EDMS PUR 06105 Bidders Conference

1
EDMS (PUR 06-105) Bidders Conference

• City of Stockton
• 4 April 2007

2
Agenda

• Introduction and Welcome
• Executive Sponsor Brief
• RFP Process Review Timeline
• Vendor Q A Session I Process
• Tour of IT Facilities IT Staff
• Vendor Q A Session II Technical
• Proponent Responsibilities
• Wrap Up

3
Executive Sponsor Brief

• Christine Tien, Deputy City Manager
• Katherine Gong Meissner, City Clerk
• Mark Moses, Administrative Services Director and
  Chief Financial Officer

4
Administrative Outline

• RFP Overview
• Minimum Requirements
• RFP Timeline
• Evaluation Methodology
• Proponent Next Steps

5
RFP Overview

• The Citys objective is to acquire an Enterprise
  Content and Records Management solution
  featuring
• eForms
• eSignature
• Automated Workflow
• This includes implementation services, initial
  and ongoing support and training

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Minimum Requirement 1

• At least five (customers) from public sector
  governments or agencies in the USA with at least
  one public sector government or agency in
  California meeting the following characteristics
• All five customers should be using all of the
  proposed software 
• At least two of these five accounts should
  be recent implementations or upgrades
  (Implementation go-live for referenced accounts
  should have occurred on 1/1/2003 or later)

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Minimum Requirement 2

• At least one Public Agency customer in the USA
  running the proposed software that has all of the
  following characteristics
• Population - 250,000 or more
• Operating Budget - 200M annual or greater
• EDMS Users 1,000 or more
• Number of Documents 10 million or more
• Number of Separate Departments 5 or more
• Customer should be a recent implementation or
  upgrade (Implementation go-live for referenced
  accounts should have occurred on 1/1/2003 or
  later)

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Minimum Requirement 3

• List three customers, with at least one Public
  Agency located in California that is running the
  proposed software that has all of the following
  characteristics
• The proposed e-Signature module implemented
• Large scale document management
• Customer should be a recent implementation or
  upgrade (Implementation go-live for referenced
  accounts should have occurred on 1/1/2003 or
  later)

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RFP Process Timeline

• RFP Distributed 3/06/07
• Bidders Conference 4/04/07
• Final Questions Due 4/17/07
• Questions recd after this date will be answered
  however, answers may not be posted to the Citys
  Bid Flash page
• Bid Opening 4/26/07
• Bidders Short-listed 5/09/07
• e-mail notification
• Vendor Demos 5/23 24/07

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RFP Process Timeline

• Best and Final Proposals Due TBD
• If necessary
• Apparent success vendor notified 6/04/07
• Negotiations through 6/30/07
• Vendor and Contract to City Council 7/17/07
• Contract Executed 7/19/07
• Implementation Begins 8/06/07

Dates provided are based on forecasted
vendor response, actual dates if different will
be posted to the Citys Bid Flash page
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Evaluation MethodologyInitial Phase
12
Evaluation MethodologyDemonstration Phase
13
Vendor Q A Session 1

• Questions related to the Administrative (process)
  functions only
• Dave Milton, Sr. Buyer

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IT Facilities Tour

• Your Guides for this Tour
• Bruce Faylor, GIS Computer Applications Program
  Supervisor
• Erie Luces, Network Computer Applications Program
  Supervisor
• Mike Migliori, Desktop Computer Applications
  Program Supervisor
• Three to Four Vendors each
• During these tours, no RFP related discussions to
  take place here in the Council Chambers
• During tour please note your questions such they
  can be asked in the Q A Session

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Vendor Q A Session 2

• Questions related to the Technical (process)
  functions only
• Tony DeGruy, EDMS Program Manager
• Bruce Faylor, Computer Applications Program
  Supervisor (GIS)
• Erie Luces, Computer Applications Program
  Supervisor (Network)
• Mike Migliori, Computer Applications Program
  Supervisor (Desktop Support)
• Linda McGrew, Computer Applications Program
  Supervisor (AS/400 System)
• Ray Miller, Computer Applications Program
  Supervisor (Public Safety)

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Proponent Responsibilities

• Complete responses to appropriate RFP documents
• Supply other data needed to evaluate offer
• All terms, conditions and pricing contained in a
  proposal are binding through the completion of
  the selection process

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Wrap Up

• This RFP and accompanying documents can be found
  on the Citys Bid Flash page
• A copy of this meeting will be made available on
  the Citys Bid Flash page within 5 days
• Responses to questions will be posted to the
  Citys Bid Flash page within 48 hours of receipt
• Cut off date for questions is April 17, 2007