be performed by purchase scanners to meet their the ECM vendor: Capture Questions ECM business model. However, the a. Do the State agencies participating RFP has been amended whereas the already have scanners in place or other bidder should provide a list of preferred scanner manufacturers. capture devices? The State of Nebraska will determine models that will be purchased. b. Please provide a list of all capture devices (desktop, workgroup, product, b. As described in the RFP MFP, MFD, etc) that are in place and implementation section, the initial project is the implementation of the which State would like the vendor to scripted demonstration. leverage for image capture as part of the initial project. Requirements ICI 8 have been amended as follows to include what c. Please provide make/model number of scanners will be used to complete the scanners if possible. implementation requirement. Configured the ECM Software for d. Will State desire to procure scanner network and desktop scanners and hardware from the ECM vendor or identify any special simply review recommendations? software/components that are needed. A Canon 5210C and Canon Color Imagerunner C3220 will be used to complete this implementation requirement. c. Reference answer a. above. d. No, however, the bidder should provide a list of preferred scanner manufacturers. The State of Nebraska will determine models that will be purchased. Page 16
  17. 17. QUESTIONS ANSWERS e. Please elaborate on any requirements e. As an example, the State of to capture inbound email and Nebraska expects the proposed attachments. solution to be able to capture e-mails and attachments into the ECM by i. Please describe the agency and drag and dropping the email, setting projected volume of emails to up automated filters or a Microsoft capture weekly/monthly/annually or Exchange function icon. ballpark if possible. ii. Please describe the agency and i. The State of Nebraska expected volume of faxes (inbound and sizing and cost questions to be outbound) to capture, as well as asked in the ‘Cost Questionnaire’. The State of Nebraska will respond number of fax lines. Are fax lines to these types of questions as analog or digital? identified in the RFP via the cost questionnaire timeline. f. Does the State, or participating agencies, and specifically the ECM ii. The State of Nebraska expected shared services center have a standard sizing and cost questions to be asked in the ‘Cost Questionnaire’. for MFP’s? (Xerox or HP for instance?) The State of Nebraska will respond i. If so, please elaborate on type and to these types of questions as identified in the RFP via the cost number of devices. questionnaire timeline. ii. Is it desirable to capture from MFPs f. The State of Nebraska has no MFP and kick off workflow processes standard. directly from a Xerox or HP MFP? i. See f above iii. Is eCopy in use anywhere in the ii. Yes but not limited to Xerox and HP. participating agencies or shared services center? iii. eCopy is not currently used in the State. 53. Questions on Project Environment – page The State of Nebraska has not made that 41 Does the State envision phasing out or determination at this time. consolidating any of the listed ECM solutions? 54. Questions on Project Environment – page Bidder’s response should be addressed in 41 Describe any goal/vision for one ECM TE-6/DTE-6 in the RFP. solution to utilize another. Page 17
  18. 18. QUESTIONS ANSWERS 55. Questions on Project Environment – page SharePoint supports collaboration and 41 What role does Sharepoint play in rudimentary document management in current agencies? Agencies today. a. What is the vision for utilizing a. Collaboration is the vision for utilizing Sharepoint? Is it viewed as being a SharePoint. If a SharePoint proposal potential ECM solution for this project? is received, it will be evaluated and viewed as all other proposals. b. Is there a requirement for the selected ECM vendor to integrate to Sharepoint? b. Yes, in TE-6 the State of Nebraska asked you to describe access to multiple federated ECM’s. In DTE-6, The State of Nebraska asked you to present the concept but not to demonstrate. 56. Questions on Project Environment – page The proposed ECM Solution will utilize the 41 State denotes an investment in State of Nebraska’s SAN, network and hardware, please confirm that we don’t physical location for equipment. Bidders need to propose physical server hardware should provide all hardware, software, infrastructure, rather just need to staffing and training that best meets the recommend the requirements and requirements for the State of Nebraska as technical architecture. defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. Page 18
  19. 19. QUESTIONS ANSWERS 57. Understanding of State of Nebraska ECM The State has a broad range of IT Shared Services Staff: Can State of skills, so for the State to be able to Nebraska elaborate and provide answer this question, the bidder should background on the capabilities of IT staff? provide specific questions about what a. Specifically, does State have capabilities and skills they are asking capabilities to perform development about and for what specific requirement(s). work in support of deploying a web- services based ECM delivery model? a. No, the intent is to assist and learn to support the ECM. b. Does State have desire to support the vendor via their own staff performing b. Yes, the State of Nebraska does have the desire to support the development work to implement a SOA- proposed solution with its own staff. based solution? c. The proposed ECM Solution will c. State have capabilities to deploy web utilize the State of Nebraska’s SAN, services internally on their own? network and physical location for equipment. Bidders should provide d. Will state support the vendor all hardware, software, staffing and deployment with staff augmentation for training that best meets the requirements for the State of project management and development Nebraska as defined in the RFP. The activities? To what extent? Bidder’s proposed solution should meet the requirements of the RFP in The purpose of these questions is to the most efficient and cost effective ensure we understand the State’s goals manner. as well as capabilities so that we can d. The intent is to have State Technical provide an accurate and cost effective Staff assist in the implementation of scope of services deployment the proposed solution as describe in configuration. Appendix C – Implementation Matrix. The State of Nebraska would assume Note: The more State can elaborate that “Assist” would include; such will greatly improve vendor ability to things as; hands-on tasks whenever properly estimate scope of operation possible, high level training, liaison support for the initial project and any tasks between State and vendor desired support the State would require resources, hands-on learning and/or shadowing. for ongoing management and provisioning of development services e. As described in the RFP implementation section, the initial e. If we propose a SOA –based solution, project is the implementation of the will the State manage and deploy on its scripted demonstration. The own for the most part or would the State proposed ECM Solution will utilize the State of Nebraska’s SAN, network rely on vendor for all project and physical location for equipment. management / development activities Bidders should provide all hardware, and functions? This is a key influencer software, staffing and training that of the level of services that we’d need best meets the requirements for the to propose/provide. State of Nebraska as defined in the RFP. The Bidder’s proposed solution Page 19
  20. 20. QUESTIONS ANSWERS 58. Understanding of State of Nebraska ECM The proposed ECM Solution will utilize the Shared Services Staff: Is State of NE State of Nebraska’s SAN, network and interested in deploying a SOA based physical location for equipment. Bidders system in compliance with CMIS? should provide all hardware, software, staffing and training that best meets the requirements for the State of Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. Page 20
  21. 21. QUESTIONS ANSWERS 59. Questions on page 107: Under letter “d,” The State of Nebraska requested that the Is State looking for the ECM vendor to bidder provide onsite managed services for provide onsite managed services for the the period of one year as described in the period of one year that is described? RFP. a. Is this section intended to estimate a. Yes, this section is intended to internal State of Nebraska staffing estimate internal State of Nebraska requirements in support of the ECM staffing requirements in support of shared services center? the ECM shared services center. b. Yes, however if it’s in the best b. Or rather does State desire to contract interest for the State of Nebraska to vendor staff full-time throughout the contract these services, the State of course of year one, or at various points Nebraska may do so. of time in need? c. The State of Nebraska desires no c. If State desires to have additional additional services. professional services vendor staff on d. Yes, the State of Nebraska does call or available on an ad-hoc basis want the bidder to provide hourly over the course of that year, are there rates for this requirement. expectations state can communicate e. As stated in the original RFP, the regarding timing of notice of consultant State of Nebraska confirms assistance? that…“Support the Enterprise Content Management System onsite d. As this is a fixed-bid project please in Lincoln Nebraska from 7:00am to confirm the State desire to have the 6:00pm Monday through Friday except State Holidays.” costs as hourly rates. f. Bidders should provide all hardware, e. Please confirm services to be provided software, staffing and training that would need to be onsite in Lincoln, NE. best meets the requirements for the State of Nebraska as defined in the f. Please describe the type of services RFP. The Bidder’s proposed solution State would envision potentially should meet the requirements of the contracting to the vendor. (testing, RFP in the most efficient and cost training, system administration, security effective manner. configuration, workflow design, etc) g. The State of Nebraska would be interested. g. Is the State interested in a Managed Services provision where the ECM vendor would provide day-to-day system administration remotely? Page 21
  22. 22. QUESTIONS ANSWERS 60. Questions regarding ECM Shared Bidders should provide all hardware, Services Center: Is the State looking for software, staffing and training that best the ECM solution to be delivered to meets the requirements for the State of participating agencies via web-services? Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. 61. Questions regarding ECM Shared The State of Nebraska expects the Bidder to Services Center: What is the state’s intent describe and demonstrate its administration and vision for department level security? and delegation administration functionality for an enterprise solution. See SE 3 and SE 4 in the original RFP. 62. Questions regarding ECM Shared This requirement is defined in TE-6. Services Center: What is the state’s intent for current ECM solutions to work together? Filenet search across papervision repository and vice versa? Global 360 searching FileBound and vice versa? 63. Questions regarding ECM Shared The State of Nebraska is expecting that the Services Center: Does State want vendor ECM software should search multiple ECM to search multiple repositories of repositories of other ECM solutions AND other ECM solutions or multiple instances/ multiple instances/repositories of its own repositories of its own ECM? (Federated ECM. vs. Enterprise search) 64. Intent for ECM Shared Services Center: Based on the bidder’s response to TE 25, How does the State plan on charging the State of Nebraska will determine the back to the connected agencies? By size most effective method to use. of user community, number of workflows, document volume? Etc…? 65. Intent for Load-balancing and Federated Bidders should provide all hardware, Searching: Does the State desire one software, staffing and training that best ECM environment for the Shared Services meets the requirements for the State of Center to manage for all agencies Nebraska as defined in the RFP. The involved, or respective instances per Bidder’s proposed solution should meet the agency? requirements of the RFP in the most efficient and cost effective manner. 66. Intent for Load-balancing and Federated Bidders should provide all hardware, Searching: If respective instances are software, staffing and training that best desired, will they be in one centralized meets the requirements for the State of location or geographically dispersed Nebraska as defined in the RFP. The throughout the State? If dispersed, please Bidder’s proposed solution should meet the provide a listing of locations for the requirements of the RFP in the most efficient desired instances. and cost effective manner. Page 22
  23. 23. QUESTIONS ANSWERS 67. Intent for Load-balancing and Federated Yes, the State wish that the ECM Vendor Searching: Does the State wish that the provides Enterprise Wide Searching ECM Vendor provides Enterprise Wide throughout the multiple agencies connected Searching throughout the multiple to the new service center with the agencies connected to the new service understanding the access to the other ECMs center? Or will all agencies require are controlled though access rights and independent security? authorizations. 68. Intent for Load-balancing and Federated Reference answer to question 67. Searching: Does the State desire for one ECM vendor to perform Enterprise Wide searching throughout the multiple existing content repositories? 69. Intent for Load-balancing and Federated Bidders should provide all hardware, Searching: Is the State interested in software, staffing and training that best deploying a SOA based system in meets the requirements for the State of compliance with CMIS? Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. 70. Intent for Load-balancing and Federated The State of Nebraska has no portals that Searching: Are there any current SOA use SOA technologies today. portal technologies in use for the State today? If so, what agencies utilize them and how? Were the portals contracted by a 3rd party vendor or did the State’s resources create the integration? 71. Intent for Load-balancing and Federated The State of Nebraska has just started Searching: How is Social Media currently exploring Social Networking needs. used by the State’s participating Reference requirement TE 10 and DTE 10. agencies? What components of social networking are used? Please provide examples. 72. Intent for the Test Environment: Is a The State of Nebraska has no preference. single test environment planned for all Bidders should provide all hardware, agencies involved, or are individual test software, staffing and training that best environments needed for each agency? meets the requirements for the State of Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. 73. Intent for the Test Environment: What The State of Nebraska would expect the tasks are the test environments needed bidder to provide the State with a test for? For example, Stress testing, System environment architected that would meet testing, Functional testing, etc… industry standard ECM best practices. Page 23
  24. 24. QUESTIONS ANSWERS 74. Questions on existing resources: What is As described in the RFP implementation the breakout of the State’s planned section, the initial project is the development and project management implementation of the scripted staff that will be allocated to assist in demonstration. implementing this ECM solution? Bidders should provide all hardware, software, staffing and training that best meets the requirements for the State of Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. 75. Questions on existing resources: In As described in the RFP implementation addition, what skill sets and languages section, the initial project is the are the respective staff members implementation of the scripted proficient in that they will be contributing demonstration. to the project? Bidders should provide all hardware, software, staffing and training that best meets the requirements for the State of Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. Reference requirement ITE 6 and item 11 on 76. Questions on existing resources: If a SOA page 42 - Cross train OCIO and agency staff based solution is utilized for Federated on the initial setup of the hosted enterprise Searching across multiple repositories, content management environment as does the State desire the ECM vendor to identified in the detailed training section in create all pieces of the front-end portals the RFP. for accessibility to the end users, or does the State have development resources that they will allocate for the front-end portals? 77. Print Streams: What Operating System(s) z/OS, OS400, Windows server 2003 – 2008, are the applications run on that generate Apple(any), Unix/Linux(any). the print steams the State wishes to capture? 78. Print Streams: How many print streams The State of Nebraska expected sizing and are to be captured and what respective cost questions to be asked in the ‘Cost types and formats are they? Questionnaire’. The State of Nebraska will respond to these types of questions as identified in the RFP via the cost questionnaire timeline. 79. Print Streams: Are the respective print The print streams are sent to the network streams sent to network printers and/or printers. local printers? Page 24
  25. 25. QUESTIONS ANSWERS 80. eForms: Please provide examples of The 309 task force workflow is the only documents you wish to have in an workflow that the bidder is expected to electronic format in addition to the TF implement as described in the RFP. There Workflow 309. are hundreds of other E-forms that the State of Nebraska could possibility implement once the Implementation phase has been completed. 81. eForms: Please provide the desired The 309 task force workflow is the only functionality you wish the individual workflow that the bidder is expected to eForms to provide. implement as described in the RFP. There are hundreds of other E-forms that the State of Nebraska could possibility implement once the Implementation phase has been completed. 82. Cover Page – The RFP states that the The bidder must certify they maintain a drug bidder must have a drug free workplace. free workplace environment. This is done by How do we demonstrate compliance and signing the Request For Proposal For does the State have a prescribe method Contractual Services Form and by providing of compliance? a copy of the company’s drug free workplace policy at any time upon request by the State. The State does not mandate a certain method of compliance. 83. P vi – “Archiving” – we believe line six is The RFP is hereby amended to read as meant to read “…restored one record at a follows: time.” Please confirm this is the intended “restored one record at a time”. meaning. 84. P viii- “External User Based Licensing” – The RFP is hereby amended to read as we believe line one is meant to read “…of follows: users outside an …” instead of “and”. “of users outside an”. Please confirm this is the intended meaning. 85. P ix – “Internal Based User Licensing” – The RFP is hereby amended to read as we believe line one is meant to read “… follows: users inside an ...” instead of “and”. “of users inside an”. Please confirm this is the intended meaning. 86. P xii – “Process Driven Workflow” – we The RFP is hereby amended to read as believe is meant to read “… initiated in follows: most cases by …” Please confirm this is “initiated in most cases by”. the intended meaning. Page 25
  26. 26. QUESTIONS ANSWERS 87. Page 17 – I – Uses the term “Enterprise The definition of an ECM is implied through Content Management System”. The term the requirements of the RFP. is used throughout the RFP but is not From Wiki: Enterprise content management defined in the Glossary of Terms. Please (ECM) refers to the technologies, strategies, provide a definition of what is meant by methods and tools used to capture, manage, the term “Enterprise Content Management store, preserve, and deliver content and System”. documents related to an organization and its processes. ECM tools allow the management of an enterprise level organization's information. 88. Page 17 “Schedule of Events”. A final The final date/time for submission of the date/time for submission of the bid is not sealed proposal/proposal opening is indicated. Please specify by date and identified on Activity 9 of the Schedule of time when the final bid proposal is due. Events, i.e. November 30, 2009, 2:00 PM Central Time. Proposals may be submitted prior to this date and time, but no late proposals will be accepted. It is the responsibility of the bidder to check the website for all information relevant to this solicitation to include addenda and/or amendments issued prior to the opening date. 89. Page 21 – J – The preamble paragraph Page 21 – J, last paragraph reads as states “Each category will have a follows: maximum possible point potential.” The Evaluation criteria will become public point and weighting system is not information at the time of the Request for included in the RFP. Please provide the Proposal opening. Scoring criteria and a list possible points per section. of respondents will be posted to the State Purchasing Bureau website at: http://www.das.state.ne.us/materiel/purchasi ng/rfp.htm. Evaluation criteria will not be released prior to the proposal opening. 90. Page 22 – M – The RFP states that the Bidder may protest any portion of the State reserves the right to check any process, including disqualification, using the reference, regardless of source and protest process. negative references may eliminate a Grievance and protest procedure is available bidder from the competition. Will there be on the Internet at: a provision to allow a bidder to respond to a negative reference and be given the http://www.das.state.ne.us/materiel/purchasi opportunity to correct potentially false or ng/agencycommoditiesprocurementmanual/ misleading negative representations prior ProtestGrievanceProcedureForCommodities to the bidder being eliminated? &Services.doc Page 26
  27. 27. QUESTIONS ANSWERS 91. Page 24 – B – The last sentence says Yes, the term “vendor” and “bidder” is being “Any protests must be filed by a vendor used interchangeably. …” Is the term “vendor” and “bidder” being used interchangeably? 92. Page 27 – I – Under “Contractor Yes, the State deals only with the bidder, Responsibility” the RFP states “If and all subcontractor relationships are strictly contractor intend to utilize any the bidder’s responsibility to manage. subcontractors services the However, all subcontractors to be used on subcontractor’s level of effort, tasks and the project must be disclosed to the State in time allocation must be clearly defined in bidder’s proposal response. the contractor’s proposal.” Does this refer to subcontractors that the bidder may use for staff augmentation such that the State deals only with the bidder, and all subcontract relationship is strictly the bidder’s to manage? 93. Page 27 – J – Under “Contractor The process would be the same. On Page Personnel” regarding the State’s required 27 – J – under “Contractor Personnel” it approval for a change in committed staff, states as follows: how is an employee’s voluntary Personnel commitments made in the termination to be handled? contractor’s proposal shall not be changed without the prior written approval of the State. Replacement of key personnel, if approved by the State, shall be with personnel of equal or greater ability and qualifications 94. Page 28 – Top of the page #4 – The RFP The State does not have any specific refers to the contractor being responsible requirements this insurance must meet; the for “…health insurance.” Does the State content of a health insurance plan is at the have any specific requirements this option of the contractor. insurance must meet or is the content of a health insurance plan at the option of the contractor? 95. Page 29 – U – Under “Advertising” the Submit such requests to the Procuring Office RFP requires the contractor to obtain the and Contact Person identified in Section II, State’s permission prior to referencing the A., page 18 of the RFP. RFP’s project in any advertising. From whom in the State is this approval to be obtained? 96. Page 35 – TT – The RFP makes the No, the State does not have a prescribed contractor responsible for informing method for how the contractor is to comply employees about penalties for improper with informing employees about penalties for disclosure. Does the State have a improper disclosure, but the requirements prescribed method for how the contractor addressed in TT Confidentiality, page 35, are is to comply? the responsibility of the contractor. Page 27
  28. 28. QUESTIONS ANSWERS 97. Page 42-12 – The RFP makes mention The bidder should provide both the throughout that the proposal is to be a specifications for the hardware and the complete solution, including software, actual costs for procuring and maintaining support and hardware. Regarding the hardware as described in the RFP. hardware, is the bidder expected to propose only the specifications for the hardware or is the bidder to propose actual cost for procuring and maintaining the hardware? 98. Would the State accept a payment No, the State will not accept a payment withholding percent less than the 50% withholding percent less than 50%. currently being proposed? 99. Would the State indicate the application The Bidder needs to provide specific footprints of the incumbent ECM and BPM questions for the State of Nebraska to vendors? respond to this question. 100. On what basis would the State indicate The State of Nebraska cannot project how the potential deployment volume would be much work would be contracted using these for the initial five years of the contact and services. The State of Nebraska will use its the subsequent (2) two extensions? How resources whenever possible. are the vendors to determine the potential size and scope of pending deployments? 101. What would the State prefer in a license Bidders should provide all hardware, model? software, staffing and training that best meets the requirements for the State of Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. 102. Is there a budget currently approved for Reference the answer to question 41. the payment of a single software purchase? 103. Would it be acceptable for the vendor to The State of Nebraska expected sizing and indicate the sizing recommendations of cost type of questions to be asked in the the various hardware and software ‘Cost Questionnaire’ as defined in the RFP. infrastructures needed with the intent of Bidders should provide all hardware, the State procuring those items with software, staffing and training that best existing contracts? meets the requirements for the State of Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. Page 28
  29. 29. QUESTIONS ANSWERS 104. Does the State currently have any This requirement is addressed on page 106 enterprise software licenses that could be item B of the RFP – Cost Proposal leveraged? If so, who are they with and Requirements. what products are covered? 105. Does the State currently utilize EMC The State currently utilizes EMC storage storage devices for the document devices connected by Fiberchannel or iSCSI. repositories? 106. Does the state prefer a single vendor for This requirement is addressed on page 41 all the functionality outlined in the item C – Scope of Work. technical requirements? 107. Could the state provide a use case for Two examples are: Document Dispute Technology? If a person is working on a document that is checked out and the document gets overlaid by a new document from an upload while the document is checked out; provide technology to resolve the dispute. If more than one person is working on different parts of a document that is checked out and the document gets overlaid by a new document from an upload while the document is checked out; provide technology to resolve the dispute. 108. Could the state provide a use case for As an example, the State of Nebraska needs GIS technologies? to capture what a ‘map’ looks like at a point in time. The view of the map (graphical picture) has to be stored in ECM. The vector data will not have to be stored in the ECM. If the bidder has a method for storing vector data, please describe and demonstrate your approach. 109. Project Environment - Page 41 Is there a The State of Nebraska has two data centers. preferred data center where State of The primary data center is located in Lincoln Nebraska would like the ECM solution to Nebraska and the disaster recover site is be hosted? located in Omaha Nebraska. The Lincoln location will house the primary and redundant solution while the Omaha location will house the disaster recovery solution as defined in the RFP. Page 29
  30. 30. QUESTIONS ANSWERS 110. Scope of Work - Page 42 Migration of The State of Nebraska is not expecting the images/objects from document imaging bidder to perform any conversion of system. What is the source system from documents from another ECM, File System where content need to be migrated? What or physical paper file. is the number of documents/images that However, the State does expect the need to be migrated? proposed solution to be able to perform conversion of File System Images through an importing function or similar function bringing forward the image, index fields and annotations. The RFP is hereby amended for requirements TE 12 and DTE 12 to read as follows: Importing images/objects from one existing State of Nebraska owned document imaging system and importing images/objects from a File System bringing forward the image, index fields and annotations. 111. Scope of Work - Page 41 Please provide The proposed ECM Solution will utilize the following details for the existing Hardware State of Nebraska’s SAN, network and available with State of Nebraska? physical location for equipment. a. hardware type (Server, storage etc) Bidders should provide all hardware, software, staffing and training that best b. Model and capacity meets the requirements for the State of Nebraska as defined in the RFP. The c. Operating system available Bidder’s proposed solution should meet the requirements of the RFP in the most efficient and cost effective manner. 112. Scope of Work - Page 41 Is setting up of This requirement is addressed on page 11 Hardware for State of Nebraska part of and page 42 - Cross train OCIO and agency the scope of work? Could you please staff on the initial setup of the hosted elaborate on the involvement of State of enterprise content management environment Nebraska's IT team on this item? as identified in the detailed training section in the RFP. 113. Project Environment - Page 41 Please Bidders should provide all hardware, provide following details for the existing software, staffing and training that best software available with State of meets the requirements for the State of Nebraska? Nebraska as defined in the RFP. The Bidder’s proposed solution should meet the a. Software components with version requirements of the RFP in the most efficient b. Number of licenses and cost effective manner. The State reserves the right to factor in existing software licenses through, for example, a Best and Final Offer. Page 30
  31. 31. QUESTIONS ANSWERS 114. Scope of Work - Page 42 Support of the Bidders are required to disclose the location Enterprise Content Management System of all work and all subcontractors to be used would be onsite in Lincoln Nebraska. on the project. Bidders are encouraged to What about development? Can the offer their best proposal to fulfill the State’s vendor leverage offshore team for needs. development? 115. Project Overview - Page 40 As part of Yes, the migration or movement of the State ECM solution there will not be any State of Nebraska's agencies will happen in the of Nebraska's agencies that will be subsequent phases. migrated as part of this engagement to the new solution. The migration or movement of State of Nebraska's agencies will happen in the subsequent phases. Is this understanding correct? 116. SR8 - Page 60 What are the applicable Requirements are addressed in the API legacy applications in this requirement Narrative document in the ‘3043Test and the technologies they were built on? Files.zip’. 117. General Document control unit. Please restate the question. Reference the Is there dedicated staff, document control part of the RFP you are questioning. unit, for very units? If so what would be their main concerns? 118. Page 49 Are the paper documents being Since this is a new system the State of scanned across various state agencies Nebraska has not defined all of the formats. maintained in a common format such as The ECM should handle, at the minimum, all tiff, jpeg, pdf? If not, can you please formats identified in the RFP referenced in mention the formats? requirement OM 4. 119. Page 50 Intermingled documents of Yes, however the proposed solution should different types. also include the following requirements as Are you looking at how the solution would defined in the RFP. handle the inadvertent classification of a Requirement CI-4 references intermingled document of type A to type B? It would documents refers to proper classification help if you could throw more light on this (indexing) at time of capture. requirement? Requirement CI-21 references reclassification (re-indexing) post scan. 120. Page 42 Partnering for the solution. Bidder must provide in its proposal response If partnering is required to provide a best the information as outlined in Section V. A. in class enterprise solution are there any 3. j. Subcontractors. specific disclosures to be made? If the definition of partnering is different than subcontracting, please define “partnering” and restate the question. Page 31
  32. 32. QUESTIONS ANSWERS 121. Page 42, 7j: What is the one existing The State of Nebraska is not expecting the State of NE owned document imaging bidder to perform any conversion of system that will require import into the documents from another ECM, File System ECMS? or physical paper file. However, the State does expect the proposed solution to be able to perform conversion of File System Images through an importing function or similar function bringing forward the image, index fields and annotations. The RFP is hereby amended for requirements TE 12 and DTE 12 to read as follows: Importing images/objects from one existing State of Nebraska owned document imaging system and importing images/objects from a File System bringing forward the image, index fields and annotations. 122. Page 45, D7: Can the State give The State of Nebraska has just started examples of how Social Networking is to exploring Social Networking needs. See be integrated into the EDMS? Or is the requirement TE 10 and DTE 10. request the ability to archive Social Networking content into the ECMS? 123. Page 54, CI 22: What legacy mainframe z/OS, OS400, Windows server 2003 – 2008, systems would the print steams be Apple(any), Unix/Linux(any). coming from? 124. Page 63, LM4: Can the State provide Refer to the definition of ‘Holding of more detail on this requirement? What is Documents’ in the glossary of terms for more considered “holding of documents”? detail regarding this requirement. 125. Page 67, WF4: Do the “multiple Yes, electronic signatures are authoritative. signatures” refer to electronic signatures? The digital signature (picture of a signature) If so, would electronic signatures or digital is valid for printing from the ECM as long as signatures be the appropriate they are backed up by an authenticated authorization mechanism? electronic signature on the source document. 126. Page 68, WF5: Can the State provide The State of Nebraska is not familiar with information on the process, specifically, your term ‘document handler’ please clarify what actions would be performed by the and restate the question. Requirement document handler in this type of DWF-5 (the 309 Task Force Workflow) may workflow? answer your question. Page 32

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