Document Management System - RFI

05 October 2022 Document Management System - RFI Request for Information pertaining to a Document Management System capture, track and store electronic documents such as PDFs, word processing files & digital images of paper-based content. 05 October 2022 Released 9/30/2022 7:30 AM PDT Type Request for Information (RFI) Open 9/30/2022 8:00 AM PDT Number RFI-14-2023 Close 11/1/2022 4:00 PM PDT Currency US Dollar Sealed Until 11/1/2022 4:00 PM PDT 05 October 2022 Contacts Luisa Two Two luisa.twotwo@mcda.us Phone +1 503-988-4816 ext. 84816 Althea Gregory althea.gregory@mcda.us Phone +1 503-988-3863 ext. 83863 Ross Lamberth ross.lamberth@mcda.us Phone +1 503-988-6260 ext. 86260 05 October 2022 Commodity Codes Commodity Code Description 43230000 Software 43211501 Computer Servers 43222600 Network Service Equipment

80101507 Information Technology Consulting Services 81112005 Document Scanning Services 81112106 Application Service Providers 81112200 Software Maintenance/Support 81112399 Computer Hardware Maintenance & Support 05 October 202205 October 202205 October 202205 October 202205 October 202205 October 202205 October 202205 October 202205 October 2022 mailto:luisa.twotwo@mcda.us mailto:althea.gregory@mcda.us mailto:ross.lamberth@mcda.us INTRODUCTION: Multnomah County (The County) and the Multnomah County District Attorney's office (MCDA) seek responses from firms that are interested in providing information about Document Management Systems (DMS) used in a Criminal Justice Information System (CJIS) context, as well as professional paperless support services to transition MCDA towards paperless operations using this new DMS. This Request for Information (RFI) is divided into three parts: (1) questions for written responses (2) ‘live’ online virtual demonstrations to be scheduled for Nov/Dec 2022, and (3) online virtual conferences for clarifying cost estimates shortly after the virtual demonstrations have completed. Specifically, the intent of this RFI is to provide a mechanism for Multnomah County and MCDA to: 1. Identify the current vendor offerings available in the marketplace 2. Assess the vendors’ capabilities to address all of the technology needs with one product or a set of products in a timeframe that is acceptable to MCDA 3. Confirm that the funding budgeted for any future project is appropriate in scope and amount for these needs The project is in the initial stages of market research analysis and scope definition. The results of this RFI will be shared with internal project team members and decision makers to determine the need for a procurement. While there shall be no monetary exchange or contract resulting directly from this RFI, information gathered as a result of this RFI may assist the County in the construction of any potential sourcing events. BACKGROUND AND POTENTIAL SCOPE OF PROJECT: The Multnomah County District Attorney's (MCDA) office is currently using Alfresco 4.2 as our CJIS DMS in conjunction with CRIMES 5.0 as our CJIS Case Management System (CMS). Both of these systems have become outdated and our office relies heavily on paper driven processes to augment these systems. The focus of this RFI is twofold, to inform MCDA of options in the marketplace for: (a) replacing or upgrading our current DMS, and (b) professional consulting services to support MCDA in migrating to paperless operations using this new DMS, including but not limited to a critical new process - Electronic Discovery (eDiscovery). MCDA is independently exploring options for upgrading our CMS (outside of this DMS RFI) and that upgrade is currently estimated to occur in 2023. It is desired that this DMS replacement/upgrade process occurs in parallel and in conjunction with the CMS upgrade process in 2023. While information directly regarding CMS functionality is not within scope of this RFI, information about how the DMS is capable of interfacing with a CMS, particularly in a CJIS context similar to MCDA’s, is welcome. Using a CMS to showcase your DMS’s interface capabilities during the demonstration phase of this RFI is also welcome. While there shall be no monetary exchange or contract resulting directly from this RFI, information gathered as a result of this RFI may assist the County in the construction of any potential sourcing events. RESPONSE SUBMITTALS: RFI Part 1 of 3: QUESTIONS FOR WRITTEN ANSWERS (Buyer Attachment 1) Please provide a written response for each question found in Supplemental Document 1: QUESTIONS FOR WRITTEN ANSWERS by the RFI submission deadline. Below is an overview of the number and types of questions. QUESTIONS FOR WRITTEN ANSWERS 1. General Company Background and Info: (16) questions 2. Paperless Migration Consulting: (10) questions 3. Documents, file formats, and viewing: (18) questions 4. Document Metadata: (5) questions 5. Document Scanning, Importing, and Exporting: (11) questions 6. Searching: (4) questions 7. Checkout, Editing, and Versioning: (8) questions 8. Document Sharing and Portals: (9) questions 9. Discovery: (7) questions 10. Workflows: (6) questions 11. Updates and Feature Requests: (5) questions 12. Integrations and Customization: (6) questions 13. Data Security & Governance: (15) questions 14. RFI Logistics: (2) questions RFI Part 2 of 3: DEMONSTRATION REQUESTS (Buyer Attachment 2) Description https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.b59nwink9p7d https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.b59nwink9p7d https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.b59nwink9p7d https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.b59nwink9p7d https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.v2s695owdq5 https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.lupmh992j1yv https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.ti5dodqmkw3n https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.ajge46bd2q5p https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.ajge46bd2q5p https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.4wjs7sgwjk3h https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.itd3myokzzxn https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.k51mige3c55w https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.yblra0u5gnjg https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.cmpozj8zlbgt https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.7j6d3na0z8pt https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.5hyu87tfrja7 https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.ux09o4sszend https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.o3lau96iqq3o https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.5un13cmlqro https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.b59nwink9p7d https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.y0sbhdo190y https://docs.google.com/document/d/1lshTPaxhLCdNBOge1-_hQ4AtVke-4Jqr/edit#heading=h.x5ryg7nusp92 Please prepare to demonstrate or discuss each request found in Supplemental Document 2: DEMONSTRATION REQUESTS during one or more virtual demonstrations to be scheduled for late Nov through early Dec 2022. DEMONSTRATION REQUESTS Demo 1: (90 min) 1. Paperless Migration Consulting: (2) requests 2. Documents, file formats, and viewing: (9) requests 3. Document Metadata: (6) requests 4. Document Scanning, Importing, and Exporting: (8) requests Demo 2: (90 min) 1. Searching: (13) requests 2. Checkout, Editing, and Versioning: (7) requests 3. Document Sharing and Portals: (4) requests Demo 3: (90 min) 1. Discovery: (17) requests 2. Workflows: (12) requests Demo 4: (60 min) 1. Updates and Feature Requests: (2) requests 2. Integrations and Customization: (2) requests 3. Data Security & Governance: (12) requests RFI Part 3 of 3: TOTAL COST OF OWNERSHIP ESTIMATES (Buyer Attachment 3) Please provide a written response for each question found in Supplemental Document 3: TOTAL COST OF OWNERSHIP ESTIMATES by the RFI submission deadline, then prepare to discuss and clarify your answers during one or more virtual meetings to be scheduled after demonstrations are complete, currently estimated to occur late Nov/ early Dec 2022. Multnomah County in no way implies or guarantees any purchase of or procurement for potential solutions submitted in response to this RFI. Multnomah County reserves the right to use the information obtained through this RFI if it is in the best interest of the County to issue a competitive procurement in the future. If you have questions regarding this RFI, please email them to Luisa Two Two, Procurement Analyst, luisa.twotwo@mcda.us or by phone at (503) 988-4816. CONFIDENTIALITY Multnomah County is required to disclose non-exempt public documents pursuant to ORS 192.410-192.505). ORS 192.502(4) exempts the County from disclosing information submitted in response to a sourcing event where the information is such that it “should reasonably be considered confidential.” A respondent who determines that information within a response meets the statutory requirement and desires that such information remain confidential shall mark the bottom of the pages containing such information with the word “CONFIDENTIAL.” If a respondent marks every page of a response as “CONFIDENTIAL”, the statutory requirement is not met; any response so marked will not be deemed to have been submitted in confidence, and upon request, the entire response will be disclosed. The County will keep properly marked information confidential unless ordered to release the information and materials by the District Attorney pursuant to ORS 192.460. SUBMITTED MATERIALS PROPERTY OF COUNTY All materials submitted for any portion of this Request for Information shall become the property of the County, and will not be returned to respondents. SUBMISSION INSTRUCTIONS Response must be submitted electronically through this Sourcing Event. All documents should be uploaded in the Supplier Attachments. IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". The optimal time to submit the "MMP Supplier Access Request Form" to gain access to participate in a formal Sourcing Event (RFP, RFPQ or ITB) is 14 days. This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date. https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.y0sbhdo190y https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.lupmh992j1yv https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.pch53yk6y7z1 https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.am8ia4yh64ww https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.4gcqr7rs3tag https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.hxekhqg59h0s https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.k51mige3c55w https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.h7iul8xz39cc https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.z1zigjjxanl9 https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.r1nf23i6u9bb https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.4x9pkn9kqe2m https://docs.google.com/document/d/1QL-Hst1n7M4zGwhmPfdTw4JDHxpJpVegnR7huLFxgVA/edit#heading=h.b59nwink9p7d https://docs.google.com/document/d/1fJLa-Gy-Hu5hGbv12a8PmgpMZJFTaRuM/edit https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah Required to View Event Prerequisites Required to Enter Bid 05 October 2022 1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information. 2. VACCINE ATTESTATION - Please read the vaccine attestation requirements in the prerequisite link. 05 October 202205 October 202205 October 202205 October 202205 October 202205 October 202205 October 2022 Buyer Attachments 1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide 2. Buyer Attachment 1 MCDA DMS RFI-14-2023 Supplemental Document 1.docx 3. Buyer Attachment 2 MCDA DMS RFI-14-2023 Supplemental Document 2.docx 4. Buyer Attachment 3 MCDA DMS RFI-14-2023 Supplemental Document 3.docx 05 October 202205 October 202205 October 202205 October 202205 October 202205 October 2022 https://multco.us/file/73233/download https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084857-1319663220Buyer%20Attachment%201%20MCDA%20DMS%20RFI-14-2023%20Supplemental%20Document%201.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728069971&Signature=HYmi7qSTGpoGoY%2FOs9ywIqxpGqA%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084857-1319663911Buyer%20Attachment%202%20MCDA%20DMS%20RFI-14-2023%20Supplemental%20Document%202.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728069971&Signature=Z%2F5A2SeRysFHjLzm%2FeV72EScMIA%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084857-1319663726Buyer%20Attachment%203%20MCDA%20DMS%20RFI-14-2023%20Supplemental%20Document%203.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728069971&Signature=z99jd5uqy8e0xmleV0hsXgE16Ok%3D Questions Required Questions Group 1: REQUESTED INFORMATION Instructions: 1.1 Provide a cover letter introducing your firm and indicate a primary contact. 1.2 Indicate your firm’s interest in responding to a potential future sourcing events as a result of this Request for Information. 1.3 Did you upload your proposal under the Supplier Attachments section? 05 October 202205 October 202205 October 202205 October 202205 October 2022 Product Line Items Product Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Delivery P1 Document Management System 1 EA - Each 05 October 202205 October 202205 October 202205 October 2022 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Implementation Services 1 05 October 202205 October 202205 October 2022