|
|
Answers To Questions About File Management Project - Scanned Documents RFP
[January 2009]
The period to receive questions has ended. We have received
a large volume of questions about the RFP and have answered
all questions to our best estimate and knowledge at this time.
We have provided a list of these questions and their answers
for your convenience.
1. We are located in another state. Would
it be OK if we host the solution there?
Yes.
The solution can be hosted either inside or outside Kentucky.
2. Does each location need to scan in
documents? How many total locations?
We don’t know if our contractors
will scan documents in all counties they serve clients. We
estimate that we will have a maximum of 25 possible different
locations, but this may be a smaller number if contractors
select one location to scan documents for multiple counties
they serve. We have a total of 11 contractors that provide
services in 23 counties in eastern Kentucky.
4.
Do you currently have scanners? What model/ type of scanner?
Some contractors already have scanners
they are using with other programs that we do not fund. We
don’t know the model and type of scanners that they currently
have.
5.
What is the estimated number of pages that will be scanned in
each year for all locations? 20,000 pages equal 1 GB. There is
an average of 2,500 pages per 15-inch banker box.
We estimate between 500,000 and 1,000,000
pages to be scanned initially for active and terminated client
files (must be kept for set period of time after services
are terminated.) In addition, we estimate new files to include
between 150,000 and 250,000 pages each year.
6.
How many people need access to view documents at the exact same
time? Our system is based on concurrent users.
A
high estimate would be 50 people with access to view documents
at the same time, however would like to be able to include up
to 150 people at the same time if cost is the same or not significantly
higher. Please include cost ranges for these numbers of concurrent
users.
7. Would you prefer on-site training or
is Web-based training OK?
Web-based training is acceptable, especially
if we can post the training on our Web site for multiple viewing
when needed, or for training new staff who need to use the
system.
8. Do you currently have files digitized
that you would like us to convert into the document imaging
system?
9.
We provide scanning services for our clients. Would you like us
to assist with the back-log scanning and scan all the old files
for you? Then you can scan all the new (day forward) documents.
Our contractors will be responsible
for scanning all documents, both initial and any new documents.
10.
What is the Internet speed that you currently have in your offices?
We estimate that contractors have DSL
up to T1.
11. Would EKCEP be open to using a subscription-based
open source solution?
If
you think this is the best solution to our needs as outlined
in the RFP, please include that with your proposal. We will
need to have use/access of any system that we invest in after
the relationship no longer exists with the contractor who provides
the system to us.
12. Is there a budget ceiling for this
project?
Not
at this time. We are hoping to evaluate all options and costs
after receiving the proposals.
13. The RFP did not mention anything related to scanners at the
contractor sites. Are scanners the responsibility of the contractors?
Or should we consider them in our cost as well?
No, this is not to be considered in
your cost. Any purchase of scanners will be in a separate
RFP, if that is required for procurement. Some contractors
already have scanners through requirements for other programs
that we do not fund. This will all be evaluated in the future.
14. You mentioned that while there are
500,000 - 1,000,000 pages this is not indicative of the number
of documents. Do you have a rough estimate as to the number
of documents?
A
very rough estimate would be 300,000 to 600,000 total documents.
We don’t expect more than 30 to 50 types of different documents
for all programs we administer.
15. Would it be feasible for the contractors
to install (in their offices) computers and scanners that we
would provide?
The
current RFP does not include the provision for this service.
We would be open to bids on any equipment purchase for this
project in the future, but it will be a separate RFP if we are
required to procure in this manner. We would expect any provider
of equipment to be responsible for proper installation at the
contractor’s office locations, at the very least to include
technical assistance and all other appropriate means of assistance
for proper installation and use of the equipment.
16. Is there an ERP system or host application
involved that you would like to integrate with the imaging system?
17. Will you be providing desktop scanners
to the contractor offices, or will they use Multi-Function Devices
to scan documents?
We
will be providing scanners, but we don’t know what type
will be used at this time. Some contractors are already using
scanners in other programs that we do not fund. For a project
that will be scanning the number of pages that we estimate to
scan, we expect that all contractors will need to purchase a
scanner with the capability to automatically feed documents
through the scanning process.
18. How many members are there on the
EKCEP's monitoring staff? How many of these users will be monitoring
documents at the same time?
Right
now, EKCEP has two Data Validation staff. There are also several
individuals in management that will need access. Staff at our
contractors will not be using the system for monitoring/data
validation purposes, but will need viewing access to maintain
records.
We would like to allow for a range of 50 initial staff and up
to 150 staff in the future, to be able to use the system at
one time. Please include costs in the proposal for the initial
number of staff and up to the top of the range.
19. Are we allowed to include attachments
with additional information in excess of the 30 pages?
In fairness to
all respondents for procurement purposes, we must limit the
RFP to 30 pages. You are welcome to send additional pages, but
we cannot guarantee that we will be able to consider the additional
pages when making the decision on who we select for the project.
In other words, you may want to include the most important information
in the first 30 pages.
21. Will the contractors also have the
need to retrieve documents from the document imaging system?
Yes,
that is a possibility.
22. Are you expecting that contractors will index the documents
when they scan them in (provide the metadata)?
We don't know, but if you can provide
a selection of document types through a drop-down box or other
similar means that will provide consistent use of documents
by all contractors, we see that as possible for our contractors
to do.
23. How many pages is the average contractor scanning
in a day?
We only have an estimate of annual
pages for our entire system. We estimate this figure to be
between 150,000 and 250,000 pages each year for new documents
that are entered after the initial input of 500,000 to 1,000,000
pages.
24. How many scanners do you plan on having total?
We
don't know if our contractors will scan documents in all counties
they serve clients. We estimate that we will have a maximum
of 25 possible different locations, but this may be a smaller
number if contractors select one location to scan documents
for multiple counties they serve. We have a total of 11 contractors
that provide services in 23 counties in eastern Kentucky. The
number of scanners we have is contingent upon the above.
25. When we perform on-site training do
you expect us to train your contractors or will you consider
a "train-the-trainer" approach?
We
would prefer on-site training that could be videotaped and posted
on our Web site or Web-based training that can be viewed initially
and then posted on our Web site for future use by existing staff
or for training new staff. Train-the-trainer would probably
be our last choice for training staff, but would be considered.
26. With respect to RFP section 4, Existing
Technology Resources, please provide the following:
a. How are the results on on-site audits/evaluations
documented (on forms, evaluators’ notes, etc.)?
This
RFP is for scanning and viewing processes only. We have a separate
system that allows staff to do the data validation/monitoring/audits
that you have asked about.
b. Please identify the database used
for storing results of audits/evaluations (DB name, version,
manufacturer, etc.).
A
database was developed locally (customized) for EKCEP to do
this.
c. Do words
“the existing auditing tool” refer to that database?
d. Please provide information concerning
the server hosting the database.
No
interface is required with the document management/scanning
system we need through this RFP.
27. Please identify types of documents
that will be scanned by EKCEP’s contractors.
Paper
forms/documents ranging from single page (8 ½ x 11) to
multiple page documents. We have multiple programs that require
up to 30 different documents that would be scanned into the
system.
28. Please identify
sizes of documents that will be scanned by EKCEP’s contractors.
Documents
range from 1 to 4 pages each.
29.
Does EKCEP expect bidders to propose system hardware and third-party
software?
At
a minimum, we need to know system hardware requirements and
third-party software requirements/options as to the compatibility
with the proposed system.
30. Would EKCEP consider an open source
type arrangement by which we would make the code available to
the EKCEP but would also retain the right to use all or part of
the code on existing or future projects?
We would like to guarantee that whatever
information EKCEP (and its contractors) put into the system
can be retrieved in a usable form and in a usable fashion,
even if EKCEP's relationship with the vendor ends. It is absolutely
essential that EKCEP be able to access the data in a meaningful
way. Therefore, in some cases "programming code"
might not be the issue as much as the indexes and any metadata
that is stored with the images.
31.
What does the current auditing tool do? How is it used? What kind
of collaboration will the new system need to have with this system?
We will use the locally developed,
customized data validation/monitoring system alongside the
document scanning/viewing system we are requesting for this
proposal. The two systems will not interface at this time.
32.
How many office locations are there in the 23 county area?
We
don’t know if our contractors will scan documents in all
counties they serve clients. We estimate that we will have a
maximum of 25 possible different locations, but this may be
a smaller number if contractors select one location to scan
documents for multiple counties they serve. We have a total
of 11 contractors that provide services in 23 counties in eastern
Kentucky.
33.
What is the Internet connectivity (WAN) and Network Connectivity
(LAN) between Hazard and the Contractor locations?
The Internet connectivity (WAN) ranges
from DSL to T1. We do not have a network connectivity (LAN).
34.
So that we can make the electronic system reflect the current
structure, what is the present indexing criteria (structure) of
the current paper filing system?
We would like to plan for 30 to 50
different types of documents in the Document Management System
for Scanned Documents to be sufficient for our current needs
and future growth.
35.
What scanning and computer hardware exists at the Hazard Office
and at all of the contractor locations respectively?
Some contractors already have scanners
they are using with other programs that we do not fund. We
don’t know the model and type of scanners that they currently
have. Any purchases of scanner equipment will be conducted
through a separate RFP process, if required for procurement
purposes, after the contract is awarded for the document scanning
project.
36.
Will data encryption be needed for transfer of data due to sensitivity
of information?
37.
What will be the approximate number of documents in the system
in a given year?
A very rough estimate would be 300,000
to 600,000 total documents.
38.
Will existing documents need to be added to the new system or
only new documents as they are created once the new system is
in place?
We estimate between 500,000 and 1,000,000
pages to be scanned initially for active and terminated client
files (must be kept for set period of time after services
are terminated.) In addition, we estimate new files to include
between 150,000 and 250,000 pages each year.
39.
Do the electronic documents need to be stored locally (at each
contractor location) or can they be stored at the Hazard office?
The scanned documents do not need to
be stored locally. We would like for the scanned documents
to be stored (hosted) at a central location that is accessible
to all staff who need access. However, it does not have to
be in Hazard, KY.
40.
What will the parameters for searching be?
We
envision that the parameters for document searches would be
based on the client’s name and social security number,
along with the ability to search further by document type within
that client’s overall file (all documents associated with
that client.)
41.
Will the scanned data need to be search capable by content? (Optical
Character Recognition - OCR)
42.
Will the system need to have a security access structure?
43.
Will the system need to have an automatic work flow process? (approval
and pass on information sent automatically)
44.
What is the expectation for installation?
Hardware:
We will need to know required hardware specifications for use
with the Document Management System for Scanned Documents, but
this will be handled through a separate RFP, if necessary, for
procurement at a future time.
Updates:
Only if needed for future growth and changes in our structure/service
delivery.
|
