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PROPOSAL:

Issue RFP for Document Management System Replacement

SYNOPSIS:

AQMD’s current document imaging/management system has served for eight years but can no longer accommodate further enhancements in either hardware or software. A new integrated document system (including software that duplicates and enhances current functionality, new hardware, and migration of data) is needed to achieve efficient unified management functions for the agency. This action is to issue an RFP to select a contractor. Funds for this expenditure ($266,985) are included in the FY 1997-98 Budget.

COMMITTEE:

Administrative, February 20, 1998, Recommended for Approval

RECOMMENDED ACTION:

Approve the release of the attached RFP to solicit proposals for document management system replacement.

Barry R. Wallerstein, D.Env.
Acting Executive Officer

Background

AQMD currently uses the Liberty Image Management System to maintain the agency’s Application and Permit documents and other critical records. The system has been in use since 1990 and has a total storage of over 350,000 multi-page documents. This image management system has been expanded to accommodate specific record needs and requirements of staff. However, this system can no longer accommodate further enhancements in either hardware or software. A new integrated document management system that offers greater computing power, a large selection of utilities, and greater flexibility in hardware upgrading over our existing proprietary system is required. The imaging technologies provided through such a system would allow improved information services along with enhanced capacity for future program management needs.

Proposal

The interaction among software, hardware, and data in an enterprise management system is critical to the success of the system. All of the components are interdependent. For this reason, a comprehensive RFP for an integrated document management system is the recommended course of action. The integrated document management system should combine a superior off-the-shelf document management package (customized as appropriate for AQMD) with the optimal computer platform for that document management software and provide for migration of current and historical records data to maintain appropriate continuity. This new system should also be able to integrate with the existing client-server CLASS application and Web-based Workflow application. This project is detailed in the attached RFP and been identified on the Information Management Status Report on Major Projects.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP/RFQ and inviting bids will be published in the following publications:

1.	Antelope Valley Press	10.	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	Riverside Press Enterprise
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Excelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders will be notified from the Los Angeles County MTA, and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFP/RFQ will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business & Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Quotations received will be evaluated by an ethnic- and gender-diverse panel of technically qualified individuals according to the criteria described in the attached RFP.

Resource Impacts

Sufficient funds for this purchase in the amount of $266,985 ($180,000 in Professional and Special Services and $86,985 in Fixed Assets) are included in the FY 1997-98 Budget. The $180,000 in Professional and Special Services was budgeted for Workflow automation. Workflow automation generally involves the replacement of manual paperwork by computer-to-computer transmission of business documents (such as electronic forms, document images, or files created by word processors, spreadsheets, or other software applications.)

Attachments

RFP #9798-32 - Document Management System

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