Request for proposal for Software Asset Library ECM system purchase

RFP: Purchase of an ECM System

Sherrie Pickens

Software Asset Library

1578 Park Avenue

Mansfield, Ohio 45601.

A recent examination of software and data storage retrieval systems discovered much of the software was outdated and that certain portions of the software and data are at risk. It has been proposed that the addition of a Software Asset Library using and ECM system would be the preferred solution to the problem. This RFP outlines the parameters of the intended project and to identify a selected vendor to complete the project.

Each vendor is expected to define who is to provide key portions of the system and the items needed in their proposed installation process. Each proposal must include a minimum of the following headings to be accepted: cover letter, executive summary, description of proposed ECM system, project management description, vendor qualifications and at least three references from projects of similar scope and size, timeline for completion, project pricing and breakdown, and prime vendor contact information. All bids must be in U.S. Dollars; vendors outside of the United States will not be accepted.

Proposals for this project will be delivered to: Sherrie Pickens, Software Asset Library, 1578 Park Avenue, Mansfield, Ohio 45601. Proposals must be submitted via U.S. mail, UPS, or FedEx. They must be hard copies. Three copies will be submitted with each submission. No electronic proposals will be accepted. Any proposal not meeting these requirements will be returned to the vendor. The vendor may resubmit as long as the revision arrived before the date and time stated.

Proposals for this project will be sealed and must be delivered to Software Asset Library no later than December 1, 2010 at 5:00 PM EST. The selected vendor will be notified by mail no later than January 1, 2011 at 5:00 PM. Non-selected vendors will also be notified of their status.

2.0 Project Administration and Community

This project is being funded and fully sponsored by Software Asset Library. It is being Sherry Pickens, Information Technology Specialist. All administrative concerns will be directed to Ms. Pickens, who serve as point of contact for the duration of the project. This project will serve the needs of Software Asset Library, a for-profit organization.

4.0 Project Management Requirements

The vendor will provide a key project lead team with a single point of contact for the duration of the project. This point of contact will serve as the key contact person between Software Assets Library and the vendor. The vendor will be solely responsible for all training, management, and actions of their employees and any subcontractor whom they might employ for any portion of the project.

5.0 Vendor Qualifications and References

No proposal will be accepted unless the vendor meets at least the following requirements: at least one completed project similar in scope to the one proposed, three minimum working with ECM systems and at least two references from similar projects.

6.0 Estimated Budget and Pricing

Vendors must provide a complete breakdown of total costs for the project. Change orders will not be included in the initial project budget. Any change orders during the duration of the project must be pre-approved by Software Assets Library. Any project cost over-runs will be absorbed by the vendor. The total bid for the project is not to exceed $254,000 without prior approval from Software Assets Library. Please keep in mind that this is a time and materials contract and that price is not the only consideration in selection of the vendor.

7.0 Contract and license Agreements

Upon award of the contract, the vendor will provide proof of indemnity, liability insurance and will carry omissions and errors insurance to cover the project. The proposal will be incorporated into the final agreement, but will not be the sole governing document in the contract. Software Assets Library will have final design approval prior to installation of the system. Payments will proceed in increments to be worked out with the vendor. Final payment will be withheld until the system has demonstrated to be fully operational.

Thank you in advance for responding to this request for proposals.