RFP: Purchase of an Ecm

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 A recent examination of software and data storage retrieval systems discovered much of the software was outdated and that certain portions of the software and data are at risk.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. 3.0 Technical Requirements The primary goal of the proposed project is to develop and install a system that allows the efficient and safe storage and retrieval of software and data in a central location. The scope of the project will include analysis of the current software and data storage and retrieval needs. It will also include the analysis of projected needs in the future. The design of the system will include consideration of both current and future needs.

The vendor will work closely with lead management at Software Asset Library to design a system that will meet these conditions. The project will include installation of the system, as well as a smooth migration of data to the new system. The vendor may be offered an ongoing maintenance contract, which will be discussed and a new RFP issued at the close of this contract. If the chosen vendor successfully completes the work outlined in the project scope, they will be given priority status for bids regarding the maintenance contract.

The system must meet all of the software and data storage needs of the client on a long-term continual basis. It must meet the required security parameters and be secure from any foreseeable natural or manmade disasters. It must be secure from nay internal or external threats due to tampering or theft. It must be able to interconnect with the existing system at the client's current location.

It must include redundancy and back up plans in the event of a catastrophic failure despite any reasonable measures to prevent such an occurrence. It includes a plan for the expansion of the system in the future to provide for the addition of new software and a continually growing amount of data. 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.