RECORDS & DOCUMENT MANAGEMENT PROGRAM PROPOSAL FOR DEVELOPMENT OF LONG RANGE FOR A DOCUMENT MANAGEMENT SYSTEM
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Management
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Records & Document Management Program Proposal
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CITY OF CLEARWATER
Development of a Long Range Plan
For a Document Management System
&
Development and Administration
Of a Document Management SystemRFP
for the City Clerk Department
Proposed By
Archer Management Services
Proposal Date: January 30, 1998
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CITY OF CLEARWATER I J
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
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TABLE OF CONTENTS
SECTION DESCRIPTION PAGE
1. Introduction & Summary
1.1 Executive Summary 1
1.2 P~oposal Objectives 1
1.3 Project Target 4
1.4 Paperless Technologies to be Considered 5
1.5 Proposed Project Benefits 8
2. Company Background
2.1 Archer Management Services Background 10
2.2 Experience With Local Governments 12
2.3 List of Clients For Whom Similar Services Were Provided 13
2.4 How Project Success Was Measured 18
2.5 List of Team Members 19
2.6 Team Member Experience With Florida Local Government 22
3. Work Plan
3.1 Services to be Provided 24
3.2 Project Approach 25
3.3 Project Schedule 39
! 4. Cost Summary
4.1 Project Time Frame 41
l 4.2 Project Cost 41
4.3 Project Administration 41
I 4.4 Payment to Archer Management Services 41
4.5 Warranty 42
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CITY OF CLEARWATER I I
PROPOSAL TO DEVEWP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
5. Client Listing
5.1 Client List, Project Time Frames and Project Cost 42
6. Company Financial Statement
6.1 Financial Report 42
7. Assumptions
7.1 City Departments Included in This Project 42
7.2 Availability of City Telecommunications & DP Standards 43
7.3 Certification of Non Collusion 43
7.4 Insurance, Safety and Contract Requirements 43
8. Proposed Survey Questionnaire
8.1 Survey Questionnaire 44
9. DMS RFP Addenda
9.1 January, 28, 1998 Addendum 50
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CITY OF CLEARWATER) , I
PROPOSAL TO DEVEWP A LONG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
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1. INTRODUCTION & SUMMARY
1.1 EXECUTIVE SUMMARY
Like many other governmental organizations, the City of Clearwater, Florida is
receiving, processing, retaining and communicating an increasing quantity of
paper-based information. Therefore, it is both appropriate and very timely that
the City consider using paperless technologies including; Optical Disk and
Electronic Document Management incorporating document imaging, data
imaging [COLD], text imaging, web access and workflow technologies to
improve the way it manages it's paper-based information to meet the challenges
of accommodating ever-increasing volume, increasing staff productivity and
enhancing customer service.
1.2
PROPOSAL'OBJECTIVES
To promptly and professionally support the development of a Long Range Plan
For a Document Management System (DMS), the City has sought outside,
objective and experienced electronic imaging and records management advice
to provide consultative planning services. Based on our meeting with Susan
Stephenson at ARMA in Chicago in October, 1997, subsequent telephone
discussions, our on-site visit in late December, 1997 where we discussed
records management with Camille Motley, as well as the City's RFP, the
following key goals were determined. They are;
1. Evaluate the City's needs with regard to paperless technology including, but
not limited to, optical disk, document imaging, electronic document
management for the City Clerk Department, and
2. Development of a Request For Proposal for a system(s) that initially
addresses the needs of the City Clerk Department and can he expanded to
address the needs of other departments.
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PROPOSAL TO DEVELOP A L~G RANGE PLAN FOR A DOCUMENT M.!'lAGEMENT SYSTEM
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The RFP also stated the desired Scope of Services that should include, but not
be limited to the following as portrayed in five major Steps that are keyed to
RFP Section II. Scope of Services:
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Step 1
Review the City's Records Management Program
. Item A. Review and evaluate the current record management program as
currently managed within the City Clerk Department, and
. Make recommendations to achieve a Master Classification Plan
that classifies records by function.
Step 2
Evaluate the City's Needs for Paperless Technologies
. Evaluate current functionality in the City Clerk Department,
. Evaluate how the City Clerk interacts with other City departments,
organizations and the citizens of Clearwater, Florida,
. Evaluate the City Clerk and City as a whole information
managemenfinfrastructure and communications topology to assess
how the desired DMS could interface seamlessly as possible, and
. Assess the City's truly excellent Web Page to detennine how paper
and paperless documents could (where legally appropriate) become
accessible via the Internet.
Step 3
Determine the Administrative and Service Value of a DMS
.
Learn the City's organization, its mission statement as well as its
administrative, fiscal and service delivery goals,
Understand the City Clerk Department's multiple functions, their
work processes, people involvement and the vital records that are
received, processed, maintained and shared during their lifecycle,
.
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PROPOSAL TO DEVELOP A 'ONG RANGE PLAN FOR A DOCUMENT ~ANAGEMENT SYSTEM
. Item C. Determine methods for streamlining work processes through the
use of electronic forms and workflow,
. Assess the applicability of a wide range of paperless technologies
to enable streamlined document management, access and sharing,
. Ensure paperless technology utilization is in concert with other
recent implementations in the State of Florida and elsewhere,
. Item A. Develop a Long Range Plan for implementing technology in the
future, and
. Item B. Ensure that the recommended system(s) and other technological
,/
enhancements proposed comply/ with the City's standards for
telecommunications and data processing.
Step 4
Develop and Administrate an RFP for a Document Management System
. Item D. Develop an RFP for a system that initially addresses the needs of
the City Clerk Department,
. Item D. Ensure the RFP specifies that the DMS system can be expanded in
the future to address the needs of other departments,
. Item D. Participate in a Pre-Bid Conference if scheduled,
. Item E. Review, with City staff, the RFP submittals received, and
. Item E. Assist in evaluating the submittals and ranking the top 3.
Step 5
Provide Installation and Implementation Guidance
. Item F. Be available to resolve issues or conflicts that [may] arise during
installation and implementation of the system,
. Item F. Be accessible as needed with regard to future phases of the
imaging system and the long range plan that is proposed.
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PROPOSAL TO DEVEWP A IbNG RANGE PLAN FOR A DOCUMENT MlNAGEMENT SYSTEM
1.3 PROJECT TARGET
This Project is targeted to enable City of Clearwater department heads and their
representatives to better utilize Municipal resources to realize measurably
increased outcome in tenns of the City's business/cusomer service objectives.
These resources and their measurement [in italics] are:
People:
Space:
Time:
The number of employees required to perform administrative and
customer tasks.
Increasing employee productivity to support increasing service
demands
The amount of square footage in the Municipal Building and other
facilities required to contain paper document-based records.
Recovering office and archives space currently occupied by
records to be better utilized to realize the City's operating goals.
The amount of available time spent by City employees in
performing administrative and information searching tasks that do
not directly contribute to the City's goals versus meeting the
demands for more time to enhance customer service.
Eliminating time that employees are distracted from efficiently
performing their duties by having to perform manual tasks such as
sorting, filing, maintaining, retrieving, photocopying and refiling
paper documents.
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT M.ANAGEMENT SYSTEM
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Records: The sheer volume of paper documents that are housed throughout
the City's multiple facilities.
Achieving a common method to index and manage
paper/electronic records, destroying outdated records,
reorganizing those that will be retained and selectively converting
paper documents to optically-stored images - making the City's
records more accessible and sharable across all departments as
well as backed up to provide contingency in the event of a disaster.
Risk: Reduce the extent of the City's exposure to negative litigation due
to the possible inability to prudently protect and manage its records
over their lifecycle as well as to produce records in a timely
manner in a discovery action.
Reducing the risk of information loss and exposure through
implementing a sound electronic information management
program to manage documents in any form over the course of their
lifecycle - to clearly demonstrate the City's records are being
created/received, managed, retained and (when) destroyed in the
normal course of the City's business.
1.4 PAPERLESS TECHNOLOGIES TO BE CONSIDERED
During this Project the following eleven paperless technologies as they support
a RMS (Records Management System) and a DMS (Document Management
System) will be considered. They are defined below in the context that they
could enable common management of non-codeable information so it may be
accessed universally across the organization regardless of information type,
storage medium or storage/access/using location.
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PROPOSAL TO DEVELOP A LbNG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
These paperless technologies are defined as:
1. Electronic Document Management (EDM)
The ability, managed by a Document Management System, to manage the
storage and retrieval of documents created within PC applications such as
word processing, spreadsheet programs, presentation programs, faxes,
e-mail messages, etc. EDM includes Text Imaging and may also be the
archive for documents processed by a Document Imaging System.
2. Document Imaging
Scanning, indexing and subsequent database and content-based retrieval of
optically-stored images displayed on computer monitors.
3. Data Imaging
Sustained electronic access and manipulation to computer generated
reports and forms; replaces mainframe generated "greenbar" reports and
documents with an electronic equivalent every page of which can be
uniquely indexed and then subsequently instantly accessed and retrieved at
the desktop.
4. Text Imaging
Electronic query and retrieval of documents using key words contained
within the documents text; also known as Full Text Indexing.
5. Electronic Forms
The ability to generate electronic forms that may be retrieved adhoc or
through workflow scripts and across the Internet and into which information
may be entered electronically instead of manually - so that the information
may be validated and processed electronically.
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PROPOSAL TO DEVELOP A L'oNG RANGE PLAN FOR A DOCUMENT 1\ ANAGEMENT SYSTEM
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6. Electronic Signature
The ability to sign documents electronically applying 'keys' and passwords
to ensure signature and document validity.
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7. Workflow
Electronic movement, tracking and reporting of documents and data
through a series of automated work processes across multiple City of
Clearwater departments.
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8. Groupware
Tools that enable the categorization and sharing of information not typically
included in information systems. Groupware often includes e-mail,
electronic discussion forums, document sharing, electronic forms and
routing of same, and other similar technologies. Groupware often bridges
many different technologies presenting the end user with a common user
interface.
9. Image Enabling
Embedding EDMS components in existing HP and other software programs
to minimize acquisition and implementation costs.
10. Optical Storage
The ability to 'write' electronic documents and data files to a high density
optical medium that cannot be erased once written yet can be accessed
multiple times. Depending upon information volume, optical media are
generally managed by a File Server that oversees storage of multiple optical
disks in a Jukebox.
11. Internet and Intranet
An internal and external communications infrastructure to enable bi-
directional communication of information, graphics and documents. The
City of Clearwater is already utilizing a nationally-recognized and highly
accessed Internet Web Page.
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT I\NAGEMENT SYSTEM
1.5 PROPOSED PROJECT BENEFITS
Evaluation of the current Records Management Program, the evaluation of the
City Clerk Department operating and information sharing needs and the
development of a Long Range Plan as well as the subsequent implementation of
a Document Management System (DMS) incorporating optical disk, document
imaging, electronic document management, workflow and related technologies
would clearly enable the City of Clearwater to achieve major benefits. These
include:
. Improve the level of service provided by the City Clerk and then
other Departments and the City as a whole to the expanding number
of general pqblic and internal requests by reducing administrative
processing cycle times - particularly to "enter data once and then to
share it globally via easy to use svstems",
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. Create a Plan to enhance the City of Clearwater's current Records
Management Program, through the creation of a Master
Classification Plan, to achieve a standardized and uniform approach
to identification, communication, and integrating information medias
across multiple platforms. The MCP will provide mechanisms in the
management of storage and retention of its important business
records,
. Free up City Clerk and then other departmental staff from their
administrative duties tending the records and case files to
accommodate an increasing volume of interdepartmental and public
inquiries for official records and transactions - particularly by
enabling document access via the City's outstanding Web Page,
. Improve City Clerk and then other departmental internal staff
efficiency and productivity and therefore reduce the need to augment
staffing levels to accommodate the growth of administration and
public inquiries,
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PROPOSAL TO DEVELOP A LbNG RANGE PLAN FOR A DOCUMENT ..~NAGEMENT SYSTEM
. Decrease the need to expand office space for the management,
retention and contingency protection of City departments' vital
records,
. Demonstrate the basic functionality of document management
systems, particularly the ability to integrate with the City's existing
computer services to; efficiently scan, thoroughly index, optically
store, responsively retrieve by discrete and content-based indices,
print and electronically communicate needed documents to support
administrative and customer service objectives, and
. Provide an opportunity to identify the scalability of DMS to
accommodate the projected administrative, information sharing and
customer service requirements of other City of Clearwater
departments, and
. Meet the needs of the City and its citizens while meeting State
Requirements for retention and access.
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT ~NAGEMENT SYSTEM
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2. COMP ANY BACKGROUND
2.1 ARCHER MANAGEMENT SERVICES BACKGROUND
Now in its third decade of serving domestic and international clients, Archer
Management Services (AMS), is pleased to have been invited by the City of
Clearwater to prepare this comprehensive proposal. In addition to vendor
neutralitv, AMS experience brings a powerful team with the critical ability to
identify and successfully address the complex issues associated with the
development and implementation of Records and Document Management
Systems standards across private and public organizational cultmal boundaries,
The AMS team is further supported by proven project management
methodology, utilization of current information technology tools and excellent
management and administrative communications strategies.
AMS has developed a hi(!}llv successful methodolol!V that unites vendor
neutrality and 'people - work process - technology' focus with carefully defined
and client goals as well as the exercise of independent, professional judgment
AMS's objective in this Project is to deploy this methodology to:
. Ensure that the Records Management Program and City Clerk
Department assessment, feasibility analysis and subsequent DMS
RFP development and administration steps provide for, achieving
both near term business needs of City Clerk Department information
management and dissemination as well as the longer term strategic
objectives of other City departments,
. Employ an incremental approach to applying the capabilities of
paperless technologies - from the size of the system to the scope of
information management and business process reengineering -- so
the City's paperless environment objectives may be achieved,
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PROPOSAL TO DEVELOP A NG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
· Integrate the evolution of the performance of administrative
obligations and provision of customer service within the City of
Clearwater's capital and expense budgets,
· Recognize that accommodating the dynamics of electronically
communicating previously paper document-based information and
information users' requirements are the key components of both the
current and changed information access processes,
. Address systematically the high level and overall recommended
functionality that would initially support the City Clerk Department
and subsequently, other City departments, and
· Realize that people are the key components in the operation of all
document management and imaging systems -- and therefore, the
humanfactor in change must be included to achieve success.
As discussed during our recent on-site visit and subsequent telephone calls,
AMS is very committed to meeting the needs of evaluating the City's Records
Management Program, developing the DMS Long Range Plan and subsequently
developing and administrating the DMS RFP. AMS looks forward to working
closely with the City of Clearwater at all levels to ensure this consulting
engagement is completed as a "partnership project" and that the subsequent
implementation of the DMS is deemed to be fully supportive of the City Clerk
Department's administrative, fiscal and service goals.
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PROPOSAL TO DEVELOP A LcJNG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
2.2 EXPERIENCE WITH LOCAL GOVERNMENTS
In the thirty-year course of their professional careers, Archer Management
Services Information Management Consultants have worked extensively with
State and Local Governments throughout the United States and abroad in 50
countries.
. Fred Diers, Project Director has liaisoned with countless government
agencies during his tenure as President of ARMA International.
. David Genereaux, Project Manager, has performed Document Management
System feasibility, and RFP administration/implementation Projects with
thirty government agencies located in eight states.
. Lee Pendergraft, Records Management Program Consultant, has performed
Records Management Program Development projects with five
Municipalities in four states.
. James Just has performed rune Document Management feasibility
assessment, DMS RFP development/administration and implementation
Projects with Municipal and County government agencies in two states.
. James Curran, Work Process Remediation Consultant, has performed and
been associated with microfilm program and imaging system development
Projects with five Ohio governments as well as the sale and implementation
of Document Management Systems to four Florida Municipalities.
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PROPOSAL TO DEVELOP A NG RANGE PLAN FOR A DOCUMENT MlNAGEMENT SYSTEM
2.3 LIST OF CLIENTS FOR WHOM SIMILAR SERVICES
WERE PERFORMED
The following list does not include government organizations in Florida for
whom similar services were performed (see Section 2.6, below).
Work Performed by Archer Management Services
]. Customer Name: Dimon, Inc
Business Address: 5 ] 2 Bridge Street, Danville, VA.
Contact Name: John Hunnicutt
Telephone No.: (804) 791-6751
Contract Period: 6- ] -97 to Present
Services Provided: Records Retention Schedule Program
Contract Value: $80,200
2. Customer Name:
Business Address:
Telephone No.:
Contract Period:
Services Provided:
Contract Value:
3. Customer Name:
Business Address
Contact Name:
Telephone No.:
Contract Period:
Services Provided:
Contract Value:
4. Customer Name:
Business Address:
Contact Name:
Telephone No.:
Contract Period:
Services Provided:
Contract Value:
5. Customer Name:
Business Address:
Contact Name:
Telephone No.:
Contract Period:
Services Provided:
Contract Value:
Pier ] Imports
301 Commerce Street, Fort Worth, TX, 76]6]-0020
Contact Name: Rod Lawrence, General Counsel
(817) 878-8993
Current
Records Retention Schedule Program
$80,500
SCOR
Two World Trade Center, New York, NY
Catherine Monahan
(212) 390-5299
Current
Domestic Records Retention Schedule Program
Re-engineering Records Handling Procedures
Relocation of their Barrington, IL operations
$69,900
Toyota Motor Sales, U.S.A., Inc.
1900 South Western Avenue, Torrence, California, 90509-2991
Mark Verre
(3]0)618-5]00
Current
Micrographics Services, Inactive Storage Control, and Records
Retention Schedule
$129,000
Chips & Technologies, Inc.
2950 Zanker Road, San Jose, CA 95134
Marilyn Willoughby
(313) 436-9350
Current
Records Retention Schedule
$37,700
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
Work Performed by David Genereaux fas DWG & Associatesl
I. Customer Name:
Business Address:
[Dave Genereaux performing]
City of Green Bay
City Clerk's Office
100 N. Jefferson Street
Green Bay, WI 54301
Paul G. Janquart, City Clerk
(920) 448-30 to
1990 - 1991
Approximately $10,000
Contact Name:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
. Conducted an assessment of the City Clerk's official documents including Common
Council and Committee Minutes, Ordinances and Resolutions to improve the way they
were being physically managed and accessed. Prepared and administrated an RFI
followed by an RFP for a full-text imaging system. As a result, the City has
successfully managed its system for the past six years enabling users to access all
included documents based on their content - saving dramatic time for City officials and
the public.
2. Customer Name:
Business Address:
Village of Hartland [Dave Genereaux & Jim Just performing]
210 Cottonwood Avenue
Hartland, WI 53029
Connie Casper, Village Clerk
(920) 367-2714
1996
Approximately $15,000
Contact Name:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
. Perfonned an electronic imaging system assessment in multiple deparbnents under the
direction of the City Clerk. >Surveyed, discussed. validated and then reported current
and proposed operations and impl~mentation phasing.
3. Customer Name:
Business Address:
[Dave Genereaux & Jim Just performing]
Beltrami County
Courthouse
619 Beltrami Avenue NW
Bemidji, MN 56601
John Landis, MIS Director
(218) 759-4121
1997
Approximately $15,000
Contact Name:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
. Completed a high level assessment of seven county departments and prepared a highly
detailed Planning and Implementation Guide to aid the County's forward technology
planning. The assessment focused on alignment of people, work processes and
technology. Met several times with the Beltrami County Executive and directly with
the County Commissioners to foster their understanding and commitment to investing
in technology planning.
. Facilitated discussions with multiple department heads to abet understanding and
appreciation of 'how other deparbnents [affecting me] work'. As the result of this
close interaction, the buy-in to working as an aligned team was achieved.
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.PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
Contact Names:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
. IMAGING NEEDS ASSESSMENT AND RFP FOR COUNTY RECORDER
McHenry County {Dave Genereaux performing]
2200 N. Seminary Ave.
Woodstock, IL 60098
Larry Anderson, Building Operations Mgr & Carl Pohrte, Jr. CISO
(815) 334-4016
1995 - 1997 [5 Projects described in chronological order]
Approximately $95,000
4. Customer Name:
Business Address:
DWG studied, tlowcharted and documented the County Recorder's current operations
including recording, cashiering, indexing, verification, microfilming and customer
service pertaining to recordings and UCC filings related to property records.
Performed an analysis of proposed County Recorders Information System (CRIS) that
would implement front-ended cashiering, barcode labeling and indexing, heads-up
verification, document scanning, replicated optical storage and backfile conversion of a
very large microfilm collection. Prepared a very detailed RFP that was released to
multiple vendors. Assisted County Recorder and Chief Information Services Officer in
reviewing responses and participating in finalist presentations.
. IMAGING & CD ROM ASSESSMENT FOR MULTIPLE COUNTY OFFICES
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DWG was engaged to perform an assessment to answer the County Board's question,
"Is Imaging and CD ROM technology feasible." DWG performed a detailed, two-tier
assessment of seven County offices including; County Clerk, Sheriff, Human
Resources, States Attorney, JTPA, Planning & Development and Health. Tier One
included the following perspectives of current operations; departmental goals and
operating constraints, work process overviews, records inventory, office space
utilization. Tier Two projected how the capabilities of document imaging, office
automation and CD ROM technology as well as business process re-engineering, forms
redesign and workflow could enable the studied departments to attain their operating
goals and alleviate identified operating constraints. The study clearly identified that
these integrated technologies could make a measurable impact on daily operations,
increase the quality and timeliness of customer service as well as save much needed
office space. This analysis was performed in a vendor neutral perspective.
. PREPARATION OF INFORMATION SERVICES STRATEGIC PLAN
At the specific request of the Chief Information Services Officer & Information
Services Director, David assisted in development of organizational, governance and
technology services themes, and then collaborated in preparation of the Plan. The Plan
descnbed overall themes, methodology, strategic planning initiatives, tactical plans and
results measurement/audit
. IMAGING COST BENEFIT ANALYSIS FOR MULTIPLE COUNTY OFFICES
The engagement was performed to answer the County Board's next question, "Is There
a Cost Benefit to Imaging & CD ROM Across Seven Offices." Project McModel
studied the cost to implement imaging, the resulting cost benefit, the building space
that could be recovered and litigation risk that could be reduced. During this
engagement, DWG conducted numerous telephone discussions with the Assistant
Director of the Illinois State Archives concerning the use of optical disk technology.
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
DWG developed and exercised an MS Excel spreadsheet to; model current operations,
develop proposed workflows, design the proposed integrated system, quantify the cost
benefit and prepare an implementation plan. The model specifically measured cost
benefit from the following perspectives: people, office space, employee task time,
reCords management/retention and risk reduction.
As the result of this extensive operational analysis it was calculated all of the proposed
systems in seven offices would pay for themselves in the beginning of the third year as
well as clearly demonstrate operational improvement. The projected break-even point
(when growth in current operating costs is intersected by reduced costs as impacted by
the initial technology investment) for all studied systems was detennined to be in the
third quarter of the first year.
. RECORDS MANAGEMENT & ELECTONIC IMAGING PROGRAM REVIEW
This was a two-part Project perfonned during a 2 1/2 month time period during which
DWG worked closely with the Director of Building Operations and the County
Executive.
DWG conducted an inventory of 790 records series located throughout 30 departments
located in multiple facilities. This included a description of the records, their retention
period. the space they currently occupy in county offices and county archives and
indication of records being held too long. DWG then developed recommendations to
reduce the volume of records located in county departments and a plan to modernize
the county archives.
During the second part, DWG perfonned an analysis of 4 existing and 36 projected
imaging applications to then develop an implementation plan, specifications for a
centralized and decentralized image capture centers, a compilation of hardware and
software elements and a cost benefit analysis.
Contact Name:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
. DWG perfonned an analysis of the records maintained by the Engineering Department
of this nationally-recognized municipal sewerage utility. The analysis included
understanding of space, organization, labeling and staff utilization. As the result of this
investigation, it was determined that a multi-point Records Improvement Plan would
enable twenty-five percent of Engineers' time to be recovered for more contributive
focus.
Madison Metropolitan Sewerage District [Dave & Jim performing]
1610 Moorland Road
Madison, WI 53713-3398
James L. Nemke, Chief Engineer & Director
(608) 222-1201
1996
Approximately $15,000
5. Customer Name:
Business Address:
. The Plan identified a twin focus on improving how records could be physically and
logically [electronically] managed better - using records management, micrographic,
electronic imaging and document management technologies. Currently, the utility is
preparing an RFP.
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Work Performed bv James Just fas WorkTECHj
1. Customer Name: City of Madison, Wisconsin
Business Address: 215 Martin Luther King Blvd.
Madison, Wisconsin 53710
Mr. Dave Faust
(608) 267-4909
1996 to present
Approximately $20,000
Contact Name:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
· Analyzed the technical and cost requirements to convert a 5,000,000 image microfilm
archive into an on-line optically-stored repository in the Building Inspection Unit.
. Analyzed requirements of two departments for implementation of a comprehensive
Enterprise Document Management System (EDMS). Departments analyzed included
Planning & Development and Revenue; encompassing the Planning Unit, the
Inspection Unit, the City Assessor, the City Clerk and the City Treasurer.
· Authored Department Assessment Report based on the findings of the requirements
analysis.
· With the Department Assessment Report as a foundation, developed an EDMS Request
for Information document and issued to vendors in May 1997. Results of this RFI
were used to prepare a budget request for $550,000 for the three-year period beginning
in 1998. The budget request was approved. The fullRFP process will commence in
4th quarter 1997.
2. Customer Name:
Business Address:
Unity Health Plans
840 Carolina St.
Sauk City, WI 53583-1374
Mr. Loran Lentz
(608) 643- ]424
] 995 to present
Approximately $70,000
Contact Name:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
· Performed workflow analysis and work process mapping of 4 departments. This
included flowcharting and quantification of staff time utilization, number of paper
transfers and document duplication.
· Developed full- Enterprise Document Management System (EDMS) RFP for the
Claims, Provider Services, Enrollment Services and Customer Services departments.
EDMS includes imaging, document management, comprehensive workflow, mobile
users and Internet extensions to remote employees and business partners (hospitals and
clinics).
· Evaluated and proposed selection of EDMS finalist vendor.
· Developed prototype applications and managed implementation.
. Assisted with cost justification.
· Implementation services will be provided during 1998.
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CITY OF CLEARWATER I I
PROPOSAL TO DEVELOP A WNG RANGE PLAN FOR A DOCUMENT MlNAGEMENT SYSTEM
3. Customer Name:
Business Address:
Contact Name:
Telephone Number:
Contract Period:
Contract Value:
Services Provided:
. Technical expert for COLD product selection committee at this international shoe
retailer. Reviewed and assessed 8 COLD vendors; final selection pending. Famous
Footwear produces over 2 million pages of print output per month.
Famous Footwear
7010 Mineral Point Road
Madison, WI 53717-1701
Mr. Earl B. Fischer
(608) 827-3592
1997
Approximately $25,000
2.4
HOW PROJECT SUCCESS WAS MEASURED
Archer Management Systems and its Information Management Consultants are
proud of their track record in measurably improving the way their clients
manage their records and documents. The City of Clearwater is invited to
contact the list of clients for whom similar services were performed (see Section
2.3 above) to ascertain success measurement.
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Generally, Project success may be measured by the following indicators:
. Project orientation and technology educational sessions are provided at the
beginning of each engagement to enlist Project buy-in and participant
understanding of paperless technologies. This tends to save significant time
during the ensuing data collection interviews.
. Archer's Information Management Consultants are highly knowledgeable
about Municipal Government operations. This tends to streamline and
enable a less invasive and time consuming approach to data collection and
subsequentanalysi~
. Archer's Information Management Consultants are renown for their ability
to communicate with client people at all levels - particularly at the Common
Council and City Manager level to ensure Project buy-in, funding and
implementation support. This communication expertise has facilitated both
operational as well as conceptual understanding of proposed benefit.
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CITYO~CLEARWATER I J'
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT ANAGEMENT SYSTEM
. Archer Management Services is nationally recognized for the professional
quality and clarity of its Project Reports. We are consistently commended
I
for the readability of our reports. This has enabled our clients to readily
refer to our reports long after the Project has been completed
2.5 LIST OF TEAM MEMBERS
Team Members that will be directly and indirectly involved in this Project:
Member Name Proiect Title
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Fred Diers
David Genereaux
Lee Pendergraft
James Just
James Curran
Project Director
Project Manager
Records Management Consultant
Technical Consultant
Work Process Remediation Consultant
Resumes for Team Members
FRED V. DIERS, CRM - PROJECT MANAGER
. Past President of ARMA International and widely recognized as an expert in
the field of records and information management. Elected as the 9th member
to ARMA's Company of Fellows.
. Over 25 years experience in the development of strategic information
strategies for 'Fortune 500' clients and recipient of numerous awards
including the Emmett Leahy Award (1988), ARMA Distinguished
Achievement Award (1989) and the Olsten Award for excellence in
Corporate Records Management Programs.
. Frequent international lecturer and author of over 40 articles on a range of
information and records management topics.
. International project management and corporate records management
experience with responsibility for records and information budgets in excess
of $4 million.
. International consultancy experience with responsibility for the
implementation of international programs with budgets in excess of $1
million.
. Extensive experience in the development and implementation of corporate
records management policies and procedures with responsibility for the
deployment of large scale work forces both in-house and out-sourced.
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CITY OF CLEARWATER I l"
PROPOSAL TO DEVEWP A LONG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
DA VID GENEREAUX - PROJECT MANAGER
. David W. Genereaux is President of DWG & Associates and an AIIM
Master of Information Technologies, He is a vendor-neutral management
consultant specializing in the up-front applications analysis, business case
development and implementation of electronic technologies including;
document, data and text imaging, document management, workflow and bar
code. David's prime emphasis is proactive and people- participative
planning to understand, adopt and benefit from electronic technologies. In
support of this objective, David is internationally regarded for his
diplomatic, conceptual, people-based consensus building slcills.
. For the past 29 years, his feasibility studies have incorporated business
process reengineering and workflow redesign methodologies to ensure that
proposed solutions, system procurements and implementations are fully
derived from and therefore synchronous with client strategic business and
information management goals. These front-end analyses also have focused
on the user's work environment and change management issues to ease the
transition from the traditional physical possession of paper documents to
shared electronic accessibility. He has a comprehensive knowledge of
electronic imaging, project management, and work process redesign to meet
the needs of private/public sector and international clients. 85% of this
work has been accomplished for Municipal and County governments in nine
states.
. Previously, he worked for leading imaging vendors and consulting
organizations participating in the front-end analysis and development of
office automation and customer service document image processing
applications. One lengthy assignment involved nationwide introduction of
the first robotic jukebox for engineering documents.
. David is widely published and has delivered over 70 speeches and
workshops on many aspects of electronic technologies. He recently co-
authored a major study on Document Disposition and the Legality of Optical
Storage as well as presented papers on Imaging and Organizational Change
Management and Implementing Imaging into Local Government. For the
past 4 years, he has led a one-day Workshop on the Integration of Document
Imaging and GIS for URlSA. During 1997, he conducted a Workshop
Craclcing the City Hall and County Courthouse Market at the Business
Technology Association EXP097 in Los Angeles. In early October, David
presented two papers on The Psychology of Introducing Document Imaging
into Organizations and The Psychology of Organizations and Electronic
Technologies at InfoImagem, Sao Paulo, Brazil as well as leading an all-day
Workshop on Document Imaging and GIS for the University of Sao Paulo,
Brazil. In February, 1998, David will present a paper on Public Sector
Technology Planning at the Minnesota Association of County Officers.
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CITY OF CLEARWATER I 'I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
LEE PENDERGRAFT, - RECORDS MANAGEMENT CONSULTANT
. Over 25 years experience in information and systems, manufacturing and
business management in the public and private sector.
. Directed records management projects for major clients in banking,
engineering design and services, petrochemical, component manufacturing
and distribution businesses.
. Performed information and records management needs assessments,
provided costlbenefits analyses, and developed proposals for improvement
programs at client sites.
. Has extensive systems and project management experience for the City of
North Miami Beach, Florida, including systems development, system
conversions, microfilming operations and records center design and
construction.
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JAMES JUST, - TECHNICAL CONSULTANT
. Jim Just is President of Work TECH - frequently collaborating with OWG &
Associates on document management system feasibility Projects.
. Jim has been involved in the computer industry for 18 years. He is widely
regarded for his comprehensive technical knowledge on all aspects of
electronic technologies, communication topologies and information
management platforms
. For twelve years, he worked with manufacturing and distribution companies
selling and implementing over 50 comprehensive business management
systems. In addition, he consulted in the areas of inventory management
and purchasing.
. Since 1991, Jim has focused on the OMS (Document Management System)
market - including; document, text and data [COLD] imaging, workflow
and the optical storage market. As a Senior Consultant for two Madison, WI
based firms, he analyzed dozens of different businesses and governmental
agencies specializing in business process analysis, business process
redesignlreengineering and interface with legacy computing systems.
. Mr. Just's diverse experience in different business and computing
environments give him a unique perspective on business process, electronic
imaging and computing problem assessment. He has worked with
mainframe computers, mini-computers, UNIX systems personal computers
and computing networks. This particularly applies to analysis of PC-based
versus HP, AS/400, UNIX or other computing platform designs.
. Jim has just completed a lengthy consulting engagement for a leading
insurer involving a very thorough analysis of the current situation, process
re-engineering, cost benefit analysis of proposed solution options,
preparation/administration of an RFP and analysis of received proposals.
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CITY OF CLEARWATER I' I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
.
JAMES CURRAN, - WORK PROCESS REMEDIATION CONSULTANT
. Residing in Hudson, Florida, Jim has been influential in marketing imaging
and document management system hardware and systems to public and
private sector,customers in the State of Florida.
. Throughout his 31-year career he has focused on applying imaging,'
document management and work process technologies to streamline clients'
strategic business processes as well as to facilitate organizational change
management.
. Prior to relocating to Florida, Jim's experience resulted in the development
of many innovative and practical solutions throughout the State of Ohio.
. Jim is a former seventeen-year Kodak employee, highly regarded for his
development of Kodak's Paper Cycle Analysis. This computer analysis tool
was developed to enable costing of client paperwork processing and
subsequent calculating return on investment for new paperless technologies.
2.6
TEAM MEMBER EXPERIENCE WITH FLORIDA LOCAL
GOVERNMENT
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. David Genereaux, Project Manager, [as D.W.G. & Associates] performed an
electronic imaging and workflow feasibility assessment in 1993 [directly for
I. Levy & Associates] in the Orange County Tax Collector. All of the
relevant work processes associated with tax collection were documented and
flowcharted. Work process and electronic imaging recommendations were
submitted for review. Contract value approximately $15,000.
. Lee Pendergraft, Records Management Consultant, [as an independent
consultant] performed the following services for the City of North Miami
Beach during 1987 - 1996. Contract value approximately $126,000.
Assisted with the development of records retention schedules, designed
forms and databases for indexing records collections for the City Clerk,
Planning & Zoning, Recreation, Personnel, Police, Finance, Office of
the Mayor, City Manager and Utilities departments,
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CITY OF CLEARWATER /1 1-
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
Trained the City's Records Coordinator and conducted annual
workshops for department liaisons,
Assisted with the design, engineering and development of the City's
records storage facility, and
Designed, implemented and managed microfilming operations for all
City departments. Completed microfilming of vital and historic records
for the 1920 - 1989 period. Trained and managed clerical and technical
staff for these projects.
_ Trained a new Records Coordinator and developed a plan for file
conversion and microfilming of Public Utilities records that had not
been included in previous conversion.
Primary Contact: Mr. Solomon Odenz, City Clerk
17011 N.E. 19th Avenue
North Miami Beach, FL 33162
Phone (305) 787-6001
. James Curran, Work Process Remediation Consultant, [as a sales
representative for The Jane Group] participated in the sale and
implementation of Document Management Systems to the following four
Florida Cities for management and full-text retrieval of City Clerk records
including; minutes, resolutions, ordinances, correspondence and monthly
department reports:
- City of Cape Canaveral
Ms. Sandra Sims, City Clerk
Phone (407) 868-1221
- City of Lake Park
Ms. Barbara Scheihing, City Clerk
Phone (561) 848-3544
- City of Pahokee
Ms. Debra Palmer, City Clerk
Phone (561) 924-5534
- City of Rockledge
Ms. Betsey Moist, City Clerk
Phone (407) 690-3978
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CITY OF CLEARWATER
PROPOSAL TO DEVELOP A G RANGE PLAN FOR A DOCUMENT M1AGEMENT SYSTEM
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3. WORK PLAN
3.1 SERVICES TO BE PROVIDED
Archer Management Services proposes the following five Step assistance to the City of
Clearwater.
1. REVIEW THE CITY'S RECORDS MANAGEMENT PROGRAM
1.1 Review the Current Program
1.2 Make Recommendations to Achieve a Master Classification Plan
2. EVALUATE THE CITY'S NEEDS FOR PAPERLESS TECHNOLOGIES
2.1 Issue Preliminary Survey Form
2.2 Conduct Project Kickoff Meeting
2.3 Conduct Assessment of the City Clerk Department
2.4 Conduct Assessment of the Information Management Department
3. DETERMINE THE ADMINISTRATIVE AND SERVICE VALUE OF A DMS
3.1 Prepare a Profile of Current County Clerk Department Operations
3.2 Perform a High Level Work Process Redesign
3.3 Determine the Service Leverage of DMS
3.4 Assess City Clerk Departmental Efficiency and Productivity
3.5 Assess City Clerk Departmental Records Storage Space Requirements
3.6 Assess City Clerk Departmental Staffmg Levels and Acceptance of Change
3.7 Assess DMS Impact Upon the Information Management Department & Web Page
3.8 Rank City Clerk Key Business Processes for Paperless Automation
3.9 Perform Assessment of Paperless Technologies
3.10 Calculate DMS Costing For an Integrated System in the City Clerk Department
3.11 Assess DMS Compliance with State Record Keeping Statutes
3.12 Prepare Long Range Plan for DMS
4. DEVELOP AND ADMINISTRATE AN RFP FOR A DMS
4.1 Prepare the DMS RFP
4.2 Participate in Pre-Bid Conference
4.3 Review Proposals Submitted
4.4 Assist in Evaluating the Submittals
5. PROVIDE INSTALLATION AND IMPLEMENTATION GUIDANCE
5.1 Be Available to Resolve Issues or Conflicts That May Arise
5.2 Be Accessible Regarding Future Phases
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CITY OF CLEARWATER I J
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT ANAGEMENT SYSTEM
3.2 PROJECT APPROACH
A description of the work to be perfonned is presented below for each of the
proposed five Steps of this Project and their tasks.
STEP 1 REVIEW THE CITY'S RECORDS MANAGEMENT
PROGRAM
Task 1.1 Review the Current Program
Based on the January 28, 1998 Addenda, Archer Management Services
understands the following infonnation about the records management software
currently being used by the City as administered in the City Clerk Department.
"The program is called Advantage. It is designed by Information
Technology Group in California (phone #714-759-3268). It is a
Window-based program that maintains information on boxes in our
records center and the activities associated with that. It also
maintains the City's retention schedule. The program has the
capability of maintaining information on active files, microfilm, and
several other media. Any detailed information would have to be
obtained from them directly as we have been using the system for
several months and are still working out some bugs."
AMS will perfonn the following tasks to evaluate the City's Records
Management Program:
. Collect and analyze Records Management Program manuals describing
responsibilities and processes,
· Analyze selected document process flows to detennine the effectiveness of
program attributes,
. Evaluate software functionality detennining user interfaces and DMS
conversion issues,
. Interview key City personnel to ascertain program impact, and
· Evaluate if the records management program is meeting and supporting the
mission, culture and organizational requirements of the City.
Task 1.2 Make Recommendations to Achieve a Master Classification
Plan
AMS will provide City records practitioners with the methodology
development and implementation of a Master Classification Plan.
includes:
. Inventory and survey instruments and techniques
. Classification tools
. Records Ownership determination
. Vital and Historical Records Identification
. Coding to fit the Records Management Software attributes.
in the
This
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CITY OF CLEARWATER
PROPOSAL TO DEVEWP A LO G RANGE PLAN FOR A DOCUMENT M~ AGEMENT SYSTEM
AMS consultants will provide assistance to City personnel, through task
reviews, to ensure development accuracy.
STEP 2 EVALUATE THE CITY'S NEEDS FOR PAPERLESS
TECHNOLOGIES
Task 2.1 Issue Preliminary Survey Form
At least three weeks prior the Kickoff Meeting, Archer would compile and mail
to the City a Preliminary Survey Form. The purpose is to obtain in advance; a)
high level background information and b) key business process and records-
based information as currently practiced in the City Clerk Department. This will
enable better time management and focus on relevant issues during the on-site
interviews. It is estimated that the City Clerk and her departmental participants
may invest approximately 2 - 2~ hour's time to complete the Form. A sample
Preliminary Survey Form is attached to this Proposal in Section 8.
Task 2.2 Conduct Project Kickoff Meeting
Archer would meet for two hours in the morning of Day One collectively with
the Purchasing Director, the City Administrator, the City Clerk and the
Information Management Director/staff to:
a) 15 min Review the purpose and outcome of the feasibility study,
b) 45 min Provide an overview of DMS technologies to attendees (Q&A)
[could we please use the City's LCD Panel to project our MS
Power point presentation from our IBM laptop],
c) 15 min Break,
d) 10 min Explain how the survey of current operations will be accomplished
in the City Clerk Department,
e) 10 mm Collect the Preliminary Survey Form, as well as the City's
departmental organization charts, departmental annual reports,
work process flowcharts and employee responsibility profiles
(where available),
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CITY OF CLEARWATER
PROPOSAL TO DEVELOP A L' G RANGE PLAN FOR A DOCUMENT M.LAGEMENT SYSTEM
t) 15 min Discuss the City's overall strategy to:
1) Implement DMS incrementally,
2) Establish DMS connectivity to the existing computing systems,
and
3) Support the systems as they are implemented.
g) 10 min Finalize the interview schedule.
Result:
All involved will have concurrently received an introduction to DMS
technologies and will have achieved a clear understanding of the study's
outcome as well as their responsibility to facilitate Consultant's information
gathering. Archer will have collected foundational information and interviews
in the City Clerk Department will have been scheduled.
Task 2.3 Conduct Assessment of the City Clerk Department
Archer will then meet for the balance of Day One and over the following two
days with the City Clerk and her designated participants to conduct interviews.
These are high level interviews to enable a basic understanding of each
functional resoonsibility in the City Clerk Department and its operating
problems related to finance. official City documents and utility
billing/collection to enable subsequent determination of the potential for
investment in DMS. As stated above, some information will be collected in
advance via Preliminary Survey Forms previously sent to the department:
During the interviews, Archer will validate and discuss information obtained
previously [preliminary Survey Form] from the City Clerk Department from the
following eight perspectives:
1. Define Entity Purpose and Scope
Learn the department's a) Mission, b) Strategic Objectives c)
Administrative, Fiscal and Service goals and the d) Critical Success Factors
that support the achievement of these goals, objectives and mission.
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CITY OF CLEARWATER
PROPOSAL TO DEVELOP A G RANGE PLAN FOR A DOCUMENT M.1AGEMENT SYSTEM
Result:
This defines the basic operating premise to which Archer must prove (or
disprove) the applicability of DMS.
2. Determine Departmental Key Business Process
Observe by discussion and walkthrough the current operations with
emphasis on gaining a high level understanding, definition and priority
ranking of the Key Business Processes that are conducted on a day..to-day
basis. These are defined as the principal work processes and business cycles
that are performed in the City Clerk Department. For example, this could
include but not be limited to; preparation of City legislative documents,
management of correspondence files and processing/retention of City
department monthly reports, management of utility billing and collections
and fmance, etc.
Result:
This defines the key administrative and service processes that may be
considered for DMS.
3. Profile Departmental Key Business Processes
Observe the Key Business Processes with emphasis on gaining a high level
understanding each process's a) function and flow and b) active files that
support each process. This will include understanding; c) types of
documents that are associated with each file, as well as d) the volumes of
active/new documents [and data files/reports/utility bills] that are
received/generated, filed, stored, retrieved and disseminated to others during
a predetermined time period (Month - Year).
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CITYOFCLEA'RWATER) I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MAI"AGEMENT SYSTEM
Result:
This provides an understanding of the specifics of Key Business Processes to
determine the potential to achieve qualitative and quantitative benefit from
investment in DMS.
4. Understand Document Lifecycle
Although it is understood the City has a formal Records Management
Program incorporating a Records Retention Schedule, Archer will validate
[from the Preliminary System Survey] the lifecycle for principal documents
or files involved in the key business processes.
The lifecycle consists of:
a) Length of time documents are maintained in the department,
b) Departmental square footage these documents occupy,
c) Length of time documents are held in archival storage,
d) Total length of time documents are maintained until disposed (if not
retained permanently),
e) The most retrieval-active time period(s) during the lifecycle,
Result:
An understanding of how the paper documents are managed and occupy
departmental space during their lifecycle.
5. Understand Document Origination Sources and Dissemination/Sharing
Locations
Since there may be duplicate files as well as a need to share documents,
Archer willleam [through the Preliminary Survey Form]:
a) Upstream sources from which documents are generated/received, and
b) Downstream sources to which documents/copies are shared and
disseminated.
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CITY OF CLEARWATER "I 1
PROPOSAL TO DEVELOP A WNG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
Result:
Understanding of information sources and dispersal locations (supports
analysis of duplicates).
6. Determine Barriers to Employee Productivity and Service Delivery
Learn current constraints to employees' conduct of Key Business Processes
such as: a) employee productivity, b) interdepartmental communication and
c) responsive accommodation of ad-hoc inquiries received from the general
public, contractors and City departments. Learn how the City Clerk
Department is or may not be accommodating inquiries received from
contractors, the general public and other departments.
Result:
This deeper understanding enables determination how the City Clerk
Department's mission and goals are/are not being met - i.e., the potential
for technology and organizational change interventions to be applied.
7. Understand Records Accession and Protection
Discussions with the City Clerk and her staff how the older records [not held
in the department] are accessed and contingency backup protection for the
active, inactive and archived files is/is not provided.
Result:
Provides an understanding of current records management programs and
practices that may constitute litigation risk to the City.
8. Systems Profile
Review the major paper, computer data and microfilm systems (as exist)
that support the Key Business Processes. This will include a distinct,
separate session with Information Management to understand current
systems and statement of direction.
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CITY OF CLEARWATER
PROPOSAL TO DEVELOP A NG RANGE PLAN FOR A DOCUMENT !NAGEMENT SYSTEM
Archer has learned the following as received in the January 28, 1996
addenda:
"The topology is UTP running over cat 5 cable within City Hall. This is
connected to the building server. a Hewlett Packard Netserver LH Pro
61200 with 128 mag memory and 8 Gb of hard disk running MS NT 3.5.
The LAN at City Hall supports the one server, numerous' laser printers
connected through Digital Products Netprint 1000ElN print servers. The
City Hall LAN is connected to a fiber optic ring through 3COM switch and
downlink module to the Municipal Services Building (MSB). Through this
fiber connection, the City Clerk has access to e-mail throughout the City
running in an HP Netserver LHPro with the same configuration as above,
the financial application, and Intemet connection provided through the
Library. Other Departments are connected to the MSB through Frame
Relay connections running from 56kb to 128kb depending upon the
location. The primary software components being used on the network are
Microsoft Office 95 and Office 97 Suites and Exchange, emulation software
for financial and utility billing systems. All workstations are using Windows
95."
Result:
This provides a baseline of the current systems that may be sustained,
modified, replaced or image enabled to alleviate operating constraints and
thereby achieve mission/goals.
Task 2.4 Conduct Assessment of the Information Management
Department
Archer will conduct a meeting in the Infonnation Management Department to
discuss current computing systems and communications topologies as well as
the Department's ~rspective on acquiring, implementing and supporting a
DMS.
Result:
The very valuable input gained from this department will help to understand the
technical statement of direction that will be subsequently correlated withgdepartmental functionality.
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CITY OF CLEARWATER II
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
STEP 3 DETERMINE THE ADMINISTRATIVE & SERVICE
VALUE OF A DMS
Task 3.1 Prepare a Profile of Current County Clerk Departmental
Operations
Applying the information that had been learned from the Preliminary Survey
Forms and the OnSite Visit, Archer would prepare a Profile of Current
Operations in the City Clerk Department. The Profile will include high level
flowcharting of current DMS operation of not more of the . current 3 Key
Business Processes. The Profile would be shipped to the City Clerk for her
review and comment. Archer would appreciate return of any comments within
two weeks.
Result:
Validated information on current departmental operations that would become
the foundation for performance of the impact analysis, requirements definition
and Long Range Plan.
Task 3.2 Perform a High Level Work Process Redesign
Perform (where merited) a high-level process re-design of the Key Business
Processes. This will include high level flowcharting of DroDosed DMS
operation of not more than 3 Key Business Processes in the City Clerk
Department.
Result:
The likely key business process workflow changes would be determined
Task 3.3 Determine the Service Leverage of OMS
Determine the City Clerk Department's ability to leverage DMS technologies
[document imaging, data imaging, text imaging, document management and
workflow] to streamline work processes, information sharing and enhanced
information accessibility to significantly enhance the performance of
administrative/statutory obligations and provision of customer service.
i
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CITY OF CLEARWATER I J-'
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT M NAGEMENT SYSTEM
Result:
High level quantitative and qualitative measurement of potential for service
delivery improvement.
Task 3.4 Assess City Clerk Departmental Efficiency and Productivity
Accomplish an assessment of the impact on individual departmental efficiency
and productivity as impacted by the improved availability, accessibility and
usability of needed information and documents. This would encompass
assessment of the City Clerk Department principal workflows such as; input
processing, information dissemination, process tracking, files maintenance and
retrieval. Further assessment would be made of the; a) likely key business
workflow process cycle time changes, b) shift from focus on the
"administration" of these processes to the "service" outcome of the process, c)
further "customerization" and d) ability to accommodate administrative and
input processing peaks and valleys.
Result:
High level quantitative and qualitative measurement of potential for
administrative productivity, building space reduction and work process time
compression.
Task 3.5 Assess City Clerk Departmental Records Storage Space
Requirements
Storage space requirements would be contrasted between the current and
historical paper-based/microfilm files, the City Clerk's vault and the projected
optical storage of their bit mapped images, data files and associated indices.
This task would include a high-level assessment of the near and long term
bacldile conversion alternatives to meet the defined needs of each Key Business
Process.
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Result:
High level quantitative and qualitative measurement of potential for space
reduction and backjile conversion.
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CITY OF CLEARWATER , J /
PROPOSAL TO DEVELOP A LbNG RANGE PLAN FOR A DOCUMENT ~AGEMENT SYSTEM
Task 3.6 Assess City Clerk Departmental Staffing Levels & Acceptance
of Change
Archer would determine the impact that a DMS would have on the people
staffing the City Clerk Department. This would be measured from two
perspectives: a) the impact of processing, filing and retrieving images in lieu of
paper documents and b) staffing levels based upon growth trends obtained from
the Preliminary Survey Form).
Result:
High level quantitative and qualitative measurement of potential for projected
staffing levels and personal/organizational acceptance of change.
Task 3.7 Assess OMS Impact On the Information Management
Department and Web Page
Task Seven will be to assess the impact of pending DMS implementation to the
City's Information Management function. A realistic, carefully derived
understanding of DMS support requirements must be taken into account early
on to also assess systems integration planning.
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Result:
High level quantitative and qualitative measurement of potential for
management, sharing and communication of electronic records within the
Information Management's computing and communications topology
environment.
Task 3.8 Rank City Clerk Key Business Processes For Paperless
Automation
The City Clerk Department's Key Business Processes would be ranked from a
range of perspectives for the potential to benefit from paperless automation.
Result:
This ranking will support the Long Range Plan for DMS.
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CITY OF CLEARWATER , J
PROPOSAL TO DEVELOP A LbNG RANGE PLAN FOR A DOCUMENT . i\NAGEMENT SYSTEM
Task 3.9 Perform Assessment of Paperless Technologies
The tecqnical platform must not only align with current Information Systems
Depa.rtI1ient's systems to support the core system in the City Clerk Department,
but also, accommodate planned incremental growth over the identifiable near
term future. To be completely flexible, the technical assessment will be made
of imaging and DMS products as well as those other paperless technology
products that function as an intef!Tated system.
Result:
Determination of the most applicable paperless technologies to be included in
the Long Range Planfor DMS.
Task 3.10 Calculate OMS Costing For an Integrated System in the City
Clerk Department
The costs of the DMS to meet the stated needs of the City Clerk Department
[pilot applications] would be estimated. These estimates would be supported by
a) budget pricing received from nationally recognized vendors having a
presence in Florida, b) vendor proposals that may have been received by the
City (and provided to Archer by the City) as well as the very substantial
information in Archer's professional library.
Since Archer is non-aligned with DMS vendors, its vendor-neutrality enables it
to be a "Solution Provider" rather than a "Systems Seller". The intended result
will be a DMS Configuration Diagram and Cost Estimate For Initial
Applications that is realistic as possible - including DMS hardware, software,
host computer and server to optical storage connection, remote access,
configuration, training, implementation and annual maintenance support.
If it has been determined in the earlier steps of this engagement that a backfile
conversion would be needed, an analysis will be prepared of conversion options.
Result:
. Identify proposed DMS hardware, software, maintenance and implementation costs.
. Identify and depict backflle conversion approaches and costs (if conversion is needed)
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CITY OF CLEARWATER I I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
Task 3.11 Assess DMS Compliance with State Record Keeping
Statutes
Archer would compare desired functionality and the technical environment with
Florida Administrative Code relating to Records Management Standards and
Requirements as well as Optical Storage Standards and Requirements.
Although Archer presently possesses this information, City validation of the
most current Statutes in Archer's possession would be appreciated.
Result:
The City would received assurance that the proposed DMS would operate in
compliance with relevant State Statutes.
Task 3.12 Prepare Long Range Plan for OMS
The reported findings in Steps One and Two will form the basis for the derived
determination of the incremental implementation of the proposed DMS. Since
the pace of implementation is driven by fiscal and human factors, it is vital that
the basic system functionality in the City Clerk Department as well as add-
on/system scaling be determined.
Part One
Therefore, this assessment will include a) a listing of the specific functionality
of the first, "core" phase in the City Clerk Department, as well as b) an
overview of the suggested functionality that may be acquired in the future to
serve the needs of other City departments.
First, the core phase functionality in the City Clerk Department will be
enumerated in terms of the volumes of documents to be scanned, indexed,
optically stored, retrieved and disseminated via facsimile as well as across the
Internet [making documents accessible via the City's web page]. Additionally,
the specific hardware and software elements to accomplish the above tasks and
accommodate the input processing/retrieval volumes during the core phase will
be listed.
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CITY OF CLEARWATER I I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
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Second, the optional functionality that could be added in subsequent phases will
be generally determined based upon the general requirements for system scaling
to meet the needs of other City departments [as defined to Archer during the
initial meetings] in the identifiable future.
Result:
. The Key Business Processes would be ranked for potential to achieve
operating objectives.
. The core system's functional and technical specifications and document
volumes to meet the needs of the top ranked Key Business Processes will be
profiled.
. Optional, future functionality and system elements will be identified.
Part Two
Archer will prepare a Long Range Plan for DMS describing the phased
implementation of the core DMS as well as expansion and scalability. The Plan
will include elements such as:
. Implementation Prioritization
. Image System Acquisition Issues
Funding Solicitation! Approval, RFP Development! Administration,
Vendor Selection! Negotjation
. Implementation Issues
. Preparation Plan
System Acquisition/Installation, Employee Training, Acceptance Test,
Audit of ResultslBenefits
. Imaging Standards,
Result:
The Plan will become a guideline for the City to fund, bid, acquire, implement
and measure the proposed DMS.
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CITY OF CLEARWATER , I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
STEP 4 DEVELOP AND ADMINISTRATE AN RFP FOR A
DMS
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Task 4.1 Prepare the OMS RFP
Archer would prepare a Request For Proposals (RFP) for a Document
Management System. The RFP would adhere to City practices and incorporate
legal language and document structure as provided by Purchasing and the City
Attorney. The RFP would include direction that the sought DMS should be
scalable to accommodate the needs of other City departments.
The Draft RFP would be shipped electronically to the City for review and
comment before the Final Edition is prepared as a MS Word 97 document. The
electronic copy would be shipped to the City for fInalization and packaging.
Result:
A very clear document that specifies the City's needs and its Long Range Plan
for Document Management Systems.
Task 4.2 Participate in Pre-Bid Conference
Although the need for a Pre Bid Conference has not been determined, should
one be held, Archer would send a consultant to oversee and administer the
Conference including reading of the RFP, Q&A and a tour of the City Clerk
Department and Information Management Department.
Result:
Vendors interested in submitting proposals would have a clear understanding of
the City of Clearwater's direction andfunctionfor a DMS.
Task 4.3 Review Proposals Submitted
Once submittals had been received from vendors and pre-qualified by the City
for Submittal Acceptance Criteria [proposal is deemed valid], then Archer
would receive a copy of each valid Submittal from the City for its review and
analysis.
Archer would prepare a document that subjectively and objectively [according
to predefined evaluation criteria] reviewed each valid Submittal.
Result:
Archer and the City would independently review the received, valid Submittals.
Archer would send its review to the City for analysis.
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CITY OF CLEARWATER I I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
Task 4.4 Assist in Evaluating the Submittals
Once the City had reviewed its internally-performed assessment of valid
Submittals and compared this with Archer's assessment, Archer would conduct
City-initiated telephone discussions to assist the City in ranking the Submittals
so that the City could arrive at an award decision. To preserve its vendor
neutrality, Archer would disallow involvement in the City's making its final
award decision [leave the meeting or not be present when a final award vote is
taken by the DMS Committee].
Result:
The City would feel comfortable with its decision.
STEP 5 PROVIDE INSTALLATION & IMPLEMENTATION
GUIDANCE
Task 5.1 Be Available to Resolve Issues or Conflicts That May Arise
Archer Management Services would make available a consultant to travel to the
City [if deemed necessary by the City] to resolve any problems or issues that
may develop.
Result:
Any unforeseen problems or issues are resolved proactively.
Task 5.2 Be Accessible Regarding Future Phases
Archer Management Services would ensure a Consultant knowledgeable with
the City's Long Range Plan for DMS would be accessible to the City on an as-
needed, time and materials basis to support system expansion. Typically, this
would include in-depth assessment of individual or grouped departments.
Result:
DMS expansion would occur in synchronization with the Long Range Plan.
3.3 PROJECT SCHEDULE
Although specific scheduling of the five Steps will be determined at time of
contract negotiation, AMS will work closely with The City of Clearwater to meet
its timing needs.
Step 1
Archer Management Services proposes to perform this step during mid to late
April, 1998. This will require consultant travel to Clearwater, Florida. to
perform the assessment of the City's Records Management Program in the City
Clerk Department.
Trip 1 for one consultant
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CITY OF CLEARWATER I I
PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
Step 2
Archer Management Services proposes to perform this step during mid to late
April, 1998. This will require consultant travel to Clearwater, Florida. to
perform the user interviews in the City Clerk Department .and in the Information
Management Department. Ideally, this will occur curlently with the Step 1
visit.
Trip 1 for one consultant
Step 3
This step will be performed off-site at AMS offices during late April and
possibly early May, 1998.
Step 4
This step would commence when the City had approved Archer Management
Services Long Range Plan for a Document Management Service. Generally,
this step tends to be commenced within several weeks of City approval to issue
the RFP [often requires a Common Council action]. The RFP cycle generally
takes 2 or more months to be completed:
Typically ---
Week 1
Weeks 2-3
Week 3
Week 4
AMS preparation of the Draft RFP
City approval of the Final RFP
City issue of an Intent to Bid to Vendors
City issue of the Final RFP to interested vendors that responded
to the Intent to Bid
City holds Pre Bid Conference
City receives Vendor Submittals [vendors have 4 weeks to
prepare their submittals]
Weeks 10-11 City and Archer Review of Submittals
[Trip 2 for one consultant]
Week 12 City Vendor selection and Award
Week 5
Week 9
Steo 5
Task 5.1 of this Step would be performed either during installation and
implementation or at time of the Acceptance Test. Generally, this occurs at
least 60 days following V endor Award.
Trip 3 for one consultant
Task 5.2 of this Step would be performed post installation on a time and
materials basis. As it can not be estimated at this time, the cost to perform this
task has NOT been included in this Project.
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
4. COST SUMMARY
4.1 PROJECT TIME FRAME
As discussed in Section 3.3, above, the anticipated time frame to perform this
Project will be approximately 5 months. Subject to discussions regarding time
needed to accomplish the complete RFP cycle [Step 4] and subsequent time for
the DMS to be installed [Step 5], this time frame can be shortened. Archer is
not trying to offer the City the shortest project time frame - but rather trying to
be realistic about how long it could take if this important milestone for the City
is accomplished thoroughlv.
4.2 PROJECT COST
The following project cost breakdown is provided for Steps 1 - 5.
STEP DIRECT TRAVEL & PER TOTAL NUMBER OF TRIPS
LABOR DIEM EXPENSES COSTS
I SI SOO * S 1.500 $3,300 I for Consultant #1"*
2 S3,912** S995 $4,907 I for Consultant #2***
3 S6,520** SO $6,520 I for Consultant #2
4 SI0,432** S I ,030 $11,462 I for Consultant #2
5 $1,304** S515 $1,819 ~ Consultant #2
TOTALS $23.968 $4.040 $28.008 ',;';
Hourly Rate is $75 per hour.
.* Hourly Rate is $163 per hour
*** These trips will occur simultaneously
*
4.3
PROJECT ADMINISTRATION
Out of pocket expenses such as travel, meal and accommodation cost will be
charged at cost where applicable. It is assumed that airfare and hotel charges
will be included in the project scope. AMS will undertake to sign any required
Non-Disclosure Agreements and, at all times, will seek to preserve client
confidentiality.
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PAYMENT TO ARCHER MANAGEMENT SERVICES
Archer Management Services will submit an invoice for this project on a
monthly basis; payment terms are net 30 and a late charge of 1 Y2% per month.
Should any circumstances arise; such as change in project scope or schedule
that would affect our fee estimate, we will discuss the matter with the City of
Clearwater's contract officer in order to determine the appropriate course of
action.
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
4.5 WARRANTY
Archer Management Services, Inc. (AMS) warrants that the work will be
performed in accordance with sound professional standards, but makes no other
warranty, expressed or implied. AMS is solely responsible for performance of
the methodology outlined in this proposal, and no other affiliated company,
director, officer, employee, agent or subcontractor of AMS shall have any legal
responsibility hereunder, whether in contract or tort, including negligence.
Liability for injury or damage to persons or property arising out of this work.
(other than professional errors, omissions, or other professional negligence
which are covered in the next sentence) shall be limited to the amount covered
by general comprehensive liability insurance covered by AMS. In the event of
any error, omission, or other professional negligence or any breach of the above
warranty, the sole and exclusive responsibility of AMS shall be to perform the
deficient work at its own expense, and AMS shall have no other liability
whether in contract or tort, including negligence, for any incidental or
inconsequential damages. If this provision is in conflict with other contractual
terms, it is understood that this provision will, in all cases, prevail.
5. CLIENT LISTING
The list of clients for whom similar work has been performed is shown in
Sections 2.3 and 2.6.
6. COMPANY FINANCIAL STATEMENT
Archer Management Services is a wholly owned subsidiary of OCE, PLC -
Holland, a .$2.5 Billion public corporation. The OCE Annual Report is
available upon request.
7. ASSUMPTIONS
7.1 CITY DEPARTMENTS INCLUDED IN THIS PROPOSAL
It is Archer Management Services understanding that the primary emphasis is to
be placed on the City Clerk Department. This is the only department that would
be studied to determine the feasibility of a Document Management System and
other related paperless technologies.
Archer Management Services will meet with Information Management
Department representatives to discuss the computing infrastructure,
communications topology and the implication of a DMS.
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CITY OF CLEARWATER I 1
PROPOSAL TO DEVELOP A LbNG RANGE PLAN FOR A DOCUMENT MJiNAGEMENT SYSTEM
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If the City were to distribute the Preliminary Survey Form to other departments
that are not included in this Project and then provide the completed forms to
Archer in advance of the Task 1 meetings, Archer Management Services will
review the completed Forms. Ideally, the department heads of the other
departments should be included in Archer's presentation about Paperless
technologies to be held at the beginning of this Project. Receipt of the Forms
and Department Head presence at the briefing would provide Archer with
information sufficient to format the long range DMS needs for the other City
departments.
7.2 AVAILABILITY OF CITY TELECOMMUNICATIONS AND
DATA PROCESSING STANDARDS
Archer Management Services would appreciate the City providing, at time of
initial data collection, either a paper or electronic copy of its Standards.
7.3 CERTIFICATION OF NON COLLUSION
Archer Management Services certifies it has not divulged to, discussed or
compared his/her competitive proposal with other proposers and has not
colluded with any other proposers or parties to this competitive proposal
whatsoever.
7.4 INSURANCE, SAFETY AND CONTRACT REQUIREMENTS
Archer Management Services has reviewed the Coverage Requirements and
Supplemental Provisions as included in the RFP as Exhibit A.
Archer Management Services will provide an Insurance Certificate at time of
award.
8. PROPOSED SURVEY QUESTIONNAIRE
This is a draft copy of the Preliminary Survey Questionnaire that should be
completed by the City Clerk and any other interested City department.
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PROPOSAL TO DEVELOP A OONG RANGE PLAN FOR A DOCUMENT I\.ANAGEMENT SYSTEM
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PRELIMINARY SURVEY FORM
DEPARTMENT NAME
DATE
DEPARTMENT HEAD NAME
PHONE
1. Please define your department's mission and operating goals - particularly those that are
measurable in terms or reaching City goals.
DEPARTMENT GOAL
HOW PERFORMANCE IS MEASUREABLE
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3.
4.
2. Please describe your department's key trends (taxpayer service - legislative - fiscal -
organizational) you are experiencing/anticipating that are/will impact your department.
l.
2.
3.
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PROPOSAL TO DEVELOP A doNG RANGE PLAN FOR A DOCUMENT ~ANAGEMENT SYSTEM
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3. Please define" describe your department's Key Business Processes rankin. thl!m accordin. to
thl!ir lmnortancl!.
PROCESS DEPARTMENTAL KEY BUSINESS PROCESS % OFTOTAL
DEFINITION AND DESCRIPTION DEPARTMENT
OPERATION
1.
2.
3.
4.
4. Please list and describe at a high level the orincioal events tbat may occur during tbe lifecycle of
each Key Business Process.
PROCESS
1.
DESCRIPTION OF PRINCIPAL EVENTS
2.
3.
4.
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PROPOSAL TO DEVELOP A . NG RANGE PLAN FOR A DOCUMENTM~NAGEMENT SYSTEM
5. Please describe the situations, during each Key Business Process, that most often cause you need
to retrieve paper documents from your files.
PROCESS DESCRIPTION OF DOCUMENT RETRIEVAL SITUATION
I. /
2.
3.
4.
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PROPOSAL TO DEVELOP A IDNG RANGE PLAN FOR A DOCUMENT }\IANAGEMENT SYSTEM
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6. Please describe bow employee time is utilized to perform these functions for each Key Business
Process.
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HOW TIME IS UTILIZED PERFORMING PROCESS NUMBER
KEY BUSINESS PROCESSES : I. 2. 3. 4.
I Perfonning administrative and customer service
work
2 Locating infonnation and documents before doing
work
3 Refiling infonnation and documents after doing
work
4 Looking for lost, misplaced or misfiled documents
5 Accessing and reading e-mail
6 Making photocopies of documents to share with
others
7 Other
TOTALS
7. Please describe your operating problems associated witb paper records by first defining the
problem and tben describing tbe penalty to your department and your organization.
THE BUSINESS PROBLEM THE OPERATING PENALTY
I.
2.
3.
4.
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PROPOSAL TO DEVELOP A L NG RANGE PLAN FOR A DOCUMENTM\NAGEMENT SYSTEM
8. Please describe any operational duties, paper document management or timely provision of
customer service that cannot currently be readily accomplished now by your department due to
fiscal, technology, building space or employee time limitations.
OPERATING PROBLEM
PERFORMANCE PENALTY
2
3
4
9. Please describe your department's most significant accomplishment during the past two years.
10. Please indicate any issues or questions related to procedures, document management and
technology you would like to discuss during your interview and/or briefing session.
ITEMS YOU WOULD LIKE TO DISCUSS DURING YOUR INTERVIEW
1.
2.
3.
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT :ANAGEMENT SYSTEM
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11. Please describe the sources from which your department receives information, microfilm or
paper documents that you then store and/or retrieve to support ongoing administrative and
customer service operations.
INTERNAL EXTERNAL
We reCeive information and paper documents We receive information and documents from
from the followiD2 City deDartments the followin2 non-Citv sources
12. Please list the total volume of paper documents and data documents (computer reportslinvoices
and billing statements [where applicable] you generate or receive from internal and external
sources each month) that must be either filed into paper files or maintained in computer memory
so they may be accessible.
PROCESS PAPER DATA MONTHLY ANNUAL
DOCUMENTS DOCUMENTS TOTAL TOTAL
1.
2.
3.
4.
TOTALS
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PROPOSAL TO DEVELOP A LONG RANGE PLAN FOR A DOCUMENT ANAGEMENT SYSTEM
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13. Please describe, as the result of your administrative and customer service work processes, to
whom your department shares/provides/seils information, microfilm or paper documents.
INTERNAL
We output Information and paper documents
to the followin Ci de artments
EXTERNAL
We output information and documents to the
followin non-Ci 0 anizations
14. Please list the total volume of paper documents and data documents (computer reports/invoices
and billing statements where applicable) you must photocopy and/or print from data mes to
disseminate to internal and external entities each month.
PROCESS PAPER DATA MONTHLY ANNUAL
DOCUMENTS DOCUMENTS TOTAL TOTAL
1.
2.
3.
4. .
TOTALS
J 5. Please be prepared for tbe following during your interview:
A. Please attach an official mission statement.
B. Please attach an organizational diagram of your department.
c. Please be prepared to describe and lead a short tour of each Key Business Process you listed in
question 3.
D. Please provide sample photocopies of the principal paper documents that are involved in each of
the Key Business Processes you listed in question 3.
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PROPOSAL TO DEVELOP A CONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM
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9. DMS RFP ADDENDA
9.1 JANUARY 28, 1998 ADDENDUM
Archer Management Services hereby attaches to this Proposal the two-page addenda received
by facsimile on January 28, 1998 at 9:21 AM.
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CITY OF CLEARWATER
POST OfFICE Box 4748, CLEAJlWATfIt. FLOR.lOA 34618-4748
MUNICIPAl. S!JMCES BUll.DltlO, 100 Sollm MVlTU! AV~UE, CLI'.AIIWATER, FUIIUI)^ 3'1616
TwPHONt (813) 562-4630 fAX (813) S(,Z.163S
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PURCIL\SINC
January 11. 19'8
Re: Proposal 55-98
Dear Proposer:
The followUaI qUestiODs were asked by proposen:
1. Please describe the existing computIDg Infrastructure that affects the
City Clerk'. office and those offices that the Clerk interlace. with or
would like to i.terrace with electronically.
The lopolo&y is UTP runpiDg over cat S cable within City Hall. This is wnnecled to the building
serfcr, a Hewlett Pa"ard NetscrYef LH Pro 61200 with 128 Meg memory and 8Gb ofhard disk nmnins
MS NT 3.'. The LAN at City Hallsupporu the OliO server, numerous laser prlnter1 ~ected throup
Dilital Products Netprint IOOOEIN priDlservers. The City HaU LAN Is toamected to a fiber optic ring
throush 3COM $witdl and downlink module to the Municipal Services Build.ing(MSB). Through this fiber
conncc;lIon, the Cil)' Clerk has aecess to e-mail throughout the City IUNling In an HP NetserYcr LHPro witb
the slIDe ~nnguntion as above, the financial .pplication. and Intemet connection provided through the
Library. Other Dcpal1mcnts are connected to the MSB throup Frame Relay connections running &om
56kb to 121kb depending on the location. The primary software components being used on the network is
Microsoft Office 95 and Office 91 Suites and EXchange, emulation software for flnaocial and utility billing
systems. All workstations arc using Windows 9S.
1. Resolvmg IlIues that arise duriDglDstallation and implementation of
tbe system a. needed. Doea this iDclucJe helD on-lite to resolve issues
that arise?
Answer: The illuCI may be resolved oft-lite as much a. possi~le,
but, II necea..ry, you lDay be required to resolve an blue on lite.
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"EQUAl EMPLOYMENT >>10 AfflRMAnVEAcnoN E~II'LOYEJt"
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3. Is all proposers required to apply an hourly rate for the proposal?
Answer: The proposal requests that a breakdown include the hourly
rate. If you prefer not to include tbis in your proposal, you may submit
II without this Information which wiD be taken into atCOUD' in the
evaluation process.
4. The proposal requests that a fmanclal statement be included.
Answer: The City requests this information in order to lubs.antiate the
stability of the compaDY. You may. submit your response without this information
which will be considered Ia the evaluation process.
5. Is MIS using any optical storage now IUch as CD array towers for
state statutes?
Answer: MIS is not using any optical.torage now.
6. Describe the records management program loftware now beine used.
Answer: The program is called Advantage. It 11 duigned by
Information Technology Group in California (phone #1714-759-3268).
It i. a window based program tllai maintaiDs information on boxes
10 our records center and the adivities assodateel with that. It also
maintains the City'. retention schedule. The program has tbe
capability of maintaining Information OD active files, microfilm, and
several other media. Any detailed iDformation would have to be
obtained from them diredly al we have been using the system for
sevenl mODths and are stiU working out some bugs.
7. Has the City codified Its omcial proeeediDgs'l If so, are these
codification's in electronic form? .
Answer: The City's Code of Ordb:lancell is available in aD eledronh:
format. Minutes are available in electronic format from the last
quarter of 1987 to the present. Minutes prior to that are only
available on microfilm.
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George McKibben, CPPO, C.P.M.
Purchuing Manager