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Questions and Responses: Solicitation for Enterprise Document Management System

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We are only interested in a system that integrates with our existing Canon multifunction printers.

The city uses Gmail for email, and employees can use MS 365 or Google Workspace for their productivity applications.

We anticipate between 10-15 users.

No

Yes, some users use Microsoft 365 productivity applications except for Outlook.

The City has 215 banker boxes and estimates that they contain about 400,000 pages that need to be scanned.

The City of Takoma Park uses Microsoft 365, and Google Workspace. The city uses Gmail for email (no Outlook client), and employees can use MS 365 or Google Workspace for their productivity applications.

I am unsure which license was purchased, but I can find this out if necessary.

The City has 215 banker boxes and estimates that they contain about 400,000 pages that need to be scanned.

We anticipate between ten and fifteen users from a total of twelve departments. There will be a small number of users in each department that use the system.

Funding for this project has been approved by the City Council, but the amount will not be disclosed now.

No. The City does not have a document management system and does not work with vendors or consultants.

The City has 215 banker boxes, and we estimate that they contain approximately 400,000 pages that must be scanned and searchable through the document management system.

We anticipate between 10-15 users across twelve departments. Concurrent usage during peak times is estimated at 2-5 users.

The CJIS and FIPS compliance are not mandatory for this project but may be considered during product evaluations and vendor selection.

The City prefers a 100% cloud-based solution.

Currently, there are no email integration requirements for this project.

This is not important for the success of this project.

This is not an issue. The questionnaire is intended to determine the scope of a vendor’s services and the document management systems that are being proposed. Currently, there are no CJIS or FIPS-140 requirements for this project.

We anticipate between ten and fifteen full users, which covers one or two users from each department. We haven’t identified a number for read-only licenses, but I don’t anticipate that number being more than fifty.

We anticipate ten to fifteen full-access users and up to fifty read-only licenses.

Concurrent usage during peak times is estimated at 2-5 users.

We are requesting that the questions be completed to the best of your ability by the close of the RFP on February 29th. Unanswered questions will not prevent vendors from being considered.

We will publish the RFP questions and responses to the city website beginning February 5th. The website link will be emailed to all RFP respondents.

No. The City does not have a document management system in place.

The City isn’t working with an incumbent provider to provide these services.

N/A

The City has 215 banker boxes and estimates that they contain about 400,000 pages that must be scanned.

The City is only interested in a 100% cloud-based solution now. The RFP is being modified to reflect this change.

The city requires that all data be backed up to cloud storage (Amazon S3, Google Cloud Bucket, etc…) for recovery purposes. This requirement can be achieved by the vendor providing the backup service or the DMS having the ability for the city to back up to its Amazon S3 bucket. The backup capability may be included with the DMS or achieved by third-party backup solutions such as Veeam, Veritas, Barracuda, etc…). If the DMS isn’t a SaaS-based solution with a vendor-provided service guarantee, the city needs the ability to back up the document management system.

The evaluation and selection process will be conducted by members of the DMS project team. The evaluation protocol is being developed, and we expect to make it available by February 9th.

Questions and Responses: Solicitation for Enterprise Document Management System Sections