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1401 LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA 94612 510 208 9600 FAX 510 208 9626 www.acgov.org

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 900423

SPECIFICATIONS, TERMS & CONDITIONS For

Enterprise Imaging Solution NETWORKING/BIDDERS CONFERENCES

At 2:00 p.m.

on March 5, 2008

At Alameda County – Public Works Agency

4825 Gleason Dr. Dublin, CA 94568

10.:00 a.m. on

March 6, 2008 At

Alameda County Administration Building 1221 Oak Street, Room 255

Oakland, CA 94612

For complete information regarding this project see RFP posted at

http://www.acgov.org/jsp_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the person listed below. Thank you for your interest!

Contact Person: Mel Go, Senior Contracts Specialist

Phone Number: (510) 208-9610

Email Address: [email protected]

RESPONSE DUE By

2:00 p.m. On

April 4, 2008 At

Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907

Oakland, CA 94612

4/4/06

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 900423 SPECIFICATIONS, TERMS & CONDITIONS

For Enterprise Imaging Solution

TABLE OF CONTENTS

Page 1 of 2 Page

I. ACRONYM AND TERM GLOSSARY .............................................................. 3 II. STATEMENT OF WORK

A. Intent ............................................................................................................... 5 B. Scope ........................................................................................................... 5-9 C. Background ............................................................................................. 10-17 D. Specific Requirements ............................................................................ 18-44 E. Debarment and Suspension…………...………………………………..44 F. General Environmental Requirements……………………………….....44

III. INSTRUCTIONS TO BIDDERS G. County Contacts ........................................................................................... 46 H. Calendar of Events ....................................................................................... 47 I. Networking/Bidders Conference ................................................................ 48 J. Submittal of Bids ......................................................................................... 48 K. Response Format ......................................................................................... 50 L. Evaluation Criteria/Selection Committee .............................................. 50-55 M. Contract Evaluation and Assessment .......................................................... 55 N. Notice of Award ........................................................................................... 56 O. Bid Protest / Appeals Process................................................................. 56-57

IV. TERMS AND CONDITIONS P. Term / Termination / Renewal .................................................................... 58 Q. Brand Names and Approved Equivalents................................................... 58 R. Quantities ..................................................................................................... 58 S. Pricing ..................................................................................................... 58-59 T. Award ........................................................................................................... 59 U. Method of Ordering ..................................................................................... 60 V. Invoicing ................................................................................................. 60-61 W. County Provisions ................................................................................... 61-64 X. Online Contract Compliance Management System ................................. 64 Y. Compliance Information and Records ........................................................ 65 Z. Account Manager/Support Staff ................................................................. 66 AA. General Requirements ................................................................................. 66

ATTACHMENTS

Exhibit A – Acknowledgement Exhibit B - Bid Form Exhibit C – Insurance Requirements Exhibit D1 – Current References Exhibit D2 – Former References

COUNTY OF ALAMEDA REQUEST FOR PROPOSAL NO. NO. 900423 SPECIFICATIONS, TERMS & CONDITIONS

For Enterprise Imaging Solution

TABLE OF CONTENTS Page 2 of 2

Exhibit E – SLEB Certification Application Package Exhibit F – Small and Local Business Subcontracting Information Exhibit G – Request for Small and Local or Emerging Preference Exhibit H – First Source Agreement Exhibit I – Exceptions, Clarifications, Amendments Exhibit J – Standard Agreement Contract Draft Exhibit K - Environmental Certification Exhibit L – RFP Vendor Bid List Exhibit M – Response/Content Submittal; Completeness Check List Exhibit N - Debarment and Suspension Certification Exhibit O – Functional/Technical Specifications

Specifications, Terms & Conditions for Enterprise Imaging Solution

I:\purch\word\ \ .doc Page 3 of 66 4/4/06

I. ACRONYM AND TERM GLOSSARY Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase. 42U 64-bit server platform AIX Advanced Interactive eXecutive Bid Shall mean the bidders’/contractors’ response to this Request Bidder Shall mean the specific person or entity responding to this RFP Board Shall refer to the County of Alameda Board of Supervisors CCITT Comité Consultatif International Téléphonique et

Télégraphique – the organization that sets international communication standards

CSC Shall refer to County Selection Committee Contractor When capitalized, shall refer to selected bidder that is awarded a

contract County When capitalized, shall refer to the County of Alameda DASD Direct Access Storage Device DB2 Database 2 - a family of relational database products offered by

IBM DBMS A collection of programs that enables you to store, modify, and

extract information from a database DES Data Encryption Standard DHCP Dynamic Host Configuration Protocol DMZ Demilitarized Zone EBF Emergency Bug Fixes Environmentally Preferable Products

Products manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner

EPA United States Environmental Protection Agency FAQ Frequently Asked Questions Federal Refers to United States Federal Government, its departments

and/or agencies F.O.B Shall mean without charge for delivery to destination and placing

on board a carrier at a specified point (Free On Board) GIS Geographic Information Systems GIS-ESRI Geographic Information Systems - Environmental Systems

Research Institute HIPAA Health Insurance Portability and Accountability Act HSM Hierarchical Storage Management HTML HyperText Markup Language HTTP HyperText Transfer Protocol



HTTPS An extension to the HTTP protocol to support sending data securely over the World Wide Web.

IBM International Business Machines ID Identification ISIS Intermediate System-Intermediate System is an (ISO) hierarchical

where IS routers exchange routing information based on a single metric to determine network

ISO International Organization for Standardization Labor Code Refers to California Labor Code LAN local-area network MS Microsoft MSDS As used herein shall refer to Material Safety Data Sheets

NAS Network-attached storage NAT Network address translation ODBC Open database connectivity OSHA Refers to California Occupational Safety and Health

Administrations PAT Peripheral allocation table PBTs Persistent, Bioaccumulative Toxins including compounds such as

dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA’s website at www.epa.gov/opptintr/pbt/

PDF Portable document format Proposal Shall mean bidder/contractor response to this RFP PO Shall refer to Purchase Order(s) RAID Redundant arrays of independent disks Request for Proposal Shall mean this document, which is the County of Alameda’s

request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein. Also referred herein as RFP

Response Shall refer to bidder’s proposal or quotation submitted in reply to RFP

RFP Request for Proposal SAN Storage area network SLEB Small Local Emerging Business Source Reduction Refers to products that result in a net reduction in the generation

of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging.

SQL Structured query lanquage State Refers to State of California, its departments and/or agencies TCP/IP Transmission control protocol / internet protocol



TIFF Tagged image file format TWAIN Technology without an interesting name VPN Virtual private network VRS Virtual ReScan WAN Wide area network WS-I Web Services Interoperability XML Extensible markup language Z/OS IBM’s flagship mainframe operating system

II. STATEMENT OF WORK

A. INTENT

Alameda County is seeking an imaging solution which provides the functionality and flexibility to meet current needs and facilitate the ability to easily adapt to future business processes and technological changes. The County intends to award a three (3) year contract with option to renew to the bidder selected as most capable of meeting the County’s requirements. BIDDER MUST HAVE SUCCESSFULLY INSTALLED THE PROPOSED APPLICATION IN A PEOPLESOFT ENVIRONMENT. THE PROPOSED APPLICATION MUST BE PROPERLY FUNCTIONING IN THE PEOPLESOFT ENVIRONMENT AT THE TIME OF BID SUBMITTAL (NO EXCEPTIONS). In addition to comprehensive application functionality, a technical architecture is required that can effectively handle current and future volumes and can be installed and operated in a cost effective manner. In that regard, the ability to fit with the current County infrastructure (hardware, software, support) has significant cost advantages. If however, utilizing the existing infrastructure imposes limitations (functional, performance, etc.), alternate solutions should be proposed.

It is also the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products. Specific requirements from the County’s Resource Conservation & Recycling Program related to this bid are included in the appropriate bid sections.

B. SCOPE

This section provides an overview of the requirements of Alameda County’s Imaging System and Application Software Requirements. The County anticipates a two-phase implementation as follows:



Phase 1 Image-enable PeopleSoft Accounts Payables with knowledge transfer,

completion by December 30, 2008 Phase 2 Migrate the Assessors Imaging application to the new solution, completion by

June 30, 2009 Upon completion of the phases above, it is expected that sufficient experience and knowledge has been gained by County technical staff to provide on-going first line support and the ability to deploy future implementations/conversions within the County. Supplemental Bidder support would be provided only as required. The new Imaging System is expected to be a robust system which supports the various departments and agencies of the County and can be easily integrated with other business application systems. The new system is envisioned to represent proven state-of-the-art technology employing features that provide flexibility and ease of maintenance to effectively handle changes in the County’s business. System capabilities should be available centrally and distributed for various departments and agencies, as appropriate. Image scan, index, search and view capabilities should be user-friendly and intuitive. An intelligent OCR system designed to find key information on scanned images and build key indexes, is required. Overall, the new system should provide the user with ready access to all necessary data, have good response time, reduce paper shuffling, and be cost effective to operate. This undertaking constitutes a significant commitment for the County. One of the requirements for a successful long-term relationship between the County and the bidder is excellent customer support. It is required that the bidder provide integration services necessary to implement the proposed solution. We envision a partnership between the County and Bidder with the common goal of a successful implementation. In order to provide this support it will be important for the bidder to have resources with expertise on their product and also have the desire and ability to understand Alameda County and how it does business. It is expected that Bidder’s responses clearly indicate how the proposed solution satisfies the requirements and provide a clear understanding of the amount of customization that would be necessary to accommodate unique County requirements. The requirements included in each section contain specific desired capabilities. While these requirements are not all-inclusive, they are designed to ensure coverage of the topic and provide an understanding of the completeness of the software under review. The Bidder should review and carefully consider each of these requirements in light of their currently available packaged software’s capability to provide for them. Included in this document, you’ll find a questionnaire requiring your response. Answer the questionnaire as completely as possible. All answers must be based on the currently



available release of the software. It should be noted if the capability is not currently available but is planned for a future release. Exhibit O of this RFP provides the required format for Bidder responses. Use it to indicate compliance with the requirements stated in this document as well as provide any supporting explanation, as necessary, to describe how each capability is accomplished. Altering the format described in Exhibit O is not permitted except to provide additional space for a bidder response. Comments regarding any of the items in Exhibit O may be added immediately following Bidder’s response, and should reference the item number. Responses to open-ended questions should be added at the end of each section. 1. General System Characteristics

The County is seeking an Imaging system that can be fully integrated with existing and future business applications, as well as implemented as a stand-alone document-imaging solution. The system must meet the functional and technical requirements in a cost-effective manner and provide adequate flexibility to address the changing needs of the County and to derive benefits from future advances in technology. Filing, copying, retrieving, routing documents for approval or further processing is time consuming and prone to errors. An automated cost-saving approach is needed for the following tasks:

a. To scan and index documents such as invoices at distributed department locations

or scan documents at designated central departments. b. After scanning, be able to intelligently OCR a page to find key information needed

to build key indexes and provide key information to the imaging system and systems interfaced to imaging.

c. To automatically route the images to department personnel for approval or

processing based on configurable business rules. d. To replace and/or enhance the current scanning/archiving/storage mechanisms

used in the departments. e. To simplify the business process of handling paper documents. In the case of the

PeopleSoft Payables System the system must be able to fully replace the current routing, approval, mail delivery of paper invoices and the central filing system for the vendor invoices.



f. To speed up the manual process of document routing and approval via automated workflow.

g. To allow full integration between the imaging system and business applications

like PeopleSoft, ESRI GSI other home-grown applications. h. To provide a secure and efficient image storage, transmission and archiving

mechanism.

i. To allow Internet viewing of scanned images. j. To allow viewing of images and updating of indexes from the business

applications.

2. Technical Solution

The Technical Description/Overview section discusses the County’s current network, hardware and software environment. This RFP requires the bidder to include the acquisition but not the installation of hardware upgrades. The County will consider all bidder’s solutions or proposals. The bidder should, however, be aware of the County’s existing hardware, operating systems, database systems, network environment, and protocols as outlined in Technical Description/Overview section. The proposed solution must show a proven, acceptable level of performance and successful implementation at other sites using the same or comparable configuration. The selected solution will be that which provides the greatest overall benefit to the County with respect to functionality and cost. Because of the County’s existing infrastructure, standards, and experience, the utilization of similar software and hardware could provide a significant strategic and cost advantage. It is essential that the bidders clearly state all costs and components/resources (hardware, software and support) that will be needed in order to effectively operate the proposed solution to include:

a. Hardware and Software for each of the 40 scanning locations. b. Scanners to support each scanning location. c. Workstations needed to support the scanning functions. Workstations should

include Windows Vista, 2 gig of Memory and two 19 inch flat panel monitors. d. Front end software to be installed centrally or at each scanning workstation for

scanning and image enhancement.



e. Intelligent OCR software to find key information needed to build key indexes and provide key information to the imaging system and systems interfaced to imaging.

f. Any necessary third-party software, if applicable. g. Hardware and Software to support the imaging and database services. h. Web servers and versions planned for implementation. i. Database systems and versions planned for implementation. j. Storage devices. k. Archiving facilities. l. Imaging software allowing Internet access of images.

The bidder’s solution must describe how integration between County supported applications and the imaging solution is achieved. Expected integration includes features such as:

a. Automated viewing and index updating of stored images from the Application b. Automated data extraction and verification, if applicable c. Application customization, if required d. Any Client Installation/Configuration for each client, if required e. Any features to automate data entry and avoid double entry (for application and

imaging system entry)

3. Customer Support

Customer support will be required in all phases of project implementation and ongoing operations. Specific requirements for customer support are detailed in the Customer Support section on page 36. It is requested that the bidder provide system implementation services for the first phase and second phase. It is the County’s intent to provide appropriate resources and expertise to co-manage and assist in the implementation and to achieve a rapid transfer of knowledge that will be necessary for future implementations, enhancements and operation. The selected bidder will present a plan to transfer knowledge to County staff of the skills necessary to analyze, configure, integrate and deploy additional document archive and management solutions. It is essential that Bidder make their resources readily available to assist the County as the situation requires. Some of these resources will be required at Alameda



County facilities; others, such as telephone hot line support, can be handled remotely. It is expected that, based on prior experiences, the bidder will recommend areas where County resources will be required for successful implementation and operations. In addition to installation and implementation services, on-going support for maintenance releases and upgrades, problem determination and resolution will also be needed. Some of the resources anticipated to be provided by the County during implementation include:

a. Overall Project Management b. Current Business Process Expertise c. Analysis and Programming assistance d. Infrastructure, DBA and System Administration assistance

e. Server installation and configuration f. Training and support solutions should detail the Bidder’s approach to:

i. User training ii. System administration training iii. Technical training for maintenance and future upgrades iv. Manuals and documentation v. On-going technical support and the availability of this support vi. Product Support and upgrades

C. BACKGROUND

The County maintains and operates a variety of custom-built and commercially available current applications. The bidder’s imaging solution must provide integration with image enabling of these applications.

1. PeopleSoft Payables

The County’s accounts payable system is based on PeopleSoft Payables (version 8.4) with in-house customization. The system is distributed, not centralized, in that each department is responsible for creating vouchers in the system. Vendors mail invoices



directly to county departments. The Department Claims Processor receives the invoice and enters it into PeopleSoft by creating a voucher. The voucher will be approved by departmental approver through PeopleSoft’s departmental approval workflow. Then the original invoice and supporting documentation is sent to the Central Auditor’s Office for approval. Vouchers must be approved by the Central Auditor’s Office before the payments are issued, and the approval requires that the original invoice and any other associated documents be received in the Auditor’s office. The imaging system should provide seamless integration into PeopleSoft Accounts Payable. The following is a brief description of the anticipated business process: 1) Invoices and Supporting documentation are received or created at departments and

then scanned.

2) Key data is digitally captured from the scanned image, and presented to the user for verification.

3) Scanned invoices can then be used to create vouchers in the PeopleSoft Payables with key data captured from the image automatically populating the Voucher Entry page.

4) When the voucher is saved in PeopleSoft, the remaining key data, such as Set ID, Voucher ID, Vendor ID, are automatically sent back and indexed with the scanned image.

5) When vouchers are retrieved in PeopleSoft, an icon, link or button appears, which, when clicked, will pull back a list of images associated with the individual voucher. When the user clicks on an image, the image will automatically open.

6) Voucher Approval Workflow can be triggered either from the PeopleSoft application, or from the Imaging Workflow.

2. Application Development

Web-based applications, both Internet and Intranet, are currently being developed using two different technologies. Some applications are written in Java using IBM’s WebSphere Product Suite and are hosted on a WebSphere Applications Server (WAS) running in an AIX environment. Other applications are written in ASP.Net 2.0 using VB.Net. These applications are developed using Microsoft’s Visual Studio 2005 Professional Edition and are hosted on Windows Server 2003 servers running IIS 6.0. The imaging solution needs to be able to integrate with internally developed PowerBuilder applications as well as third party applications such as ESRI GIS.



a. Client-Side Technologies

Both the Java and .Net based web applications display pages that are comprised of only HTML. Neither applets nor ActiveX are used in these applications. However, the imaging solution provided should not preclude the use of either of these technologies. In addition the imaging solution should not preclude the use of other client-side technologies such as Adobe Reader, Adobe Flash, Windows Media Player, Real Audio, Autodesk’s Map Guide, ESRI’s GIS products.

b. Imaging Solution’s Integration with Web Based Applications

The imaging solution needs to be able to integrate with web-based applications at two basic levels.

i. Integration with the client-side presentation.

ii. Integration with the server-side applications.

c. Client-Side Integration - how a user would interact with the imaging solution. The

following are some examples of client-side integration:

i. Passing the name of an individual to the imaging solution and having it return a list of all of the police reports associated with the individual. The user may then select which report to display.

ii. Passing a model number of an item to the imaging solution and having it

display the owner’s guide for the item. iii. The manner in which the imaging solution interfaces with the screen needs to

be fully explained. The explanation needs to include both the placement of imaging related objects (buttons, links, etc.), as well as how information can be passed from the host application to the imaging solution.

iv. In addition, Internet-based applications should be able to display images

without the use of any additional code being deployed on the user’s computer. These applications are strictly “view only” and the user is not going to be interacting with the image a great deal.

d. Server-Side Integration - how the application can interact with the imaging

solution on a server-to-server basis. The following are some examples of server-side integration:

i. Allow the hosting application to retrieve a list of all of the documents for a

given set of index values that the application can then format and display on the screen.



ii. Allow the hosting application to add, update, and/or delete an index value for a

specific image. iii. Allow the hosting application to add a new document to the imaging solution

and then to index it.

e. Other Web Issues

In the case of both client-side and server-side integration, a means to integrate the host application’s security model with the imaging solution is very important. At the present time, web-based applications employ two different security models:

i. Native Active Directory Integration

Some applications utilize the inherent security features of IIS and .Net to integrate directly with Active Directory. These applications are not limited by the multi-domain, multi-forested environment.

ii. Application Managed Security

Some of the applications maintain their own security information (stored in database tables) and control access to both the applications and functionality internally.

3. Existing Imaging Implementations

The County currently has implemented a number of imaging applications to support department needs. In order to achieve efficiencies and overcome limitations with future expansion of these applications, it is the County’s intent to convert one of these applications to the new imaging solution. The following is a brief description of the Assessor’s implementation, which will be the focus of our first conversion included in Phase 2.

Overview: The Assessor uses a document imaging solution for the volumes of documents they are currently storing. These include both documents sent to the Assessor from the Recorder’s Office and documents that the Assessor creates.

Currently Deeds, Preliminary Change of Ownership (“PCOR”) and many other document types are scanned and hosted in the Recorder’s Office. The images and index information for these documents, are then imported weekly into the Assessor’s



imaging system by way of an interface. A new system would be required to provide for this same functionality.

Average number of Images imported per run: 6,500 (0 – 12,000) Current Volumes: Imported Images: 1,264,720

Scanned Images: 41,580

Additionally, Change of Ownership (“COS”) and manual PCOR’s associated with unrecorded deaths (“I&A”) and various Other Exemptions (“OTEX”) documents are scanned and indexed manually by the Assessor’s Office. All documents are organized in a logical directory structure configured to meet the Assessor’s requirements. These documents are viewed and may be annotated (updated) in the Assessors Office based on security privileges.

There are five Security Roles in the Assessor’s Office for Document Imaging. They are OTEX Update, OTEX View, Assessor Update, Assessor View, and Modify Permissions.

The following is an example of the Logical Document structure associated with those documents.



4. Infrastructure

Alameda County’s Information Technology Department (ITD) supports a geographically dispersed user and customer community. ITD is responsible for supporting and providing needed information to these users. All services are supported continually and must have redundancy. The current Alameda County infrastructure consists of the following environments:

Supported hardware platforms are IBM z-series mainframe, IBM RISC servers, and x86 servers (32 and 64 bit). The storage infrastructure consists of IBM ESS, Dell (EMC), and Dell (Brocade) hardware. The storage capacity is approximately 100 terabytes. Client and customer hardware configurations are varied, including both thick and thin clients.

Software applications and operating systems used in Alameda County are very diverse. Each platform is used for their particular strengths in a specific area. The server operating system platforms consist of IBM zOS, IBM AIX, and Microsoft Server 2000, 2003 and 2003R2 (32 and 64 bit each). Client and customer workstations operating systems are inclusive of all Microsoft Desktop operating systems. The enterprise database environments consist of IBM DB2 and Microsoft SQL Server. The web server infrastructure is hosted by Microsoft IIS and Apache. Client web access is achieved through either Microsoft IE or Mozilla Firefox. The middleware layer is executed through either IBM WebSphere or the ASP.Net



framework. Development in these environments is achieved through the use of IBM’s WebSphere Product Suite or Microsoft Visual Studio Suite. Client and customer application distribution and use depend on the needs of the individuals. Network connectivity is achieved through the Cisco Safe Architecture Blueprint. The core layer is comprised of Cisco Catalyst switches, which provide high bandwidth and availability through the core backbone. Likewise the distribution is comprised of Cisco Catalyst switches, providing high bandwidth and availability. Access layer network connectivity is achieved through Cisco routers via serial WAN and metropolitan Ethernet connections. Network security is delivered in layers with redundant Cisco PIX firewalls implementing access control. These firewalls protect network access from three distinct areas, external customers accessing e-commerce resources, external business partners accessing county resources, and law enforcement agencies accessing law enforcement resources. In addition, Cisco firewalls are implemented to provide security segmentation for the SQL database environments. The load-balancing functions for servers in these areas are performed by Cisco load-balancers, one pair for the intranet and another for the e-commerce area. Microsoft ISA servers provide additional application filtering for e-commerce applications. Alameda County will provide space for the infrastructure based upon the server infrastructure requirements. Installation of the server infrastructure will be a joint collaboration between Alameda County Information Technology Department and the bidder. Implementation and training resources will be made available by the bidder, on a schedule provided by Alameda County. The bidder will provide the Hardware for the infrastructure. Each bidder must:

a. Provide the recommended scanner with models and quotes. The scanner should be

able to provide images in color and grayscale. b. Provide recommended platforms and corresponding configurations for all servers

(WEB, Application, Imaging, Workflow, Database, etc.) required for the proposed solution.

c. Provide information in detail about format of the scanned images in terms of file

format, database or metadata format. d. Provide the storage devices in this proposal giving size recommendation for both

color and grayscale images. e. Provide the archiving devices and recommendation.



f. Provide recommended workstation (client PC) configurations. Describe compatibility to support County’s existing PC workstations. Most of them are installed with Windows 2000 or Windows XP. New machines purchased by the County since 2007 may have been installed with Windows Vista.

D. SPECIFIC REQUIREMENTS

This section describes bidder’s specific requirements of the proposed solution. It is important to note that the proposed solution/application must have been successfully installed and currently functioning in a PeopleSoft environment.

Minimum Vendor Qualifications • Bidder shall be regularly and continuously engaged in the business of providing

enterprise imaging solutions for at least three (3) years. • Bidder shall possess all permits, licenses and professional credentials necessary to

supply product and perform services as specified under this RFP. 1. FUNCTIONAL DESCRIPTION

This section is organized by first giving a general description of how the County envisions that the system will work. Functional Requirements begin on page 21

a. Scanning and Imaging

Documents will be scanned at each department’s scanning location which are scattered throughout the County. Departments should be able to retrieve the scanned images from the imaging software or the business application. Details of scanning process are to be specified depending on the scanners and scanning software selected. Bidders should provide detailed process description including but not limited to the following areas:

i. How to segregate pages that belong to different invoices. ii. Ways to import images and indexes that have either been pre-scanned or

are coming from another imaging system.

iii. How to export images and the related index information from the imaging system.

iv. Any automated tools to derive information (OCR) from the scanned page.



b. Manual and Automated Indexing Designated staff in the department will process and/or index the scanned documents. Documents must be able to be indexed manually. Users should be able to view the document at the same time they see a list of the indexes related to that type of document. The user will determine the index information and either type in that information into a field provided or select from a provided list of acceptable values for that index field. Index fields will be configurable to be required or not. An automated system of indexing must also be provided as part of this Bid. The system must be able to OCR a scanned page, determine where key information is on the page, and be able to provide index information to the imaging system in an automated fashion. (a zone OCR search will be insufficient to meet this need.) Personnel should be able to verify the index on the computer screen by having the image viewer opened side-by-side with the indexing window. Any index can also be entered manually if needed.

c. Annotation and Search

The user will be able to highlight the images, make notes, redact or markup any sensitive information. The users need the capability to do an index search on the scanned invoice images. The users may choose to retrieve/extract the indexing information from a business application while indexing. The option of extracting information from the application data must be available from the imaging application.

d. Security

With levels of security set up, the system must control what users can access and what functions they can perform with documents. Administrators should be able to configure the rights of both individuals and groups to both documents grouped together and individual documents. For example, some users may be able to annotate and add comments to documents while others may only see the redacted document. The Security should provide for both centralized administration of security as well as distributed administration within the various County departments. All functions should be controlled and made available to users by way of the security. Functions may vary depending upon the document the user is accessing. Users of various county departments should have access to invoice images pertaining to their own department but not the ones that belong to other departments. Department managers should have the rights to hide any department confidential information with markups. Security must be limited to people within the department to view the hidden text. Any search capability will be controlled by



the same security limitations. Integration with Active Directory to authenticate is required; authorization through Active Directory is preferred but not required.

e. PeopleSoft Integration or APIs to facilitate the integration

i. PeopleSoft Integration

The integration with PeopleSoft Payables should be fully streamlined. By a keystroke or a mouse click, the user should be able to switch between the online screens of PeopleSoft payables and the ones of the imaging system. The staff designated to create indexes and annotate on invoice images may also create vouchers in PeopleSoft Payables. PeopleSoft’s A/P Business unit and voucher number should be part of the index of the invoice images. Indexes such as vendor id and voucher info can be looked up against PeopleSoft system and relevant data should be validated against PeopleSoft system. Bidders should provide details about the integration which avoids double entry of information, such as voucher number and invoice number. Once the voucher is associated with the corresponding invoice image, the workflow system will route notification to multiple levels of approval. Staff will review their work queues and perform their voucher approvals. They will be able to retrieve imaged invoices as needed. The workflow should either be integrated with PeopleSoft’s workflow or be an integral part of the imaging system. Bidders should describe the workflow system included with the Imaging System.

ii. Other Business Applications

Other business applications include PowerBuilder client-server applications, ESRI GIS application and web (internet and intranet) applications written by the County in Java and Visual Basic .net.

Users of these business applications should be able to retrieve the indexed image(s) by clicking a button or hyperlink provided in that business application. The imaging system will process the request and present the user with the associated image, or a list to pick from, when multiple instances are encountered. The user will select the image in the case of multiple instances for further processing as application workflow demands. During this process, the user may choose to include additional indexing information that might not be available to them during the indexing process. The user may also choose to annotate or redact the images from within the business application.



For GIS ESRI integration, the GIS staff will link images that might be associated with a particular parcel or parcels. The staff can also link other types of objects (linking light fixtures, manhole covers, drainage inlet, drainage pipe segments, and septic tank locations) in the GIS. These documents could include design drawings, photographs, etc. The GIS user will also lookup the documents that are associated with a particular object such as drainage inlet, but identify a larger area, such as a city block, several blocks, a square mile, etc., and have the system display the associated documents.

f. Archiving, Storage and Purging

Invoices scanned for the Accounts Payable System should be kept available online for minimum of five (5) years. After that time, the images will be moved to offline devices and kept for longer periods of time or indefinitely. If the bidder system has archiving and retrieval capabilities, Bidders should describe the details of the functionality and include any needed hardware and software in this bid. There are other requirements to purge certain images periodically based on the rules governed by other department’s business processes. Bidders must describe the details about their imaging system’s purge process.

g. Volumes

The images can be accessed at departments via the Imaging Application or the Business Application.

i. PHASE 1

The estimated number of images to be scanned and stored from Accounts Payable system is 30,000 pages per month.

ii. PHASE 2

The estimated number of images scanned or mass imported into the system at the County can be at least 90,000 pages per month.

h. Users & Support Staff

Server backups and all other system administration will be done in ITD.

i. PHASE 1 There will be 50 to 60 users at the Auditor’s office and total of 50-120 users at the 40 department sites. Average number of concurrent viewers/users should be around 40 to 75.



ii. PHASE 2 There will be 250 + users at the 40 department sites. The average number of concurrent viewers/users should be around 60 to 100.

2. FUNCTIONAL REQUIREMENTS

This section lists detailed functional requirements. Bidders must respond to each item on Exhibit O found at the end of this RFP.

a. Document Scanning and Quality Assurance

i. Documents should be able to be scanned in batches to allow high-volume

input in a production environment. ii. Auto-detection of a document separator should be provided for multiple

documents while scanning batches. iii. De-centralized scanning operations (remote locations) are supported. iv. Centralized scanning operations (back office) are supported. v. Bar codes should be able to be used to facilitate indexes. vi. Support for automated indexing through an interface to a Host application

should be provided. This includes integration to other Systems for automatic indexing via code written in .Net or Java.

vii. Manual indexing should be available. There should be the capability to

allow User- Specific Indexing Panels setup during configuration, allowing the user to enter the indexing information.

viii. Full text and Zonal OCR capability should be provided. ix. Indexes should be configurable and provide the user a prompt prior to

scanning. x. Distributed Batch-level indexing should be supported. xi. Distributed page-level indexing should be provided. xii. Scanning settings should be able to be saved and re-used. xiii. Virtual Rescan Support (VRS) should be supported. xiv. Duplex Scanning should be supported.



xv. Reverse duplex scanning should be supported. xvi. The user should be able to delete blank pages. xvii. Quality assurance confirmation (QA) of scanned batches should be able to

be distributed allowing the allocation of QA work to locations/resources outside of the scanning facility.

xviii. Performance of QA on images should be provided at scan time.

b. Object Indexing

i. Multiple indexes must be supported. ii. The imaging solution should have the ability for all fields to be marked

“required” or “not required”, depending on the type of data being entered. iii. Regular expressions (Social Security Numbers, Telephone numbers etc),

and data transformation (The process of redefining data based on some predefined rules.) for the index/keyword information should be supported.

iv. Be able to choose pre-defined index values via a pick list/drop-down menu. v. Support the population of a pick list/drop-down menu by way of a database

or tab/comma separated file. vi. Support the indexing of multiple images as a group without re-keying the

index data (a single index set can be applied to a group of images). vii. Large batches of scanned documents should be able to be indexed

automatically by retrieving additional index values from another database.

c. Electronic Capture and Object Support

i. A variety of objects should be able to be captured (paper forms, photos, IDs, faxes, e-mails and more) into a single, electronic repository.

ii. There should be support for compound objects (page 1 = TIFF, page 2 =

Word doc, page 3 = other, etc.).

iii. Documents should be able to be commingled, stored, retrieved, and linked electronically without additional software.

iv. The ability to import and display a wide range of object types, including

Word, Excel, PDF, JPEG, Audio Files, Video Files, Bitmaps, HTML and XML should be supported.



v. Desktop clients should be able to import files ad-hoc into the imaging

system. vi. The system should allow for the setup and schedule of bulk import of

images and indexes.

d. User Interface/Viewer

i. The system should provide for the retrieval of documents directly from the business application based on the user’s context, without requiring programming changes to the application.

ii. Be able to display documents side-by-side with records displayed in the

business application. iii. Allow for single-page or multi-page viewing. iv. Be able to view more than one document simultaneously to allow side-by-

side comparison. v. Be able to pan a document by adjusting the zoom position on an image via

“grab and drag” within viewer. vi. Provide the user the capability to create document notes such as keywords,

sticky notes and other forms of annotation. vii. Provide redaction capability for the document. viii. Save the redacted information and the original document separately. ix. Allow the user to rotate documents and save the rotated views. x. Allow the user to reorder pages within a single document. xi. Provide for re-indexing, moving, copying, and deleting pages within a

single document as defined in by security permissions. xii. Allow the user to copy and move pages from one document to another. xiii. Provide an interface with MAPI e-mail clients for ad hoc routing of

multiple pages or images via e-mail (outside of the imaging system’s workflow).

xiv. Provide the capability to jump to a specific page within a document.



e. COLD/Computer Output Management

i. The system should accept basic and advanced print streams in ASCII, TXT,

IBM AFP, Xerox Metacode, PostScript and HP PCL formats. ii. Allow for the monitoring of different directories for each type of print

stream. iii. Be able to convert advanced print streams into searchable, non-proprietary

PDF files.

f. Retrieval and Search

i. Provide for integrated document retrieval directly from business application.

ii. Allow for the manual image/object retrieval via simple index search. iii. Support a partial index value search. For example, if the document is

indexed on Last Name, First Name, and Social Security Number (Smith, John 999-99-9999); a search on the Social Security Number (999-99-9999) should bring back the relevant imaged information for John Smith

iv. Build complex, multi-field searches using conditions that include operators

like “AND”, “OR”, “LIKE”, “IN”, range, exact match and wildcard annotations.

v. Allow for “tree structure” browsing of search results and for exploring the

document repository. vi. Provide the ability to perform full-text search of the content for scanned

images with support for various document formats, including Word, Excel, PDF, WordPerfect, HTML and XML. Full-text query options should include wildcard searches, fuzzy searches, sounds-like and phonetic searches, stemming and synonym expansion, proximity searches, relevance ranking, and query-by-example. Automatically highlight search terms found in the document.

g. Annotations (based on security permission)

i. Provide the ability to customize user options for annotations.



ii. Annotations should be able to be added, resized or deleted (with security permission).

iii. Allow the user to add text comments. iv. Provide the ability to highlight portions of the page. v. Allow the use of solid masks (redaction) determined by security

permissions. vi. Provide an Audit trail of the annotation creator (i.e., notes author and

date/time) vii. Control the ability of specified users to create/delete/view annotations.

h. Printing, Exporting

i. Ability to print to any print device, such as a standard desktop/network

printing service. ii. Capability to print with or without annotations (including redaction). iii. Ability to print selected pages within a multi-page document. iv. Ability to print multiple pages. v. A user should be able to email single or multiple pages of a document, with

or without annotations (including redaction). vi. Single or multiple pages of a document should be able to be exported with

or without annotations (includes redaction). vii. The system should have the option to export images and indexes as PDF

with and without annotations (includes redaction). viii. Option to export index values for each document page.

i. Workflow

i. Ability to be supported by configuration administration without

programming. ii. Provide a drag and drop graphical workflow design tool.



iii. Ability to assign users to queues with assigned rights to documents within

queues and document routing developed without writing any software code.

iv. Basic workflow rules should be configurable through GUI. Scripting capabilities should also be provided for advanced workflow rules.

v. Workflow can be used standalone without integration into the business

application. vi. Workflow deployment can be optional for some users. vii. User access to workflow is controllable providing rights to queues and

routing rules. viii. Time-based alarm triggers can be set based on duration of document in

queue. ix. Alarm triggers can prompt alarms (such as e-mail, visual, audible and

pager) when documents are received or alarm conditions are met. x. User actions and document flow can be captured, including the queues the

item has been in, every time it was touched by a user, the action taken and additional relevant data captured for reporting.

j. Integration

i. PeopleSoft Integration

a) Describe how to streamline the process to capture data from the forms and populate the PeopleSoft fields like Vendor name, Invoice Number, Invoice Date, Invoice Amount, etc.

b) Describe any data lookup process between Imaging system and

PeopleSoft Payables.

c) Describe any data validation between Imaging and PeopleSoft Payables.

d) Describe the integration between Imaging and PeopleSoft Payables, including the capabilities to switch between the online screens of the two systems through a keystroke or mouse click.

e) Briefly describe your prior history of integration with PeopleSoft

solutions. Please provide a minimum of three (3) contact names and



phone numbers of past installations which involved imaging integration with PeopleSoft Accounts Payable. Note what versions of PeopleSoft were in use at the time.

ii. Integration to Other Applications

a) Describe the methods of integration of the imaging application with our

other business applications which include Client Server applications authored in PowerBuilder 9.x, web applications (both html and non html based) written in Java (WSAD) and Visual Basic .Net. In addition the County has implementations of GIS-ESRI.

b) Describe the methods of integration that the imaging application would

use to access our business applications to look-up values, set values, or open records, especially during the indexing process.

c) Briefly describe your prior history of integration with home-grown,

custom client server applications written in PowerBuilder Client Server, web applications written in Java (WSAD /RAD /Web Sphere on AIX) and .Net. (Visual Studio 2005/ VB.net/ IIS on Windows 2003). In addition, describe your history of integrating imaging applications with GIS ESRI.

k. System Administration

i. A graphical administrator interface should be provided for system

administration. ii. Automatic log off should be provided based on a time limit. iii. Allow the disabling of user accounts without deleting them. iv. Ability to give multiple users permission to a workflow queue in one step. v. Clients can be monitored as required for auditing purposes. vi. Server log files can be viewed from the administrative GUI.

l. Reporting

i. Pre-developed reports are provided along with some custom reports and a

run-time report viewer.



m. System Auditing

i. Provide a complete audit trail of revisions, changes, and edits to information in the database.

ii. Provide the ability to configure multiple audit templates, via a GUI, to log

imaging system functions (such as who viewed, deleted, or re-indexed an object, where the user connected from, when the user performed the action, and their session information).

3. TECHNICAL DESCRIPTION / OVERVIEW

To meet the functional requirements, the system should reflect the high-level design described in this section. The specifics of the design will depend on the individual system offerings of the bidder chosen. The County would like to implement the product using the architecture available. If the bidder’s solution does not fit into the county’s architecture, Bidder must make recommendations for a cost effective solution. Note that this RFP requires the bidder to include the acquisition of all needed hardware and software components necessary to accommodate the bidder’s solution.



The logical diagram, representing the current infrastructure, is divided into several areas Internet, DMZ and trusted network. The trusted network is comprised of Application Servers (PeopleSoft -Web Logic, Java-Web sphere and .Net –IIS Servers), Storage Area Network (SAN), Enterprise Database server, Print Servers, Authentication Servers (Active Directory) and Exchange Servers. The imaging application will interact with all of the services like email, authentication, data storage either on SAN or database, and print services on the trusted network. The DMZ would be used to host an application server that will be interacting with the imaging application in the trusted network to provide internet users access to the images in the imaging system. The “View, Processing” workstation is typically the user workstation at departments with view access to the imaging software via the business application or directly through imaging software.



The following section describes technical requirements of the system that are not specifically linked to a particular functionality. Bidders must respond to each item and provide the corresponding cost.

4. TECHNICAL REQUIREMENTS

This section describes the technical requirements to implement the imaging solution. Included are any County requirements based on existing implementations of document imaging in the County. a. Scanning Software

i. Provide a list of recommended scanner models with price quotes. The

scanner should be able to provide images in color and grayscale. ii. The scanning software should be compatible with existing Fujitsu Scanners

such as Fi-4340C with VRS, Fi-5650C with VRS, Fi-5120C,Fi-4750C, Fi-5220C,Fi-5720C,M4097D.

b. Imaging Software

i. The bidder should provide information in detail about format of the

scanned images in terms of file format, database or metadata format. ii. The imaging software must have the ability to accept images in random

order and present them later in sequence by defined key fields. iii. The bidder should describe any image enhancement capabilities to assure

good quality images from documents. iv. Any supported version control check-in/out system for imaging system

versions should be described. v. The imaging software must provide ways to import and export images in

the system in standard formats like PDF or TIFF. vi. The system must deliver consistent browsing and retrieval performance

regardless of number of users and document size.

c. Integration /Web Services

i. Explain the mechanism to link PeopleSoft Payable to the imaging system. ii. Describe the configuration and customization work, including PeopleTools

screen shots.



iii. Describe options for both programmatic and non-programmatic integration. iv. Describe the mechanism to retrieve a group of documents (ex. retrieve all

invoices belong to one vendor). v. Describe how to update a document’s index values. vi. Describe how to move the documents depending on the data value in the

imaging database or application database. For example, when the document status is open, the documents are available in the open folder of the defined structure; when the status changes to closed, the documents must be moved to a closed folder in the structure.

vii. Describe how to retrieve a document’s comment or annotation. viii. Describe how to update a document’s comment.

d. Workflow

i. Bidders should provide configuration tools to configure the application’s

workflow capabilities. ii. Workflow capabilities must be able to automatically schedule, assign and

notify users of process tasks based on configuration. iii. Work queues should be provided that show only documents of a specific

pre-defined document subset.

e. Interoperability

i. The imaging software must support placing documents in the workflow process from any location, using any business application.

ii. The imaging software must allow development of interactive applications

based on Web Services Interoperability (WS-I) standards, maximizing options for development environments and platforms.

f. Imaging Database

i. Provide the recommended imaging database system. The database must be a production class DBMS to ensure data integrity at all times, which



includes backup and recovery capabilities. The County’s PeopleSoft Payables database system is currently an Enterprise SQL Server Platform. Indicate the compatibility of integration.

ii. Explain the ability to back-up and restore data and images independently as

well as provide disaster recovery capabilities.

iii. Explain the method used to assure high availability of the system for users.

g. Infrastructure

Alameda County Infrastructure Services Group has the following requirements to implement an imaging application. These guidelines should be used as a framework in conjunction with our current infrastructure for evaluation of an appropriate solution. In addition to a production environment, a provision should be made to include hardware and software to support an environment required for development, testing, and training used by the programming and support staff in ITD. All solutions should be based on best practices of their respective technologies.

i. Server

(a) Authentication integrates with active directory for user ID and

password validation. (b) Provide support for load-balanced and failover environment. (c) Bidders must describe any browser security settings that could affect

the ability for the imaging solution to function. For example, the use of JavaScript, ActiveX, cookie, etc. (essentially anything the user may disable on their browser) should be documented.

(d) Hardware specifications should be for equipment able to be housed in

an industry standard 4-post enclosed 42U rack. (e) List any supported software tools for test automation and stress

testing.

(f) Provide a diagram of the environment used to host the system including all servers and storage as well as the clients. Include any necessary redundancy to assure high availability of the system in the backend of the environment.



(g) Explain the process of automated failover or redundancy in the infrastructure.

(h) Describe the recovery process in the event of a system or hardware

outage.

(i) Describe how the system would scale to meet the demand of an increased number of users or an increase in the volume of images scanned, indexed and viewed.

ii. Client

(a) Both thick (fat) and thin client (web browser) options should be

clearly articulated. (b) All client viewer options can be deployed locally or remotely. (c) Delivery of data through firewalls and using NAT or PAT is possible. (d) Provide a list of the supported operating systems and required

software components necessary for client environment. Please specify if any process is run on the client workstation or if any specific configurations are needed on the web browser.

(e) Provide recommended workstation (client PC) configurations.

Describe compatibility to support County’s existing PC workstations. Most of them are installed with Windows 2000 or Windows XP Professional and above.

(f) No client-side Java should be required.

iii. Storage

(a) Scanned data objects should be stored in industry-standard file formats

with no proprietary information that would preclude access from third-party tools.

(b) Provide the recommended storage devices and give sizing

recommendation for both color and grayscale images. (c) Index storage is provided in a database. (d) There is support for archiving of images.



(e) There is support for purging images and indexing information when the images are marked to purge.

v. Security

(a) Encrypted data is supported between viewer and server. (b) Security is provided to prevent unauthorized users from removing or

re-routing action items from the tracking system. (c) Provide for users of different levels of security with different types of

access to an image or an image folder. (d) List the mechanism to prevent user(s) from printing documents. (e) List the mechanism to prevent user(s) from emailing documents. (f) List the mechanism to prevent user(s) from exporting documents. (g) List the mechanism to prevent user(s) from annotating documents,

viewing non annotated documents, or removing annotations from docuemtns.

(h) List the mechanism to prevent user(s) from copying and moving

documents. (i) Explain the implementation of access control for user ID and

passwords. (j) Explain the implementation of access control for audit tracking,

supervisory and management reporting capabilities. (k) Explain the implementation of access control for workflow queue

options to allow users access to only those documents currently residing in workflow queues to which they have permission.

(l) Describe support for user authentication and authorization against

multi –domain or multi –forest active directory. (m) Describe support for administrator-configurable, time-based automatic

user log-off. (n) Describe support for Integrate, provided with PeopleSoft, or other

application specific security.



(o) Provide for HIPAA support for electronic data security guidelines. (p) Provide for privilege-based security for individual users, such as the

ability to delete, copy, move, print, fax, link, scan, search or view documents, view original, redacted or both documents.

(q) Provide support for audit tracking, supervisory and management

reporting capabilities. (r) Provide support for local domain, network admin, Active Directory

(multi-domain, multi-forest environment) and SQL Server.

vi. Feasibility Studies, Recommendations

(a) Bidders will provide bandwidth/capacity study and recommend minimum and best practice network specifications based on user function (scanner, power viewer, indexing, thick and thin clients, etc.) and application deployment methodology.

(b) Bidders will provide a usability study and recommend minimum and

best-practice desktop and server specifications, based on user function (scanner, power viewer, indexing, thick and thin clients, etc.) and application deployment methodology.

(c) Given the hardware provided in your bid response and the volumes

provided in this RFP, describe the performance level that users can expect in terms of response time for retrieving a document for viewing, finding a document based on both simple and complex search criteria, scanning a document into the system and indexing that document using an intelligent OCR system.

vii. Development Environments

(a) List all development tools used to create and manage the software

environment. (b) Sizing recommendations and any configuration requirements for a

development, testing and training environment will be provided. If applicable, specify the sizing/configuration requirements for any staging environment needed for new releases, configuration changes, etc.

(c) Describe the installation and configuration required for the

development tools environment.



viii. Installation Requirements - Describe in detail the environmental and space requirements for all hardware and software components recommended in response to this RFP.

5. CUSTOMER SUPPORT

The County will require various levels of support depending upon which phase or which stage of deployment is in progress. At inception, we will need to have project lead and technical support to complement the County’s resources to install, configure and deploy the initial implementation of imaging for our PeopleSoft user community. A project plan outlining the requirements for the first phase will be needed. We are interested in how you see the implementation process occurring, how many and which resources are needed to fill out the project team, and how long the implementation is likely to take. During this process of implementation we expect a knowledge transfer to occur so less support is required in subsequent imaging implementations. This will require training at all levels. Training is needed for both current staff and a vehicle to train future staff who will follow in providing internal County support to customers and technical support for the application. Proper documentation will be required to provide detailed reference information on the nuances of the system. Phase 2 will require support similar support as Phase 1. The conversion of the Assessor’s imaging will extend the County’s knowledge and provide the knowledge transfer needed to convert the remaining imaging implementations. Over the three year contract period, other County deployments may require consulting from time to time as we implement additional capabilities which were not previously needed. This may require additional training and documentation as well. Finally, the bidder needs to provide the details of the maintenance and support provided. Application problems that cannot be resolved by internal technical staff will require vendor-provided technical support in resolving those issues. The bidder should include 80 hours of support to be used after the completion of Phase 2 for this purpose. Maintenance and enhancement performed on the system will need to be provided. The impact to install these releases as well as the impact on our environment should also be explained.

a. Training

The County requires that the bidder provide comprehensive training for all users, including administrative, technical, and operational personnel. The bidder is encouraged to propose innovative approaches to training such as programmed self-study guides, on-line tutorials, video tapes, CD-ROM, and computer-based training. All training must include step-by-step details that will enable users unfamiliar with the system to perform the described activities. The County envisions that the following types of users will be trained:



Trainers who will be involved in the future training of new users.

Implementation team and personnel responsible for the technical support,

troubleshooting, light maintenance, and day-to-day operation of the system.

System administrators who will be the liaisons between the vendor technical support and the user community and who will perform such duties as adding/deleting users, adding/changing security privileges, etc.

County IT Technical staff will receive training in the use of any

development tools required to configure the product or interface the product to other applications. Include a separate cost estimate for this training.

Everyday users of the system who may or may not be skilled computer

users. System administration and system support training should be given at the bidder’s location or at the County prior to the system installation and implementation. The County‘s IT staff will attend the first training class available after the contract has been awarded. This allows the designated IT staff to participate in initial design and implementation of the imaging system. During this time, the designated IT staff will also be able to develop their skill level and competency prior to the system going operational. Bidder will:

i. Provide a syllabus of all proposed training. ii. Describe the source of the training (bidder supplied, 3rd party). iii. Provide the synopsis of the training. iv. Describe the intended audience for the training. v. List the maximum number of students per class. vi. Describe the student prerequisites for each course. vii. Describe the type or method of instruction. viii. Provide a training schedule. ix. List all on-line training facilities for end-users.



x. State how all users, from system technical personnel to user personnel, will be kept current with on-going changes, updates, version changes and new applications.

xi. State how the County training materials will be updated to reflect changes.

b. Documentation

Documentation must be delivered for the different user-types of the system. User-types are system technical personnel, system administration, and system users. Users may or may not be skilled computer users. Comprehensive, high quality documentation is essential for the success of this project. All documentation must provide a complete explanation of all system hardware, system software and application software. All documentation provided must be readily available to view and print when required. The County encourages bidders to propose alternate help documentation such as on-line help menus, context-sensitive help, printed reference cards, or other methods of presenting the user with quick effective help.

i. Provide a complete list of all documentation proposed, indicating who

authored the documentation, the intended audience, what media the documentation is available in, e.g. written guides, on-line help, CD-ROM manuals, help cards.

ii. List any on-line, context –sensitive help.

iii. Any ‘Hot key’ capability, screen to screen and software to software, should be explained.

iv. Describe how the documentation will be maintained and updated as new releases of software become available.

v. State how changes to the documentation will be maintained so that all users will be kept current with the system as it evolves.

vi. State how changes to documentation will be released, and in the case of on-line help, who will be responsible for implementation of changes and verification of operation.

c. Project Plan

As stated earlier, the County will deploy imaging in two phases. The first phase includes the deployment of imaging for PeopleSoft Accounts Payable. The bidder



must include a plan for implementing the imaging system for this first phase. The plan must be comprehensive enough in scope and detail to convey the bidder’s ability to deliver a system on time and on budget. The project plan should not be a tutorial on project planning and the benefits of a project plan. The County is looking for actual preliminary plans that suggest step-by-step tasks, timetables, and responsibilities for both the bidder and the County. Bidders are encouraged to be brief and direct. The following paragraphs describe the minimum requirements for the County project plan. Bidders shall respond to each paragraph in their proposal. Bidders shall provide a complete project plan with expected duration. The project plan should include the following items and any other items the bidder deems necessary:

i. Project Plan

(a) It is expected that the bidder will provide the County with a preliminary

project plan. (b) The project organization and the assigned project personnel must be

described. This includes both County staff and bidder-provided staff. (c) A responsibility matrix should clearly define which roles are required to

perform the tasks and whether those roles are County or bidder personnel.

(d) The project organization and the assigned project personnel must be

described. This includes both County staff and bidder-provided staff. (e) A high level project schedule should be provided to give a sense of time

requirements to complete the first phase. (f) Describe the installation tasks for all required hardware and software

components. Estimate the amount of work in terms of man-hours. (g) Based on previous implementation experiences and our given

environment, provide an assessment of potential risks to the project’s success and what measures can be taken to minimize these risks.

(h) Description of Change Control and Project Tracking must be provided.

ii. Personnel



Submit a list of key team members that will remain on the project during roll-out. The vendor team should consist of an Account Manager and various supporting staff to fill the roles as defined in the Project Plan above.

(a) Bidder must submit resumes of key staff for the project. (b) Bidders are required to notify the County of any change in personnel

prior to that change being implemented.

(c) The bidder will state required skill levels and numbers of ITD staff needed to both to support the implementation of both Phases of the system and provide for on-going maintenance and support after the completion of Phase 2.

iii. Validation of Processes

The bidder is expected to review the County’s processes for completeness and to ensure the processes, as stated, can be implemented using the bidder’s proposed solution.

(a) The bidder must communicate any modifications or adaptations to the

specifications to the County for review.

(b) The bidder must provide documentation to include time requirements to the County to gain approval to proceed with the changes.

iv. Installation

(a) The bidder must list all hardware and software components required to

be installed for the appropriate phase of the project.

(b) The bidder must ensure that lead times are anticipated so all required hardware and software is received in sufficient time to meet the project schedule.

(c) The bidder will install four instances of the application to a separate

development, testing, training and production environment.

v. User Testing

The County will test the application for compliance with these RFP specifications and will compare the application software to the appropriate training and documentation materials to ensure completeness and consistency.



The following will be performed after the bidder’s project team has completed the application development/configuration (including training materials and documentation) and unit/system testing:

(a) Bidders must turn the application software over to the County for its

own testing in the user test environment.

(b) Bidders should provide the County with a description of the testing methodology and a test plan.

(c) Bidders must supply an on-site coordinator for all user testing.

(d) User testing will be completed within two weeks of the start of the test.

The County will either:

Accept the software, training materials, and documentation materials to allow installation, or

Prepare a discrepancy list for the bidder to repair.

(e) Bidders must address any discrepancies within two weeks of

notification.

vi. Final Configuration

(a) Bidders must document the final configuration for the project. This must be approved by the County.

(b) Bidders will allow sufficient lead times for delivery of all components

for installation in the training environment.

vii. Production Cut Over

(a) Bidders will implement and test the typical business process flows to verify the success of each step.

(b) Bidders will configure the system in the production environment with

testing to assure stability.

viii. Conversion & Migration

(a) Bidders must provide a mechanism to migrate system configuration from development to user test and production environments.



(b) To support Phase 2 work, the bidders must provide a plan to convert the existing images and indexes from the existing imaging system for the Assessor’s Office.

ix. Project Status

(a) Bidders should communicate the status of the development on a regular basis.

(b) Bidders should prepare work plans that include regular status meetings

with the implementation team.

d. Warranty Period The bidder will provide a statement as to the warranty , what is included and the period for which it covers.

e. Maintenance and Support

It is expected that the bidder’s help desk personnel will provide troubleshooting and problem resolution. The bidder will state how many people are currently managing the helpdesk and the various levels of support if applicable. If there is difficulty resolving problems between hardware and software the bidder will be responsible for the problem resolution. The County provides a regular maintenance window once a week for 2 hours, if needed. Ideally, technical support will be available 24 hours a day, seven days a week. Bidders shall state the specifics of their proposed maintenance and support plan. Bidders must provide a proposal for the following types of support:

i. Describe the telephone support for reporting application and technical

problems.

ii. Provide a fixed fee contract.

iii. Quote a response time after initial problem report.

iv. Indicate the standard estimated time to repair software.

v. Describe the standard escalation procedures listed and their time frames given.

vi. Quote the capability for remote diagnostics and the equipment/software needed.



vii. Maintenance should include the cost/pricing for fixes and major release

upgrades.

viii. Indicate the estimated frequency of delivery of new releases.

ix. Include the estimated time for release of application software that runs under a new release of the operating system.

x. Indicate how to address compatibility issues with other vendor applications and operating systems. Specifically, when PeopleSoft issues a new release, the bidder must provide a statement of impact that this has on their application. The same is true when upgrades are available for new releases of operating systems, databases or other system services used by the imaging application.

xi. Describe the escalation procedures to be followed along with the criteria that move the problem from one step to the next. All County problem reports and queries made to the bidder shall receive an incident number and the bidder shall maintain these incidents in a problem tracking database. The County must be able to call at any time during its normal working hours and receive the status of the item in question. This type of reporting may also be Internet-enabled allowing the County to access a problem database.

xii. Describe methods to download/access software for upgrades and Emergency Bug Fixes (EBF).

xiii. Describe methods to search and access product documentation.

xiv. Describe methods to search and access FAQs.

xv. Describe methods to search and access technical knowledge base.

xvi. Describe methods to review training course schedules.

xvii. The bidder should provide any information as it relates their affiliation to professional organizations and user communities that foster sharing information, tools and skills that leverage the County’s use of the imaging application.

E. DEBARMENT/SUSPENSION POLICY:



In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP/RFQ response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

• The County will verify bidder, its principal and their named subcontractors are not

on the Federal debarred, suspended or otherwise excluded list of vendors located at www.epls.gov; and

• Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government.

F. GENERAL ENVIRONMENTAL REQUIREMENTS: The requirements outlined in this section apply to all product categories contained in this bid.

1. Measure D Requirements:

It is the objective of the County to purchase products with the lowest overall environmental impact from manufacturing through end of life and to procure services that achieve this same objective. To meet this objective, environmental factors and product attributes are evaluated in the procurement process. The County is mandated under Measure D to divert seventy five percent (75%) of material from landfill by the year 2010 through recycling and source reduction and to encourage markets for environmentally preferable goods through its procurement process.

2. Regulatory Compliance:

Manufacturers and service providers will be in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation.

3. Source Reduction and Packaging:

The County has a strong commitment to source reduction, minimizing waste generation, and reducing the County’s expenditure on waste disposal and recycling. Bidders shall provide bulk packaging, reusable, or minimal packaging in providing products to the County. Packaging will be both made from recycled materials and be recyclable. Contractors should explore and



provide opportunities for the reuse of packaging materials. In the bid response, Bidders shall include a written summary of their planned efforts to minimize the amount of packaging and shipping materials and should describe the post-consumer recycled content of those materials. Packaging shall not contain inks, dyes, pigments, stabilizers, or any other additives to which any lead, cadmium, mercury, and hexavalent chromium has been intentionally introduced. The sum of the concentration levels of lead, cadmium, mercury, and hexavalent chromium shall not exceed one hundred (100) parts per million by weight. Packaging is discussed further in the “Technical and Performance Specification” section.

5. Pallets and Large-Volume Packaging:

Pallets and large-volume packaging materials will be taken back by the Contractors. The County encourages the use of pallets that meet the EPA’s minimum post-consumer recycled content guidelines for pallets that can be found at http://www.epa.gov/epaoswer/non-hw/procure/products/pallets.htm. In the case of large-volume packaging, the County prefers that the vendor reuse or recycle the material.

6. Persistent Bioaccumulative Toxins:

In January 2002, the County passed a resolution “to encourage the reduction and where feasible, the elimination of [persistent, bioaccumulative and toxic chemical] (PBT) emissions…” The United States Environmental Protection Agency has established a list of twelve priority PBTs including dioxins, polychlorinated biphenyls, mercury and its compounds, lead and others. The most current list can be found at the EPA’s website at www.epa.gov/opptintr/pbt/. Additionally, PBTs are listed in the CCR in Section 66261.24.

Contractors must provide products and services that allow the County to comply with the PBT Resolution and must complete the certification statement included in the Attachments. The Resolution requires that the County eliminate and reduce the procurement of products and services which contain or cause the generation and release of PBTs into the environment during their manufacture, use, or destruction/disposal. Bidders should provide products that do not contain, use, or generate PBTs. If no alternative materials are available, Bidders should notify the County in writing prior to providing such materials to the County or using these materials when providing services to the County.

III. INSTRUCTIONS TO BIDDERS



G. COUNTY CONTACTS

GSA-Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Purchasing Department only. The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder. All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by March 4, 2008 to:

Mel Go, Sr. Contracts Specialist Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 E-Mail: [email protected] FAX: 510-208-9626

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp to view current contracting opportunities.

H. CALENDAR OF EVENTS

Event Date/Location Request Issued February 21, 2008 Written Questions Due

BY 12:00 noon on MARCH 4, 2008

Networking/Bidders Conference/Site Visit

MARCH 5, 2008 AT 2:00PM

AT: Public Works Agency, 4825 Gleason Dr. Dublin, CA 94568

Networking/Bidders Conference/Site Visit

MARCH 6, 2008 AT 10:00 AM

AT: County Administrators Office 1221 Oak Street, Room 255 Oakland, CA 94612

Addendum Issued March 14, 2008 Response Due APRIL 4, 2008 BY 2:00 p.m. Evaluation Period April 4, 2008 – April 18, 2008



Vendor Interviews April 14, 2008 – April 18, 2008 Board Letter Issued

April 29, 2008

Board Award Date May 13, 2008 Contract Start Date

June 1, 2008

Note: Award and start dates are approximate.

It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

I. NETWORKING/BIDDERS CONFERENCE

A networking/bidders conference(s) will be held to:

• Provide an opportunity for small and local and emerging businesses (SLEBs) and

large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.

• Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.

• Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFP use as required, modify or delete.

• Provide the County with an opportunity to receive feedback regarding the project and RFP.

Written questions submitted prior to the networking/bidders conference(s), in accordance with the Calendar of Events, and verbal questions received at the networking/bidders conference(s), will be addressed whenever possible at the networking/bidders conference(s). All questions will be addressed and the list of attendees will be included in an RFP Addendum following the networking/bidders conference(s) in accordance with the Calendar of Events. Potential bidders are strongly encouraged, but not required, to attend a networking/bidders conference in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List (see ). Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is strongly encouraged and recommended but is not mandatory.



Networking/bidders conference(s), walk-through, site-visit will be held on:

March 5, 2008 at 2:00 p .m. At At Alameda County – Public Works Agency 4825 Gleason Dr. Dublin, CA 94568

March 6, 2008 at 10:00 a.m. At Alameda County Administration Building 1221 Oak Street, Room 255 Oakland, CA 94612

Additional Information: Free parking available at on-site parking lot, etc.)

Additional Information: Please allow enough time for parking at metered street parking or public parking lot and entry into secure building; Free parking available at on-site parking lot, etc.)

J. SUBMITTAL OF BIDS

1. All bids must be SEALED and must be received at the Office of the

Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

2. Bids are to be addressed and delivered as follows:

Enterprise Imaging Solution RFP No. 900423 Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907



Oakland, CA 94612

3. Bidders are to submit an original plus six(6) copies of their proposal. Original proposal is to be clearly marked and is to be either loose leaf or in a 3-ring binder, not bound.

4. Bidder's name and return address must also appear on the mailing package.

5. No telegraphic, email (electronic) or facsimile bids will be considered.

6. Bidder agrees and acknowledges all RFP specifications, terms and conditions and

indicates ability to perform by submission of its bid.

7. Submitted bids shall be valid for a minimum period of one hundred eighty (180) days.

8. All costs required for the preparation and submission of a bid shall be borne by

Bidder.

9. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.

10. It is the responsibility of the bidders to clearly identify information in their bid

responses that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

11. All other information regarding the bid responses will be held as confidential

until such time as the County Selection Committee has completed their evaluation and, or if, an award has been made. Bidders will receive mailed award/non-award notification(s), which will include the name of the bidder to be awarded this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

12. Each bid received, with the name of the bidder, shall be entered on a record,

and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

K. RESPONSE FORMAT



1. Bid responses are to be straightforward, clear, concise and specific to the information requested.

2. In order for bids to be considered complete, Bidder must provide all

information requested. See Exhibit M, Response Content and Submittals, Completeness Checklist.

L. EVALUATION CRITERIA/SELECTION COMMITTEE

All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be supplemented with other County staff and parties that may have expertise or experience in imaging solutions. The CSC will select a contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC. All contact during the evaluation phase shall be through the GSA-Purchasing Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder. The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP. Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension. As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response. The basic information that each section should contain is specified below. These specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the



sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited. Each of the following Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on a five-point scale. The scores for all the Evaluation Criteria will then be added according to their assigned weight (below) to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points including local and small and local or emerging and local preference points. The zero to five-point scale range is defined as follows:

0 Not Acceptable

Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.

1 Poor Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success, however, some objectives may not be met.

3 Average

Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.

4 Above Average/Good

Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.

5 Excellent/Exceptional

Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows:

Evaluation Criteria Weight

A.

Completeness of Response: Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified



within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process. Pass/Fail

B. The bidder’s proposed application must have been successfully installed and currently functioning in a PeopleSoft environment. Pass/Fail

C.

Financial Stability (See RFP Section M, Item G)

Pass/Fail

D.

Debarment and Suspension: Bidders, its principle and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.epls.gov.

Pass/Fail E.

Technical Criteria: In each area described below, an evaluation will be made of the probability of success of and risks associated with, the proposal response: 1. System Design - A comparison will be made of the proposed Document Imaging Systems with emphasis on the Functional Requirements in this RFP and features of the proposed design that offer enhanced utility, ease of use or integration into the County’s current infrastructure. 2. Software Integration - The evaluation will compare the proposed software capabilities with the ease of PeopleSoft Accounts Payable integration, the ability to integrate with other applications, and the capability to provide stand alone document imaging support. 3. Implementation Support and Turnover - An evaluation will be made of the proposed approach for training and turn over of the application configuration, deployment and first line support to County ITD resources for future document imaging implementations. 4. Ancillary Services - A comparison will be made of the proposed services to implement the proposed Document



Imaging system, provide training and documentation to users as well as technical staff, as well as technical support and consulting as required to address convenience, responsiveness and technical expertise.

25 Points F.

Cost: The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidder’s total proposed cost. While not reflected in the Cost evaluation points, an evaluation may also be made of (a) reasonableness (i.e., does the proposed pricing accurately reflect the bidder’s effort to meet requirements and objectives?); (b) realism (i.e., is the proposed cost appropriate to the nature of the products and services to be provided?); and (c) affordability (i.e., the ability of the County to finance the equipment/ system and services). Consideration of price in terms of overall affordability may be controlling in circumstances where two or more proposals are otherwise adjudged to be equal, or when a superior proposal is at a price that the County cannot afford.

15 Points G.

Implementation Plan and Schedule: An evaluation will be made of the likelihood that Bidder’s implementation plan and schedule will meet the County’s schedule while also identifying and planning for mitigation of schedule risks which Bidder believes may adversely affect any portion of the County’s schedule. The County’s schedule is as follows:

• Completion of Phase 1 by December 30, 2008 • Completion of Phase 2 by June 30, 2009

10 Points H.

Relevant Experience: Bidders will be evaluated against the RFP specifications and their previous experience working with:

- a similar project, preferably dealing with a Peoplesoft environment



- a government agency, preferably in California - an organization of similar size to Alameda County - a turnover of document imaging deployment and

support to an organization’s IT resources.

10 Points

I.

References (See RFP Exhibit D1 & D2 and Exhibit M, Item L)

5 Points

J.

Oral Presentation, Demo, Interview and Site Visit: The County Selection Committee may elect to shortlist bidders with a preliminary score of 240 and above for invitation to an oral presentation, demo and interview. If 3 or less bids are received, then the County shall reserve the right to invite all of the bidders regardless of their preliminary score. The preliminary scores at that time will not be communicated to the bidders. The bidder(s) will have an opportunity to present/demo their proposed solution. The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re-scored based on the oral presentation, demo and interview.

20 Points K.

Understanding of the Project: Proposals will be evaluated against the RFP specifications and the questions below: -Has proposer demonstrated a thorough understanding of the purpose and scope of the project? -How well has the proposer identified pertinent issues and potential problems related to the project? -Has the proposer demonstrated that it understands the deliverables the County expects it to provide? Has the proposer demonstrated that it understands the County’s time schedule and can meet it?

5 Points

L.

Methodology: Proposals will be evaluated against the RFP specifications



and the questions below: -Does the methodology depict a logical approach to fulfilling the requirements of the RFP? -Does the methodology match and contribute to achieving the objectives set out in the RFP? -Does the methodology interface with the County’s time schedule?

10 Points

Local Preference Five Percent (5%)

Small and Local or Emerging and Local Preference Five Percent (5%)

M. CONTRACT EVALUATION AND ASSESSMENT

During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County will meet with the Contractor to evaluate the equipment/system performance and to identify any issues or potential problems. The County reserves the right to determine, at its sole discretion, (a) whether Contractor has complied with all terms of this RFP and (b) whether any problems or potential problems with the proposed equipment/system were evidenced which make it unlikely (even with possible modifications) that such proposed equipment/system have met the County requirements. If, as a result of such determination the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s goods and/or services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. Contractor shall be responsible for the removal of equipment/system and shall return County facilities to their pre-installation state at no charge to the County. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. The County will run the system and application software for 30 days to ensure the system meets the functional performance requirements stated in this RFP. Bidders will:

1. Install the necessary application components of the system in the target department

2. Provide information on what support is provided during acceptance testing and the resolution identified.

N. NOTICE OF AWARD

1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all

bidders will be notified in writing by certified mail, return receipt requested, of the



contract award recommendation, if any, of GSA – Purchasing. The document providing this notification is the Notice of Award.

The Notice of Award will provide the following information: • The name of the bidder being recommended for contract award; • The names of all other bidders; and, • In summary form [Bid numbers, evaluation points for each bidder]

2. Debriefings for unsuccessful bidders will be scheduled and provided upon written

request and will be restricted to discussion of the unsuccessful offeror’s bid with the Buyer. a. Under no circumstances will any discussion be conducted with regard to

contract negotiations with the successful bidder, etc.

b. Debriefing may include review of successful bidder’s proposal. O. BID PROTEST / APPEALS PROCESS

GSA-Purchasing prides itself on the establishment of fair and competitive contracting procedures and the commitment made to following those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the recommendation to award a contract for this project.

1. Any bid protest must be submitted in writing to the Assistant Director of GSA, 1401

Lakeside Drive, Suite 907, Oakland, CA 94612. The bid protest must be submitted before 5:00 p.m. of the tenth (10th) business day following the date of the Notice of Award.

a. The bid protest must contain a complete statement of the basis for the protest.

b. The protest must include the name, address and telephone number of the person representing the protesting party.

c. The party filing the protest must concurrently transmit a copy of the protest and any attached documentation to all other parties with a direct financial interest which may be adversely affected by the outcome of the protest. At a minimum, those parties listed in the Notices of Award/Non-Award shall be notified of such protest and the specific grounds therefore.

d. The procedure and time limits are mandatory and are the Bidder’s sole and exclusive remedy in the event of Bid Protest.



2. Bidder’s failure to comply with these procedures shall constitute a waiver of any right

to further pursue the Bid Protest, including filing a Government Code claim or legal proceedings.

3. Upon receipt of written protest/appeal Assistant Director, GSA will review and

provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise an appeal/protest decision within five (5) working days of review date.

a. Responses will be issued and/or discussed at least five (5) days prior to Board

hearing date.

b. Responses will inform the bidder whether or not the recommendation to the Board is going to change.

4. The decision of the Assistant Director, GSA may be appealed to the Director, GSA.

All appeals to the Director, GSA shall be in writing and submitted within five (5) calendar days of notification of decision by the Assistant Director, GSA-Purchasing.

5. The decision of the Director, GSA is the final step of the appeal process.

IV. TERMS AND CONDITIONS

P. TERM / TERMINATION / RENEWAL

1. The term of the contract, which may be awarded pursuant to this RFP will be three (3) years with options to renew.

2. By mutual agreement, any contract which may be awarded pursuant to this RFP, may be extended for two additional one year terms at agreed prices with all other terms and conditions remaining the same.

Q. BRAND NAMES AND APPROVED EQUIVALENTS 1. Any references to manufacturers, trade names, brand names and/or catalog

numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:

a. Clearly describe the alternate offered and indicate how it differs from the

product specified; and,



b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid.

2. The County reserves the right to be the sole judge of what is equal and acceptable

and may require Bidder to provide additional information and/or samples.

3. If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied.

R. QUANTITIES

Quantities listed herein are estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

S. PRICING

1. All pricing as quoted will remain firm for the three (3) year term of any contract that may be awarded as a result of this RFP.

2. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the

benefit of such lower price shall be extended to the County.

3. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

4. The price(s) quoted shall be the total cost the County will pay for this project

including taxes and all other charges.

5. All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

6. Price quotes shall include any and all payment incentives available to the

County.

7. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the hourly rate quoted is correct in the case of a discrepancy between the unit price and an extension.

8. Federal and State minimum wage laws apply. The County has no

requirements for living wages. The County is not imposing any additional requirements regarding wages.



9. Prevailing Wages: Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.

T. AWARD

1. Proposals will be evaluated by a committee and will be ranked in accordance

with the RFP section entitled “Evaluation Criteria/Selection Committee.”

2. The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price.

3. The County reserves the right to reject any or all responses that materially differ

from any terms contained herein or from any Exhibits attached hereto and to waive informalities and minor irregularities in responses received.

4. The County reserves the right to award to a single or multiple contractors.

5. The County has the right to decline to award this contract or any part thereof

for any reason.

6. Board approval to award a contract is required.

7. Contractor shall sign an acceptance of award letter prior to Board approval. A Standard Agreement contract must be signed following Board approval.

8. Final Standard Agreement terms and conditions will be negotiated with the

selected bidder. Attached Exhibit J contains minimal Agreement boilerplate language only.

9. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and

Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

U. METHOD OF ORDERING



1. A written PO and signed Standard Agreement contract will be issued upon Board approval.

2. POs and Standard Agreements will be faxed, transmitted electronically or

mailed and shall be the only authorization for the Contractor to place an order.

3. POs and payments for products and/or services will be issued only in the name of Contractor.

4. Contractor shall adapt to changes to the method of ordering procedures as

required by the County during the term of the contract.

5. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County.

V. INVOICING

1. Contractor shall invoice the requesting department, unless otherwise advised,

upon satisfactory receipt of product and/or performance of services.

2. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of services.

3. County shall notify Contractor of any adjustments required to invoice.

4. Invoices shall contain County PO number, invoice number, remit to address and

itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.

5. Contractor shall utilize standardized invoice upon request.

6. Invoices shall only be issued by the Contractor who is awarded a contract.

7. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

8. The County will pay Contractor monthly or as agreed upon, not to exceed the

total lump sum price quoted in the bid response.

W. COUNTY PROVISIONS

1. Preference for Local Products and Vendors: A five percent (5%) preference shall be granted to Alameda County products or Alameda County vendors on all sealed bids on contracts except with respect to those contracts which state law requires be granted to the lowest responsible bidder. An Alameda County vendor



is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. Locality must be maintained for the term of the contract. Evidence of locality shall be provided immediately upon request and at any time during the term of any contract that may be awarded to Contractor pursuant to this RFP.

2. Small and Emerging Locally Owned Business: A small business for purposes of this RFP is defined by the United States Small Business Administration as having no more than $23 million in average annual gross receipts over the last three (3) years. An emerging business, as defined by the County is one having annual gross receipts of less than one-half (1/2) of the above amount over the same period of time. In order to participate herein, the small or emerging business must also satisfy the locality requirements and be certified by the County as a Small or Emerging, local business. A certification application package (consisting of Instructions, Application and Affidavit) has been attached hereto as Exhibit E and must be completed and returned by a qualifying contractor.

A locally owned business, for purposes of satisfying the locality requirements of this provision, is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services. As a result of the County’s commitment to advance the economic opportunities of these businesses the following provisions shall apply to this RFP:

a. If Bidder is certified by the County as either a small and local or an

emerging and local business, the County will provide a five percent (5%) bid preference, in addition to that set forth in paragraph 1., above, for a total bid preference of ten percent (10%). However, a bid preference cannot override a State law, which requires the granting of an award to the lowest responsible bidder.

b. Bidders not meeting the small or emerging local business requirements

set forth above do not qualify for a bid preference and must subcontract with one or more County certified small and/or emerging local businesses for at least twenty percent (20%) of Bidder’s total bid



amount in order to be considered for the contract award. Bidder, in its bid response, must submit written documentation evidencing a firm contractual commitment to meeting this minimum local participation requirement. Participation of a small and/or emerging local business must be maintained for the term of any contract resulting from this RFP. Evidence of participation shall be provided immediately upon request at any time during the term of such contract. Contractor shall provide quarterly participation reports during the term of said contract and a final account statement at the end of the contract to the County Business Outreach Officer.

The County reserves the right to waive these small/emerging local business participation requirements in this RFP, if the additional estimated cost to the County, which may result from inclusion of these requirements, exceeds five percent (5%) of the total estimated contract amount or Ten Thousand Dollars ($10,000), whichever is less.

The following entities are exempt from the Small and Emerging Local Business (SLEB) requirements as described above and are not required to subcontract with a SLEB. If you apply and are certified as a SLEB, you will receive a 5% SLEB bid preference:

• non-profit community based organizations (CBO); • non-profit churches or non-profit religious organizations

(NPO); • public schools; and universities; and • government agencies

Non-profits must provide proof of their tax exempt status. These are defined as organizations that are certified by the U.S. Internal Revenue Service as 501(c)3.

If additional information is needed regarding this requirement, please contact Linda Moore, Business Outreach Officer, Alameda County General Services Agency, at (510) 208-9717 or via E-mail at [email protected].

3. First Source Program: The First Source Program has been developed to create a

public/private partnership that links CalWORKs job seekers, unemployed and under employed County residents to sustainable employment through the County’s relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in the County. Welfare reform policies and the new Workforce Investment Act requires that the County do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow the County to create and sustain these connections.



Contractors awarded contracts for goods and services in excess of One Hundred Thousand Dollars ($100,000) as a result of this RFP are required to provide Alameda County with ten (10) working days to refer to Contractor, potential candidates to be considered by Contractor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Contractor has available during the life of the contract before advertising to the general public. Potential candidates referred by County to Contractor will be pre-screened, qualified applicants based on Contractor’s specifications. Contractor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but the final decision of whether or not to offer employment, and the terms and conditions thereof, rest solely within the discretion of the Contractor.

Bidders are required to complete, sign and submit in their bid response, the First Source Agreement that has been attached hereto as Exhibit H, whereby they agree to notify the First Source Program of job openings prior to advertising elsewhere (ten day window) in the event that they are awarded a contract as a result of this RFP. Exhibit H will be completed and signed by County upon contract award and made a part of the final contract document. If compliance with the First Source Program will interfere with Contractor’s pre-existing labor agreements, recruiting practices, or will otherwise obstruct the Contractor’s ability to carry out the terms of the contract, the Contractor will provide to the County a written justification of non-compliance. If additional information is needed regarding this requirement, please contact Linda Moore, Business Outreach Officer, Alameda County General Services Agency, at (510) 208-9717 or via E-mail at [email protected].

4. Environmentally Friendly Packaging: Alameda County is an environmentally responsible employer and seeks all practical opportunities for waste reduction and recycling. The County, therefore, encourages its contractors to reduce waste volume and toxicity by using environmentally friendly packaging material whenever possible. Options may include backhauling product packaging to the supplier for reuse or recycling, shipping in bulk or reduced packaging, using soy bean-based inks for packaging printing, using recycled product packaging or using recyclable or reusable packaging material. The County encourages all bidders and contractors for goods and services to adhere to these principles where practicable.

X. ONLINE CONTRACT COMPLIANCE SYSTEM

As part of the Alameda County General Services Agency’s commitment to assist contractors to conveniently comply with legal and contractual requirements, the



County has established an online Contract Compliance System. The system was designed to help reduce contractors’ administrative costs and to provide various work-flow automation features that improve the project reporting process.

Effective July 1, 2007, the Alameda County Contract Compliance System will be implemented to monitor contract compliance for County contracts through the use of a new interactive website, Elation Systems. The prime contractor and all participating subcontractors awarded contracts as of July 1, 2007, as a result of this bid process for this project, are required to use the secure web-based system to submit SLEB Program information including, but not limited to, monthly progress payment reports and other information related to SLEB participation.

The Alameda County Contract Compliance System has been designed to provide online functionality that streamlines the process, reduces paperwork and assists contractors and subcontractors in complying with the County’s SLEB Program and its reporting requirements. Utilizing the Alameda County Contract Compliance System will reduce the amount of time currently required to submit hard copy documentation regarding contract compliance information and is provided for use by County contractors and subcontractors at no cost.

Procedural differences between the previous conventional reporting and the new web-based system include: • Monthly progress payment status reports will be submitted via the web-based

system. • Paper copies will no longer be required. • Contractor will be required to enter data for payments made and subcontractors

will be required to enter data for payments received into the web-based system.

Alameda County Contract Compliance System training and ongoing support are provided at no charge to contractors and participating sub-contractors awarded a contract as a result of this bid process for this project. Contractors having contracts with the County which have a start date on or after July 1, 2007 should schedule a representative from their office/company, along with each of their subcontractors, to attend training. Training sessions are approximately one hour and will be held periodically in a number of locations throughout Alameda County.

Upon award of contract, please view the training schedule http://www.elationsys.com/elationsys/support_1.htm or call Elation Systems at (510) 764-1870. A special access code will be provided to contractors and subcontractors participating in any contract awarded as a result of this bid process to allow use of the System free of charge. It is the Contractor’s responsibility to ensure that they and their subcontractors are registered and trained as required to utilize the Alameda County Contract Compliance System.



Please contact Susan Wewetzer, Contract Compliance Officer at (510) 208-9617 if you have any other questions regarding utilization of the Alameda County Contract Compliance System.

Y. COMPLIANCE INFORMATION AND RECORDS

As needed and upon request, for the purposes of determining compliance with the SLEB Program, the Contractor shall provide the County with access to all records and documents that relate to SLEB participation and/or certification. Proprietary information will be safeguarded. All subcontractor submittals must be through the prime contractor.

Z. ACCOUNT MANAGER/SUPPORT STAFF

1. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder’s response to this RFP and any contract which may arise pursuant to this RFP.

2. Contractor shall also provide adequate, competent support staff that shall be able

to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

3. Contractor account manager shall be familiar with County requirements and

standards and work with the department to ensure that established standards are adhered to.

4. Contractor account manager shall keep the County Buyer informed of requests

from departments as required.

AA. GENERAL REQUIREMENTS

1. Proper conduct is expected of Contractor’s personnel when on County premises. This includes adhering to no-smoking ordinances, the drug-free work place policy, not using alcoholic beverages and treating employees courteously.

2. County has the right to request removal of any Contractor employee or

subcontractor who does not properly conduct himself/herself/itself or perform quality work.

3. Contractor personnel shall be easily identifiable as non-County employees (i.e.

work uniforms, badges, etc.).

COUNTY OF ALAMEDA EXHIBIT A – BID ACKNOWLEDGEMENT

12/17/04

RFP No900423 for

Enterprise Imaging Solution

The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled. 1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections

printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total.

2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding.

3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.

4. Award: (a) Unless otherwise specified by the bidder or the RFP gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within one hundred eighty (180) days of opening, unless otherwise specified in the RFP. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California.

5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder’s expense.

7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b)Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFP, or from date correct invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the County warrant check.

9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

10. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order.

THE undersigned acknowledges receipt of above referenced RFP and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFP and Bid Acknowledgement.

Firm: Address: State/Zip What advertising source(s) made you aware of this RFP?

By:_______________ ________________________________________________ Date____________ Phone_____________________ Printed Name Signed Above:_______________________________________________________________________________________ Title:__________________________________________________________________________________________________________

EXHIBIT B

Exhibit B Page 1 of 32 ________ Bidder’s Initials

COUNTY OF ALAMEDA Enterprise Imaging Solution

BID FORM for VENDOR COSTS

Bidders are to provide fixed-price proposals for both phases of the project. Price proposals should include all costs to the County for all aspects of the project as specified under section D, Specific Requirements, pages 14-48. Bidders must identify all needed hardware and software components necessary to accommodate Bidder’s proposed solution. Use these bid forms to submit your pricing information and any necessary explanations. If a cost is based on an assumption made by the bidder, the assumption must be explained on the bid form, or there must be a reference to an explanation in the bidder’s technical proposal. Bidders are cautioned against providing a single price without adequate detail. The County requires all costs to be broken down into categories and sub-categories. Each of the individual cost components must be line items in each of the bid forms. The format of the bid forms must be followed precisely. Changing any price base unit of measure or pricing methodology on the bid forms is strictly prohibited. Bid responses that do not comply may be subject to rejection in total. Bidders are encouraged to attach all supplemental information, including Bidder’s price list for solutions and additional features, to the bid form. Cost shall be submitted on these bid forms only. The bid requires a detailed price breakdown for the proposed systems for each phase of the project. All prices are to be stated as firm fixed amounts. All prices must be detailed. Prices must be separately listed, including recurring costs that are associated with third-party and vendor-provided software. The costs quoted below shall include all taxes and all other charges and is the maximum amount the County will pay for the three (3) year term of any contract that is a result of this bid. All hardware to be supplied by the vendor as part of the solution must be described in detail. It should include such items as make and model, size of CPU’s, amount of internal memory, size of disk space, size of screens, screen resolution, etc. Servers and storage devices should also be detailed in a similar manner. Scanning workstations to be provided should have a per unit price as well as a total price for the 40 workstations being requested. Workstations should include all software licensing that might be required. If costs vary by the number of users, specify unit costs and any price break points. Cost will be evaluated based on the number of users (please refer to page 21of the Bid Specs). The number of users is based on a preliminary survey of current application access and is subject to change. Annual software maintenance charges must include charges for maintaining modifications. Required Environments

For the purposes of this RFP, 4 identical environments should be provided:

1. Production Environment 2. Training Environment 3. Testing Environment 4. Development Environment

The bid should include all hardware and software necessary to operate and maintain these four environments. Operating, database, and other system software licensing should reflect 4 environments.

EXHIBIT B


Exhibit B is divided into the following sections for phases (1 and 2): A. One Time Costs All one time costs must be identified and included on the bid forms.

Hardware: Central Servers and Storage Devices and Scanning Workstations All hardware to be supplied by the vendor as part of the solution must be described in detail. It should include such items as make and model, size of CPU’s, Operating System, amount of internal memory, size of disk space, size of screens, screen resolution, etc. Servers and storage devices should also be detailed in a similar manner. Scanning workstations to be provided should have a per unit price as well as a total price for the 40 workstations being requested. Workstations should include all software licensing that might be required. All hardware, including storage devices, required for both phases of the project should be purchased and included in Phase 1. Only Phase 1 includes scanning workstations. Servers and storage devices should be sized in order to provide the necessary requirements for both Phase 1 and Phase 2, and should be included in the Hardware Section of Phase 1 Costs.

Application Software Include all application software costs necessary for the proposed solution. Provide clear explanation where application module components are packaged differently than the functional components. Some examples of items to include are:

• Base system components showing the number of user licenses. Note volume price breaks if appropriate. • Optional modules • Additional modules

System Software Include all additional software that is required and/or recommended to effectively operate the proposed vendor solution. The number of licenses and warranty periods must also be included. Some examples of items to include are:

• Operating system software • Support software such as compilers, performance monitors, utilities etc. • Database Management System software

Implementation and Other Services Include all implementation and other one time costs. Add the specific service description to correspond with the proposed implementation activity and approach. Also include specific application modifications/customization to meet unique County requirements. In addition to the standard implementation, modification, training, and other support services required for Phase 1 and Phase 2, the County is requesting a bucket of 80 hours of additional onsite support, which can be used at any time during the three year period covered by this agreement for services as needed. Some examples of items to include are:

• Implementation Services - specify types of services and corresponding rates • Training (list required and recommended classes for all personnel)

System Administrator Technical (Programmer/Analysts) User

• Documentation (Additional)

EXHIBIT B


User guides Training manuals Technical Manuals

• Conversion • Interfaces • 80 Hours of On-Site Support beyond the initial implementation of Phase 1 and 2.

Modification Services Include all required modifications or enhancements necessary to be responsive to the RFP. Define the required modification and cross reference it to the appropriate section of the RFP with information to include:

• Modification description • Required hours • Hourly rate of assigned staff • Total cost • RFP section and page number

B. Ongoing Costs

All ongoing costs must be identified covering the thirty-six month term of the proposed project.

Software Include all ongoing cost associated with all required application, system and other software. Some examples of items to include are:

• Application Software Maintenance (including upgrades and license fees) • Operating System Maintenance (including upgrades and license fees) • Third Party Maintenance (software) • Escrow (source code) • Services & Other Ongoing Costs • Application and Technical Documentation Subscription Service • User Group Membership • Hot Line Telephone Support (e.g., '900' number charge per minute)

C. Total Contract Price Summary

Summarize the total contract price for each phase. Include all taxes, fees and discounts. If more than one alternative system is being proposed, complete a separate cost statement to be presented for each alternative. If a government discount is offered, Bidder must identify each item.

D. Grand Total 3-Year Contract Price Summary (Phase 1 and Phase 2)

EXHIBIT B Phase 1 Image-enable PeopleSoft Accounts Payables with knowledge transfer

The estimated number of images to be scanned and stored from Accounts Payable system a minimum of 30,000 pages per month. There will be 50 to 60 users at the Auditor’s office and total of 50-120 users at the department sites. Average number of concurrent viewers/users should be around 40 to 75.


A. PHASE 1 – One Time Costs Hardware Costs for all proposed central hardware necessary for the implementation and ongoing operation of the proposed solution must be identified. Each hardware item proposed must be identified with specific one-time purchase cost, warranty and maintenance cost, if applicable. Hardware is to be covered by three years of annual maintenance.

YEAR 1 YEAR 2 YEAR 3

DESCRIPTION UNIT PRICE TOTAL PRICE

Including Sales Tax and 1st Yr Maintenance Fees

Maintenance Fees Including taxes


Central Scanning Server(s) Describe below

$ $

Image Storage Devices Describe below





DESCRIPTION UNIT PRICE TOTAL PRICE

Including Sales Tax and 1st Yr Maintenance

Fees



Scanning Workstations – PC’s, Displays, and Scanners Describe in Detail Below

TOTAL HARDWARE COSTS

________ Bidder’s Initials




A. PHASE 1 – One Time Costs (continued) Application Software Costs for all proposed software necessary for the implementation and ongoing operation of the proposed solution must be identified. Each software item proposed must be identified with specific one-time purchase cost, warranty and maintenance cost, if applicable.


DESCRIPTION UNIT PRICE QTY TOTAL PRICE




Scanning Software Describe Below

$ $

Imaging Software Describe Below

Capture Software Describe Below









Workflow Software Describe Below

Client Station Software Describe Below

TOTAL SYSTEM SOFTWARE




A. PHASE 1 – One Time Costs (continued) System Software Costs associated with the environment, not provided by the bidder, but which is necessary to run the application must be identified. YEAR 1 YEAR 2 YEAR 3





SYSTEM SOFTWARE Describe Below

DBMS Describe Below

Development Tools Describe Below









Workstation Software Describe Below

Other Software (Detail) Describe Below

Other Third Party Vendor Software Describe Below

TOTAL APPLICATION SOFTWARE

________ Preparer’s Initials




A. PHASE 1 - One Time Costs (continued) Implementation and Other Service All costs associated with project management and implementation. These fixed costs should include all labor, installation, shipping, and any other expenses required to complete the system.

DESCRIPTION QTY UNIT PRICE TAX TOTAL PRICE

IMPLEMENTATION SERVICES (please detail)

Implementation Planning

Implementation support, programming

Fit analysis

Conversion Assistance

Interface Creation

Other (Describe)

TECHNICAL SUPPORT - Describe the type of on-site or off-site support that can be provided and the rate to provide contract technical services.

On-Site Support

Description:

Off-Site Support

Description:




DESCRIPTION QTY UNIT PRICE TAX TOTAL PRICE

TRAINING - Costs for all training must be clearly identified. Each individual training session required must be separately identified. Refer to the training section for detailed requirements.

System Administration

Technical

User




A. PHASE 1 - One Time Costs (continued)

All costs associated with project management and implementation. These fixed costs should include all labor, installation, shipping, and any other expenses required to complete the system.

DESCRIPTION QTY UNIT PRICE TAX TOTAL PRICE DOCUMENTATION - All costs, if any, for documentation must be separately identified. Refer to the documentation section for detailed documentation requirements.

User Guides

Training Manuals

Technical Manuals

OTHER (please detail)

TOTAL ONE TIME IMPLEMENTATION AND OTHER SERVICES COSTS FOR PHASE 1 $




A. PHASE 1 - One Time Costs (continued) Modification Services

MODIFICATION DESCRIPTION HOURS RATE TOTAL COST RFP Section




PHASE 1 - One Time Costs (continued) MODIFICATION DESCRIPTION HOURS RATE TOTAL COST RFP Section

TOTAL MODIFICATION SERVICES COSTS FOR PHASE 1



Exhibit B Page 8 of 32 ______________Preparers Initials

B. PHASE 1 - Ongoing Costs Software & Services All ongoing costs not specified in the above sections must be identified and included in the Detail Costs Sheets covering the first three years of production usage.

Year 1 Year 2 Year 3 DESCRIPTION QTY UNIT

PRICE EXTENDED

PRICE (Qty x Unit

Price)

UNIT PRICE

EXTENDED PRICE

(Qty x Unit Price)

UNIT PRICE

EXTENDED PRICE

(Qty x Unit Price)

Application software maintenance

(including upgrades…)

Scan Licenses

View Licenses

Operating System Software

(including upgrades, license fees…)

DBMS maintenance

Escrow (source code)

Third party software maintenance




Software & Services - Continued

Year 1 Year 2 Year 3 DESCRIPTION QTY UNIT

PRICE EXTENDED

PRICE (Qty x Unit

Price)

UNIT PRICE

EXTENDED PRICE

(Qty x Unit Price)

UNIT PRICE

EXTENDED PRICE

(Qty x Unit Price)

Other (please detail)

SUBTOTAL

APPLICABLE TAXES

TOTAL ON GOING SOFTWARE & SERVICES COSTS FOR PHASE 1 (YEAR 1 + YEAR 2 + YEAR 3)




B. PHASE 1 - Ongoing Costs (continued) Miscellaneous Costs All miscellaneous ongoing costs must be identified and included in the Detail Costs Sheets covering the first three years of production usage.

DESCRIPTION QTY Year 1 Year 2 Year 3

UNIT PRICE

EXTENDED PRICE

(Qty x Unit Price)

UNIT PRICE

EXTENDED PRICE

(Qty x Unit Price)

UNIT PRICE

EXTENDED PRICE

(Qty x Unit Price)

Application and Technical Documentation Subscription Service

User Group Membership

Hot Line Telephone Support

Consulting Services

Application software version upgrade support


SUBTOTAL TOTAL ON GOING MISCELLANEOUS COSTS FOR PHASE 1 (YEAR 1 + YEAR 2 + YEAR 3)


The estimated number of images to be scanned and stored from Accounts Payable system a minimum of 30,000 pages per month.

There will be 50 to 60 users at the Auditor’s office and total of 50-120 users at the department sites. Average number of concurrent viewers/users should be around 40 to 75.

Exhibit B Page 12 of 32 ______________Bidder’s Initials

C. PHASE 1 CONTRACT PRICE SUMMARY A DESCRIPTION TOTAL COST

PHASE 1 HARDWARE TOTAL $

PHASE 1 APPLICATION SOFTWARE TOTAL $

PHASE 1 SYSTEM SOFTWARE TOTAL $

PHASE 1 IMPLEMENTATION & OTHER SERVICES TOTAL $

PHASE 1 MODIFICATION SERVICES TOTAL $

B

PHASE 1 ONGOING SOFTWARE & SERVICES TOTAL $

PHASE 1 ONGOING COSTS, MISCELLANEOUS TOTAL $

$

C GRAND TOTAL COST FOR PHASE 1 Bidder agrees that the price(s) quoted are the maximum they will charge during the term of any contract awarded. FIRM:_____________________SIGNATURE:___________________________________DATE:_________ PRINTED NAME: TITLE: _____________________

EXHIBIT B Phase 2 Migrate existing Imaging applications to the new solution

The estimated number of images scanned or mass imported into the system at the County is a minimum of 90,000 pages per month. There will be 250 + users at the department sites. The average number of concurrent viewers/users should be

around 60 to 100.


A. PHASE 2 - One Time Costs Application Software Costs for all proposed software necessary for the implementation and ongoing operation of the proposed solution must be identified. Each software item proposed must be identified with specific one-time purchase cost, warranty and maintenance cost, if applicable.

DESCRIPTION UNIT PRICE TAX TOTAL PRICE Conversion software $ $ $


Additional Licenses (Describe)

TOTAL ONE TIME APPLICATION SOFTWARE COSTS FOR PHASE 2

$ $ $



around 60 to 100.


A. PHASE 2 - One Time Costs (continued) System Software Costs associated with the environment, not provided by the bidder, but which is necessary to run the application must be identified.

DESCRIPTION QTY UNIT PRICE TAX TOTAL PRICE SYSTEM SOFTWARE Describe

$ $ $

DBMS Describe

Development Tools Describe

Conversion Tools Describe

Workstation Software (detail)

Other Software (detail)

Other Third Party Vendor software Describe

TOTAL ONE TIME SYSTEM SOFTWARE COSTS FOR PHASE 2

$ $ $



around 60 to 100.



DESCRIPTION QTY UNIT PRICE TAX TOTAL PRICE IMPLEMENTATION SERVICES (please detail)

Implementation Planning

Implementation support, programming

Fit analysis

Conversion Assistance

Interface Creation

TECHNICAL SUPPORT - Describe the type of on-site or off-site support that can be provided and the rate to provide contract technical services.

On-Site Support

Description:

Off-Site Support

Description:

TRAINING - Costs for all training must be clearly identified. Each individual training session required must be separately identified. Refer to the training section for detailed requirements.


Technical

User



around 60 to 100.



DESCRIPTION QTY UNIT PRICE TAX TOTAL PRICE DOCUMENTATION - All costs, if any, for documentation must be separately identified. Refer to the documentation section for detailed documentation requirements.

User Guides

Training Manuals

Technical Manuals

OTHER (please detail)

TOTAL ONE TIME IMPLEMENTATION AND OTHER SERVICES COSTS FOR PHASE 2

$ $ $



around 60 to 100.


A, PHASE 2 - One Time Costs (continued) Modification Services

MODIFICATION DESCRIPTION HOURS RATE TOTAL COST RFP Section

TOTAL MODIFICATION SERVICES COSTS FOR PHASE 2

$ $


The estimated number of images scanned or mass imported into the system at the County is a minimum of 90,000 pages per month. There will be 250 + users at the department sites. The average number of concurrent viewers/users should be around 60 to 100.


B. PHASE 2 - Ongoing Costs Software & Services All ongoing costs must be identified and included in the Detail Costs Sheets covering the first three years of production usage.

Year 2 Year 3 DESCRIPTION QTY UNIT PRICE EXTENDED

PRICE (Qty x Unit

Price)

UNIT PRICE EXTENDED PRICE

(Qty x Unit Price)

Application software maintenance

(including upgrades…)

Scan Licenses

View Licenses

Operating System Software

(including upgrades, license fees…)

DBMS maintenance

Escrow (source code)

Third party software maintenance




Software & Services - Continued

Year 2 Year 3 DESCRIPTION QTY UNIT PRICE EXTENDED

PRICE (Qty x Unit

Price)


(Qty x Unit Price)


SUBTOTAL




B. PHASE 2 - Ongoing Costs (continued) Miscellaneous All ongoing costs must be identified and included in the Detail Costs Sheets covering the first three years of production usage.

DESCRIPTION QTY Year 2 Year 3

Application and Technical Documentation Subscription Service


(Qty x Unit Price)


(Qty x Unit Price)

User Group Membership

Hot Line Telephone Support

Consulting Services

Application software version upgrade support


SUBTOTAL



around 60 to 100.

Exhibit B Page 21 of 32

C. PHASE 2 CONTRACT PRICE SUMMARY A DESCRIPTION TOTAL COST

PHASE 2 APPLICATION SOFTWARE TOTAL $

PHASE 2 SYSTEM SOFTWARE TOTAL $

PHASE 2 IMPLEMENTATION & OTHER SERVICES TOTAL $

PHASE 2 MODIFICATION SERVICES TOTAL $ B PHASE 2 ONGOING SOFTWARE & SERVICES TOTAL $ PHASE 2 ONGOING COSTS, MISCELLANEOUS TOTAL $ C GRAND TOTAL COST FOR PHASE 2 $ Bidder agrees that the price(s) quoted are the maximum they will charge during the term of any contract awarded. FIRM:_____________________SIGNATURE:___________________________________DATE:_________ PRINTED NAME: TITLE: _____________________

EXHIBIT B

CONTRACT SUMMARY

Exhibit B Page 22 of 32

D. TOTAL 3-YEAR CONTRACT PRICE SUMMARY (PHASE 1 and PHASE 2) A DESCRIPTION TOTAL COST

GRAND TOTAL COST FOR PHASE 1 (Years 1 to 3) $

GRAND TOTAL COST FOR PHASE 2 (Years 1 to 3)

$

B TOTAL COST OF VENDOR RESPONSE (GRAND TOTAL COST FOR PHASE 1 AND 2 COMBINED)

$

Bidder agrees that the price(s) quoted are the maximum they will charge during the term of any contract awarded. FIRM:_____________________SIGNATURE:___________________________________DATE:_________ PRINTED NAME: TITLE: _____________________

Exhibit B Page 23 of 32 _____________Bidder’s Initials

A. VENDOR PRICE LIST Please provide a price list of all additional software, modules, training courses or other services for imaging which you provide but which are not being utilized in this proposal.

DESCRIPTION UNIT PRICE Per $

12/17/04

Exhibit C COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS

Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements:

TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability

Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability

$1,000,000 per occurrence (CSL) Bodily Injury and Property Damage

B Commercial or Business Automobile Liability All owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities

$1,000,000 per occurrence (CSL) Any Auto Bodily Injury and Property Damage

C Workers’ Compensation (WC) and Employers Liability (EL) Required for all contractors with employees

WC: Statutory Limits EL: $100,000 per accident for bodily injury or disease

D Professional Liability/Errors & Omissions Includes endorsements of contractual liability

$1,000,000 per occurrence $2,000,000 project aggregate

E

Endorsements and Conditions: 1. ADDITIONAL INSURED: All insurance required above with the exception of Professional Liability, Personal Automobile Liability,

Workers’ Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives.

2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.

3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.

4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods: – Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party), or at

minimum named as an “Additional Insured” on the other’s policies. – Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured.

7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation.

8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to:

- Department/Agency issuing the contract - With a copy to Risk Management Unit (125 – 12th Street, 3rd Floor, Oakland, CA 94607)

Certificate C-2 Page 1 of 1 Form 2001-1 (Rev. 03/15/06)

Exhibit D Page 1 of 2

12/17/04

EXHIBIT D-1 COUNTY OF ALAMEDA

RFP No 900423

for


CURRENT REFERENCES

Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: Service Provided: Dates/Type of Service:





Company Name:

Exhibit D Page 2 of 2

12/17/04

EXHIBIT D-2 COUNTY OF ALAMEDA

RFP No 900423

for


FORMER REFERENCES Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: Service Provided: Dates/Type of Service:





Company Name:

4/4/06

EXHIBIT E (Page 1 of 4) COUNTY OF ALAMEDA General Services Agency

RFP No 900423 for

Enterprise Imaging Solution SMALL, LOCAL AND EMERGING BUSINESS PROGRAM

CERTIFICATION INSTRUCTIONS 1. Complete the application. Small Business: Federal Small Business Administration (SBA) gross receipts limit by

North American Industry Classification System (NAICS) or Standard Industry Classification (SIC) Codes. Emerging Business: One half of the SBA gross receipt limit by NAICS OR SIC codes and

in business less than 5 years. The following items must be attached to your Application:

• Copies of Signed Federal Tax Returns showing Gross Business Receipts for the last 3 years

• Copies of Business Licenses • Copy of Current Identification (i.e. Driver’s License, Identification Card) • Copy of Deed, Rental or Lease Agreement showing Business Address • Copies of Last 3 completed Contracts and Proposals including name of Contact

Person • Personal Net Worth Statement (if the business has never filed taxes) • Notarized Affidavit

If you own less than 51% interest in your business, please indicate other owner(s) name(s), title(s) and percentage of ownership. List all current business and professional licenses. If you have been in business for less than three years, please provide your actual gross receipts received for the period that you have been in business. If you have not been in business for a complete tax year, please provide actual gross receipts to date. The Affidavit must be complete, notarized and attached to the Application. If any item is not applicable, please put “N/A” in the designated area. If additional space is needed, please attach additional sheet(s). 2. Please mail Application and Supporting Documents to:

Alameda County General Services Agency Business Outreach Compliance Office/SLEB

1401 Lakeside Drive, 10th Floor Oakland, CA 94612

Attention: Linda Moore, Business Outreach Officer

If you have questions regarding your certification, please contact: Linda Moore

(510) 208-9717 or [email protected] Thank you for your interest in doing business with Alameda County

4/4/06


RFP No 900423 for

Enterprise Imaging Solution SMALL, LOCAL AND EMERGING BUSINESS PROGRAM

CERTIFICATION APPLICATION Section A: Business Information

* Asterisk (*) indicates Required Information. *Business Type: Sole Proprietorship Partnership Corporation *Business Name: SLEB Vendor ID Number:

DBA (Circle One): Yes or No *Federal Tax Identification Number: *Business Address: *How long at this address: *Business Telephone Number: Business Fax Number: *Business Start Date: *# of Employees: Business Description: Gross Business Receipts for Last Three Years (If first year in business, please list gross receipts received to date): $_____________________ 20____ $ ___________________ 20____ $____________________ 19____

Section B: Contact Information *Name: *Title: Address: *Email Address: Phone: Fax number: *Composition of Ownership – This is a Required Section Public Entity (government, church, school, non-profit, publicly traded) Yes No If “Yes,” skip Gender and Ethnicity below. The collection of ethnicity and gender data is for statistical and demographic purposes only. Please check the one most applicable category in each column: Ethnicity Gender

African American or Black (greater than 50%) Female (greater than 50%) American Indian or Alaskan Native (greater than 50%) Male (greater than 50%) Asian (greater than 50%) Caucasian or White (greater than 50%) Filipino (greater than 50%) Hispanic or Latino (greater than 50%) Native Hawaiian or other Pacific Islander (greater than 50%) Multi-ethnic minority ownership (greater than 50%) Multi-ethnic ownership (50% Minority-50% Non-Minority)

Section C: SIC and NAICS Codes Information

SIC Code(s) NAICS Code(s)

______________________________________ _________________________________________

______________________________________ _________________________________________

______________________________________ _________________________________________

Section D: Business and License Information Please List All Current Business and Professional Licenses: License Type: Date Issued/Expires: Jurisdiction/Issuing Authority: ______________________________ ______________________________ _______________________________

______________________________ ______________________________ _______________________________

r County Use Only

First Renewal Granted: _________ Expiration__________ Second Renewal Granted: __________ Expiration__________

12/17/04


RFP No 900423 for


CERTIFICATION RENEWAL APPLICATION

SLEB Vendor ID Number: _______________ Date of Initial Certification: ____________ *Business Name: *Federal Tax Identification Number: ____- ______________ *Business Address: *How long at this address: ______________ *Business Telephone Number: Business Fax Number: *Main Contact Name: *Email Address: Phone:

*Gross Business Receipts for Last Three Years: $_____________________ 20____ $ ___________________ 20____ $____________________ 19____

Please Attach Verification of Business Income (Copies of signed Federal Tax Return)

Section C: SIC and NAICS Codes Information

SIC Code(s) NAICS Code(s)

______________________________________ _________________________________________

______________________________________ _________________________________________

______________________________________ _________________________________________ RENEWAL AFFIDAVIT I declare, under penalty or perjury all of the foregoing statements are true and correct. ________________________________________ ________________________________ (Signature) (Title)

Please mail Application and Supporting Documents to:

GSA Purchasing Attention: Linda Moore

1401 Lakeside Drive, 10th Floor Oakland, CA 94612

10/10/05


RFP No 900423 for

Enterprise Imaging Solution AFFIDAVIT

The undersigned swears, under penalty of perjury, that the foregoing statements are true and correct and include all material information necessary to identify and explain the operations of _______________________________________________________ (Name of Firm) as well as the ownership thereof. The undersigned also states that he/she is properly authorized by _____________________________________________________ (Name of Firm) to execute the affidavit. Further, the undersigned agrees to provide the County Of Alameda, current, complete and accurate information regarding: actual work performed on the project, any payment(s) made or received, any proposed changes to the activities of the above-referenced firm that affect the firm’s eligibility under this program, and to permit the audit and examination of books, records, and files of the named firm. Any material misrepresentation will be grounds for terminating any contract which may be awarded and for initiating appropriate legal action. The undersigned agrees that information provided may be shared with other governmental agencies." Printed Name Signature

Title Date

NOTARY

day of ________________________, 20______The foregoing affidavit was subscribed and sworn to before me on this ________

by

SEAL

Notary Public

Commission Expires

Mail completed Application and Affidavit to: County of Alameda 1401 Lakeside Drive, 10th Floor Oakland, CA 94612 Attn: Linda Moore

10/10/05

EXHIBIT F SMALL LOCAL EMERGING BUSINESS (SLEB) SUBCONTRACTING

INFORMATION SHEET

COUNTY OF ALAMEDA RFP No 900423

for Enterprise Imaging Solution

In order to meet the small local emerging business (SLEB) requirements of this RFP/Q, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (per this RFP/Q County Provisions) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. This form must be submitted for each business that bidders will work with, evidencing a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.) Bidders are encouraged to subcontract with a SLEB that can participate directly with this contract. One of the benefits of subcontracting will be economic, but this subcontracting will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own. Once a contract has been awarded, bidders will not be able to substitute the subcontractor without prior written approval from the General Services Agency, Business Outreach Officer. The General Services Agency, Business Outreach Officer will monitor the contract for compliance with the SLEB requirements. BIDDER:___________________________________________________________________________________

is a SLEB.

is not a SLEB and will subcontract __________% with the SLEB named below for the following service(s): _______________________________________________________________________________________

SLEB Business Name: ___________________________________________________________________

Street Address: ___________________________________________________________________

City, State, Zip: ___________________________________________________________________

Phone: ___________________________Fax:__________________E-mail:_____________

Tax ID Number: _____________________________________________________ Principal Name: ______________________________________________________

SLEB Principal Signature: _________________________________________________ ________________ (Date)

Bidder Signature: _________________________________________________ _________________ (Date)

10/10/05

EXHIBIT G

ALAMEDA COUNTY RFP No 900423


REQUEST FOR PREFERENCE for

LOCAL BUSINESS and

SMALL AND LOCAL OR EMERGING AND LOCAL BUSINESS

IF YOU WOULD LIKE TO REQUEST THE LOCAL BUSINESS, SMALL AND LOCAL BUSINESS, OR EMERGING AND LOCAL BUSINESS PREFERENCE, COMPLETE THIS FORM AND RETURN IT WITH YOUR BID. IN ADDITION, IF APPLYING FOR LOCAL PREFERENCE, SUBMIT THE FOLLOWING:

• Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

• Proof of six (6) month business residency, identifying the name of the vendor and the local address: utility bills, deed of trust or lease agreement.

A five-percent (5%) preference will be granted to Alameda County products or vendors on all sealed bids on contracts except with respect to those contracts which State law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the date upon which a request for sealed bids or proposals is issued; and which holds a valid business license issued by the County or a city with the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. In addition, a five percent (5%) preference, for a total bid preference of ten percent (10%), shall be granted (except as noted above) if the bidder is certified by the County as either a small and local or an emerging and local business. Check the appropriate (2 maximum) boxes and provide the requested information below.

Request for 5% local preference Request for 5% small and local preference OR Request for 5% emerging and local preference Company Name:

Street Address:

Telephone Number:

Business License Number:

The Undersigned declares that the foregoing information is true and correct: Print/Type Name:

Title:

Signature:

Date:

EXHIBIT H COUNTY OF ALAMEDA

RFP No 900423 for


ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION

10/10/05

ALCOLINK Vendor Number (if known): 00000 SLEB Vendor Number:

Full Legal Name:

DBA

Type of Entity: Individual Sole Proprietor Partnership

Corporation Tax-Exempted Government or Trust Check the boxes that apply:

Goods Only Goods & Services Rents/Leases Legal Services Rents/Leases paid to you as the agent Medical Services Non-Medical Services – Describe

Other

Federal Tax ID Number (required):

P.O. Box/Street Address:

Vendor Contact’s Name:

Vendor Contact’s Telephone: Fax:

Vendor Contact’s E-mail address:

Please check all that apply: LOC Local Vendor (Holds business license within Alameda County) SML Small Business (as defined by Small Business Administration) I American Indian or Alaskan Native (>50%) A Asian (>50%) B Black or African American (>50%) F Filipino (>50%) H Hispanic or Latino (>50%) N Native Hawaiian or other Pacific Islander (>50%) W White (>50%)

Number of Entry Level Positions available through the life of the contract:___________

Number of other positions available through the life of the contact:_________________

This information to be completed by County: Contract #______________________ Contract Amount: _____________________

Contract Term: _____________________

EXHIBIT H COUNTY OF ALAMEDA

RFP No 900423 for


ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION

10/10/05

Vendor agrees to provide Alameda County (through East Bay Works and Social Services Agency), ten (10) working days to refer to Vendor, potential candidates to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Vendor will also provide the County with specific job requirements for new or vacant positions. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but final decision of whether or not to offer employment, and the terms and conditions thereof, to the candidate(s) rest solely within the discretion of the Vendor. Alameda County (through East Bay Works and Social Services Agency) agrees to only refer pre-screened qualified applicants, based on vendor specifications, to vendor for interviews for prospective employment by Vendor (see Incentives for Vendor Participation under Vendor/First Source Program located on the Small Local Emerging Business (SLEB) Website, http://www.co.alameda.ca.us/gsa/sleb/vendor.shtml If compliance with the First Source Program will interfere with Vendor’s pre-existing labor agreements, recruiting practices, or will otherwise obstruct Vendor’s ability to carry out the terms of the contract, Vendor will provide to the County a written justification of non-compliance in the space provided below.

(Company Name) ______________________________________ ____________________ (Vendor Signature) (Date)

______________________________________ ____________________ (East Bay Works / One-Stop Representative Signature) (Date) Justification of Non-Compliance: _______________________________________________________________________ ________________________________________________________________________

10/10/05

EXHIBIT I



Exceptions, Clarifications, Amendments List below requests for clarifications, exceptions and amendments, if any, to the RFP and its exhibits, including Exhibit J, and submit with your bid response. The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Item No.

Reference To: Description Page No. Paragraph

No.

Contractor:

Contract No. ______________________

DRAFT

Page 1 of 15

COUNTY OF ALAMEDA STANDARD SERVICES AGREEMENT

This Agreement, dated as of ___________________, 2007, is by and between the County of Alameda, hereinafter referred to as the “County”, and___________________, hereinafter referred to as the “Contractor”.

WITNESSETH Whereas, County desires to obtain ________________________________services which are more fully described in Exhibit A hereto (“_____________Services”); and (Insert short name or delete) Whereas, Contractor is professionally qualified to provide such services and is willing to provide same to County; and

Now, therefore it is agreed that County does hereby retain Contractor to provide ___________Services, and Contractor accepts such engagement, on the General Terms and Conditions hereinafter specified in this Agreement, the Additional Provisions attached hereto, and the following described exhibits, all of which are incorporated into this Agreement by this reference:

Exhibit A Definition of Services Exhibit B Payment Terms Exhibit C Insurance Requirements Exhibit D Debarment and Suspension Certification The term of this Agreement shall be from ___________________through ___________ The compensation payable to Contractor hereunder shall not exceed (dollar amount written out) ($____________) for the term of this Agreement

Contract No. ______________________

DRAFT

Page 2 of 15

IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written. COUNTY OF ALAMEDA CONTRACTOR/COMPANY NAME By:______________________________

Signature

By:____________________________

Signature Name:____________________________

(Printed)

Name:_________________________

(Printed)

Title: _______Purchasing Agent_______

Title:__________________________

Date:_____________________________

Date:__________________________

By signing above, signatory warrants and represents that he/she executed this Agreement in his/her authorized capacity and that by his/her signature on this Agreement, he/she or the entity upon behalf of which he/she acted, executed this Agreement.

Contract No. ______________________

DRAFT

Page 3 of 15

GENERAL TERMS AND CONDITIONS 1. INDEPENDENT CONTRACTOR: No relationship of employer and employee is

created by this Agreement; it being understood and agreed that Contractor is an independent contractor. Contractor is not the agent or employee of the County in any capacity whatsoever, and County shall not be liable for any acts or omissions by Contractor nor for any obligations or liabilities incurred by Contractor.

Contractor shall have no claim under this Agreement or otherwise, for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance medical care, hospital care, retirement benefits, social security, disability, Workers’ Compensation, or unemployment insurance benefits, civil service protection, or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable payroll taxes (including federal and state income taxes) or contributions for unemployment insurance or old age pensions or annuities which are imposed by any governmental entity in connection with the labor used or which are measured by wages, salaries or other remuneration paid to its officers, agents or employees and agrees to indemnify and hold County harmless from any and all liability which County may incur because of Contractor’s failure to pay such amounts. In carrying out the work contemplated herein, Contractor shall comply with all applicable federal and state workers’ compensation and liability laws and regulations with respect to the officers, agents and/or employees conducting and participating in the work; and agrees that such officers, agents, and/or employees will be considered as independent contractors and shall not be treated or considered in any way as officers, agents and/or employees of County.

Contractor does, by this Agreement, agree to perform his/her said work and functions at all times in strict accordance with currently approved methods and practices in his/her field and that the sole interest of County is to insure that said service shall be performed and rendered in a competent, efficient, timely and satisfactory manner and in accordance with the standards required by the County agency concerned. Notwithstanding the foregoing, if the County determines that pursuant to state and federal law Contractor is an employee for purposes of income tax withholding, County may upon two week’s notice to Contractor, withhold from payments to Contractor hereunder federal and state income taxes and pay said sums to the federal and state governments

Contract No. ______________________

DRAFT

Page 4 of 15

2. INDEMNIFICATION: To the fullest extent permitted by law, Contractor shall hold harmless, defend and indemnify the County of Alameda, its Board of Supervisors, employees and agents from and against any and all claims, losses, damages, liabilities and expenses, including but not limited to attorneys’ fees, arising out of or resulting from the performance of services under this Agreement, provided that any such claim, loss, damage, liability or expense is attributable to bodily injury, sickness, disease, death or to injury to or destruction of property, including the loss therefrom, or to any violation of federal, state or municipal law or regulation, which arises out of or is any way connected with the performance of this agreement (collectively “Liabilities”) except where such Liabilities are caused solely by the negligence or willful misconduct of any indemnitee. The County may participate in the defense of any such claim without relieving Contractor of any obligation hereunder.

In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement is determined by a court of competent jurisdiction or the Alameda County Employees’ Retirement Association (ACERA) or California Public Employees’ Retirement System (PERS) to be eligible for enrollment in ACERA and PERS as an employee of County, Contractor shall indemnify, defend, and hold harmless County for the payment of any employee and/or employer contributions for ACERA and PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of County.

3. INSURANCE AND BOND: Contractor shall at all times during the term of the Agreement with the County maintain in force those insurance policies and bonds as designated in the attached Exhibit C, and will comply with all those requirements as stated therein.

4. PREVAILING WAGES: Pursuant to Labor Code Sections 1770 et seq., Contractor

shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.

5. WORKERS’ COMPENSATION: Contractor shall provide Workers'

Compensation insurance, as applicable, at Contractor's own cost and expense and

Contract No. ______________________

DRAFT

Page 5 of 15

further, neither the Contractor nor its carrier shall be entitled to recover from County any costs, settlements, or expenses of Workers' Compensation claims arising out of this Agreement.

6. CONFORMITY WITH LAW AND SAFETY:

a. In performing services under this Agreement, Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal, and local governing bodies, having jurisdiction over the scope of services, including all applicable provisions of the California Occupational Safety and Health Act. Contractor shall indemnify and hold County harmless from any and all liability, fines, penalties and consequences from any of Contractor’s failures to comply with such laws, ordinances, codes and regulations.

b. Accidents: If a death, serious personal injury or substantial property damage occurs in connection with Contractor’s performance of this Agreement, Contractor shall immediately notify the Alameda County Risk Manager's Office by telephone. Contractor shall promptly submit to County a written report, in such form as may be required by County of all accidents which occur in connection with this Agreement. This report must include the following information: (1) name and address of the injured or deceased person(s); (2) name and address of Contractor's sub-Contractor, if any; (3) name and address of Contractor's liability insurance carrier; and (4) a detailed description of the accident and whether any of County's equipment, tools, material, or staff were involved.

c. Contractor further agrees to take all reasonable steps to preserve all

physical evidence and information which may be relevant to the circumstances surrounding a potential claim, while maintaining public safety, and to grant to the County the opportunity to review and inspect such evidence, including the scene of the accident.

7. DEBARMENT AND SUSPENSION CERTIFICATION: (Applicable to all

agreements funded in part or whole with federal funds and contracts over $25,000).

a. By signing this agreement and Exhibit D, Debarment and Suspension Certification, Contractor/Grantee agrees to comply with applicable federal suspension and debarment regulations, including but not limited to 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

Contract No. ______________________

DRAFT

Page 6 of 15

b. By signing this agreement, Contractor certifies to the best of its knowledge and belief, that it and its principals:

(1) Are not presently debarred, suspended, proposed for debarment,

declared ineligible, or voluntary excluded by any federal department or agency;

(2) Shall not knowingly enter into any covered transaction with a person

who is proposed for debarment under federal regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in such transaction.

8. PAYMENT: For services performed in accordance with this Agreement, payment

shall be made to Contractor as provided in Exhibit B hereto. 9. TRAVEL EXPENSES: Contractor shall not be allowed or paid travel expenses

unless set forth in this Agreement. 10. TAXES: Payment of all applicable federal, state, and local taxes shall be the sole

responsibility of the Contractor.

11. OWNERSHIP OF DOCUMENTS: Contractor hereby assigns to the County and its assignees all copyright and other use rights in any and all proposals, plans, specification, designs, drawings, sketches, renderings, models, reports and related documents (including computerized or electronic copies) respecting in any way the subject matter of this Agreement, whether prepared by the County, the Contractor, the Contractor’s sub-Contractors or third parties at the request of the Contractor (collectively, “Documents and Materials”). This explicitly includes the electronic copies of all above stated documentation.

Contractor also hereby assigns to the County and its assignees all copyright and other use rights in any Documents and Materials including electronic copies stored in Contractor’s Information System, respecting in any way the subject matter of this Agreement. Contractor shall be permitted to retain copies, including reproducible copies and computerized copies, of said Documents and Materials. Contractor agrees to take such further steps as may be reasonably requested by County to implement the aforesaid assignment. If for any reason said assignment is not effective, Contractor hereby grants the County and any assignee of the County an express royalty – free license to retain and use said Documents and Materials. The County’s rights under this paragraph shall apply regardless of the degree of completion of the Documents and Materials and whether or not Contractor’s

Contract No. ______________________

DRAFT

Page 7 of 15

services as set forth in Exhibit “A” of this Agreement have been fully performed or paid for. In Contractor’s contracts with other Contractors, Contractor shall expressly obligate its Sub-Contractors to grant the County the aforesaid assignment and license rights as to that Contractor’s Documents and Materials. Contractor agrees to defend, indemnify and hold the County harmless from any damage caused by a failure of the Contractor to obtain such rights from its Contractors and/or Sub-Contractors. Contractor shall pay all royalties and license fees which may be due for any patented or copyrighted materials, methods or systems selected by the Contractor and incorporated into the work as set forth in Exhibit “A”, and shall defend, indemnify and hold the County harmless from any claims for infringement of patent or copyright arising out of such selection. The County’s rights under this Paragraph 11 shall not extend to any computer software used to create such Documents and Materials.

12. CONFLICT OF INTEREST; CONFIDENTIALITY: The Contractor covenants that it presently has no interest, and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of services required under this Agreement. Without limitation, Contractor represents to and agrees with the County that Contractor has no present, and will have no future, conflict of interest between providing the County services hereunder and any other person or entity (including but not limited to any federal or state wildlife, environmental or regulatory agency) which has any interest adverse or potentially adverse to the County, as determined in the reasonable judgment of the Board of Supervisors of the County.

The Contractor agrees that any information, whether proprietary or not, made known to or discovered by it during the performance of or in connection with this Agreement for the County will be kept confidential and not be disclosed to any other person. The Contractor agrees to immediately notify the County by notices provided in accordance with Paragraph 13 of this Agreement, if it is requested to disclose any information made known to or discovered by it during the performance of or in connection with this Agreement. These conflict of interest and future service provisions and limitations shall remain fully effective five (5) years after termination of services to the County hereunder.

13. NOTICES: All notices, requests, demands, or other communications under this Agreement shall be in writing. Notices shall be given for all purposes as follows:

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Personal delivery: When personally delivered to the recipient, notices are effective on delivery. First Class Mail: When mailed first class to the last address of the recipient known to the party giving notice, notice is effective three (3) mail delivery days after deposit in a United States Postal Service office or mailbox. Certified Mail: When mailed certified mail, return receipt requested, notice is effective on receipt, if delivery is confirmed by a return receipt. Overnight Delivery: When delivered by overnight delivery (Federal Express/Airborne/United Parcel Service/DHL WorldWide Express) with charges prepaid or charged to the sender’s account, notice is effective on delivery, if delivery is confirmed by the delivery service. Telex or facsimile transmission: When sent by telex or facsimile to the last telex or facsimile number of the recipient known to the party giving notice, notice is effective on receipt, provided that (a) a duplicate copy of the notice is promptly given by first-class or certified mail or by overnight delivery, or (b) the receiving party delivers a written confirmation of receipt. Any notice given by telex or facsimile shall be deemed received on the next business day if it is received after 5:00 p.m. (recipient’s time) or on a non-business day. Addresses for purpose of giving notice are as follows: To County: COUNTY OF ALAMEDA _____________________________ _____________________________ Attn:________________________

To Contractor: _____________________________ _____________________________ _____________________________

Attn:________________________ Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities, messenger, or overnight delivery service. Any party may change its address or telex or facsimile number by giving the other party notice of the change in any manner permitted by this Agreement.

14. USE OF COUNTY PROPERTY: Contractor shall not use County property

(including equipment, instruments and supplies) or personnel for any purpose other than in the performance of his/her obligations under this Agreement.

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15. EQUAL EMPLOYMENT OPPORTUNITY PRACTICES PROVISIONS:

Contractor assures that he/she/it will comply with Title VII of the Civil Rights Act of 1964 and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement.

a. Contractor shall, in all solicitations or advertisements for applicants for

employment placed as a result of this Agreement, state that it is an “Equal Opportunity Employer” or that all qualified applicants will receive consideration for employment without regard to their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.

b. Contractor shall, if requested to so do by the County, certify that it has not,

in the performance of this Agreement, discriminated against applicants or employees because of their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.

c. If requested to do so by the County, Contractor shall provide the County

with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law.

d. Contractor shall recruit vigorously and encourage minority - and women-

owned businesses to bid its subcontracts.

e. Nothing contained in this Agreement shall be construed in any manner so as to require or permit any act, which is prohibited by law.

f. The Contractor shall include the provisions set forth in paragraphs A

through E (above) in each of its subcontracts.

16. DRUG-FREE WORKPLACE: Contractor and Contractor's employees shall comply with the County's policy of maintaining a drug-free workplace. Neither Contractor nor Contractor's employees shall unlawfully manufacture, distribute, dispense, possess or use controlled substances, as defined in 21 U.S. Code § 812, including, but not limited to, marijuana, heroin, cocaine, and amphetamines, at any County facility or work site. If Contractor or any employee of Contractor is convicted or pleads nolo contendere to a criminal drug statute violation occurring

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at a County facility or work site, the Contractor within five days thereafter shall notify the head of the County department/agency for which the contract services are performed. Violation of this provision shall constitute a material breach of this Agreement

17. AUDITS; ACCESS TO RECORDS: The Contractor shall make available to the County, its authorized agents, officers, or employees, for examination any and all ledgers, books of accounts, invoices, vouchers, cancelled checks, and other records or documents evidencing or relating to the expenditures and disbursements charged to the County, and shall furnish to the County, its authorized agents, officers or employees such other evidence or information as the County may require with regard to any such expenditure or disbursement charged by the Contractor.

The Contractor shall maintain full and adequate records in accordance with County requirements to show the actual costs incurred by the Contractor in the performance of this Agreement. If such books and records are not kept and maintained by Contractor within the County of Alameda, California, Contractor shall, upon request of the County, make such books and records available to the County for inspection at a location within County or Contractor shall pay to the County the reasonable, and necessary costs incurred by the County in inspecting Contractor’s books and records, including, but not limited to, travel, lodging and subsistence costs. Contractor shall provide such assistance as may be reasonably required in the course of such inspection. The County further reserves the right to examine and reexamine said books, records and data during the three (3) year period following termination of this Agreement or completion of all work hereunder, as evidenced in writing by the County, and the Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatsoever for three (3) years after the County makes the final or last payment or within three (3) years after any pending issues between the County and Contractor with respect to this Agreement are closed, whichever is later.

18. DOCUMENTS AND MATERIALS: Contractor shall maintain and make available to County for its inspection and use during the term of this Agreement, all Documents and Materials, as defined in Paragraph 11 of this Agreement. Contractor’s obligations under the preceding sentence shall continue for three (3) years following termination or expiration of this Agreement or the completion of all work hereunder (as evidenced in writing by County), and Contractor shall in no event dispose of, destroy, alter or mutilate said Documents and Materials, for three (3) years following the County’s last payment to Contractor under this Agreement.

19. TIME OF ESSENCE: Time is of the essence in respect to all provisions of this

Agreement that specify a time for performance; provided, however, that the

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foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.

20. TERMINATION: The County has and reserves the right to suspend, terminate or

abandon the execution of any work by the Contractor without cause at any time upon giving to the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, the Contractor shall be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination or abandonment. Said payment shall be computed in accordance with Exhibit B hereto, provided that the maximum amount payable to Contractor for its ___________ Services shall not exceed $________________payment for services provided hereunder prior to the effective date of said suspension, termination or abandonment.

21. SMALL LOCAL AND EMERGING BUSINESS PARTICIPATION: Contractor

shall subcontract with company name (street address, city, state,; Principal, name), for services to be provided under this Agreement in an amount of at least twenty percent (20%) (or adjust percentage if more than or less than) of the contract value of this Agreement in accordance with County’s Small and Emerging Local Business provision.

Participation of a small and/or emerging local business must be maintained for the term of this contract. Contractor shall not substitute the small and/or emerging local business(s) listed in this agreement without prior written approval from the County. County will be under no obligation to pay contractor for the percent committed to a small and/or local business if the work is not performed or not performed by the listed small and/or emerging local business. Said requests to substitute a small and/or emerging local business shall be submitted in writing to the County Purchasing Department, ATTN: Purchasing Manager, 1401 Lakeside Drive, 9th Floor, Oakland, CA 94612. Contractor shall provide SLEB utilization reports when invoicing the County utilizing the Alameda County Compliance System. Contractor and Contractor’s small and/or emerging local businesses participating as subcontractors on the awarded contract are required to use the County web-based compliance system as described in Exhibit E (Contract Compliance Reporting Requirements) to report and validate payments made by Prime Contractors to the certified small and/or emerging local businesses. It is the Contractor’s responsibility to ensure that they and their subcontractors are registered and trained as required to utilize the Alameda County Contract Compliance System. Contact the County Business Outreach and Contract Compliance Office at 1401 Lakeside Drive, 10th Floor, Oakland, CA, (510) 208-9617 if you have any other

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questions regarding utilization of the Alameda County Contract Compliance System. Alternate Language: Delete above two paragraphs and use the following alternate language if the prime contractor is a certified small or emerging local business. Delete the following paragraph and use the above language if the prime contractor is not a certified small or emerging local business: SMALL, LOCAL AND EMERGING BUSINESS PARTICIPATION: Contractor has been certified by the County as a small or emerging local business. As a result, there is no requirement to subcontract with another business in order to satisfy the County’s Small and Emerging Locally owned Business provision. However, should Contractor’s status as a certified small or emerging local business change at any time during the term of this Agreement, Contractor shall comply with the County’s Small and Emerging Locally owned Business provision.

22. FIRST SOURCE PROGRAM: For contracts over $100,000, Contractor shall provide County ten (10) working days to refer to Contractor, potential candidates to be considered by Contractor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County that Contractor has available during the contract term before advertising to the general public.

23. CHOICE OF LAW: This Agreement shall be governed by the laws of the State of

California. 24. WAIVER: No waiver of a breach, failure of any condition, or any right or remedy

contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure, right or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

25. ENTIRE AGREEMENT: This Agreement, including all attachments, exhibits, and any other documents specifically incorporated into this Agreement, shall constitute the entire agreement between County and Contractor relating to the subject matter of this Agreement. As used herein, Agreement refers to and includes any documents incorporated herein by reference and any exhibits or attachments. This Agreement supersedes and merges all previous understandings, and all other agreements, written or oral, between the parties and sets forth the entire understanding of the parties regarding the subject matter thereof. The Agreement may not be modified except by a written document signed by both parties.

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26. HEADINGS herein are for convenience of reference only and shall in no way affect interpretation of the Agreement.

27. ADVERTISING OR PUBLICITY: Contractor shall not use the name of County,

its officers, directors, employees or agents, in advertising or publicity releases or otherwise without securing the prior written consent of County in each instance.

28. MODIFICATION OF AGREEMENT: This Agreement may be supplemented,

amended or modified only by the mutual agreement of the parties. No supplement, amendment or modification of this Agreement shall be binding unless it is in writing and signed by authorized representatives of both parties.

29. ASSURANCE OF PERFORMANCE: If at any time County believes Contractor

may not be adequately performing its obligations under this Agreement or that Contractor may fail to complete the Services as required by this Agreement, County may request from Contractor prompt written assurances of performance and a written plan acceptable to County, to correct the observed deficiencies in Contractor’s performance. Contractor shall provide such written assurances and written plan within ten (10) calendar days of its receipt of County’s request and shall thereafter diligently commence and fully perform such written plan. Contractor acknowledges and agrees that any failure to provide such written assurances and written plan within the required time is a material breach under this Agreement.

30. SUBCONTRACTING/ASSIGNMENT: Contractor shall not subcontract, assign

or delegate any portion of this Agreement or any duties or obligations hereunder without the County’s prior written approval. a. Neither party shall, on the basis of this Agreement, contract on behalf of or

in the name of the other party. Any agreement that violates this Section shall confer no rights on any party and shall be null and void.

b. Contractor shall use the subcontractors identified in Exhibit A and shall not

substitute subcontractors without County’s prior written approval. c. Contractor shall remain fully responsible for compliance by its

subcontractors with all the terms of this Agreement, regardless of the terms of any agreement between Contractor and its subcontractors.

31. SURVIVAL: The obligations of this Agreement, which by their nature would

continue beyond the termination on expiration of the Agreement, including without limitation, the obligations regarding Indemnification (Paragraph 2),

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Ownership of Documents (Paragraph 11), and Conflict of Interest (Paragraph 12), shall survive termination or expiration.

32. SEVERABILITY: If a court of competent jurisdiction holds any provision of this

Agreement to be illegal, unenforceable, or invalid in whole or in part for any reason, the validity and enforceability of the remaining provisions, or portions of them, will not be affected, unless an essential purpose of this Agreement would be defeated by the loss of the illegal, unenforceable, or invalid provision.

33. PATENT AND COPYRIGHT INDEMNITY: Contractor represents that it knows

of no allegations, claims, or threatened claims that the materials, services, hardware or software (“Contractor Products”) provided to County under this Agreement infringe any patent, copyright or other proprietary right. Contractor shall defend, indemnify and hold harmless County of, from and against all losses, claims, damages, liabilities, costs expenses and amounts (collectively, “Losses”) arising out of or in connection with an assertion that any Contractor Products or the use thereof, infringe any patent, copyright or other proprietary right of any third party. County will: (1) notify Contractor promptly of such claim, suit or assertion; (2) permit Contractor to defend, compromise, or settle the claim; and, (3) provide, on a reasonable basis, information to enable Contractor to do so. Contractor shall not agree without County’s prior written consent, to any settlement, which would require County to pay money or perform some affirmative act in order to continue using the Contractor Products. a. If Contractor is obligated to defend County pursuant to this Section 33 and

fails to do so after reasonable notice from County, County may defend itself and/or settle such proceeding, and Contractor shall pay to County any and all losses, damages and expenses (including attorney’s fees and costs) incurred in relationship with County’s defense and/or settlement of such proceeding.

b. In the case of any such claim of infringement, Contractor shall either, at its

option, (1) procure for County the right to continue using the Contractor Products; or (2) replace or modify the Contractor Products so that that they become non-infringing, but equivalent in functionality and performance.

c. Notwithstanding this Section 33, County retains the right and ability to

defend itself, at its own expense, against any claims that Contractor Products infringe any patent, copyright, or other intellectual property right.

34. OTHER AGENCIES: Other tax supported agencies within the State of California

who have not contracted for their own requirements may desire to participate in this contract. The Contractor is requested to service these agencies and will be

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given the opportunity to accept or reject the additional requirements. If the Contractor elects to supply other agencies, orders will be placed directly by the agency and payments made directly by the agency.

35. SIGNATORY: By signing this agreement, signatory warrants and represents that he/she executed this Agreement in his/her authorized capacity and that by his/her signature on this Agreement, he/she or the entity upon behalf of which he/she acted, executed this Agreement

[END OF GENERAL TERMS AND CONDITIONS]

EXHIBIT K RFP No 900423


ENVIRONMENTAL CERTIFICATION

The bidder certifies under penalty of perjury the following: • We certify that the products we are proposing to supply are not manufactured with and do not contain, use, or

generate PBTs as defined in Acronym and Term Glossary of this RFQ. • We certify that our company, and any product provided to the County as part of this contract, is in

compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation.

• Brief description of planned efforts to minimize the amount of packaging and shipping materials and a

description of the post-consumer recycled content of those materials: Print Name/Title: _____________________________________________________________________ Company Name: _____________________________________________________________________ Signature: _____________________________________________________________________ Date: _____________________________________________________________________

12/17/04

EXHIBIT L RFP No 900423

for Enterprise Imaging Solution RFP VENDOR BID LIST

Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 900423, and/or been issued a copy of this RFP/Q. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program (described within this RFP/Q). For additional information regarding the SLEB Program, please visit our website at http://www.acgov.org/gsa/sleb/ and/or contact Linda Moore, Business Outreach Officer, at [email protected], or (510) 208-9717. Potential bidders are strongly encouraged, but not required, to attend the Networking/Bidders Conferences in order to further facilitate subcontracting relationships. Vendors who attend the Networking/Bidders Conferences will be added to the Vendor Bid List. Please see the RFP/Q sections entitled ‘Calendar of Events’ and ‘Networking/Bidders Conferences’ for additional information. The Networking/Bidders Conferences scheduled for all current projects are posted on the GSA Calendar of Events website at http://www.acgov.org/gsa/Calendar.jsp. An RFP/Q Addendum will be issued to all vendors on the Vendor Bid List following the Networking/Bidders Conferences and will include contact information for each vendor attendee.

Business Name Street Address City ST Contact Phone Email

Neko Industries 3017 Douglas Blvd., #300 Roseville CA John Edmondson (916) 774-7125 [email protected]

Accu-Image, Inc. 193 Commercial Street Sunnyvale CA Ben Mlynash (408) 736-9066 [email protected]

Anacomp Bradley Berkebile [email protected] Canon Business Solutions One Post Street

San Francisco CA John Propersi (415) 743-7303 [email protected]

DataBank IMX

840 Riverside Parkway Suite 60

West Sacramento CA Laurel McAdams (415) 760-7075 [email protected]

EMC Corporation 6801 Koll Center Parkway Pleasanton CA Salman Khan (408) 394-9891 [email protected]

Fairfax Imaging, Inc. 4200-A Technology Ct. Chantilly VA William Merritts (510) 918-3053 [email protected]

Genesis Imaging 99 W. Illinois Route 173 Antioch CA Dave Nicholson

(847) 838-9600 x202 [email protected]

Global 360, Inc. 1080 Marina Village Pkwy, 3rd Flr. Alameda CA Lee Olson (530) 305-1827 [email protected]

HP Printing and Imaging PO Box 277205 Atlanta GA Kelley Ruffoni (408) 852-9576 [email protected] IKON Office Solutions 1900 Webster #B Oakland CA Maurice Steward (510) 913-7847 [email protected] ImageSource, Inc. 612 Fifth Avenue SW Olympia WA Neil W. Lindsey (206) 525-4399 [email protected]

International Business Machines

2710 S.Gateway Oaks Drive Suite 200 Sacramento CA Mike McGuire (916) 920-6030 [email protected]

Merkur Group 8624 Jacquemin Drive Cincinnati OH Bob Kroger (513) 612-8021 [email protected]

Oracle USA 500 Oracle Parkway Redwood Shores CA Ellen Zehna (408) 310-7437 [email protected]

Paperless Solutions 3887 Coolidge Avenue #101 Oakland CA Jim Damian (510) 499-0907 [email protected]

Perceptive Software, Inc. 22701 West 68th Terrace Shawnee KS Tara Dyer (913) 667-5042 [email protected]

Questys 25910 Acero Street, Suite 100

Mission Viejo CA

Charlene K. Webber

877-362-6246x1100 [email protected]

Rabbit Copiers 6601 Koll Center Pleasanton CA Tim Stevens [email protected]

12/17/04

Parkway

Rabbit Copiers 6601 Koll Center Parkway Pleasanton CA Luis Gutierrez


Sharp Business Systems Ron Barham (925)931-4923 [email protected]

Sidhartha Sahoo 900 E. Hamilton Avenue, Suite 100 Campbell CA Sidhartha Sahoo (408) 768-1664 [email protected]

Technology Unlimited 1764 Timothy Drive San Leandro CA Kyle Sproul


Toshiba Business Solutions 3170 Corporate Place Hayward CA Paul Campana (510) 723-1456 [email protected] Toshiba Business Solutions 3170 Corporate Place Hayward CA Brent Holden (510) 723-1456 [email protected]

Vignette Corporation 1301 S. MoPac Expressway Austin TX Mark Roberts [email protected]

Vignette Corporation 1301 S. MoPac Expressway Austin TX

Jose Sanchez/Vicki (512) 741-4645 [email protected]

Wave Imaging Corporation Mike Bruner [email protected] Wave Imaging Corporation

3887 Coolidge Avenue #101 Irvine CA Jim Damian (661) 215-5097 [email protected]

Caltronics Business Systems

6140 Stoneridge Mall Road, Suite 325 Pleasanton CA Mark Demee (925) 266-1277 [email protected]

Braynechild Technology 2664 Hilton Street Union City CA Nathan Flores (510) 299-2271 [email protected]

Exhibit M Page 1 of 5

9/8/05

EXHIBIT M RESPONSE CONTENT AND SUBMITTALS

COMPLETENESS CHECKLIST RFP No 900423


1. Bid responses must be signed in ink and include evidence that the person or persons signing the proposal is/are authorized to execute the proposal on behalf of the bidder.

2. Bidder shall provide an electronic copy of their response in an MS WORD format submitted as a CD-ROM labeled as follows:

RFP No. 900423– Enterprise Imaging Solution (Vendor Name)

3. Bidders shall provide all of the below noted Bid documentation and exhibits. Any

material deviation from these requirements may be cause for rejection of the proposal, as determined in the County’s sole discretion. The content and sequence for each required Bid document/exhibit shall be as follows:

CHECK LIST

A. Title Page: Show RFP number and title, your company name and address, name of

the contact person (for all matters regarding the RFP response), telephone number and quotation/proposal date.

B. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the quotation/proposal and their corresponding page numbers. Tabs should separate each of the individual sections. C. Cover Letter: Bid responses shall include a cover letter describing Bidder and include all of the following:

1) The official name of Bidder;

2) Bidder’s organizational structure (e.g. corporation, partnership, limited liability company, etc.);

3) The jurisdiction in which Bidder is organized and the date of such

organization; 4) The address of Bidder’s headquarters, any local office involved in the

Bid Proposal/Quotation; and the address/location where the actual production of goods and/or services will be performed;


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5) Bidder’s Federal Tax Identification Number;

6) The name, address, telephone, fax numbers and e-mail address of the person(s) who will serve as the contact(s) to the County, with regards to the RFP response, with authorization to make representations on behalf of and to bind Bidder;

7) A representation that Bidder is in good standing in the State of

California and has all necessary licenses, permits, certifications, approvals and authorizations necessary in order to perform all of its obligations in connection with this RFP; and

8) An acceptance of all conditions and requirements contained in this

RFP.

9) A statement that the bidder’s proposed application has been successfully installed and is currently functioning in a PeopleSoft environment of a verifiable reference. (Please include reference’s contact information in Exhibit D)

D. Letter of Transmittal: Bid responses shall include a description of Bidder’s approach in providing its goods and/or services to the County in one or two pages stating its understanding of the work to be done and a positive commitment to perform the work as specified. E. Executive Summary: A brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood. F. Bidder’s Qualifications and Experience:

Provide a description of Bidder’s capabilities pertaining to this RFP. This description should not exceed five (5) pages and should include a detailed summary of Bidder’s experience relative to RFP requirements described herein, including references.

G. Financial Statements. Responses are to include:

• Bidder’s most recent Dun & Bradstreet Supplier Evaluation Report. Dun & Bradstreet Supplier Qualifier Report (formerly Supplier Evaluation Report) must be ranked a six (6) or lower for bidder to be considered for contract award. For information on how to obtain a Supplier Evaluation Report, contact Dun & Bradstreet at 1-866-719-7158 or www.dnb.com.


9/8/05

H. Key Personnel - Qualifications and Experience: Bid responses shall include a complete list of and resumes for all key personnel associated with the RFP. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included: (1) the person’s relationship with Bidder, including job title and years of employment with Bidder; (2) the role that the person will play in connection with the RFP (3) address, telephone, fax numbers, and e-mail address; (4) the person’s educational background; (5) the person’s relevant experience; and (6) relevant awards, certificates or other achievements. This section of the bid response should include no more than two pages of information for each listed person.

I. Description of the Proposed Imaging Solution:

Bid response shall include a description of the proposed imaging solution, as it will be finally configured during the term of the contract. The description shall specify how the proposed imaging solution will meet or exceed the requirements of the County and shall explain any advantages that this proposed imaging solution would have over other possible imaging solutions. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the proposal. Finally, the description shall describe all product warranties provided by Bidder.

J. Description of the Proposed Services:

Bid response shall include a description of the terms and conditions of services to be provided during the contract term including response times. The description shall contain a basis of estimate for services including its scheduled start and completion dates, the number of Bidder’s and County personnel involved, and the number of hours scheduled for such personnel. Finally, the description must: (1) specify how the services in the bid response will meet or exceed the requirements of the County; (2) explain any special resources, procedures or approaches that make the services of Bidder particularly advantageous to the County; and (3) identify any limitations or restrictions of Bidder in providing the services that the County should be aware of in evaluating its Response to this RFP.

K. Implementation Plan and Schedule:

The bid response shall include an implementation plan and schedule. The plan for implementing the proposed equipment/system and services shall include a County Acceptance Test Plan (ATP). In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final imaging system.


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L. References, Exhibits D1, and D2

These pages should be used to provide customer references for the proposed

document imaging solution. It is important to provide references which most closely match the scope of our project, size of our organization, volumes of data and images involved, and/or diversity of uses for document imaging. As a guideline, preference should be given to references which include the following:

• Integration to PeopleSoft Accounts Payable • A government agency preferably in the state of California • An organization of similar size • An organization which has turned over subsequent deployment and support

of the proposed solution to their own IT resources. • A conversion from another product to the proposed solution • An organization with many diverse implementations of the proposed

solution.

1) Bidders are to provide a list of five (5) current and five (5) former clients on Exhibit D1 and D2, attached hereto. References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions.

2) Reference information is to include:

Company/Agency name Contact person (name and title), contact person is to be someone

directly involved with the services Complete street address Telephone number Type of business Dates of service

3) The County may contact some or all of the references provided in order to

determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

M. Bid Form, Exhibit B:

Pricing for the procurement of goods and services by the County shall include all taxes, freight and all other costs, or credits, associated with the procurement and


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delivery to the County of Bidder’s goods and services. Refer to “PRICING” under Section IV designated “TERMS AND CONDITIONS”.

N. Evidence of Insurance

Certificates of insurance are required per the attached Exhibit C from a reputable insurer evidencing all coverages required for the term of any contract that may be awarded pursuant to this RFP. The County’s insurance requirements for Additional Insured reads, “All insurance required above with the exception… shall be endorsed to name as additional insured…”An endorsement is an amendment to a contract, such as an insurance policy, by which the original terms are changed. The insurance certificate (also known as the “Acord”) carries a disclaimer, “This certificate is issued as a matter of information only and confers no rights upon the certificate holder. This certificate does not amend, extend or alter the coverage afforded by the policy below.” Additional insureds listed in the description box are not a proper risk transfer. Any amendment or extension of the coverage such as an additional insured should be provided by a separate endorsement page or copy of the policy.

O. Other required Submittals/Exhibits not included above that are required in the bid

response:

Exhibit A, Acknowledgement, must be signed and returned. Exhibit E, SLEB Certification Application Package, completed, signed,

required documentation attached (applicable to a small or emerging business, located within the boundaries of Alameda County, seeking certification).

Exhibit F, Small Local Emerging Business (SLEB) Subcontracting Information Sheet, must be completed and signed.

Exhibit G, Request for Preference for Local Business and Small Local or Emerging Local Business, completed and signed (read Exhibit G for applicability). If applying for local preference, submit the following: Copy of a verifiable business license, issued by the County of

Alameda or a City within the County; and Proof of six (6) month business residency, identifying the name of the

vendor and the local address: utility bills, deed of trust or lease agreement.

Exhibit H, First Source Agreement, must be completed and signed (applicable to contracts over $100,000).

Exhibit I, Exceptions, Clarifications and Amendments Form, must be completed and signed. Any exceptions, clarifications and amendments should also address the attached Exhibits, particularly Exhibit J, Standard Agreement (The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification).

Exhibit K, Environmental Certification. Exhibit N, Debarment and Suspension Certification.

Exhibit O, Functional/Technical Specifications

Exhibit N

EXHIBIT N DEBARMENT AND SUSPENSION CERTIFICATION

COUNTY OF ALAMEDA

RFP No 900423 for

Enterprise Imaging Solution The bidder, under penalty of perjury, certifies that, except as noted below, bidder, its principal, and any named subcontractor:

• Is not currently under suspension, debarment, voluntary exclusion, or determination of

ineligibility by any federal agency;

• Has not been suspended, debarred, voluntarily excluded or determined ineligible by

any federal agency within the past three years;

• Does not have a proposed debarment pending; and

• Has not been indicted, convicted, or had a civil judgment rendered against it by a

court of competent jurisdiction in any matter involving fraud or official misconduct

within the past three years.

If there are any exceptions to this certification, insert the exceptions in the following space. Exceptions will not necessary result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action. Notes: Providing false information may result in criminal prosecution or administrative

sanctions. The above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification.

BIDDER: _________________________________________________________________ PRINCIPAL: _______________________________ TITLE: ________________________ SIGNATURE: ______________________________ DATE: ________________________

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FUNCTIONAL/TECHNICAL SPECIFICATIONS

Functional/Technical Specifications shall be submitted on Exhibit O as is. Bidders are required to respond to all questions. Enter your responses clearly. No alterations or changes of any kind are permitted. Exhibit O is broken into three sections. The first section is designed to get feedback on the many functions and technical requirements described in this RFP. Indicate whether or not your solution provides for this capability by marking the appropriate column for each question. In the event that your solution can provide this function but only with configuration, customization, and programming or at additional cost, check the X column and explain what is needed to fully implement the needed function. The second section is used to respond to questions that need further explanation. In many cases, we would like to understand how your solution is implemented or what technique is used to provide a given capability. Space is provided below each question to allow for your response. Please use as much space as needed but keep your response within the context of Exhibit O. The last section will be used to present a situation that we may have here at the County and would like to know how your solution would solve the problem. Again, room is provided below the scenario to respond. Use as much room as necessary. Section 1

RESPONSE DEFINITION

Yes Existing

Out-of-the-box

The requirement will be met by proposed existing software that is installed and operational at other sites and can be demonstrated to the County of Alameda. An “A” response to any requirement signifies that the proposed system provides the actual capability to meet the requirement without extensive user intervention. Solutions which require additional configuration, customization, programming or cost to meet the requirement should not be coded “Y”.

X Extra

Required

Requirement is not met out of the box. It can be met however, with additional configuration, customization, or programming. All work shall be performed by the vendor and any additional costs must be noted. These costs are reflected in the costs associated with your bid response. Solutions which are currently available but are sold separately as an add-on will be included in this category. This response requires a thorough explanation of how this function is provided. can be

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No Not

Available

Requirement cannot be provided.

Additional Instructions: 1. Use the appropriate response code above to answer each question. 2. An omitted response will be scored as an ‘F-Not Available’ response. 3. The Bidder should supplement each response code X with a description of how their solution

is implemented as it relates to the question. Use the space below each question as required to explain a response in more detail. Use as much space as is necessary but keep the response and any supporting documentation immediately following the question in this form.

4. Any deviation from the response codes will be interpreted at the discretion of the County. 5. All costs associated with X responses must also be included in the Exhibit B, Bid Form.

# Yes X No Capability Document Scanning and Quality Assurance 1.1 Documents are able to be scanned in batches to allow high-

volume input in a production environment.

1.2 A document separator can be auto-detected for multiple documents while scanning batches.

1.3 De-centralized scanning operations (remote locations) are supported.

1.4 Centralized scanning operations (back office) are supported.

1.5 Bar codes can be used to facilitate indexing.

1.6 Is automated indexing through an interface to a Host application Supported? This includes integration to other Systems for automatic indexing via code written in .Net or Java.

1.7 Can indexing be performed manually? This includes the capability to allow User- Specific Indexing Panels setup during configuration, allowing the user to enter the indexing information.

1.8 Is full text or zonal OCR capability is provided.

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# Yes X No Capability 1.9 Are indexes configurable and provide the user with a

prompt prior to scanning. 1.10 Distributed Batch-level indexing is supported.

1.11 Distributed page-level indexing is provided. 1.12 Scanning settings can be saved and re-used. 1.13 Virtual Rescan Support (VRS) is supported.

1.14 Duplex Scanning is supported.

1.15 Reverse duplex scanning is supported. 1.16 The user can delete blank pages.

` 1.17 Quality assurance confirmation (QA) of scanned can be

distributed allowing the allocation of QA work to locations/resources outside of the scanning facility.

1.18 Performance of QA on images can be performed at scan time.

Object Indexing 2.1 Multiple indexes are supported.

2.2 The imaging solution has the ability for all fields to be

marked “required” or “not required”, depending on the type of data being entered.

2.3 Regular expressions (Social Security Numbers, Telephone numbers etc), and data transformation (The process of redefining data based on some predefined rules.) for the index/keyword information is supported.

2.4 The user can choose pre-defined index values via a pick list/drop-down menu.

2.5 The population of a pick list/drop-down menu by way of a database or tab/comma separated file is supported.

2.6 Indexing of multiple images as a group without re-keying the index data (a single index set can be applied to a group of images) is supported.

2.7 Large batches of scanned documents can be indexed

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# Yes X No Capability automatically by retrieving additional index values from another database.

Electronic Capture and Object Support 3.1 A variety of objects can be captured (paper forms, photos,

IDs, faxes, e-mails and more) into a single, electronic repository.

3.2 Compound objects (page 1 = TIFF, page 2 = Word doc, page 3 = other, etc.) are supported.

3.3 Documents can be commingled, stored, retrieved, and linked electronically without additional software.

3.4 The ability to import and display a wide range of object types, including Word, Excel, PDF, JPEG, Audio Files, Video Files, Bitmaps, HTML and XML is supported.

3.5 Desktop clients can import files ad-hoc into the imaging system.

3.6 The system allows for the setup and schedule of bulk import of images and indexes.

User Interface/Viewer

4.1 The system provides for the retrieval of documents directly from the business application based on the user’s context, without requiring programming changes to the application.

4.2 The ability to display documents side-by-side with records displayed in the business application is supported.

4.3 Single-page or multi-page viewing is supported.

4.4 The ability to view more than one document simultaneously to allow side-by-side comparison.

4.5 A document can be panned by adjusting the zoom position on an image via “grab and drag” within viewer.

4.6 The user can create document notes such as keywords, sticky notes and other forms of annotation.

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# Yes X No Capability

4.7 Redaction capability for the document is provided 4.8 The redacted document and the original document are saved

separately.

4.9 The user can rotate documents and save the rotated views.

4.10 Pages can be reordered within a single document.

4.11 Re-indexing, moving, copying, and deleting pages within a single document as defined in by security permissions is supported.

4.12 The user can copy and move pages from one document to another as defined in by security permissions.

4.13 There is interface with MAPI e-mail clients for ad hoc routing of multiple pages or images via e-mail (outside of the imaging system’s workflow).

4.14 There is the capability to jump to a specific page within a document.

COLD/Computer Output Management

5.1 The system can accept basic and advanced print streams in ASCII, TXT, IBM AFP, Xerox Metacode, PostScript and HP PCL formats.

5.2 Different directories for each type of print stream can be monitored.

5.3 Advanced print streams can be converted into searchable, non-proprietary PDF files.

Retrieval and Search

6.1 Integrated document retrieval can be performed directly from business application.

6.2 Manual image/object retrieval via simple index search is supported.

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6.3 There is support for partial index value search. For example, if the document is indexed on Last Name, First Name, and Social Security Number (Smith, John 999-99-9999); a search on the Social Security Number (999-99-9999) should bring back the relevant imaged information for John Smith

6.4 Complex, multi-field searches using conditions that include operators like “AND”, “OR”, “LIKE”, “IN”, range, exact match and wildcard annotations is supported.

6.5 “Tree structure” browsing of search results and exploring the document repository is provided.

6.6 The ability to perform full-text search of the content for scanned images with support for various document formats, including Word, Excel, PDF, WordPerfect, HTML and XML is supported. Full-text query options should include wildcard searches, fuzzy searches, sounds-like and phonetic searches, stemming and synonym expansion, proximity searches, relevance ranking, and query-by-example. Automatically highlight search terms found in the document.

Annotations (based on security permission)

7.1 The ability to customize user options for annotations is provided.

7.2 Annotations can be added, resized or deleted (with security permission).

7.3 The user can add text comments.

7.4 Portions of the page can be highlighted.

7.5 Solid masks (redaction) can be performed determined by security permissions.

7.6 An Audit trail of the annotation creator (i.e., notes author and date/time) is provided.

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7.7 The ability of specified users to create/delete/view annotations is controlled by permissions.

Printing, Exporting

8.1 Users have the ability to print to any print device, such as a standard desktop/network printing service.

8.2 Users can print with or without annotations (including redaction).

8.3 Users have the ability to print selected pages within a multi-page document.

8.4 The ability to print multiple pages is supported.

8.5 A user can email single or multiple pages of a document, with or without annotations (including redaction).

8.6 Single or multiple pages of a document can be exported with or without annotations (includes redaction).

8.7 The system has the option to export images and indexes as PDF with and without annotations (includes redaction).

8.8 Index values can be exported for each document page.

Workflow

9.1 Workflow is supported by the configuration administration without programming.

9.2 A drag and drop graphical workflow design tool is provided.

9.3 Users can be assigned to queues with assigned rights to documents within queues and document routing developed without writing any software code.

9.4 Scripting is provided to supplement the basic rules provided in workflow configuration.

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# Yes X No Capability 9.5 Workflow can be used standalone without integration into

the business application.

9.6 Workflow deployment can be optional for some users.

9.7 User access to workflow is controllable providing rights to queues and routing rules.

9.8 Time-based alarm triggers can be set based on duration of a document in the queue.

9.9 Alarm triggers can prompt alarms (such as e-mail, visual, audible and pager) when documents are received or alarm conditions are met.

9.10 User actions and document flow can be captured, including the queues the item has been in, every time it was touched by a user, the action taken and additional relevant data captured for reporting.

9.11 Configuration tools are provided to configure the application’s workflow capabilities.

9.12 Workflow capabilities are able to automatically schedule, assign and notify users of process tasks based on configuration.

9.13 Work queues are provided that show only documents of a specific pre-defined document subset.


10.1 A graphical administrator interface is provided for system administration.

10.2 Automatic log off is provided based on a time limit.

10.3 User accounts can be disabled without deleting them.

10.4 The Administrator can give multiple users permission to a workflow queue in one step.

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# Yes X No Capability 10.5 Clients can be monitored as required for auditing purposes.

10.6 Server log files can be viewed from the administrative GUI.

Reporting

11.1 Pre-developed reports are provided along with some custom

reports and a run-time report viewer.

System Auditing

12.1 A complete audit trail of revisions, changes, and edits to information in the database is provided.

12.2 Multiple audit templates can be configured, via a GUI, to log imaging system functions (such as who viewed, deleted, or re-indexed an object, where the user connected from, when the user performed the action, and their session information).

Imaging Software

13.1 The imaging software has the ability to accept images in random order and present them later in sequence by defined key fields.

13.2 The solution has the capability to enhancement images to assure good quality images from documents.

13.3 Version control check-in/out system for imaging system versions is provided.

13.4 The imaging software can provide ways to import and export images in the system in standard formats like PDF or TIFF.

13.5 The system has consistent browsing and retrieval performance regardless of number of users and document size.

Interoperability

14.1 The imaging software supports placing documents in the

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# Yes X No Capability workflow process from any location, using any business application.

14.2 The imaging software allows development of interactive applications based on Web Services Interoperability (WS-I) standards, maximizing options for development environments and platforms.

Server

15.1 Authentication integrates with active directory for user ID and password validation.

15.2 Support is provided for load-balanced and failover environment.

15.3 No browser security settings will affect the ability for the imaging solution to function. For example, the use of JavaScript, ActiveX, cookie, etc. (essentially anything the user may disable on their browser) should be documented.

15.4 Hardware specifications for equipment will be able to be housed in an industry standard 4-post enclosed 42U rack.

Client

16.1 All client viewer options can be deployed locally or remotely.

16.2 Delivery of data through firewalls and using NAT or PAT is possible.

16.3 Software will be compatible with the County’s existing PC workstations. Most of them are installed with Windows 2000, Windows XP Professional or Windows Vista.

16.4 No client-side Java is required.

Storage

17.1 Scanned data objects can be stored in industry-standard file formats with no proprietary information that would

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# Yes X No Capability preclude access from third-party tools.

17.2 Index storage is provided in a database.

17.3 There is support for archiving of images.

17.4 There is support for purging images and indexing information when the images are marked to purge.

Security

18.1 Encrypted data is supported between viewer and server.

18.2 Security is provided to prevent unauthorized users from removing or re-routing action items from the tracking system.

18.3 Users of different levels of security can have different types of access to an image or an image folder.

18.4 Unauthorized users can be prevented from printing documents.

18.5 Unauthorized users can be prevented from emailing documents.

18.6 Unauthorized users can be prevented from exporting documents.

18.7 Unauthorized users can be prevented from annotating documents and viewing annotations and redactions.

18.8 Unauthorized users can be prevented from copying and move documents.

18.9 HIPAA support for electronic data security guidelines is provided.

18.10 Privilege-based security is provided for individual users, such as the ability to delete, copy, move, print, fax, link, scan, search or view documents, view original, redacted or both documents.

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18.11 Audit tracking is provided with supervisory and management reporting capabilities.

18.12 Support is provided for local domain, network admin, Active Directory (multi-domain, multi-forest environment) and SQL Server.

Section 2 This section provides room for your response to many the requirements needing a description, list or additional information that requires detail. Please review each question ands provide your response in the space provided below each question. Integration with PeopleSoft and Other County Applications

1. Describe how to streamline the process to capture data from the forms and

populate the PeopleSoft fields like Vendor name, Invoice Number, Invoice Date, Invoice Amount, etc.

2. Describe any data lookup process between Imaging system and PeopleSoft

Payables.

3. Describe any data validation between Imaging and PeopleSoft Payables.

4. Describe the integration between Imaging and PeopleSoft Payables,

including the capabilities to switch between the online screens of the two systems through a keystroke or mouse click.

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5. Briefly describe your prior history of integration with PeopleSoft solutions. Please provide a minimum of three (3) contact names and phone numbers of past installations which involved imaging integration with PeopleSoft Accounts Payable. Note what versions of PeopleSoft were in use at the time.

6. Explain the mechanism to link PeopleSoft Payable to the imaging system. 7. Describe the configuration and customization work, including PeopleTools

screen shots. 8. Describe options for both programmatic and non-programmatic integration. 9. Describe the mechanism to retrieve a group of documents (ex. retrieve all

invoices belong to one vendor) from a County Web (.Net or Java) or PowerBuilder application.

10. Describe how to update a document’s index values from a County Web

(.Net or Java) or PowerBuilder application. 11. Describe how to move the documents depending on the data value in the

imaging database or application database. For example, when the document status is open, the documents are available in the open folder of the defined structure; when the status changes to closed, the documents must be moved to a closed folder in the structure.

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12. Describe how to retrieve a document’s comment or annotation from a County Web (.Net or Java) or PowerBuilder application.

13. Describe how to update a document’s comment from a County Web (.Net

or Java) or PowerBuilder application. 14. Describe the methods of integration of the imaging application with our

other business applications which include Client Server applications authored in PowerBuilder 9.x, web applications (both html and non html based) written in Java (WSAD) and Visual Basic .Net. In addition the County has implementations of GIS-ESRI.

15. Describe the methods of integration that the imaging application would use

to access our business applications to look-up values, set values, or open records, especially during the indexing process.

16. Briefly describe your prior history of integration with home-grown, custom

client server applications written in PowerBuilder Client Server, web applications written in Java (WSAD /RAD /Web Sphere on AIX) and .Net. (Visual Studio 2005/ VB.net/ IIS on Windows 2003). In addition, describe your history of integrating imaging applications with GIS ESRI.

Imaging Software 17. Provide information in detail about format of the scanned images in terms

of file format, database or metadata format.

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Database 18. Explain the ability to back-up and restore data and images independently as

well as provide disaster recovery capabilities. 19. Explain the method used to assure high availability of the system for users.

Client 20. Provide a list of the supported operating systems and required software

components necessary for client environment. Please specify if any process is run on the client workstation or if any specific configurations are needed on the web browser.

21. Provide recommended workstation (client PC) configurations. Describe

compatibility to support County’s existing PC workstations. Most of them are installed with Windows 2000 or Windows XP Professional and above.

Server 22. List any supported software tools for test automation and stress testing. 23. Provide a diagram of the environment used to host the system including all

servers and storage as well as the clients. Include any necessary redundancy to assure high availability of the system in the backend of the environment.

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24. Explain the process of automated failover or redundancy in the infrastructure.

25. Describe the recovery process in the event of a system or hardware outage.

26. Describe how the system would scale to meet the demand of an increased

number of users or an increase in the volume of images scanned, indexed and viewed.

Security 27. Explain the implementation of access control for user ID and passwords. 28. Explain the implementation of access control for audit tracking, supervisory

and management reporting capabilities. 29. Explain the implementation of access control for workflow queue options

to allow users access to only those documents currently residing in workflow queues to which they have permission.

30. Describe support for user authentication and authorization against multi –

domain or multi –forest active directory. 31. Describe support for administrator-configurable, time-based automatic user

log-off.

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32. Describe support for Integrate, provided with PeopleSoft, or other

application specific security. 33. Describe how images and indexes from existing imaging solutions can be

imported and properly hosted in the Bidders solution. Development Environments 34. List all development tools used to create and manage the software

environment. 35. Describe the installation and configuration required for the development

tools environment. Other 36. Given the hardware provided in your bid response and the volumes

provided in this RFP, describe the performance level that users can expect in terms of response time for retrieving a document for viewing, finding a document based on both simple and complex search criteria, scanning a document into the system and indexing that document using an intelligent OCR system.

Section 3

This last section presents a scenario. Respond with how your solution would solve this problem being presented.

A. Certain imaging applications require security to be set at the instance level. For example, when a position opens up, HR will accept applications. Each

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application will be stored in the imaging system where only HR will have access to the records. HR will then score the applications.

Once the scores are final, the applications with the highest scores are made available to the departments. Some applications will be available to all departments; some will only be available to an individual department or a small group of departments. After the application period has closed, access to the images will again be restricted to HR only. Please describe how your solution can accommodate these security changes.

Key points:

All images are of the same document type. A single group, or several groups, of users will be given view access

to an individual instance of a document. Security will need to be revoked at some point (preferably without

going to each individual document).