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Here are the answers to the below questions - as answered by SCPPS personnel:
AISWW on 19-Jan-2024 10:27:02 AM CST
Our solution is licensed by the features included with each user. Of the approximate 46 users identified on page 12 can you please provide the estimated user count of each type. a. How many full users are required?
(full repository access: scan, add, edit / version documents, build forms / workflows, participate in workflows, admin. system) b. How many participant users are required? (unlimited submission and participation in forms
processes, read-only repository access)
SCPPS Response:
Our current plan of deployment is full user access for the primary users in question. Please include the cost for a full user license in your proposal. If your system requires separate additional costs for participant users,
please include that cost as well. Our deployment process will help determine full vs. participant access counts (partially dependent on cost and functionality).
AISWW on 19-Jan-2024 12:30:54 PM CST
Is there a preference for system deployment? We can offer an all-inclusive Cloud platform which includes automated updates and disaster recovery; or a self-hosted solution to provide complete control over your
environment. Both options can be proposed if you prefer.
SCPPS Response:
At this time, our current solution is a hosted environment on-site. Please include both options (Cloud and self-hosted) in your proposal plan (timelines and costs).
AISWW on 19-Jan-2024 12:31:27 PM CST
Do you have an Active Directory (AD) containing the users for the new solution? a. If so, can we sync with your AD to significantly reduce the amount of time required for user configuration?
SCPPS Response: We currently use Windows Active Directory for primary login into the local network. Depending on the deployment discussion with the Information Technology Services (ITS) department, this may be
an option to include in the solution.
AISWW on 19-Jan-2024 12:31:50 PM CST
Can you provide an estimate for the number of concurrent users on the system? While we do not offer concurrent licensing, this information is helpful when providing hardware recommendations.
SCPPS Response: Given the migration from a limited deployment with 6-8 full users, to a new wider deployment with an estimated ~46 users, we cannot estimate the chance of concurrent users at this time. Each
department or school will have its timelines and plans for the use of the solution.
AISWW on 19-Jan-2024 12:32:12 PM CST
Do you plan on using a single sign-on service (SSO)? a. Which provider(s) do you have or plan to use?
SCPPS Response: In addition to the local network, SCPPS utilizes the Google Suite of services for various documents, spreadsheets, forms, and files. Similar to the above regarding Active Directory, please include this
in your proposal as an option.
AISWW on 19-Jan-2024 12:32:33 PM CST
Do you have any estimates for the amount of content that will be stored in the system? a. Number of documents b. Number of pages c. Diskspace estimation d. Database size e. Database tables f. Etc.
SCPPS Response: As noted in the RFP, the current estimation of the limited deployment includes a combined storage space of approximately 1.7 TB. The actual count of documents at this time is at least 5 million+
files, but will primarily consist of PDF and image files (such as TIFF).
AISWW on 19-Jan-2024 12:32:53 PM CST
Our solution offers portals for non-authenticated users. a. Public Portal: This option allows read-only access to the repository for anonymous public users. Please indicate your preference with regards to a public portal,
along with estimated number of concurrent users AND monthly views. b. Forms Portal: This option allows anonymous forms submissions by non-licensed public users. Please indicate your preference with regards to
the forms portal option, along with estimated monthly submissions.
SCPPS Response: At this time, there are no plans for a public-facing or anonymous portal for view/read-only access.
AISWW on 19-Jan-2024 12:34:07 PM CST
How is content currently stored? (shared drives, local folders, Google Drive, etc.)
SCPPS Response: As noted, SCPPS currently utilizes a local server in our deployment. The software utilizes a database storage system that allows for silo/departmental access, including distinct folders and sub-
folders.
AISWW on 19-Jan-2024 12:34:35 PM CST
Is there an existing ECM or document management system in place? a. If yes, what is it? Please provide as much detail as possible. b. Do you currently have any workflows or automated business processes? i. If so,
please provide a typical example along with estimated number of total workflows. c. Do you currently use any electronic forms? i. If so, please provide a typical example along with estimated number of total forms. ii.
What is your current electronic forms solution?
SCPPS Response: The current digital imaging solution utilizes LaserFiche software (version 10.1.0.151) and various hardware/inputs such as HP multi-page and flatbed scanners. Each department utilizes the software
in a similar workflow process whereas the necessary documents are fed into the hardware, additional data is input, and then the document is filed away within the database/folder structure. The actual content of each
department’s needs varies, but the process tends to be more manual than hoped. Any additional automation (file break/OCR recognition) to aid in the long-term retention is a welcomed addition to any proposal (as
outlined in the RFP). Any electronic forms originating from other sources which may originate in digital, but final versions are saved into the master file as image or scanned final documents.
AISWW on 19-Jan-2024 12:35:56 PM CST
Do you have any sample forms or processes you can provide? We can demonstrate how we would automate this process using our solution if desired. a. Please include the current paper or eform and a description or
diagram of the workflow behind it is possible.
SCPPS Response: At this time, we do not have sample forms or documents to provide in response to this question.
AISWW on 19-Jan-2024 12:36:40 PM CST
Will there be any data conversion or migration services needed for this project? a. Do you have any estimates for the amount of content that will be converted or migrated? i. Number of documents ii. Number of pages
iii. Diskspace estimation iv. Database size v. How many database tables contain information we will need for the migration? (ex. documents, versions, metadata, annotations, etc.) vi. Any additional information you can
provide on the system that may be helpful. b. Can you provide the make, model, and version of system that we will be working with? c. If the current system is utilizing a database, what platform is it on? (SQL, Oracle,
etc.) i. Is there backend access to the database, or do we have to do an export through the current system? d. Do you have a set number of document types or metadata categories to be converted? e. Do you want
annotations from your current system migrated? f. Are you using versioning in your current system?
SCPPS Response: There is currently 1.7TB (5 million+ files) of data that will need to be migrated to the new solution. The current system being used is Laserfiche version 10.1.0.151. Annotations should be migrated.
AISWW on 19-Jan-2024 12:36:55 PM CST
Will any applications need to be integrated? Please provide a list of applications (with version) and a short description of the desired functionality.
SCPPS Response: With our current deployment, application integration is not a current need, but depending on the proposal and capabilities, this may be a future need.
AISWW on 19-Jan-2024 12:37:14 PM CST
Our system uses metadata templates that contain fields common to each document type for use in indexing. Please provide a list of document types/metadata templates and the estimated field count for each.
SCPPS Response: For our accounts payable function, the metadata template will be uploaded to the RFP information as an example.
AISWW on 19-Jan-2024 12:37:29 PM CST
For forms and workflow development, will the selected vendor be responsible for building the required forms and workflows, or will the proposer’s staff be performing development after proper training? a. If vendor
development is preferred, please provide some examples of forms and workflows, as well as an estimated count, for cost estimation purposes.
SCPPS Response: Given the previous discussion about forms and workflows, this may be a department-by-department need and should be disclosed in the proposal as to additional costs if required.
AISWW on 19-Jan-2024 12:37:44 PM CST
If you plan on using existing scanners with this solution, are they ISIS or TWAIN compatible?
SCPPS Response: We currently utilize TWAIN scanners. Proposals should address recommended hardware including scanners as we do not plan to utilize our existing scanners.
AISWW on 19-Jan-2024 12:37:56 PM CST
Can conference calls and web meetings be used for this project, or is on-site attendance a requirement?
SCPPS Response: Please include all options in your proposal.
AISWW on 19-Jan-2024 12:38:10 PM CST
Our customers generally prefer remote training due the ease of scheduling and travel savings. Remote training sessions are recorded and provided to the customer to allow them to reuse as needed. Is this approach
acceptable, or would you require on-site training?
SCPPS Response: Please include all options in your proposal.
AISWW on 19-Jan-2024 12:38:25 PM CST
If we are not selected, will there be any opportunity for a debrief or other feedback?
SCPPS Response: All final tabulations of scoring will be provided as a part of the Board meeting in March 2024.
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