Request for Proposals (RFP) Scope of Service Enterprise Content Management (ECM) RFP # 2018RFP-10 RFP issued by First Nations Health Authority (FNHA) Issue date August 18, 2017 Closing date/time Proposals must be received before 16:00 hours (4:00 pm) Pacific Time on: September 5, 2017 FNHA Contact Information and Questions All enquiries related to this RFP including any requests for information, questions, and clarification, are to be directed to the following address: . FNHA will respond if time permits. Information obtained from any other source is not official and should not be relied upon. Enquiries and any responses will be recorded and may be distributed to all Proponents at the FNHA’s option. Delivery of proposals Two (2) hard copies and one (1) electronic copy on a USB in a Microsoft compatible format) of your proposal must be delivered by hand or courier to the closing location at: Nations Health Authority, Attention: Procurement and Contracts 300 – 1166 Alberni Street, Vancouver, BC, V6E 3Z3 Proposal envelopes should be clearly marked with the name and the address of the proponent, the RFP number and the RFP project name. Proposals may not be sent by regular mail, facsimile or Short Listed Proponents For those Proponents which have not been contacted by end of business day on September 8, 2017 will serve as notice that their proposal submission was unsuccessful. Successful Proponent Notified September 13, 2017 Expected Date of Project: September 25, 2017 Expected End Date of Project: September 24, 2020 Proponent’s submissions A person authorized to sign on behalf of the proponent must complete and sign the Proponent Section (below), leaving the rest of this page otherwise unaltered and include the and completed page with the first copy of the proposal.
Requirements Matrix- Functional Criteria ID Area Questions Mandatory Importance (3= highest, 1=lowest) 1 Content Management Describe the solution's ability to specify mandatory metadata fields when users save records into the system for each content type and record type 3 2 Document Management Describe the software's ability to scan and documents into the system both as individual documents and in batch import 3 3 Content Management Does your company have and please describe the software's Optical Character Recognition (OCR) capabilities. Yes 3 4 Document Management Describe the software's ability to create searchable PDF's from scanned documents 3 5 Integration Describe the software's ability to integrate document & record management with other corporate transactional systems and registries 3 6 Document Management Describe the software's ability to regulate and manage document versioning 2 7 Content Management Describe the software's ability to electronic files of various formats (e.g. doc, xls, pdf, jpg, etc.) 3 8 General Does the solution search text within records without requiring the user to open the file? Describe. 3 9 Content Management Does this solution have standard metadata fields for electronic content including created date, created by, modified date, and modified by? Describe others if applicable. 2 10 Content Management Describe the software's ability to automatically name files and place in appropriate container/library/folder according to business rules. (File recognition and classification) 2 11 Integration Describe the solution's ability to securely capture email content and attachments from an email client 3 12 Import/Export Describe the solution's ability to securely capture email content and attachments via direct email into the system 1 13 Import/Export Describe the software's ability to import content directly from the corporate intranet and extranet sites (SharePoint 2010, 2013 and 2016) Yes 3
42 Import/Export Describe how your system can export data for reporting and analysis. 2 43 Case Management Describe how your system can generate unique identifier for each case record. 2 44 Case Management Describe how your system can search and display case information based on different views, groups, and metadata fields. 2 45 Case Management Describe how your system can a case record/report and associated documentation. 2 46 Records Management Detail how your solution allows for printing and applying barcodes to physical files and boxes, and how it allows for entry or update of information using a barcode scanner. 3 47 Records Management Describe how physical file and box labels are configurable to be printed displaying different metadata as required, and can be reviewed and manually enhanced before printing 3 48 Import/Export Describe the solution's ability to securely send email content and attachments directly from the system 1 Requirement Matrix - Technical Criteria ID Area Questions Mandatory Importance (3= highest, 1=lowest) 1 Privacy & Security Please describe how your product identifies and authenticates users. Yes 1 2 Privacy & Security Does your product authentication credentials on client computers after a session terminates? Yes 1 3 Privacy & Security Are user ID’s required to be unique? Yes 1 4 Privacy & Security Does your product use Java applets to perform identification and authentication? Yes 1 5 Privacy & Security Does your product support multifactor authentication? Yes 1 6 Privacy & Security Does your product support Single Sign-on functionality? Please describe. Yes 2 7 Privacy & Security Are multiple concurrent sessions of a user accounts permitted? Yes 2 8 Privacy & Security Does your product allow users to explicitly log out to terminate a session? Yes 2 9 Privacy & Security Does your product allow basic authentication over connections that are not protected by HTTPS and SSL/TLS? Yes 1
10 Privacy & Security Does your product transmit and store passwords in clear text? Please describe your security controls for both. Yes 1 11 Privacy & Security Please describe the products access controls. Yes 1 12 Privacy & Security Does your product support roles based and rules based access? Please describe how this is done. (users and groups) Yes 1 13 Privacy & Security Does your product enforce a session timeout after a configurable period of inactivity? Yes 1 14 Privacy & Security Can your product reference external authentication databases, specifically Microsoft Active Directory? Yes 1 15 Privacy & Security Describe your products and logging facility/capabilities. Include: - Types of security events - How and where events are logged - Access controls to the audit records - How audit records are protected from deletion and unauthorized disclosure and modification - Administrator privileges - Configuration capabilities Yes 1 16 Privacy & Security Please confirm which of the following information your product is capable of including in an audit record: Please provide as much additional information you feel is applicable. - User ID or process ID causing the event - Success or failed attempts to access security file - Date/Time of event - Event type - Success or failure of event - Success or failure of login attempt - Denial of access resulting from excessive number of login attempts - For add, change or delete events: name of data object written or deleted - Granting elevated privileges - For identification and authorization: origin of request (originating host IP address) - Discreet auditing of specific data elements Yes 1 17 Privacy & Security Does your product audit facility bind the user ID of the audited event to the audit record for that event? Yes 1 18 Privacy & Security Describe how the product securely transmits event logs to an external audit collection facility. Yes 1 19 Privacy & Security Start-up and shut-down [YES or NO] Yes 1 20 Privacy & Security Unsuccessful data access attempt [YES or NO] Yes 1
40 Privacy & Security Describe how your system audits access and security, logging user etc. Yes 1 41 Privacy & Security Describe how your system reports security and audit information. Is the information shown intuitive for an investigation? Yes 1 42 Enterprise Content Management Describe the software's ability to use SharePoint as a front end to access content and perform search functions to locate information Yes 2 43 Enterprise Content Management Describe the solution's ability to accommodate and restrict content on criteria such as file format, size, or other attributes. Yes 3 44 Enterprise Content Management FNHA will need to migrate electronic content (TIFF or PNG with metadata) from an existing system. Describe what services, tools or features will enable this task. 1 45 Infrastructure Describe the solution's ability to function with a varying number of concurrent users Yes 3 46 Infrastructure Is your solution compatible with workstations of 2.0 GHz processor or more and 2-4 GB of RAM Yes 1 47 Infrastructure Describe the network bandwidth requirements necessary for the solution Yes 1 48 Technical Please list all back-end database server systems that can work with the system (e.g. MS SQL, Oracle, etc.) Yes 2 49 Infrastructure Describe the solution's ability to run from a virtual hosted server, such as Hyper-V Yes 3 50 OS Compatibility Describe the solution's ability to run from different versions of MS Server Yes 3 51 Infrastructure Describe the software's ability to integrate with scanner and/or multifunction devices to directly access and store images. Yes 3 52 OS Compatibility Describe your solutions support client based Windows 7 OS? Yes 2 53 Software Compatibility Please list any third-party software that will be required for your product to be installed and operate. Will you support this software? Yes 2 54 Privacy & Security Does your product support digital shredding? Yes 3
55 Privacy & Security Describe your products encryption methods and standards used. Include: - For passwords - Data in transit - Data at rest - Web applications Yes 1 56 Privacy & Security Does your product use proprietary encryption protocols? Yes 1 57 Privacy & Security Does your product support SSL (Secure Sockets Layer)? Yes 1 58 Privacy & Security Does your product support data encryption in transit? Yes 1 59 Infrastructure Does your product integrate with data loss prevention services? Yes 1 60 Privacy & Security Does your product generate activity logs? i.e access logs to sensitive data? Yes 1 61 Software Compatibility Describe the solution's accessibility across different devices, EG desktop, tablet, mobile Yes 2 62 Software Compatibility Describe how your system supports as a thin client Yes 1 63 Software Compatibility Describe how your system supports as a fat client Yes 1 64 Software Compatibility List the internet browsers that your product supports? Yes 3 65 Software Compatibility Describe how your solution is compatible with Adobe Reader/Acrobat Yes 1 66 Software Compatibility Describe the solution's accessibility as a web-based application Yes 2 67 Software Compatibility Describe any applications e.g. MS Office that the solution can integrate with, without customization Yes 2 68 Software Compatibility Describe the solution's ability to work with different versions of MS Exchange Yes 2 69 Software Compatibility Describe the solution's ability to integrate with PeopleSoft Yes 1 70 Software Compatibility Describe how your system is able to integrate with Microsoft outlook through configuration changes without customization Yes 2 71 Privacy & Security Describe how your solution supports active directory integration with single sign on. Yes 3 72 Technical Describe how your solution would integrate with different versions of SharePoint and would be scalable and robust for about 600 to 1000 users. Yes 3
4 Project Management Describe your expectations from FNHA for implementation (e.g. project manager, business analyst, privacy analyst, end user, super user, etc.) in terms of number of resources and time commitment. 3 5 Project Management Describe your tools and methods for Risk Management during the project life cycle (e.g.: Risk Areas, Solutions and Plans, Managing the Risks, etc.) 3 6 Project Management Explain the project scheduling for the different phases and how you will achieve FNHA's critical milestones. 3 7 Project Management Explain your approach for User Acceptance Testing (UAT) before moving to production 3 8 Post Go-Live Support Describe your company's post Go-Live support plan and activities after implementation. 3 9 Support Services Please provide a sample of your Service Level Agreement (SLA) for support services Yes 3 10 Support Services Please describe your approach to implementation using client staff and vendor resources. What is your approach to transition to sustainment? 2 Requirements Matrix – Value Add ID Area Questions Mandatory Importance (3= highest, 1=lowest) 1 Functional Please outline the add of selecting your solution 3