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HomeMy WebLinkAboutRFP - P882 DATABASE CONVERSION PROJECTCity of Fort Collins Administruave Services Purchasing Division CITY OF FORT COLLINS /1+77��1�1�1i51►�1�1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Bid: P882 Database Conversion Project OPENING DATE: October 24, 2003 3:00 p.m. (Our Clock) To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. Fort Collins Questions: 1. In section 3.4 (Technical Expertise), bullet point six asks to describe the strategy for migrating non -relational data to a newly modeled relational database. Throughout the RFP, however, the old PRC Tri-fox version 5.5 is referred to as a relational database. Why would we need to migrate non -relational data? The new Records Management System that is being implemented in a combined system with Fort Collins Police Services and Larimer County Sheriffs Office. This requirement was listed because the Larimer County Sheriff's Office would like the option open to them to convert some of their legacy data which is housed in a database that is non -relational. 2. Under Section VII (Scope of Work, Process Identification), the RFP states that data dictionaries will be provided to the successful vendor for both systems. Are these available in an easy to read visual format (i.e. data model)? We will make these available in an easy to read format. 3. Section 3.4 (Technical Expertise) bullet point three asks for 'Qualifications of personnel and experience developing web sites'. What activities in this project will involve the development of web sites? This is actually an oversight on our part. This requirement is not necessary in the conversion of our database. 4. Section VII (Current System) mentions the possibility of converting data for the Latimer County Sheriffs Department. Should this be in the scope of the proposal? Or should we initially focus on the data migration for Fort Collins Police Services only? The proposal should focus on the data migration for Fort Collins Police Services. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 27. Does the Tiburon system have an application programming interface (API) to insert/update information, or is the database integration the only technical alternative to importing data? Yes, Tiburon has an API data conversion tool. 28. Does FC Police Services have ODBC, JDBC, or other adapter interfaces into the source systems (Oracle 6.4, Unisys DMS 1100 hierarchical DBMS), or will the vendor be required to supply these? Both the legacy system and the new system are ODBC compliant. 29.As the prime contractor, can CIBER team with another company (providing a specific data transformation/conversion tool set and methodology) in a joint bid? As stated in the RFP, there can be no subcontractors. I'm not sure how it would work if you `teamed' with another company, as long as there are no subcontractors. 30. Is there a specific reason why Tiburon, as the provider of the new RMS, is not providing the legacy data conversion services requested in Proposal P882 as part of the RMS replacement engagement? As part of their response to an RFP for a new Records Management System, Tiburon provided information regarding database conversion. However we have chosen to separate the data conversion process from the implementation of a new Records Management System. 31. Can Tiburon submit a bid on Proposal P882? Yes, Tiburon can submit a bid on this proposal if they so choose. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. REQUEST FOR PROPOSAL FOR THE FORT COLLINS POLICE SERVICES DATABASE CONVERSION PROJECT THE CITY OF FORT COLLINS POLICE DEPARTMENT Opening Date: October 24, 2003 3:00 P.M. (Our Clock) RFP far FCPS Database Conversion Project; Page 1 5. For the current PRC Tri-fox database, do you have tools for querying data (i.e. SQL Plus, other SQL tools)? We currently use SQL and SQL plus as querying tools for the PRC database. 6. Is the Oracle 9i instance the Enterprise edition or is it the Standard edition? At this point, we anticipate it to be the Enterprise edition. However, we have not proceeded far enough in the implementation of the new RMS system with Tiburon to know this information. 7. How many licensed users do you have for Oracle 90 This has not been determined yet. 8. The RFP refers primarily to conversion of the PRC system into the Tiburon system Section VII also identifies the JMS and RMS (Unisys) systems. Are all three systems part of the conversion scope? The scope of this project is for conversion from the PRC system into the Tiburon system. However, the JMC and RMS (Unisys) systems were included if Larimer County Sheriff's Office determines that they need to convert data from these systems. But these systems should not be included as part of the RFP response. 9. Is a backup strategy for the new system part of the scope of this effort, or is that handled by the Tiburon vendor? Backup of the new Tiburon system will be handled by Tiburon, Inc. 10. Are the old and new systems 247 production systems? Yes, the old system is currently a 24X7 production system and the new system will be 24X7 as well. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Citv of Fort Collins Administr".ive Services Purchasing Division CITY OF FORT COLLINS ADDENDUM No. 3 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Bid: P882 Database Conversion Project OPENING DATE: October 24, 2003 3:00 p.m. (Our Clock) To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. Fort Collins Questions: 1. Section II Minimum Specifications, 2.3 Deliverables. How do Deliverables 1,2,3 relate back to the SOW whose main tasks are data conversion and migration? The vendor will more than likely have specific requirements that need to be provided by the City as well as an implementation plan, test plan and procedures on how to accomplish this data conversion. The design documents are documentation for the areas described in this section. These documents will be kept as part of this project for future reference. 2. Is the requirement for Section II Deliverables 1,2,3 to develop or manage the updated requirements specification/test plan/design documentation? Yes. 3. Section 3.4 Technical Expertise, bullet 2 states " a description of the technology used to develop and deliver the respective programs". Please provide information on which respective programs relative to the database conversion and maintenance work as specified in Section VII. Instead of respective programs, it should say `....develop and complete the data conversion process. 4. Section 3.4 Technical Expertise, bullet 3 states " qualifications of personnel and experience developing web sites". Please provide information on this requirement relative to the work as specified in Section VII. This is actually an oversight on our part. This requirement is not necessary in the conversion of our database. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Administruu<ve Services Purchasing Division CITY OF FORT COLLINS City of Fort Collins ADDENDUM No. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Bid: P882 Database Conversion Project OPENING DATE: October 24, 2003 3:00 p.m. (Our Clock) To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. Fort Collins Questions: 1) Why do vendor personnel need to develop web sites? (3.4 Technical Experience, 3rd bullet) This is actually an oversight on our part. This requirement is not necessary in the conversion of our database. 2) Does the city use MSOffice Professional? MS Access is a good tool for quick ODBC manipulation, which might be needed for the UNISYS data? The City standard is MS Office Professional. 3) Does the City have licenses for Oracle Development tools: a. Forms Builder b. Report Builder c. Procedure Builder d. Designer The City has the licenses necessary. 4) Has the city defined major project milestones? (2.6 Billing) Or is this part of the expected work plan from the vendor. Milestones have not been developed. These are typically identified by the vendor in a schedule for the project. 5) Is the data to be converted going to a system currently in production? Or a system being put into production. The data to be converted is going to a system that is currently in production, but it is not in production at our agency. We are in the process of implementing the system and anticipate the cutover to a live system in early to mid 2004. 6) Does the final conversion need to happen at night or on weekends? Since the conversion will take place before we go live with our new system, it won't impact end users and the dates for the final conversion can be determined by the vendor selected to perform the data conversion and the vendor who is implementing our new system. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 7) Are the source databases in production? The source database is currently in production. 8) Is there a chance of source data becoming "stale"? Yes, there is a good possibility that the data will become stale. Any suggestions by vendors will be considered. Our goal is to have a plan in place to deal with this issue. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Administra.tve Services Purchasing Division City of Fort Collins CITY OF FORT COLLINS ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Bid: P882 Database Conversion Project OPENING DATE: October 24, 2003 3:00 p.m. (Our Clock) To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. QUESTIONS: 1. The RFP contained an appendix that appears to be a combination of screen layouts and related source tables from the source system. Is this an accurate description of the appendix? Please provide a description of the appendix and its purpose. That is an accurate description of the appendix. It was intended to provide an idea of the screen layout in the PRC, system as well as the related source tables so vendors could get a better understanding of what was involved regarding the source system. 2. What is the budget for this data conversion effort? 3. How much budget has been allocated to this conversion project? The budget is sufficient for this project. 4. What company is implementing the Tiburon Records Management System? Tiburon, Inc. is providing the Records Management System. However, all questions regarding this RFP are to be referred to Susan Neiman, Project Manager and not to Tiburon. 5. How "clean" do you believe the legacy PRC source data to be? (1 — 10, 10 being perfectly clean) The legacy PRC data is probably a 7 - 8. 6. Is Fort Collins Police Services (FCPS) taking advantage of the implementation and data conversion to cleanse the legacy data as it is converted? (i.e. fix data entry errors from the past 10 years) 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 These types of problems will be handled by FCPS personnel prior to the actual conversion. All such data issues need to be corrected on the legacy database so as to avoid recurrence at the time of production data conversion. However, if such problems are found even after the actual conversion is completed in the live database, FCPS personnel shall have to resolve these problems via manual data entry / correction at the backend. The Vendor shall facilitate/guide FCPS personnel in doing so. All the data that is inherently erroneous may conform to the business rules and therefore remain uncorrected during the transition to the Tiburon, Inc. RMS system. For instance, the social security number of a participant should be in the format of 123456789. The business rules enforced would validate whether the social security number is in the format specified, but it cannot ensure that the contents of social security number of the participant is in fact correct and belongs to the said participant. Such type of errors can be corrected whenever identified during and after Tiburon, Inc. RMS system implementation by the FCPS team. The Vendor would facilitate the correction of such errors. 7. Can the bidders obtain a copy of the data dictionary for the legacy PRC system as well as the new Tiburon system prior to submitting the proposal? As stated in the RFP, the data dictionaries for both systems will be provided to the successful vendor. 8. Will all historical data be converted to the new system, or will some data remain archived in the legacy system? Some data will remain archived and not converted to the new system. 9. Has the data architecture for the new Tiburon system been finalized? If not, will a final data dictionary for the new Tiburon system be available for data mapping at the start of the data conversion effort? The data architecture for the new system has not been finalized and a final data dictionary for the new Tiburon system will be available at the start of the data conversion effort. 10. Have all the code tables and code values in the new Tiburon system been defined? If not, will they be defined by the start of the data conversion effort? No, the code tables and code values in the new Tiburon system have not been defined. However, they will be defined by the start of the data conversion effort. 11. Does the legacy PRC system rigorously enforce referential integrity, or should the conversion team be prepared to fix "orphaned" records and/or codes? The PRC system does enforce referential integrity, however that does not mean that there won't be any 'orphaned' records or codes. If any are discovered, the conversion team should be prepared to fix them. 12. Is the legacy PRC system highly codified? What degree of flexibility do the end users have when they are entering data? (i.e. can "bad" data be entered easily into the system?) Yes, the PRC system is highly codified. The end users cannot enter "bad" data into fields that are tied to code tables 13. How many FCPS resources will be working on this project and how much time per week will each person dedicate? 14. What is the project managers' current estimated level of effort in hours? At this point, the resources for this project have not been identified nor has the amount of time per week been identified. That will occur when we are closer to starting this project. 15. Will the FCPS provide the hardware/software to support the conversion effort? (i.e. separate conversion server(s), Oracle licenses, Tiburon licenses, etc.) FCPS will provide Oracle licenses, Tiburon licenses, etc. as well as the hardware (server) that the data will be converted to. FCPS will not provide additional or separate servers to be used solely for data conversion. 16. Will the data conversion team have access to the legacy PRC system to review data in the source system during the project? Yes, the conversion team will have access to the legacy PRC system during the project. 17. Will the data conversion team have access to an instance of the new Tiburon system for test conversions and data review? Yes, the conversion team will have access to the new Tiburon system for test conversions and data review. 18. Will FCPS be extending the deadline for the data conversion RFP? FCPS has no plans to extend the deadline for the data conversion RFP. 19. Will data from the Larimer County Sheriff's Office be converted? At this point, there are no plans to convert legacy data for the Larimer County Sheriff's Office. Their information was included solely as a reference in the event they determine a need for their data to be converted. 20. Which source systems should be included in the scope? Currently, there is only one source system to be included in this scope. That is the PRC system. 21. What are your expectations for screen changes for, say, data that's in the source but not in the target system? We don't expect to make any screen changes in the target system. However, there are additional fields in the target system that can be user - defined. 22. Are there sub -systems that are reliant on the source system such as reports or data files? All the data files are reliant on the source system. The source system was used for data entry to create the data files. 23. Would you consider an alternative strategy to the one outlined in the Data Conversion Strategy? Yes, we would consider alternative strategies. 24. Would you consider an approach utilizing conversion and reporting tools as opposed to custom coding approach? Yes, we would consider an approach utilizing conversion and reporting tools as opposed to custom coding approach. 25.Is the 21 day post production support period part of the 2 month maintenance agreement? No it is not part of the 2 month maintenance agreement. 26. Will you provide dev, qa, and user acceptance environments? This possibility has been discussed but a final decision has not been made yet.