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HomeMy WebLinkAboutCORRESPONDENCE - RFP - P734 ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS,,m Alpha Numeric Solutions November 5, 1999 City of Ft. Collins 256 West Mountain Avenue Fort Collins, CO 80521 Re: Purchasing Division, RFP No. P-734 To Whom It May Concern: Alpha Numeric Solutions is pleased to offer a response to Proposal P-734. We hope you find our response complete and informative. Your point of contact is: David Reeder Sales Manager Project Manager Phone (801) 977-8608 e-mail dreeder(aalphasol.com 0 This response is valid for 90 days from date of submission Terms:40% of project paid with purchase order 40% of project paid on delivery of hardware and software 20% balance due upon production environment Freight & Transportation charges billed on separate invoices State Sales Tax Not Included Delivery: 30 days after receipt of order We at Alpha Numeric Solutions stand by ready to assist the City with this important project. If we can answer questions or be of service, please don't hesitate to contact us. Sincerely, David Reeder Sales Manager 0 3759 WEST 2340 SOUTH • UNIT G • WEST VALLEY CITY, UT 84120 • (801) 977-8705 / FAX (801) 977-8775 • Windows Compatible Altris EB complies with the Microsoft user interface guidance specification for Windows 95, 98 and NT 4.0. The look and feel is Windows compatible and provides docking toolbars, customization capability for the toolbars, window re -sizing and keyboard shortcuts. Altris EB's navigation functions are designed to accommodate individual styles of working; therefore, most actions can be performed in several different ways. For example, you can copy a document using any one of the following methods: . Right -click over the relevant document and choose Copy from the shortcut menu Choose Copy from the Edit menu • Press ALT+E+C Use the Windows shortcut key CTRL+C • Click the Copy button on the toolbar The Toolbar The toolbar contains buttons that provide quick access to tasks and features, as follows: r - Print vZA Find Next Print Preview , Large Icons � ry ' R Cut L Small Icons kq4� gio Copy List Paste F Details Select All HER' About Find Tips iThe tools available depend on which tab is active. Icons not available for that tab are grayed out, as shown in the General tab below: 9 0 Action Bar The Action bar — View, Launch, Print, and Send Object — is displayed vertically to the right and provides quick access to other features available through Altris EB. The Action bar displays at the position it was last saved, but you can drag it to any location within the Enterprise Workplace: • To embed the Action bar in an Enterprise Workplace border, drag the Action bar onto any of the Enterprise Workplace borders. • To float the Action bar within the Enterprise Workplace window, drag the Action bar within the window. The Action bar functions are as follows: View i The View icon opens the object into the Altris Viewer. Drag the object to the View icon. An error message displays if the viewer does not support the object. Try opening the object in its native software (see Launch, below). Launch The Launch icon opens the object in its native software as ONlong as it is available to you. To open an object in its native 1 software, drag the object to the Launch icon. Print �� The Print icon initiates the standard Windows process to print u l this object. Drag the object to the Print icon, and Altris EB 4� �z prints the object. Send Object The Send Object icon allows you to attach objects or IT §`11 references to an object's location and send these in an e-mail jq IRINiM message. Drag the object to the Send Object icon. 10 EB ODMA Interface Altris EB integrates seamlessly with certain third -party office applications like Microsoft Word, so you can access your EB document database automatically each time you start the application. This capability is served by Altris EB's compliance with the Open Document Management API (ODMA) version 1.5 -- the industry standard for integrating document management applications with office automation applications. EB Wisdom Web Interface EB Wisdom forms a bridge between industry -standard Internet/Intranet browsers and the Altris EB • document management system. This version of EB Wisdom provides support for Windows 95 and Windows NT client platforms. With EB Wisdom, you can: Access documents all across your enterprise, all around the world, using the Microsoft Internet Explorer. Use Altris's powerful Search technology to locate and retrieve a specific document, either by its contents or by the indexing data that defines it. View documents with the latest viewing technology, including Altris' proprietary TIETm technology for unprecedented speed in downloading complex images. 11 Which Web Browsers do I need for EB Wisdom? • EB Wisdom requires Microsoft Internet Explorer, versions 3 or 4. Does EB Wisdom support Netscape Browsers? The EB Wisdom product is currently based on ActiveX components. Netscape browser does not support ActiveX. Only browsers that support ActiveX support EB Wisdom. Can I use EB Wisdom on MAC or Unix Workstations? The EB Wisdom product is currently based on ActiveX components. There are no browsers that we are aware of for MAC or Unix workstations that support ActiveX. EB Custom Interface The Altris EB Business Objects API enables the creation of a custom interface. Many of the major components of the Workplace user interface are available as Active X objects, such as: • Log on • Navigator • Search • • Edit fields Search results • Viewer These components may then be used with a graphical development language such as Visual Basic to create a customized user interface. The embedded Macro language also allows the user to customize the Enterprise Workplace user interface. The EB Business Objects may also be used to integrate EB with other applications such as maintenance management or financial business applications. This allows the added value of ease of access to documents for a user familiar with another application. EB Business Objects is a distributed API which allows integration at the client and/or the server interfaces. The software proposed may operate in a centralized server environment. Mesa County, Colorado has rolled out the EDMS system to almost all of the different departments in the county such as Recorder's Office, Assessor's Office, Treasurer's Office, Planning, GIS, and the County Sheriffs Office, all on the same server located in IT department. • EB CAD Viewer 12 T h EB CAD Viewer e • p The EB CAD Viewer is an add -on option for EB Workplace (Creator and Consumer) and EB Wisdom. C The user is able to view CAD native formats such as DWG, DGN, CGM and HPGL. d U C S U U h a v e ti e 0 C a a b li _o. ; iiR gmutem�jouk f}Yem».yeb. '. #5 `AFT X � A�. O R t 7•e1 G0e�n0 +mv =t .�K��� ^9 lea ]00•] ]Moe, ng � 'yl�`� M..gamte s�� .9At • • A� �' NyPK` "Y Zaam 2.'t s� ] i jjuF�� i QiagZ". � h5 �Sebdavewd Ue Ce enem �_dS'sia'` .«w.BGW HUM (k y Drawing CAD formats such as DWG and DGN support complex entities such as Blocks, Layers and Views. These are displaya C in EB CAD Viewer. b Ir , Blocks —Allows you to view any block contained within the CAD file. A block is a set of CAD 9 objects grouped together to form a single object. Blocks are often used to represent common objects n like furniture, plumbing fixtures, and building components. 9 a S C a n n e d I n a 9 e it t( a C P C W-,o «Comple(eDrawing,3 rC.arcel�. t GALL WO � N GLAY JON RECTAN SCALEI TBLOCK Layers —This option allows the user to control the display of the layers (also called levels by some CAD applications) within the CAD file. Views —Many CAD applications allow the user to save "views" within a drawing. This option will recreate any saved view. 13 There are two processes that we would like a system to do. Please address whether the system and/or products are customizable to include these processes. The first process involves a self- help customer menu. We would like to have the option of a customer clicking on an area of a . large city map to identify the area that they are searching for information on. The click would create a zoom like feature to enlarge the area that was selected. The person could then "zero' in on the specific subdivision and/or lot, select what they were searching for and be immediately linked to the archived records for that specific selection. The supporting documents could be the subdivision plat, utility plans, landscaping plans, etc. Alpha Numeric Solutions has a utility that will interface ESRI Arclnfo. The ESRI software provides the map objects and ANS brings the information behind the map for the user. The second process would be to have a built-in billing system that would be associated with the customer kiosk that would track the number of copies that were printed for a certain customer. Ideally the customer would request a print or several outputs; this would link to a billing screen that would require input of the person's name and address. Upon entering the personal information, the system would allow for printing, by identifying the size of output the person is interested in, generating the outputs and keep track of them in the billing system. The person then would be required to terminate the inquiry and print job which would then generate a bill that would show up on the Engineering Customer Service Representative's computer for collection from the customer. Currently this is a manual system and often the customer does not pay for their documents, and often times customers will ask for several copies until they realize that they have to pay for them. If this process could be computerized and linked to the customer inquiry, then they may not request as much information and print it, as well as providing a way of billing if they elect not to pay. ANS has created a utility for Salt Lake County and for Mesa County that will count the hits and bill the customer. We could customize this software for your City. The vendor must satisfactorily demonstrate that the proposed product is currently fully • operational at other locations under similar conditions including but not limited to; all the items listed above, but demonstrate, using our documents, that the system can handle scanning, indexing, retrieving, and printing large scale engineering documents. The vendor must demonstrate the system's ability to be customizable as outlined above with minimal programming, administration, and cost. The product must have been in operation at these other locations for a sufficient length of time to be determined a dependable software system. Alpha Numeric Solutions could demonstrate managing your large format documents is you have some electronically produced drawings. We would not have the ability to bring large format scanners to Ft. Collins to demonstrate this process. However, there are two cities, Longmont and Commerce City that you could see a live demonstration of large document scanning and retrieval. ANS also has like systems installed in Mesa County, Grand Junction CO, and in the Salt Lake County Recorder's Office and G/S Department. 3.2 DESCRIPTION OF ENGINEERING DEPARTMENT OPERATION The City of Fort Collins Engineering Department provides a variety of services relating to the construction and design of the City s capital projects and subdivision development. Among the responsibilities of Engineering is the provision of construction management that includes planning, design, and inspection services for capital projects constructed in the public right-of- way, or private development adjacent to public right-of-way. It manages street maintenance (overlay) through the pavement management program. The department also provides surveying, drafting and mapping services for other City departments. Engineering also has the responsibility for management and coordination of subdivision activities, including the Development Review Process and Street Oversizing. Associated with this function is a departmental objective of maintaining close and open communications with the Fort Collins . development community The Development Review Division of Engineering is responsible for the timely coordination and review of private development proposals and plans to be built in Fort Collins. The division is 14 specifically responsible for the review of development plans and designs prepared by Civil Engineering consultants for proposed residential and commercial projects within the City of Fort Collins for conformance to City specifications and code. This process may involve several • redline reviews over the course of several weeks until the consultant has met the criteria outlined by the engineer. Involved in the review process also are the Surveying, Mapping and Drafting, Pavement Management, and Street Oversizing divisions of Engineering. The Mapping and Drafting division is responsible for the review of a subdivision plat for such elements as: street names, lot dimensions and easements, assigning addresses, and currently redraw the final plat to support the GIS base map system. This area may review the plat on average 3-4 times during the review process from preliminary design to final acceptance. The Surveying division is responsible for the review of a subdivision plat for such items as: legal description accuracy, boundary closures, measurement details, easement identification, adjoining properties, and conformance of the plat to state statute. The Survey division may on average review a single plat three times between preliminary design to final acceptance. The Pavement Management division is responsible for the review of the subdivision plats for accuracy in pavement design for the proposed streets to be built. The Street Oversizing division is responsible for the review of the subdivision plats for design impacts to the Street Oversizing program budget because the program participates in the cost of street construction related to development. These two divisions may review the plats on average two times during the review process between preliminary design to final acceptance. Following the development review process, the Engineering Construction Inspection division is responsible for the oversight in the field of the construction of the approved residential and commercial projects. This division currently makes a blue line copy of the approved plans to • carry with them in their vehicles to make sure the project is built as designed. Throughout the construction process there may be changes in the field that would require the final document to be modified to reflect the changes. These documents are referred to as -built drawings. In addition the Engineering Department has a Capital Project Design division that constructs City capital improvement projects, such as a street widening or extension. This area produces construction drawings for contractors and subcontractors to the City for construction. The Construction Inspectors also need a copy of these plans to monitor field construction for accuracy to plan specifications. All of these divisions within Engineering would benefit from the sharing of large-scale documents through a workflow component of a document management system. All of these divisions could share documents created by Engineering. The only requirement would be that those other department users have client access licenses for the Altris Software. Documents could be retrieved by web or by internal client access. 3.3 OTHER REQUIREMENTS The vendor will, with the Engineering Department Network Specialist, install and configure all software onto the network and/or workstations as necessary. Alpha Numeric Solutions will partner with the Engineering Department Staff in order to cover all technical aspects of the EDMS project. This would include the network, Oracle • database, servers and workstations. The vendor will perform on -site testing during and after complete installation, providing Engineering with test reports. The test reports shall contain the description of all tests performed, the results obtained and any required modifications necessary as a result of testing and installation. ANS will test the complete system, actually scanning many large format documents. ANS • will document all the test reports. ANS will also work with the City's technical staff giving assurance of the successfully installed and configured software and processes. The vendor must be able to provide a complete turnkey solution based on available hardware, application software, software development, installations, training and support for all specified portions of a complete system with the least amount of down time necessary. ANS will propose a total solution for the City. ANS installations are virtually free of downtime. Our largest installation is Salt Lake County. In the past 3 years there has only been one day the system was down. The reason for the downtime was that an H.P. service person came into the County to add additional drives in their 1200 GB jukebox. The service person pulled a drive from the jukebox without turning the server off. 4 — 9 GB Hard Disk Drives were fried. Our references will attest to our downtime and support issues. The proposed solution must support a 99% up -time service during the City's business hoCity of 8:00 a.m. to 5:00 p.m., Monday— Friday. Agreed The proposed solution should be capable of multiple levels of security and confidentiality. The security starts with NT, Network, and adds many levels of security within the EDMS architecture. The vendor will furnish Engineering with all hard copy system documentation needed to support the system. ANS provides full electronic documentation at no additional cost. If the City Would like . hard copy documentation, the cost would be $245. Per set. One for Administration, one for End Users. The vendor will suggest a Disaster Recovery plan. By using your existing backup process, and new hardware and software, ANS will provide the framework for full Disaster Recovery for the City. ANS will respond to determining a plan with the City within the system installation. The vendor will complete system implementation within ninety (90) days, after notice to proceed. 90 days will be sufficient for all system configuration, delivery of hardware B software, installation, testing and training. All recommended hardware and software components (including database and applications software) must be fully Year 2000 compliant. Altris EB in the Next Millennium October 1999 Introduction Over the past decade the issue of Year-2000 compliance has received increasing amounts of attention in all segments of our industry. Now, as hardware and software companies scramble to achieve Year 2000 readiness, Altris Software's history of developing products with an eye toward the future is paying off for Altris and its customer base. This document explains our approach to Year 2000 readiness for the Altris EB package. • The Problem in a Nutshell About 40 years ago the fledgling data processing industry came to the realization that the amount of information to be processed was starting to outweigh the capacity of the processors. One easy remedy was to truncate 16 year representations from four dgits (1998) to two digits (98) — a practice which caught on and, unfortunately, stayed in effect long after necessity demanded it. • As the millennium approaches, software manufacturers must find ways to protect their customers from date - related problems that can range from inconvenient to disabling. In general, the goal of Year 2000 Compliance for application developers is threefold. System Compliance, whereby no value for the current date will cause interruptions in normal operation. Date Compliance, whereby all manipulations of calendar -related data will behave as intended for valid date values within the application. Century Compliance, whereby century ambiguity (e.g., 1975 or 2075?) is eliminated. Questions and Answers What are the standards against which Altris measures Year-2000 Readiness? • American National Standards Institute (ANSI) X3.30-1985 (R1991): Representation for Calendar Date and Ordinal Date for Information Exchange. • ANSI X3.51-1994: Representations of Universal Time, Local Time Differentials, and United States Time Zone References for Information Exchange. • International Standards Organization (ISO) 8601:1988: Data Elements and Interchange Formats - Information Interchange - Representation of Dates and Times, which is part of the ISO Standard 8601. The criteria of these standards as they apply to Altris EB are summarized below: a. Definition: 'Year 2000-Readiness' means that Altris products have or produce no logical or arithmetic inconsistency when dealing with dates beyond December 31, 1999. This also applies to references • made to dates prior to the Year 2000 after December 31, 1999. b. Calculation using dates will execute using a 4-digit year c. Functionality will support four -digit year processing d. User interface will support four -digit year processing, using century breaks when required e. Current date will translate to Year 2000 (e.g., 01/01/2000) without human intervention f. Processing with a four -digit year after transition to and beyond Year 2000 will commence without human intervention g. Forward and backward date calculation spanning century boundaries will yield correct results. h. The Year 2000 will be recognized as a leap year. What specific Altris EB components will be affected by Year 2000? Server Software Components • Ahris EB Server 11.0.0 -- Encompasses the central functions perfotwied by Altris EB; for example, document management, media vault, search engine, and class configuration, among others • Altris EB Business Objects Server 11.0.0 -- Administers the EB Application Program Interface Client Software Components • Altris EB -- The Altris EB desktop application • Altris ODMA -- The Open Document Management API, which provides an interface between Alu is EB and • ODAIA-enabled office applications such as Microsoft Word • Altris EB Wisdom -- The Internet/Intranet component of Altris EB • Altris F.B CAD -Connect -- The interface between Altris F.B and AutoCAD 17 In which environments will the Allis EB components be tested? All server components listed above will be tested in the Windows NT 4.0 environment using Microsoft Transaction Server 2.0 and Microsoft Message Queue Server 1.0. All client components listed above will be tested in the Windows 95 and Wndows NT 4.0 environments. What database will be used in the tests? All testing will be performed using ORACLE version 8.x and SQL Server 7 What about customized environments? If your Alhs software has been customized or integrated with other products, you will need to perform an analysis to identify potential Year 2000 issues. Allis is available to assist you with this evaluation process on a contract basis. Please note, however, that we cannot guarantee compliance for customized environments without such an evaluation. What measurement criteria will Altris use to ensure compliance? Testing will be conducted based on comprehensive test plans developed in accordance with generally accepted quality standards. The objective of these test plans is to assure that Altris EB products operate accurately in terms of date -related operations when given a valid date containing century, year, month and day. What if my company is not running the version being tested? Only the version numbers referenced above are planned for Year 2000-compliance. If your company is using versions of Altris products or third -party products (including hardware) other than those tested by Altris in accordance with the preceding information, please contact Altris Customer Support to arrange an upgrade. • If you have a modified version of any Altris EB component, the tests will not include those modifications If fixes are needed, they will be distributed by the dates indicated above to all customers with current maintenance agreements. The vendor must provide a full illustration of the database structures and report generating capabilities. Software proposed will provide a full overview of the database table structure. Report generating capabilities include; The Altris Document Configuration Module allows you to manage Database Configuration and Class Configuration. Database Configuration In the Database Configuration window, you may view existing tables to see their Table Fields and Table Indexes. You may also create new tables, containing appropriate fields for your planned primary document classes. Audit Module Altris Audit Module enables you to keep track of all the actions carried out by authorized Enterprise WorkplaceT users and system events which have an impact on the Enterprise Workplace. Altris Audit Module does this by automatically logging user and system events to database tables. These events include: • Global system operations, like starting and stopping the system, starting and removing new and existing processes, changes in the server, backups, restores and archives. • Operations on objects, like operations on documents, folders, users, groups, operations in workflow, Change Management Architecture (CMA) operations, alterations to configurations, backups, restores, archiving, unarchiving and running reports. lir. REQUEST FOR PROPOSAL CITY OF FORT COLLINS • ELECTRONIC DOCUMENT MANAGEMENT SYSTEM PROPOSAL NO. P- 734 The City of Fort Collins is requesting proposals from firms to provide state of the art software for an electronic document management system for the Engineering Department Mapping Division as described in the following pages. A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30734 . (The proposal number must be preceded by 30 when using the Fax -line) 2. Download the proposal from the Purchasing Webpage, Current Bids page, at: www.ci.fort-collins.co.us\CITY_HALL\PURCHASING then via the Current Bids pushbutton. 3. Come by Purchasing at 256 W. Mountain Ave., Fort Collins, and request a copy of the Proposal. Written proposals, eight (8) will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 2:00 p.m. (our clock), November 5, 1999. Proposal No. P-734. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO Director of Purchasing & Risk Management 0 User operations like logging in and out, remote web access, and other user activities. To manage the audit efficiently, two core components have been built into Altris Audit Module. The first, Review '0 Audit Trail, deals with user operations and any operation on objects whilst the other, Review NV Server Event Log, deals with global system operations. The level of audit can be configured for a particular Enterprise Workplace environment and only users with an Administrator's role can perform these functions. Although Altris Audit Module has been specifically designed with administrators in mind, ordinary users can run the Altris Audit Module, provided they have been granted the appropriate privileges. The vendor must specify for training, installation, start up support, and pre -acceptance support, the number of days needed on -site, how many separate trips would be involved, how many vendor personnel will be involved, and general timing of the trips. Installation and training hours listed on Financial Investment in section 3.6.9 There will be 3 — 4 persons involved in the project for the City. The vendor must include in their response information regarding compatibility with the City's existing document management system, Navigator 2000, as well as a proposed description of how the conversion of existing images and databases in the Navigator 2000 system would be accomplished. In order to give a time line or cost information for the conversion, ANS would have to meet with the City and look at the format, database configuration and the ability to import the information into the proposed software and database. If ANS is successful in this bid process, we will spend one day addressing this conversion. The vendor must include in their response information regarding compatibility with the City's existing GIS system, ESRI Arclnfo, and permitting system, Sierra Permits Plus, as well as a proposed description of how the two systems may or may not be compatible with the proposed document management system. The vendor must also address any connectivity or integration issues, if there are any, which may exist between these two systems and the proposed document management system. Alpha Numeric Solutions will be able to integrate with the ESRI system. We will have to look at the Sierra Permits Plus when we are in your office. Integrating with Other Software EB Basic allows you to manipulate the extemal environment and communicate with other software. You can: • Call a DLL Execute OLE automation commands • Access an ODBC data source Send DOE commands or data • Read and write files EB Basic scripts can also be triggered by the external environment, as follows: • Responding to an incoming DOE command Responding to an incoming OLE command • Through an API function call Macro Module - Standard Basic Commands Include: • Control statements • Maths • Strings Form display • Files access ODBC data • DLL calls OLE calls • Sending DDE All other Basic commands Macro Module - Extensions Include: • View, annotate and edit Document indexing • Document searching integration E-mail • Workflow Any other way of 19 manipulating Alms software ANS has no problem with integrating with ESRI. ANS has not had experience with the • integration of Sierra Permits Plus, however, if this is a windows program ANS should have no problem with the integration of document imaging and retrieval within the system. 3.4 TECHNICAL SUPPORT The vendor must provide on -site technical support during the installation process. The vendor must also be able to provide on -going support after the system is on line. ANS will support the City throughout the installation, integration and before acceptance portion of the system. ANS requires a full software maintenance contract for the first year and then it is available thereafter. ANS will respond to problems on the phone and if they cannot be corrected, ANS will visit on -site to resolve the problem. One half of the annual amount is paid to Altris for developing the software and providing upgrades and enhancements at no charge to the city, and one half to ANS to provide phone and on -site support. Technical support must be available during working hours Monday through Friday, 7:30 a.m. to 6:00 p.m., Mountain Standard Time. Our preference would be to have technical support available during weekend hours for maintenance and repair issues if necessary. ANS support will be available from 8:00 am to 5:00 pm daily, Mountain Daylight or Standard Time. If technical support needed after these hours, ANS will invoice at standard hourly rates as required. The vendor will provide a toll free Technical Support hotline or singular point of contact. The technical support problem response time will be within 2 hours of initial contact. • Toll free hotline is provided. Response time is a maximum of 2 hours. Generally, time to respond will be within minutes of problem report The vendor must describe the terms and conditions of on -going software support during installation, initial usage after installation, and following upgrades. List any limitations and include a detailed cost breakdown for providing technical support related to software problems. ANS will provide on -going support and technical supervision throughout the installation and configuration of the system. ANS will provide support at no cost to the City for 90 days after acceptance of the system. ANS will provide on -going annual support as long as an Annual Software Maintenance Agreement between the City and Alpha Numeric Solutions is in force. There will be no limitations other than a maximum number of an amount of hours available for the years maintenance contract. This will be determined by the amount of annual software assurance. Software cost for annual agreement (assurance) will be determined by calculating 15% of the cost of the software, annually. Altris generally releases one or two enhancements per year, with one major version release per year. If an annual software maintenance agreement is in place these upgrades and releases are provided at no charge to the city. Alpha Numeric Solutions and Altris requires that a Software Maintenance Agreement is purchased for the first year, and then it is available thereafter, according to the requirements of the City. The vendor must provide detailed information regarding comprehensive support and • maintenance for all components of the system. Explain any related costs associated with providing this service. Alpha Numeric Solutions will provide on -site support of any hardware provided to the City. Generally, there is a three year warranty on computers, one year on other hardware such 20 as scanners, jukeboxes, etc. ANS will give the City full support during these warranty periods. After the warranty has expired, ANS will furnish on -site support by executing an additional annual hardware support agreement. This cost is generally 18% of the cost of • the hardware, annually. 3.5 TRAINING The vendor must provide on -site training to key Engineering staff associated with the implementation of this project. The vendor will provide training in all aspects of the program. Training will include operation of all aspects of the system. Training will be "hands on" and tailored to enhance the technical expertise, operating efficiency and diagnostic skills of the staff using or impacted by the system. ANS will provide two separate training classes. One for Administrator(s), and one for end users. Administrators) will be involved during the installation process, then a more formal advanced training session using documentation. After the Administrator training, ANS will train users of the system, to include scanning, storing, retrieval and accessing the system. The vendor will furnish Engineering a master copy of all training materials, suitable for reproduction. In addition the vendor will provide at least one copy of any training material specifically written for technical personnel and five (5) copies of any manual that is specifically developed for operating personnel. If there are any costs associated with providing this type of documentation, the vendor must identify such costs and in what format the documentation would be in (e.g., CD-ROM, hard copy). Both system level and user documentation must be provided. Electronic documentation is provided at no cost to the City. If hard copy documentation is required, the cost is $245.00 per set one for administration and one for end users. If there is a special training document created and customized for the City, an electronic document will be presented. The software documentation will be included on the software disk, CD- ROM. The city may print as many manuals as required. There is no copywrite issue to be • concerned with. The vendor must outline and describe how they would schedule and provide training for technical staff, system administrators, and end users, including initial training, consultation, and follow-up training. This section must also identify and define related personnel costs, including travel expenses, for each service provided during installation and training. After the system is installed and tested, the training would be scheduled. First, the System Administrator(s) and technical admin would be trained in a formal setting using documentation provided and general teaching of the system software. Generally ANS would spend three days in this training. Two days during the installation process, and one day in a classroom setting. Charges are as follow: Training (at city training facilities; $93.75 hour These sessions would be defined into 4 hour training sessions. Up to 6 — 8 people in the training sessions, with at least one computer between 2 people. Follow up training could be ordered in 4 hour increments for either Administrator(s) or new personnel. Expenses would be required. Installation & Integration, testing & Programming; $112.50 hour Travel Expenses; $200. Per day plus airfare, round trip, from Salt Lake City. 3.6: TECHNICAL SPECIFICATIONS The vendor must address how their proposed system would meet the following specifications. • The response to these technical specifications is critical. All information should be as descriptive as possible. The vendor may use separate pieces of paper, illustrations, articles, manuals, etc. in response to this requirement. 21 3.6.1 GENERAL SPECIFICATIONS a. All imaging technologies must be acceptable to the Colorado State Archives. • The system proposed is one of the most "open" EDMS software developers in the industry. There is no header on the TIFF that will restrict viewing from a generic TIFF viewer. The system proposed will not change any foreign document with special headers, such as word processing documents, spread sheets, or other graphic formats such as JPEG. If the state of Colorado State Archives accepts any electronic format, Altris should pass with flying colors. • The system must utilize accepted industry standards and "open" architecture. Standards Compliance Altris Software, Inc. is a full member of AIIM. Altris EB complies with document management standards, such as Document Management Alliance (DMA), ODMA and the Workflow Management Coalition API. C. The system must incorporate a user-friendly, GUI type of interface. Altris EB By Altris Software, Inc. 22 • ,,File"View�'ToolsV,raid w,� Help..t'`,f �e',� ii 00 ,X ns�� Y ePor 1Ft '� From""-: E+ f'.` System t Subectrd z- W ru • J WorkflowAdrr , ia� BoundsChec... SteveMontgom...91 -rJ Altris Power Comph Current Gener... David Saunders u Image Engine ter# Customer Care Margaret Prosser j fJ Legacy Applicatroi email John Smitht ` �� -- r— ❑ Mad r FTP Site Brian Colston1� Y FW: Manuals I... Gurjeet Kahlon {s l t i`�� ❑ Retrieval , i 1 garciarl_al_k... Internet Mail y Eaearche i fk sy S1 glenn cox@s Jay Patel f_I Workspace w r , 8 �inlPnn rnx@s Sunil Tanna i k- Copyright © 1999 Altris Software, Inc. All rights reserved. Altris EB Functional Overview The Altris EB Functional Overview gives an Executive Summary of each current Altris EB module, describing what the module is, who it is for and what it does. Module Summary Document Module Altris EBTM offers full library services for managing all kinds of documents, folders and virtual documents made up of combinations of different files or file types. Documents are stored in their original format under control of the vault management software, and all access is controlled by security and permission levels. Indexing documents and folders can be described by a combination of index information. This can include a variety of field types including: Text Date Time Boolean Currency Multi -value fields, etc. Different categories of documents can be described combinations of index information. Graphical tools for designing the index fields and forms are included as standard with all Altris EB systems. Using these tools, authorized users can define exactly the index schema that is most appropriate to their organization, and then modify the schema whenever the needs arise. Searching Documents and folders can be retrieved via either or both of these methods: • The index information describing them • The content (find documents mentioning a certain word or phrase) Various types of search operators are available, such as: • The boolean operators Comparison operators • Ranges, etc. Searches can even be saved into the database to allow them to be available later, at the click of a button. 23 Full Text Searches Altris EB includes Free Text Retrieval (FTR) capabilities based on SearchServeCm technology from Fulcrum0 Technologies, Inc. • With FTR, you can quickly find any text string in any document that has been indexed and stored in EB's free -text database. The original format of the document is unimportant, so your search results could very well include everything from memos and invoices to technical manuals and large diagrams. Revision Control Altris EB offers full revision control as standard. These processes can be: • Ad hoc Structured check in and out This prevents simultaneous changes to documents, resulting in lost data. In addition, Altris EB stores historic revisions of documents; a full revision history of each document which can be displayed graphically, and delivers the latest revision of documents to desktops, by default. The revision numbering scheme and revision process can be configured using the tools provided, to suit customer's business procedures, rather than customer's having to adapt their procedures to suit arbitrary conventions defined in the software. Standards Compliance Altris Software, Inc. is a full member of AIIM. Altris EB complies with document management standards, such as Document Management Alliance (DMA), ODMA and the Workflow Management Coalition API. Viewer Module File Types and Viewing Modes Altris EB's Viewer supports many different types of file, and provides appropriate menu options (modes) to suit those different file types. Where a file type is not supported • by Altris, a native application can be launched. The Viewing Facilities Different Modes Altris EB's Viewer supports many different types of file, and provides appropriate menu options (modes) to suit those different file types. Where a file type is not supported by Altris, a native application can be launched. These are the different modes of the Altris Viewer: Word mode allows different views of word/text/executable documents; also searching, copying, hypernotes and option configuration. Spreadsheet/database mode allows different views of spreadsheettdatabase files; also searching, copying, hypernotes and option configuration. • Vector mode allows zooming and sizing of vector drawing files; also copying, hypernotes and option configuration. • PC bitmap mode allows zooming, sizing, dithering and rotation of PC bitmap files; also copying, hypernotes and option configuration. • Raster mode allows zooming, sizing, enhancement and rotation of raster files and some PC bitmap files; also copying, hypernotes, annotation and annotation editing. • Multi -media mode allows playing and sizing of multi -media files; also copying, hypernotes and configuration. • Archive mode allows sorting of archive files; also copying, hypernotes and option configuration. d. The system must run over multiple hardware platforms: clients will use Windows NT 4.0, Windows 95/98 as an operating system, and either Novell NetWare 4.0 or to NT for server functions. Other platforms may include SUN and Unix. The basis of the Altris EDMS, is to use the Transaction Server in Windows NT Enterprise Edition from Microsoft. This architecture defines the system to 24 Windows NT server, but storage devices may be connected to UNDO or SUN boxes. Windows 95198INT clients, Novell Network compatibility, with TCP/IP protocol e. The system must provide the ability to attach electronic comments/notes or otherwise edit the document to include additional comments/notes. The system should also allow for the insertion of electronic stamps or signatures. Annotation Module Standard Facilities The annotation module has standard annotation facilities, available in raster mode. It also provides these options for all file types: • Hypemotes allow icon links to complex notations. • Hyperlinks allow icon links to other data, objects or Altris items (like documents or folders). 2D Drafting A full 2D drafting capability is also included, as standard, for most common file types. This includes: • Methods of annotation being configurable by a system administrator. • Raster snapshots can be taken of native or multi -media files, which can then support Altris' annotation facilities. Annotation Storage In Enterprise systems, Altris EB stores annotations in an open and intelligent format in the database. This allows: • A full search for documents by annotations (e.g. search for invoices which are stamped "Paid") • Global change (e.g. change all annotations, which are older than a month and are not by a senior engineer, to a different font/color/line style) • Triggering of workflow activities (when "Paid" or "Rejected" is stamped on an insurance claim, trigger the appropriate workflow on that document automatically). • Format Conversion Facilities exist for annotations made in one format to be transferred into another format. For example, comments made on a distribution rendition of a drawing or document (e.g. on the raster format) can automatically be transferred to the appropriate editing format (e.g. into a CAD layer) QC/Edit Altris EB includes full QC and edit functionality on image files. Raster QC Functions QC functions available include: De -skew De -speckle Image Rotate Area erasure Raster Editing Functions Raster Editing functions available include: Mirror Cut, copy and paste 2D drafting Undo Basic editing capabilities are also planned for ASCII text and Rich Text Format. Raster/Vector Toolkit An optional module is planned based on the GTX toolkit which will support: Intelligent raster 2D CAD Hybrid CAD/raster files Native Editing Editing and QC of formats, other than raster, is supported by launching the native editor for these formats. f. The system must provide automatic scaling; zooming and rotation of the document images to identified paper size for printing. 25 Viewer Module File Types and Viewing Modes • Altris EB's Viewer supports many different types of file, and provides appropriate menu options (modes) to suit those different file types. Where a file type is not supported by Altris, a native application can be launched. The Viewing Facilities Different Modes `J E Altris EB's Viewer supports many different types of file, and provides appropriate menu options (modes) to suit those different file types. Where a file type is not supported by Altris, a native application can be launched. These are the different modes of the Altris Viewer: • Word mode allows different views of word/text/executable documents; also searching, copying, hypernotes and option configuration. • Spreadsheet/database mode allows different views of spreadsheet/database files; also searching, copying, hypernotes and option configuration. • Vector mode allows zooming and sizing of vector drawing files; also copying, hypernotes and option configuration. • PC bitmap mode allows zooming, sizing, dithering and rotation of PC bitmap files; also copying, hypernotes and option configuration. • Raster mode allows zooming, sizing, enhancement and rotation of raster files and some PC bitmap files; also copying, bypernotes, annotation and annotation editing. • Multi -media mode allows playing and sizing of multi -media files; also copying, hypernotes and configuration. Archive mode allows sorting of archive files; also copying, hypernotes and option configuration. Different Views Word mode offers these different views of a document: • Draft view shows tabs and paragraph alignment but only uses one font. This is the fastest display. • In word mode, Draft view wraps the lines so that all of the text fits in the viewing window. • Normal view shows tabs, paragraph alignment, line spacing and all supported fonts; if your Windows set-up does not have the exact font that the document used, Altris Viewer will try to match the font. • In word mode, Normal view wraps the lines so that all of the text fits in the viewing window. • Preview view shows tabs, paragraph alignment, line spacing, proper line breaks and all supported fonts; if your Windows set-up does not have the exact font that the document used, Altris Viewer will try to match the font. • In word mode, Preview view, each line wraps exactly as it would when the file is printed. Spreadsheet/database mode gives a normal view, by default, but can toggle to show a Draft view, instead. Standard Facilities Standard facilities provided across all formats include: Multiple windows Multiple views of a file Split windows Full screen viewing mode Direct access to Mail Standardized user interface and common scripting facilities TIE+ Technology g. The system must accommodate retention schedules. Identify the systems ability to utilize an internal clock/calendar for scheduled destruction or removal of information based on a defined retention schedule for both archived, back-up 26 media and the "live' system. System allows retention schedules. Using one index field with the expiration date, the system will notify supervisor that the retention period is over and the resulting documents may be eliminated. When using optical laser disks in a jukebox, an HSM (Hierarchical Storage Management) software is included that will track documents on optical disks that are not mounted in the jukebox. h. The system should have online help that is searchable. Setup Help Module Altris Setup Help enables you to set up new help resources for use within the Enterprise WorkplaceT". Help resources fall into two categories, namely application help resources and user defined help resources. Application help resources are those that ship with Altris EBTA°. These help resources are an integral part of the product and you will not be able to modify any of these help resources. User help resources, on the other hand, are those that supplement the application help resources. These may be in the form of a customized Windows help file, a link to a web page or an application executable like Microsoft Word. Altris Setup Help deals solely with user defined help resources and any new help resource that you define will be automatically added to the Help menu in the Enterprise Workplace window. To launch a user defined help resource, click on Help menu in the Enterprise Workplace window and then click on any help resource that you may have defined. i. Describe how the system alerts the user that an error or limit violation has occurred. Software is designed to inform user of any violation or error. A log of error 11811 is created for tracking of problems. Describe your policy on providing upgrades and future optional modules. Altris provides approximately 2 upgrades or enhancements per year. Altris also provides one major version upgrade per year. If an annual maintenance agreement is in place, all enhancement provided by Altris will be offered to the City. If there are training issues to be addressed with the new version or upgrade, ANS will come to the City to train at no charge, other than expenses. Modules may be purchased in the future and the same discounted pricing will be used, rather than start from scratch in the pricing. k. Identify if the system can support SQL. Oracle is the preferred SQL database. However, Altris may interface, Microsoft SQL Server, Informix, SyBase and Ingres. I. The database should be ODBC (open database connectivity) compliant and engine should be non -propriety. The goal of ODBC is to make it possible to access any data from any application, regardless of which database management system (DBMS) is handling the data. Full ODBC Functionality within the Altris EB software product. EB ODMA Interface Altris EB integrates seamlessly with certain third -party office applications like Microsoft Word, so you can access your EB document database automatically each time you start the application. This capability is served by Altris EB's compliance with the Open Document Management API (ODMA) version 1.5 -- the industry standard for integrating document management applications 27 with office automation applications. • M. Remote users must have the ability to attach to the network/server and access scanned images and other supporting documents via standard phone lines. Describe how the system will overcome bandwidth limitations. Remote locations users may access the EDMS by WAN, Modem, or Internet. The A/tris EB software has unique capabilities for communication. The ALTRIS Software product is unique in the market place in that it is the only software product that produces an "overview" of the image that allows you to view and send over the network a 5kb file per page instead of a 50kb file. This gives you the opportunity to browse or view five pages per second on the screen. This allows you to send a 5kb file per page instead of a 50kb file over the network. This is the real advantage ofALTRIS. • As you add more and more users and remote location access to the document imaging system, you won't have to add more network "beef" so that more users can view the images. You won't have to add more communication bandwidth so that several concurrent users may view one to hundreds of pages across the network! Large files, slow response times ... .the growth of EDM Systems has been stifled by network traffic. Until now! ALTRIS attacked the problem head -on —not with more expensive networks —but by redefining the way standard TIF files or raster files are handled. The result is Targeted Image Extraction (TIET ), the most important development in the history of EDMS. With TIE, ALTRIS eliminates 95 percent of the network traffic associated with view and mark-up of images, both business documents and engineering documents! Imagine EDMS functionality with Word Processing overhead. View and mark-up of images and drawings with an average of 5KB of network traffic. ALTRIS has heralded the next generation of EDMS, where LAN and WAN installations perform as never before, and large drawings can be viewed over standard phone lines in under ten seconds. ALTRIS was first to develop in Microsoft WindowsT", first with Open -Data TM, a link to all common SQL servers, first in support of multiple platforms. ALTRIS has pioneered the open EDMS movement. The results? The most stable and full featured EDMS product available today, with a rich suite of API modules and configuration utilities. The ALTRIS system may be implemented • simply "off -the -shelve," or tightly integrated with existing applications —sharing data with, and image enabling them. All components of the system must be non-proprietary, including software, plug- m Proposal No. P- 734 is Electronic Document Management System Software Section 1.0: Proposal Requirements 1.1 General Description The City of Fort Collins Engineering Department is requesting proposals for the purchase of state of the art software providing an integrated approach to electronic storage of large scale engineering drawings (24x36 or larger) and standard size documents (8.5x11, 8.5x14, 11x17) for document management, imaging, and workflow, in a single system. The system should have a single common interface and a single logical repository that makes retrieval of the documents by users easy. The system should have the functionality for centralized administration for managing the entire system, not separate administration for each EDMS component. The system should also have the flexibility to change or modify the system to meet a broad range of user and organizational requirements, such as using Windows NT to establish security levels for users. The architecture for the system must be 32-bit, have an open architecture, have a common back - end, and have the ability to be scalable to meet the needs of current and future users. The database should be Oracle. The system should also allow for Web capabilities (Internet, Intranet). Hardware recommendations for this system will also be required, with the option of purchasing the hardware separately to take advantage of government pricing. 1.2 Proposal Costs The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. • Submissions Firms submitting proposals shall submit eight (8) copies of their proposal containing the information listed below in the order and format specified. All proposals shall be prepared in a comprehensive manner as to content; however, no necessity exists for expensive binders or promotional material. All costs, including travel and expenses, incurred in the preparation of this proposal shall be bome solely by the proposing fine 1. Cover letter signed by a duly authorized representative of the firm submitting the proposal The signature must include the individual's title. 2. Company history and experience in the development and deployment of Electronic Document Management Systems into government organizations, specifically for the conversion of large scale engineering size documents. 3. The name of the company representatives responsible for providing information and for negotiating with the City. 4. A narrative describing the proposed software in general. Include the names of personnel who would be assigned to the project team and a proposed project timeline. Describe the support and personnel backup available to the project team. 5. Completed responses to attached Exhibit A, sections 3.6 through 3.9. • 6. Completed Y2K compliant statement (Exhibit C). 7. Signed Proposal Acceptance, Section 5.0 2 ins, and hardware recommendations. Altris software is one of the most open, non-proprietary systems in the EDMS market place today. Altris adheres not only to open system standards, they • do not place any proprietary header information on TIFF, Word Processing Documents, spread sheets, JPEG, or any document types. This is a very important aspect for the EDMS technology. ff anything happens to Altris, or if the city wants to install another EDMS product, the images stored in Altris software may be imported into the new system, without having to convert the headers on each image. The Altris software images may be viewed in standard generic TIFF viewers. o. The system must be able to accept images taken with a digital camera. Please specify if there are any restrictions with this requirement or special circumstances that need to be considered. The software proposed will manage digital photos. JPEG is the format supported by the system. Many of ANS customers are using digital photos stored within customer or case electronic files. p. The system should have multilevel security that can be set from read-only (including restricting printing or screen -printing) to full access. Each user of the system is given access to one or more file cabinets. In addition, an access level is assigned and compared by Altris software to user documents requests. Because of this feature, a user can only access documents that have security levels less than or equal to his or her own security level. The system administrator also has control over the specific tasks performed by users. For example, a user may be able to add key words to the keyword • dictionary but not directly modify the document indexes. Users could be given the ability to only view, or full access throughout the database and processes. 3.6.2 SCANNING a. The system must allow documents to be entered directly from word processing files, HTML, ASCII, spreadsheets (Excel), desktop publishing files, or CAD files. Anyone who has the rights to input information may submit any kind of documents Into the EDMS database b. It is preferred that the scanning work be performed in house from a single scanning station. The vendor will propose the necessary hardware and software required to accomplish this. In addition, please provide any outsourcing cost estimate and procedure in the event that in house scanning is not possible. Define how, when, and where the scanning would take place. ANS proposes that a large format document scanner be used for large format drawings. However, the scanning of business sized documents will not be efficient with this scanner. ANS has proposed a separate scanner for A-C sized documents. Both scanners may scan simultaneously and still append to each others documents. ANS would recommend that temporaries be hired to scan the backille of Engineering documents. However, if this is not possible, ANS could send the • documents to Chicago for scanning. Considering that the large format documents are in good condition, we can have them scanned off -site. This would cost: $1.98 per page (scanned at 200 DPQ for the D or E size document. You would pay for media such as optical disks for the storage of the electronic documents as well as 29 the shipping costs. • C. The system must display the image to the screen to allow for image clarity to be reviewed and adjusted as necessary. Quality control for images may be completed at the time of the scan, or if scanning batches of documents, may be quality controlled when the documents are indexed. Adjustments in contrast, brightness, clarify may be made within the scanning software. The document may be cleaned up automatically, by deskewing, de -speckle, and cleaning up borders. d. Once an image has been scanned and indexed to the system, the system must allow the user to add additional documents, delete images, delete an entire image file, and re -index a set of documents. It must also allow insertion of documents into scanned batches at any point. When a document has been submitted to the database, any other documents may be appended to or removed by users that have the rights to perform this function. Pages or documents may be inserted into documents at front or back or by page number within the document. e. The system must allow for automatic and/or manual indexing at the time they are scanned. System proposed offers both Barcode recognition and OCR Recognition for indexing. Manual indexing is available with all document types and is included in the pricing structure. f. The scanner is required to scan 24x36 or larger, on different types of paper products and quality. Some documents maybe 11x17 —identity if the • recommended large-scale scanner can handle this smaller paper size. While the large format document scanner would be able to scan the business size documents, it would be very inefficient to use for smaller paper size. ANS is proposing another standard business size document scanner. This scanner will scan duplex documents at 39 PPM, where the large format scanner would take 15 - 20 seconds to scan one page. The scanner should have the capability to automatically adjust the "lightness" and "darkness" to optimize the image quality and OCR effectiveness. The scanner should allow for despeckling for cleaning up scanned images. Scanning software that is provided with the scanner will auto adjust to lightness and darkness (automatic thresholding) for best image quality. The scanner proposed for smaller size documents will also automatically threshold the page for best image. h. The scanner should be able to read all types of documents and all colors of ink (blue, red, green, etc.). If there are any colors that are considered not readable by the scanner and/or system please identify specifically which ones. Large format scanner will be able to read all colors. Software has color adjustment features. Business size document scanner is not a color scanner, black & white. There are no problems with colors in the large format scanner. i. Scanning documents into a "batch file" for later identification and indexing is . preferred. Large format documents will be created with the scanning software as a TIFF. The TIFFS are then imported into the EB Capture, Altris Database. Indexing may be accomplished after the scan or import is complete. Small document scanner will allow batch scan and indexing after the batch scan is 30 complete. j. Scanner should support 100-400 dpi resolutions (halftone, color or b/w) or higher • as needed for detail. Identify any memory issues related to each dpi resolution and recommend a reasonable dpi for storage.] Scanner proposed will range from 100 dpi to 800 dpi. This scanner Is equipped to handle half tone or gray scale, color, and black & white. Most of ANS's installs are using a standard of 200 dpi to scan large documents. If a drawing is old and faded, they will use 300 or 400 dpi. A large format drawing scanned at 200 dpi will average 350kb to 500kb as a b/w TIFF. When you increase to a scan of 400 dpi the file size goes up 55% to 70% larger file. When scanning a color large drawing, the size would go from BOOkb to 1.5 MB per page. ANS would recommend scanning most documents at 200 dpi. k. Scanned images will be stored off of the main server onto optical disk or some other mass storage devices. Recommend the type of storage device that is best for the system and identify the retrievable speed from the recommended device. ANS has proposed an H.P. 160ex Jukebox. This jukebox holds 32 platters, has 2 — 5.2GB multi function drives, giving the system storage for 166.40 GB. This jukebox maybe expanded to 238 platters and a total of 10 drives. The retrieval speed from a jukebox is10 to 12 seconds. This is the average disk exchange time, or the time it takes to stop reading data on a disk, exchange disks, and begin reading data on another disk. Retrieval speeds are very difficult because of the various kinds of documents stored. The Altris software allows users to browse documents at 5 pages per second, that is very fast. I. Images should be zoomed "in" or "out° as necessary with the mouse or through • percentage using the software. Software proposed allows many kinds of zoom capabilities; electronic magnifying glass that a user can scroll around a drawing. Automatic zoom to top, bottom, or to a specified portion of a page, and increments of zoom calculated by percentage of increase. Zoomed areas of a drawing may be printed within the zoomed area. m. The scanner should utilize Twain and/or ISIS drivers. The scanners proposed are both Twain and ISIS compatible. However, ANS uses a Kofax Compression and imaging enhancement card that will insure the scanner will scan at the rated speed, and that the images will be written to a hard drive as fast as the pages are scanned. n. The scanning device should have the ability to save images into various file formats (TIFF, JPEG, PDG, DWG, etc) with the preferable archival format being TIFF. The TIFF images must be portable to other systems. If the proposed system does not have the ability to save images into TIFF, then the vendor must provide a bridge solution to a new system. TIFF headers and footers must be non-proprietary. Both scanning devices have the ability to output to TIFF or JPEG. The imaging system can handle all of the formats specified. The system supports CCITT Group 4 TIFF, which is the standard of 100 % of the installations throughout the Western United States. Altris TIFFS are totally non-proprietary, both headers and footers. . o. For smaller images, the scanner should allow for two sided scanning. The small format scanner proposed will scan duplex (both sides at the same time) or simplex. 31 3.6.3 INDEXING • a. Identify if the indexing fields are customizable and do they need to be well established before implementation? All index fields are customizable. It isn't a requirement that the index be set before implementing, but while it isn't required, it is better than having to change several times during the breaking in process. ANS will work with the department heads to set up the index structure. ANS has a great deal of experience and has the ability to set these structures so that they will generally not have to be changed. b. The software is required to allow the user to choose which page(s) to OCR and index in a document, as well as allow the user to chose a "zone" within a page to OCR. Software proposed will allow user to select which pages to OCR, as well as a zone area for recognition. Identify if a default index value can be assigned through the scanning or batch process. Scanning software will allow for a default index that will increment automatically during the scan and/or batch process. k. The system should allow for cross-indexing and linking to supporting documents, such as linking a 24x36 map to a supporting standard size letter. One of the key features of Altis EB is. Relational links (hyper -links) between documents to provide users with rapid access to related documents. • I. The system must allow for multiple field indexing with a minimum of 8 fields. Indexing Documents and folders can be described by a combination of index information. This can include a variety of field types including: Text Date 'rime Boolean Currency Multi -value fields, etc. Altris software will allow indexing up to 255 fields. However, the ideal index criteria is from 4 to 8 fields, which will allow rapid, robust retrieval of documents to the user. 3.6.4 a. The system must be capable of searching the entire database or specified areas of a database by exact, Boolean, 'fuzzy* searches, or mis-OCR'd words or character strings within a document. Upon matching the search criteria, the system must allow the user a convenient way of sorting through the "hit list' to select the correct document. Identify if the system has the ability to save a search and related results so that the user could refer back to it later. Identify if the system as sub -search capabilities. Searching Documents and folders can be retrieved via either or both of these methods: • e The index information describing them • The content (find documents mentioning a certain word or phrase) Various types of search operators are available, such as: The boolean operators Comparison operators Ranges, etc. Searches can even be saved into the database to allow them to be available later, at the click of a • button. Full Text Searches Altris EB includes Free Text Retrieval (FTR) capabilities based on SearchServer m technology from Fulcrum@ Technologies, Inc. With FTR, you can quickly find any text string in any document that has been indexed and stored in EB's free -text database. The original format of the document is unimportant, so your search results could very well include everything from memos and invoices to technical manuals and large diagrams. b. The system must order the "hit list" into a prioritized list such that the desired document is usually at the top of the list. The linked image (or text) should be then accessible by a single mouse click or keystroke. The hit list will give the user a prioritized list. The list will then be able to drill down to get the document required. By drilling down, the list may be shortened by; a date range, dollar amount, address, zip code, etc. The linked document will be available with a keystroke. The system should contain a robust, flexible, intuitive, user-friendly search capability. The software proposed does offer a robust, very fast, very user friendly search system. Anyone who is Windows literate, will have a very fast ramp up knowledge of the system for retrieval of documents. • C. The system should also support attribute -based searches, key words, criteria based searches (variable ranges, etc.), and field specific customized fields. Searching Documents and folders can be retrieved via either or both of these methods: • The index information describing them • The content (find documents mentioning a certain word or phrase) Various types of search operators are available, such as: The boolean operators Comparison operators • Ranges, etc. All of the above criteria is available within the proposed software Searches for documents on a database should be performed within the server, not the client. All of the searching is controlled and processed on the imaging server. There is a very thin software application for the client. e. Indicate the anticipated response time of searches using pre -defined indices. It is very difficult to determine actual response time to retrieve documents. Generally, these searches, using pre defined indices, will be in sub second time period. The Altris software will allow browsing through documents at 5 pages per second. 3.6.5 SOFTWARE REQUIREMENTS a. The system should allow the ability to view images and OCR text side by side. Software proposed will allow this function. However, to see 2 pages complete, side by side, you will have to use a 20" or 21 " monitor. 33 b. The system should allow for the merging of documents and sharing of documents through fax and email. O The software proposed will allow user to assemble different pages, and documents into a folder. This folder may be e-mailed or routed to users on the system. C. The system should have the capability of moving pages from one document to another, and allow the user to delete pages and insert new pages into an existing document. The software proposed will allow user to move documents or pages in a document to another. User will be allowed to delete and insert pages if they have the rights to do so. d. Identify if the software can provide an audit of activity with a document, such as last editing. Audit Module Altris Audit Module enables you to keep track of all the actions carried out by authorized Enterprise Workplace TM users and system events which have an impact on the Enterprise Workplace. Altris Audit Module does this by automatically logging user and system events to database tables. These events include: • Global system operations, like starting and stopping the system, starting and removing new and existing processes, changes in the server, backups, restores and archives. • Operations on objects, like operations on documents, folders, users, groups, operations in workflow, Change Management Architecture (CMA) operations, alterations to configurations, backups, restores, archiving, unarchiving and running reports. • User operations like logging in and out, remote web access, and other user activities. To manage the audit efficiently, two core components have been built into Altris Audit Module. The first, Review Audit Trail, deals with user operations and any operation on objects whilst the other, Review T Server Event Log, deals with global system operations. The level of audit can be configured for a particular Enterprise Workplace environment and only users with an Administrator's role can perform these functions. Although Altris Audit Module has been specifically designed with administrators in mind, ordinary users can run the Altris Audit Module, provided they have been granted the appropriate privileges. e. The system should allow for assigning and updating a retention schedule. Identify if the system will notify the system administrator when it is time to destroy a document. Software proposed will allow assigning a retention schedule. The software will notify Supervisor of the documents to be destroyed. When using the HSM optical management software for the optical jukebox, predetermined values may be implemented for retention schedules Auto Tab — the entry form screen should be able to identify the key data entry field and automatically tab to them. The user shall not have to tab multiple times to place the cCityor on a field that must be keyed. Software proposed will tab between index fields without have additional keystrokes. g. System software must support real time sharing of continuously updated information. Describe how this is supported. When documents are input and released into the database of information, other users will have access to the current input immediately. Many users 34 may access the current database of information at the same time, requesting the same information simultaneously. Ish. The system should be able to support the use of embedded objects. Please describe how this would be accomplished. Definition of an Object In the Altris Document Module, an object may be described in a number of ways; it may be: A single file, originated electronically. For instance, an MS Word document or an MS Excel worksheet. • A set of renditions that may be stored as files on the server. For instance, an engineering drawing held in both vector CAD format and in raster format. • A hard copy page, scanned to form an electronic image. This may again be held as a set of renditions. For instance, the same object may equate to separate files containing image and overview information. • A data object. This could be ahnost any information that can be passed electronically, e.g. a data source, a web page, etc. The system must support a 32-bit client. If not, please indicate a plan to upgrade. The Altris Software is completely 32 bit architecture. j. Indicate the frequency of software upgrades/revisions for maintenance and any related costs. Altris, software developer, generally releases two upgrades or enhancements per year. They also release one major version release per year. ANS will notify the city of any upgrades available and will also install if required, or will train the city if required. These services and software • product will be offered at no cost to the city if a current annual software agreement is in force. k. The client side must be able to access and use, complying with the above specifications, the document management system via an Intranet using Microsoft Internet Explorer 4.01. Within the Atria EB software structure, there are two clients; either an internal client (consumer) or a web client (consumer). In order to use the Internet to access the database, the user would have to have a web client. The standard web browser, Explorer, will provide this access. The system must support TCP/IP. The Altris software was designed for TCP/IP protocol. M. The software must have the ability to support large scale scanner drivers. The software proposed will support large scale scanner drivers. 3.6.6 STORAGE REQUIREMENTS a. Provide specifications and pricing for a permanent record storage solution, including Optical disk, microfilm, WORM, etc. Proposal provides an H.P. 160ex Jukebox. This jukebox hold 32 platters, has 2 — 5.2 GB multi function drives. Total of 166.40 GB of storage. Proposal also includes Optical HSM management software for the jukebox. This 40 jukebox will handle both re -writable optical or WORM optical format. b. Identify how documents could be stored on a variety of media for temporary, permanent, and archival purposes. 35 ANS has configured a design for storing documents on the server hard disk drive, either for a short duration or permanently. Using the HSM optical management software, the hard drive could sweep the documents off of the • magnetic drive and store to the optical media in the jukebox for archiving. Software proposed would track the documents and identify documents even if the optical disk was not mounted into the jukebox. C. The proposed storage solution should have the ability to cache data to a large hard disk that would reduce jukebox access time. ANS could create a cache area for information that is commonly used for retrieval. The speed would be greater than if retrieved from jukebox. The storage location should be transparent to users. Users would have no reason to know anything about the storage location or path to the information. All locations are managed by the software proposed. e. The storage location should be able to be identified independently for document retrieval or archiving. The location will be identified and a design created that will allow separate areas on the hard drive, on the jukebox, within separate optical platters. 3.6.7 a. The vendor is required to recommend the specific hardware/software requirements, specifically servers, scanner, storage devices, jukeboxes, and • indexing/retrieval workstations. Additional hardware/software must be identified to ensure the successful operation of the system. ANS has configured hardware required for the above items. This pricing will be located in the Financial Investment document 3.6.9. ANS will list all hardware needed, including the existing workstation PCs. b. The system shall integrate with the existing local area network running Novell and NT, and allow image display on existing client PC's running Windows NT. Integration will be complete on Novell and NT. Windows NT client will be great C. Is a separate database server required? If so, the database must be Oracle. ANS installation could be on your existing Oracle database server, or it could be installed on the imaging server. There would have to be some modification of RAM memory to handle the database module. Oracle database is the database of choice for Altris Software. d. The system should be 32-bit architecture, preferably three -tiered. Altri; EB — The IT Perspective EB 36 System Architecture • Altris EB, ver 1 f is structured as a 3-tier architecture. The application is developed in 32 bit C++ as Microsoft COM components. Microsoft Transaction Server (MTS) is the infrastructure middleware enabling a distributed (DCOM) environment. Two phase commit protocols are used to ensure data integrity when updating the database and adding files or other application functions, with Microsoft Message Queue Server (MSMQ) providing the queuing capabilities. EB client components support Windows 95, 98 and NT workstations. The Application Server is an NT 4 server and the Data servers may be NT 4, SUN or HP Unix servers. EB supports Oracl ver 8 and SQL Server ver 7 on NT 4, and Oracle 8 on SUN and HP Unix servers. Presentation Desktop GUI; Web Qient Tailored ODMA Interlace Processing Media Manager Document Manager Annotation Queue Adudnistrator Data Media) Doavments Free Text Pr� Profiles Vault Communication Between Tiers The EB client interfaces with the Application Server using Remote Procedure Calls (RPC) over IP. There is no connection between the client and the Data Servers which means that there are no SQL or ODBC drivers on the client to a database, and the storage directories for the document data are secure. Note that the EB client behaves as a "stateless" client only communicating with the Application Server when sending or receiving data. The EB Wisdom client communicates to the Application Server using HTTP over IP meaning the EB Wisdom users can access the data vault through the security of the EB Application Server from within the Intranet OR across the Internet, respecting the protection provided by the Web Server firewall security. The components of the Application Server may be on one server or distributed over many servers. MTS provides the communication structure between components. The Application Server is the only location for communication to the database and uses Micros( Data Access Components (MDAC), OLE DB or ODBC to communicate with SQL Server 7 or Oracle 8.05 on NT, or Oracle on Unix servers. • The EB vault for document objects (files) may be on the Application server as an NTFS storage, on remote NTFS, on a Unix server connected to the Application Server via NFS or Samba, or the files may be stored as BLOBS in a SQL Server or Oracle database. Tha FR R„einaea nhinrfa API nrn„irlaa .1-Ze frnm nfhnr ennliraFinne fn fha Anfa fhrn„nh 4ha • e. Workstations must be able to run other applications concurrently with imaging and database functions. Altris software is designed and developed as a Windows Application. This gives the user the ability work in several applications while using the EDMS. f. Identify if the server can provide additional services beyond database/indexing, such as printing, file services, and communication. Software proposed will manage database, indexing, retrieval, print services file services, and communication service. g. Discuss the use of RAID technology for data access and how the system would be set-up, such as mirrored, striped, etc. Software and hardware proposed would specify RAID 5 management. This would be striped. h. Identify use of a print server with the system for the large-scale documents. Print server could be set up to plot large scale documents, or print services could be setup in the system to go to printer or plotter identified by the document type. 3.6.8 SYSTEMIDATABASE BACKUP & SECURITY a. The system should have full backup and recovery capabilities of all documents and indexes. In addition the backup process should be able to be performed • unattended. The vendor will recommend a solution for this to ensure the highest level of protection to the database. Server proposed is specified with Computer Associates (Cheyenne) Oracle NT backup. This software will provide city with continual backup procedures to ensure safety of the backup process. This backup session could be set for running each evening, during off hours. Also proposed is a DLT Tape back Drive, 35170. System index information will be stored on hard disk drive, images will be stored on optical laser disks. The city may make duplicate optical disks for disaster recovery procedures. b. The system must contain security measures that can be implemented at all levels, from user/workstation to individual record in the database, such that system/database security and integrity are maintained. u Proprietary Information The City of Fort Collins is subject to public information laws, which permit access to most records • and documents. Proprietary information in your response must be clearly identified and placed in a separate section. Information so identified will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary" in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary. Response Material Ownership All materials submitted regarding this RFP become the property of The City of Fort Collins and will only be returned to the vendor at the City's option. Section 2.0: Background The City of Fort Collins Engineering Department is seeking to contract for the purchase of a computer software package to electronically archive, index, retrieve, output, and share engineering size documents and supporting regular size documents. The City plans to have the vendor selected by December 3, 1999, with system installed and functional by March 15, 2000. Section 3.0: Scope of the Project See Exhibit A. Section 4.0: Evaluation • Evaluation and Assessment of Proposal • The proposals will be evaluated per the review and assessment criteria listed below. Interviews for the top rated proposals, if necessary, are tentatively set for December 1, 1999 with notice of selection by December 3, 1999. An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below. Firms shall be evaluated on the following criteria. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the qualification. M Security Altris EB provides secure management for: • • Adding/creating image and office documents • Indexing documents • Revision control • E-mail routing • Viewing images • Viewing other document formats • Annotations on documents • CAD drawing creation, reference file and viewing management As users are defined, they are associated with groups. Groups are then associated with document permissions such as add, modify, delete. A group is also associated with particular classes of documents. The viewer and annotation components are also part of these permissions so that annotations on a document can be associated with a user. Those annotations are also made accessible to authorized users only. Since this is one system with one cluster of vaults, then system management and security is simplified. Rollback in case of problems is automatic. Permissions are assigned to groups of users and are set up to allow or disallow access to a particular task for a given document or folder, provided the attributes are set up in the docume class for that document or folder to also allow that task. • Document Classes are created by the system administrator, and the range of appropriate fieli are allocated to that Class. A document class is defined by the attributes it contains. A documE is assigned to a particular document class based on the criteria that will later be used to selectively access and manipulate that document. Attributes are associated with folders or documents (based on their document class) and can be set up to allow or disallow the performance of certain tasks. Field Attributes are the fields index information such as "date", "title", "author" which may be set up to assist in the search ar retrieval of documents. Operational (non -field) Attributes define the master permissions available to a document class. For example a specification will have a life cycle requiring creation, revision/edit and approval; whereas an incoming invoice may only have view, annota- and print master permissions. Note that these Operational Attributes set the master permissior thereafter the Groups configuration sets up specific subsets of these permissions per group privileges. Attributes and permissions work together in Altris EB to provide document and database security. EB File Servers store document files such as images or WORD. These may be Unix or NT systems using combinations of magnetic and optical storage. All access by users to these file servers is through the EB Application Server which verifies user permissions to access a particular file. Users are not able to access the file storage location directly. Microsoft NT Security, Users, Groups & Roles Altris EB works with NT Security. The EB File Server is not accessible to the typical user. All access is through the EB Application SSiyer and is dependent on User/Group permissions to C. The system must be able to produce duplicate copies of the permanently stored image to comply with State Archiving requirements. System proposed will allow duplicate copies to be made. • d. The vendor must provide specific storage recommendations and pricing for a permanent record storage solution. ANS has recommended the Optical Laser Disk technology for permanent archive storage of city documents, using WORM Technology. Pricing will be included in Financial Investment document. 3.6.9 PRICING INFORMATION Please provide a comprehensive price list of all of the products you are proposing. Include all hardware, software, installation, training and maintenance support of the product your firm is proposing. Hardware: Please describe each component in the proposed hardware configuration and their respective prices. Where quantities or capacity may need to be decided or discussed, please provide the unit prices of the component in question. Also, state the recommended quantity to allow the system to work effectively and efficiently as described in this RFP. Software: Please describe in detail the proposed software configuration including a list of all components and their respective prices. If the product is available in modules, please illustrate the dependencies between modules (e.g. if the City selects modules c & d, it • must have module b). Additionally, please indicate wherever a module is required or optional. Include the vendor's willingness and plan for keeping its products up to date. "Up to date" is defined as continuously adding or replacing products to take advantage of new technology and complying with emerging industry standards. Clearly define the use of licensing of the vendor's product and related cost, such as site licensing (how many users are included?) or package licensing seats (group of 5, 10, etc.), as well as individual license costs. Cost Table: Give a total lump sum cost for the installation of all software, hardware, peripheral components, as well as all of the services included in the proposed system. Included in Financial Investment document, this section. Maintenance: Describe in detail the projected maintenance costs involved in this proposed system. Include first year (1" year) costs, second year (2nd year) costs and an overall total four- year (4-year) cost for the following items: new software releases, telephone support, and manufacturer's warranty. Cost for 15' year Software Maintenance Agreement: $4,361.00 Cost for 2nd year Software Maintenance Agreement: (if no $4,361.00 additional software is purchased) Rate for Software Maintenance is 15% of software purchased annually. Cost for 2nd year Hardware Maintenance is calculated at 18% of cost of equipment. This amount for hardware proposed is $6,720.00 To include: H.P. Jukebox, 21 " monitor, Ideal large format colored scanner, small format scanner. Cost for and year Software Maintenance Agreement $4,361.00 Cost for 3"' year Hardware Maintenance Agreement $6,720.00 m Cost for 4`' year Software Maintenance Agreement $4,361.00 Cost for 4 h year Hardware Maintenance Agreement $11,556.00 To include Compaq Server, workstation, Jukebox, . Large & small scanners, Monitors, Total cost for a year Software and Hardware maintenance $15,917.00 • 4 Warranty: Describe what is included with the Manufacturer's warranty, which components does it cover? What is the cost for continuing the Manufacturer's warranty beyond the first year? Manufacturer warranty for software is 90 days. Computers and workstation 3 year warranty Other hardware, scanners, jukeboxes, 1 year. The cost for continuing software and hardware is defined above. Financial Investment Quan. Description Unit Price Extended Annual Price Maintenance EDMS Server 1 Compaq Imaging Server: Windows NT $25,523.00 $25,523.00 Three Year Enterprise Edition Server, Proliant 3000, Warranty 6/500 Pentium III Xeon Processor, Upgradable to 4 processors, 512 MB RAM, 10/100 NIC, 8 each 18.2 GIB RAID, 3200 controller, Hot Pluggable Hard Disk Drives, 17" colored monitor, DLT Tape Drive 35/70, 1 pack of 7 35170 tapes. Computer Associate (Cheyenne) backup software Archive Storage 1 Archive Storage Device: H.P. 160ex $11,205.21 $11,205.21 One Year Jukebox: 2 — 5.2 GB Multi Function Warranty Drives, Upgradeable to 238 platters and 10 drives. 166.40 GB total storage with 32 platters. Includes SCSI Adapt & Cable 32 H.P. 5.2 GB Optical Media $81.82 $2,618.24 N/A 1 Altris Optical Management Software: $3,995.00 $3,995.00 $719.00 Mena es u to 32 — 5.2 GB platters Oracle Database Ver. 8x Furnished by City Novell Network, TCP/IP Furnished by City Emulation Software, i.e. Reflections, Furnished by Attachmate, etc for application UNIX city Existing Workstation PCs: Pentium 300, Furnished by 32 MB RAM, 1 to 9 GB Hard Disk Drive, city 17" to 21" colored monitors ScanStation 1 Compaq DeskPro Pentium III, 61400, 128 $1,342.62 $1,342.62 Three Year MG RAM, 9.1 Hard Disk Drive, Windows Warranty 95/98/NT, Keyboard & Mouse. FE 0 • 0 1 Viewsonic 21" Colored Montor $1,292.00 $1,292.00 One Year Warranty 1 M3097DE Fujitsu Scanner, 39 PPM $6,495.00 $6,495.00 One Year Duplex, 100 page Auto Doc Feeder: Warranty Includes Kofax Compression Card and cable. 1 Optional 4300 Ideal Large Format Scanner: Monochrome, DSP 36" Wide, $10,500.00 One Year Warranty 400 DPI, Digital. With Scan Software, Includes stand. 1 FSC 3010 Ideal Large Format Scanner, $18,345.00 $18,345.00 One Year COLOR, 36° Wide, SCSI, Digital Warranty Processor. With Scan Software & Includes Stand 1 EB Capture, Batch Scan Software, Single $2,995.00 $2,995.00 $449.00 User Optional Batch Scan Index workstation $1,895.00 license Server Software, Client Software 20 Altris EB Server Software, to include: 20 $550.00 $11,000.00 $1,650.00 dedicated or named licenses. May be used for Internet or Client. Three Tier Architecture. 20 FTR (Free Text Retrieval) server $430.00 $8,600.00 $1,290.00 software, Fulcrum Engine, Includes Caere OCR Engine 15 Altris Consumer Client License $49.00 $735.00 $110.00 5 Altris Creator Client License $190.00 $950.00 $143.00 Optional 20 users, Add On EB CAD $150.00 Viewer; ability to view CAD formats, HPGL, DWG, Services 24 Consultation for system design & setup; $112.50 $1,800.00 N/A hours Note; if system purchased from ANS, 75% of this fee will be deducted from ro osal. 48 Installation & Integration, to include setup $112.50 $5,400.00 N/A hours of server, installing software, setting up index criteria for documents, network integration, storage setup. 16 Testing, Loading & Scanning documents $112.50 $1,800.00 N/A hours 24 Training, Administrator(s); 16 hours $93.75 $2,250.00 N/A hours learning during installation, 8 hours using documentation & support system internally 24 Training, End Users, 6 ea. 4 hour training $93.75. $2,250.00 N/A hours sessions, 6 — 8 users per session. Training facilities furnished by City. Optional Programming for integrating $112.50 into application software, Integrating with Hour ESRI, etc. Optional Training available in 1 day $750.00 day increments, lus travel expenses • Expenses 16 days Per Diem for Travel Lodging, car, Hotel & meals $200.00 $3,200.00 N/A 4 Airfare, Round Trip Salt Lake City $450.00 $1,800.00 N/A Total Software $28,275.00 Total Hardware $64,202.83 Total Services $13,500.00 Total Supplies $2,618.24 Total Expenses $5,000.00 Total Annual Software Maintenance First Year $4,361.00 Total System Investment $117,957.07 Terms: State how long pricing is firm. Give an hourly labor rate for any additional services not included in the proposal. If hourly rates vary among members of the project team, please provide a rate for each team member. Pricing valid for 90 days. Hourly rates reflected on Financial Investment above. The City reserves the right to designate which consultant; vendor employee or city employee will perform specific services. If the consultant or vendor employees working on the matter are changed because of company needs, the City will not be charged for • the learning curve time that any "new" individuals spend in becoming familiar with the matter Agreed 3.7 COMPANY AND KEY PERSONNEL: a. Identify how many years the vendor has been in business and providing document management solutions? Alpha Numeric Solutions (ANS) was founded in 1983 to address the advantages and problems with evolving computer office automation. During this time, ANS has provided consulting and business automation services. ANS has installed and supported networks and network applications since 1987. These system integration services fall into three broad categories: Management and Design Services; Document and Image Management Systems to include COLD (Computer Output to Laser Disk); Database Applications, and Product Support and Maintenance (Hardware and Software). Alpha Numeric Solutions technical and application development staff is based in our Salt Lake City facility. ANS' diverse services range from custom designing business systems for document management and image processing to designing and implementing extensive networks. ANS' "real time" experience and expertise as well as our consultative approach guarantees satisfied clients. Alpha Numeric Solutions client base represents a cross-section of industries including • Government, manufacturing, legal, technical, utilities, publishing, education and accounting services. These clients range from small to medium size business to large government agencies. ANS' success relates directly to two important factors; the quality of our personnel and our team approach to total customer satisfaction. 43 b. Location of corporate headquarters, branch offices if any. Which location would service our account? Specify size, facilities and general description. Alpha Numeric Solutions is headquartered in Salt Lake City Utah. We now have three city ti county installations in Colorado. We are looking to open a Denver office when we have 6 installations. Until then, we support out of our Salt Lake City office. We have found that there is no problem supporting remote sites with our software product. We have 24 employees, 9 which are programmers and installers. We only deal in EDMS (Electronic Document Management Systems. b. How much experience do each of your key personnel possess? Name the person/s that would train install and implement our system, with a general description of their experience. Description of the team that will support City of Ft. Collins I. Pre -sal David David Reeder - Solution Specialist, Alpha Numeric Solutions Mr. Reeder is responsible for interfacing with City of Ft. Collins (City) personnel, and Alpha Numeric Solutions (ANS) personnel to create a business solution to meet the requirements as discovered through multiple site visits. Experience includes 14 years of senior management experience, 13 years of experience in Document Image Management Systems and related automation for company document storage systems and installations very similar to that at CITY. Jim Painter - President, Alpha Numeric Solutions • Mr. Painter is responsible for reviewing the business solution from all aspects. Experience includes 19 years of Executive Management, including software system development. Direct involvement on all installations completed by Alpha Numeric Solutions including; Site Surveys, Cost Justifications, Executive Presentations, Proposals, Project Management, Conversions, Installations, Training and On- Going Support. Kris Painter - Manager of Technical Services, Alpha Numeric Solutions Mr. Painter is responsible for reviewing the proposed business solution for technical feasibility as it relates to networking and connectivity issues. Training includes Novell CNE, Certified on Altris products, Certified on Host interfaces, certified on H.P. hardware, H.P. Optical drives and jukeboxes and Compaq systems. Experience includes 7.5 years of installing imaging and image related systems for Alpha Numeric Solutions. Environments with working knowledge include IBM AS/400 connected to Tokenring-Novell 4.x os, IBM 3090 connected to Tokenring-Novell 4.x os, IBM 4381 connected to Tokenring-Novell 4.x os, IBM AS/400 connected to Ethernet -Novell 4.x os, IBM System 36 connected to Ethernet -Novell 3.11 os, Unisys A connected to Ethernet -Novell 4.x os, Unisys V connected to Ethernet -Novell 4.x os, IBM 3090, HP 3000, Data General, Compaq Tower, WANG VS, SUN, RS/6000 and others. David Reeder - Solution Specialist, Alpha Numeric Solutions Mr. Reeder will assume the role of project manager and coordinate ANS, Altris in conjunction with the image team at CITY. David England, Software Engineer - Software integration and development, Alpha Numeric Solutions 44 • Mr. England will be responsible for ordering and integration activities within ANS. Complete system build out and testing will be at the direction of Mr. England. Kris Painter - Manager of Technical Services, Alpha Numeric Solutions As CITY expands into network environment with the imaging system, Mr. Painter will take responsibility for the Novell network for the image system, connection to CITY's existing network and work station software. Mr. Painter will take the responsibility to train system administrators on full functionality of document image management system, both before and after implementation Dustin Butler, Hardware Implementation Manager, Alpha Numeric Solutions Mr. Butler will oversee hardware installation for CITY system administrators during implementation and after implementation. David England, Software Systems Engineer, Alpha Numeric Solutions Mr. Painter will be the site engineer for CITY. His responsibilities after implementation include working with system administrators to insure competency, trouble shooting and on going preventative maintenance. e. What special skills do your key personnel possess? See 3.7-d 3.8 DOCUMENTATION • a. Include a draft copy of your documentation (working manuals). We will fumish CD ROM with electronic documentation included. 3.9 REFERENCES a. Please provide a list of locations and contact personnel where your product is currently in operation. Specifically identify those organizations that have converted Engineering scale drawings (24x36 or larger) utilizing your software product. City of Commerce: Contact John Howard Phone: 303-329-3697 City of Longmont:: Contact, Susan Wo/ak Phone; 303-774-4391 Mesa County, CO: Contact, Doug Osborn Phone: 970-244-1661 Salt Lake County: Contact, Andy Harper Phone: 801-468-3395 b. Identify any installation and/or conversion problems experience while scanning, indexing, and retrieving large scale Engineering drawings and what the resolution to those problems were. There have been no ongoing problems. Most of the problems relate to operator error and when the operators are properly trained, the problems disappear. Scanning large format documents are no more difficult than small documents other than you have to handle them one at a time. in time, scanning becomes an art form. Operators can set adjustments just by looking at the document. C. Identify the type of installation that was done and the duration of implementation 45 • for the various reference organizations. Specifically identify the length that your staff was required for on -site installation and implementation, and how many follow up visits were required. The time spent on projects are identified by hours to complete the installation, training and testing. The hours specified on your proposal are very much in line with out other installations. If there are any follow up visits to the site after the system is complete, there is no charge for the visit if the problems is with the software or hardware supplied. d. Identify your current relationship with the listed reference organizations with respect to your product. All of our installations of document management systems are excellent references for Alpha Numeric Solutions. We have a strict policy of customer service and knowledgeable technical staff members. We welcome calls to our customer base, especially those in your area in Colorado e. Identify any existing or pending professional relationships with ESRI, JD Alpha Numeric Solutions has worked with ESR/ at Mesa County Government, and Salt Lake County, Utah within the GIS departments. Alpha Numeric Solutions is looking into becoming a business partner with ESRI in the next few months. Edwards, and Sierra. Alpha Numeric Solutions has had no experience with these applications. However, if they are Windows based, We have no doubt that we could • provide interfaces to these products. 0 46 EXHIBIT B PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , [insert either a corporation, a partnership or an individual, doing business as 1, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of (—) page[s], and • incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this 49 Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent PSA 10/97 47 • to the following addresses: • Professional: Copy: With Copy to: In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Proiect, Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of plus reimbursable direct costs. All such fees and costs shall not exceed ($_J. Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon PSA 10/97 48 n • Weighting Qualification Standard Factor 2.0 Scope of Proposal Does the proposal show understandings of the project objective, methodology to be used, and results that are desired from theproject? 2.0 Assigned Personnel Do the persons who will work on the contract have the necessary skills? Are sufficient people of the requisite skills assigned to the contract? 1.0 Availability Can the work be completed in the necessary time? Can targeted start- and completion -dates be met? Are other qualified personnel available, if required, to assist in meeting the project schedule? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task orphase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 4.2 Reference Evaluation (Top -ranked firms) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory / Unsatisfactory. 4.3 Qualification and Standard a. Overall Performance - Would you hire this company again? b. Timetable- Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? C. Completeness - Was the company responsive to client needs; did the company anticipate problems? Were problems solved quickly and effectively? d. Budget - Was the original Scope of Work completed within the project budget? e. Job Knowledge - Did company personnel exhibit the knowledge and skills necessary for the efficient completion of the Scope of Work? • f. Ongoing Technical Support — Did the company provide continuing quality technical support? 21 the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the Citys approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($_). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the Citys approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival quality, prepared PSA 10/97 49 • on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based . on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials fumished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The Citys approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party PSA 10/97 50 • shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party s reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, . interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding • shall not invalidate or render unenforceable any other provision of this Agreement. PSA 10/97 51 • 17. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of (� page[s], attached hereto and incorporated herein by this reference. THE CITY OF FORT COLLINS, COLORADO By: John F. Fischbach City Manager By: James B. O'Neill II, CPPO Director of Purchasing & Risk Management DATE: ATTEST: City Clerk • APPROVED AS TO FORM: • Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] Doing business as _[insert name of business] 0 Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary PSA 10/97 52 (Corporate Seal) 0 EXHIBIT C 6 YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY Section 1. Contractor hereby certifies that all information resources or systems to be provided or used in connection with the performance of this Agreement are AYear 2000 Compliant-, except as otherwise expressly described in Section 2, below. AYear 2000 Compliant= shall mean that information resources meet the following criteria: a. Data structures (e.g., databases, data files) provide 4-digit date century recognition. For example, A1996" provides date century recognition; A 96" does not. b. Stored data contains date century recognition, including (but not limited to) data stored in databases and hardware/device internal system dates. C. Calculations and programs logic accommodate both same century and multi - century formulas and date values. Calculations and logic include (but are not limited to) sort algorithms, calendar generation, event recognition, and all processing actions that use or produce date values. d. Interfaces (to and from other systems or organizations) prevent non -compliant dates and data from entering any state system. e. User interfaces (i.e., screens; reports; etc.) accurately show 4 digit years. f. Year 2000 is correctly treated as a leap year within all calculation and calendar logic. Section 2. Contractor agrees to notify the City immediately of any information resources or systems that are not Year 2000 Compliant upon encountering the same in connection with the performance of the Agreement, including without limitation any information resources or systems in use by Contractor in the performance of the Agreement or information resources or systems of the City regarding which Contractor obtains information in the coCitye of its performance of the Agreement. Agreed Section 3. Contractor agrees to permit examination, by the City or agents thereof, of any and all information resources and systems in use in connection with this Agreement, and related Year 2000 Compliance implementation plans, in order to evaluate Year 2000 Compliance and potential implications of the same for the City and for performance of the Agreement. Agreed Section 4. The Contractor shall indemnify and hold harmless the City, and its officers, agents and employees, from and against all claims, damages, losses, and expenses, including attorneys fees, arising out of or resulting from the Contractor—s information resources or systems that are not Year 2000 Compliant. Agreed 53 i Altris EB TM Altris Software has grown rapidly over the years and now holds a substantial share of today's document management market. The company's broad range of products, suitable for departmental or enterprise -wide deployment across a range of industries continues to receive wide praise from both customers and consultants. Now Altris has introduced Altris EBTm and the Intelligent DocumentTM, an innovation for the next generation of document management. By pushing information to the desktop as it is needed, Altris EB enables the user to focus on the process while the information gathers itself. Altris EB positions the document at the heart of the "thinking organization" thereby facilitating corporate knowledge management. What is Altris EB? Altris EB is the next evolution of the Altris suite �. of document management software. Once in _j Acme E nterprisec the system, a document knows who has an O t� Administrative Services mt1Marketing interest in it, what processes it must follow and °a.Qesupport when it is no longer required. :G1 p-(] Distributor I p+-Cj Supplier No longer does the user need to search for a Tj Customer a Facilities Managemei document; the document lets the user know .. � L Ll sorely ,I when comments and changes occur, when it is _4T9_ referenced and what links it has to other documents. AdMatrix.MIS (Lending intelligence to documents Altris EB is a complete enterprise document management system, built on a three tier architecture, supporting common databases, networks, file types and desktop platforms. The product offers rich functionality for end users in office and engineering environments. Altris EB extends the current Altris product set, simplifying setup, lowering startup costs and harnessing the power of the document warehouse. Through Altris EB, the authorized user can obtain on demand or through push publishing, all information of interest. Multiple levels of functionality are provided to the desktop, ensuring the lowest training costs and creating a personal environment. Both thin and thick clients are supported, allowing the implementing customer to choose the appropriate deployment strategy. Altris EB offers tight coupling with structured data, enabling a complete view of corporate knowledge. Technologies such as PDM (product data), COLD (report data) and Data Warehousing (data set aside for mining) are all supported, as well as integration with in -place database applications for human resources, accounts payable, maintenance and other functions. The Altris EB product family supports Microsoft BackOfficeT" products as well as UNIX servers and other Internet servers, plus UNIX workstations. ---- ❑ x Fie Edit view Annotate Tools Window fjelp J Send... File: Send... <Alt, F, psy '.X Lndard tooly fu i � J L� Tool — .LC wnwE i,r� _] Mail � 4A Insert: File <Ak, I, F � Pl etvaoik-Tool. nick. FnF':hero File: Send eCtrt+Ent t FlFrdeva� NUM'' I I "Altris EB promises to shift the paradigm to the Intelligent Document, a leap ahead in enterprise document management. Always a strong technology leader, the company has a vision that captures the essence of personalized document management at an enterprise level. They are providing the foundation to a new era in document management in which the document becomes an active participant in the enterprise, acting as author, keeper and purveyor of corporate knowledge." - Carl Frappaolo, Delphi Consulting Group (Lending intelligence to documents 0 b • -- ile Edit 'View Options Tools Window Help -JM Xf I I I I Q Send Tools:I See File Sand, 2. Mailing ions J page 8 options d\ Insert: I are coveted fully In the Uses j.. J File: S File: Send... <Alt, F, b>takesyoutothe- J � J The standard tools, for the application yc `•\ Tools: Address Book<arl+Shift -J J J F- NUM I The real power of document management lies in its ability to leverage corporate memory and impose business logic for increased productivity and informed decision making. "The idea that our employees receive the information they need without having to find it themselves is very appealing. We have had a very successful relationship with Altris over the years and feel that with Altris EB, it will be even better." - Richard Browning, London Underground Ltd 41 How will Altris EB benefit our customers? .v Increased productivity - Altris EB technology ensures information arrives at the desktop in ��� Informed decision making - Altris ES improves access to information, empowering users to the correct form, at the time required and in formulate strategies and tactics based on solid, the correct version. timely information. �y i� Regulatory compliance - Altris EB ensures that the most up-to-date documentation is available at all times, printing is controlled, transmittals ♦ Cost savings - Altris EB assists businesses to reduce time -to -market by imposing business logic and delivering the Intelligent Documi tracked and retention schedules enforced. Outstanding customer service - Altris EB allows instant access to information enabling Leverage computing infrastructure - Altris EB operates in existing environments, protecting you to give your customers a speedy the network from the strain of transferring large response. data files and linking to existing applications. Globalization -Altris EB supports global commerce and remote access computing through Internet, intranet and extranet technologies. (Lending intelligence to documents What are the key features of Altris EB? A traditional document management system requires the user to request information. Altris EB scales new heights, providing a push model for information access, personalizing the desktop while providing innovative tools for system setup and administration. Rendition management e� Selected documents are presented to the user in �! a single desktop, regardless of originating application. Multiple renditions are supported, optimizing desktop and network access. Comments can be added to any rendition, with comments reflected on other renditions in real time. Renditions can be automatically generated. Personal desktop i� Each user has a personal desktop to organize _yk�� local documents and system documents as desired. Desktop tools and views into the corporate memory are configured based on the user. The Intelligent Document presents itself through this interface. \, Intranet connectivity. Altris EB supports full function access through graphical browsers. Retrieved documents can be viewed and manipulated in the browser or a sub -window through ActiveX and the Active Desktop. Personalized views of the data are presented to each user. Intuitive system administration System setup and administration are straightforward. Data modelling is done through a series of configuration and attributing steps. Audit trails and other system reporting is simple and flexible. Profiling is managed through graphical tools. Integration with Microsoft BackOfice Altris EB is built on a multi -tier architecture, allowing customers to choose between thin and thick client models and thus deploy process and data servers most efficiently. Altris EB supports common enterprise tools such as Microsoft FrontOffice and BackOffice, Lotus cc:mail and MS -Mail and integrates easily with other applications such as PeopleSoft, Oracle Financials, Lotus Notes, Microsoft Exchange Server and various manufacturing and maintenance systems. L� Enterprise Workspace - Sasha Powell - Navigator -:I _j System repulk_ _j Workhow Adn Alm Power Comp _ J Image Engine _I Legacy ApPlicatioi ..1®- _j Mail I J Retrieval _J Easy Seashe WUIksPace Bounds Chec... Steve Monigorn. Cunert Germs,... David Sanders J Customer Cale Margaret Prosser email John Smith FTP Site Brian Colston FW: Manuals f... Gnieet Kahlon gndatl a k... Internet Mail glenn cou@s_. Jay Patel Him mgmt Sunll T,.... NUM I_ "The globalization of markets and enterprises has led to the demand for easy access to information wherever you are. Altris EB answers that demand in a unique and exciting way. Another first for Altris." - Andrew Webb, Global Commerce Consultant For further information, please contact: Corporate Headquarters: International Centre Altris Software Inc. Altris Software Ltd 9339 Carroll Park Drive Altris House San Diego, CA 92121 53-55 Uxbridge Road USA Ealing London W5 5SA ENGLAND Tel: +1 619 625 3000 DAVID REEDER Fax: +1 619 546 7671 ALPHA NUMERIC SOLUTIONS info@altris.com Document Management Specialists http://www.altris.com 3759 West 2340 South, Suite G Salt Lake City, Utah 84120 Phone: (801) 977-8608 1b i • ir F.\IASACEMEN r WORLD V"W KNOWLEDGE MANAGEMENT SOLUTIONS FOR IMPROVING BUSINESS PERFORMANCE Online records in Salt Lake PAPER -INTENSIVE OFFICE TRANSFORMED INTO STATE-OF-THE-ART INFORMATION SOURCE ■LOCAL GOVERNMENT Warranty deeds, trust deeds, reconveyances, death certifi- cates in every combination of paper size. color and weight feed into the recorder's office of Salt Lake County, UT, at a rate of 1,800 documents per day. Each document averages 2.5 pages. The county has seen an annual 8% increase in documents reaching I million pages in 1996. Processing one document could take as long as three months or more. County recorder Nancy Workman knew automation could improve the time- consuming manual process. But she was stymied by the fact that recorded data has to be available to any county agency or county employee at all times. Under the Public Records Act, records must also be available to the general public. Workman initiated an online records management project: CRISP (County Recorder's Imaging System Program), which is cred- ited with making the recorder's docu- ments available online through the Internet and intranet. Systems Integrator Alpha Numeric Solutions (ANS, Salt Lake City) won the contract out of a field of 20 contenders with its proposal to base the system on Altris (San Diego) document manage- ment software. "The system is based on a SUN 3000 Solaris server with an Oracle database," said Chris Painter, a systems engineer for ANS. Bell & Howell duplex scanners •support two scan stations. Five indexing stations allow multiple users to index and store scanned documents. A complete Staffware (Bedford, MA) workflow package tops it off." County records are mandated to main- tain records on a specific medium for stor- age —currently microfilm m microfiche. A Hewlett-Packard (HP, Palo Alto, CA) opti- cal 330-GB jukeboxwill be used to store and retrieve documents, enhanced with WORM optical technology. "This is an ambitious project for our department," said Workman. "We will con- vert approximately 14 million pages of microfilm that will offer records back to 1980. This backfile conversion process will take approximately two years" The county has purchased a SunRise microfilm scanner to convert the microfilm into electronic documents. ANS also provided an interface to the existing IBM 9672 mainframe and appli- cation software, which allows the staff to retrieve the scanned documents, view, print and fax from within the mainframe software and greatly reduced the learning curve since users were working with familiar applications. "While other counties in Utah. Colorado and California are experiment- ing with the scanner method of recording deeds. I believe that Salt Lake is the first county to go online," said Painter. "Several other counties, such as Orange County, CA, are looking to model their systems alter this one." On July I, 1997. access to Salt Lake County's records was opened to the public. With a SUN Sparc server and Altris' Wisdom Web interface software, the sys- tem (called POLARIS —Public On -Line Access to Recorder's Information System) is accessible over the Internet. County residents, banks, real estate agents, title companies and appraisers now have electronic access to the complete his- tory of every parcel of property in the county, dating back to Brigham Young. According to Workman, the application has significantly reduced the time needed to search property titles. An interface to the county mainframe and enterprise document management sys- tem allows secure access to documents. based on a user's access profile. A custom program called "locator" allows internal EDM users to access a county map or plat and click on an area to access the property information within that area. A special software utility records and reports the number of hits on images and maps via the Internet, enabling the county to charge for each image or map accessed by a public subscriber. A subscription to POLARIS is $100 for the initial hookup and a minimum fee of $25 per month. 1 Altris Software 9339 Carroll Park Drive San Diego CA 92121 619-625-3000 619-546-7671 info@altris.com www.altris.com © 1997, Knowledge Asset Media, Inc. —All rights reserved. 4.4 Presentation/Demonstration The award may be made on the basis of written evaluations or, at the option of the City, up to • three of the top -rated respondents may be asked to participate in further interviews and/or demonstrations. Such interviews /demonstrations will be evaluated using the same criteria as the written proposals. The City of Fort Collins will require that the top proposing firm(s) demonstrate with actual Engineering Department documents and maps, how their system will be able to perform the following, but not limited to: scan, index, retrieve, print and/or plot. The firm will also be required to demonstrate the capabilities to perform work flow and the related features of work flow, such as sticky notes, editing, etc. In addition, other items identified in this RFP shall be demonstrated, such as but not limited to, the active map concept, cross referencing and indexing, various search functions, the ability to use customizable search fields, and utilize the Intranet and/or Internet to search records. Section 5.0: Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal. By signing the Proposal I agree to the rating system as outlined in section 4 and will enter into an agreement with the City of Fort Collins substantially per the terms of the Standard Services Agreement (sample copy in Exhibit B) within 30 days after notification of acceptance. If the Agreement is not signed within 30 days after notification of award, the city has the right to cancel and award the proposal to the next highest rated proposal. Alpha Numeric Solutions • Firm name 3759 West 2340 South, Suite G, Salt Lake City Firm Address Utah 84120 State Zip Code 0 uthorized Signature Date David Reeder Nov. 3, 1999 Sales Manager Title Doug Osborn Mesa County Information Management Division (IMD) 544 Rood Ave. P.O. Box 20,000-5037 Grand ]unction, Colorado 81502-5037 Phone: (970) 244-1661 FAX: (970) 244-1756 Internet e-mail: dosborn@co.mesa.co.us DATE: 05/28/99 To Whom it may concern; This letter shall serve as a letter of recommendation for Alpha Numeric Solutions, 3759 West 2340 South (Jefferson Bldg. Unit G), West Valley, UT 84120. Over the course of the last several years Mesa County has enjoyed an extremely • productive and collaborative relationship with Alpha Numeric Solutions. During this time period we have partnered with ANS to implement a great many projects. ANS has proven to be Mesa County's single most valuable asset in achieving our electronic document management goals. They have proven to be knowledgeable, courteous, responsive, professional, and the staff possesses a degree of integrity which is at times difficult to find in today's market. Alpha Numeric Solutions has earned Mesa County, Colorado's utmost referral for others looking to utilize their services. I will gladly field questions beyond the scope of this letter by contacting me at any of the above addresses. Respectfully Doug Osborn Records Coordinator Mesa County, Colorado • May 11,1999 David Reeder Alpha Numeric Solution 3759 West 2340 South, Suite G West Valley, Utah 84120 Dear David: I wanted to let you know that yet another group, this one was from AIIM International, came through our office to see first hand what they have been reading about in the tech magazines. You definitely have set the benchmark. I understand we were the talk of the AIIMs conference and we weren't even there. We are not positive, but this makes about fifteen government agencies from various parts of the country and more than I can remember, private corporations' IS managers that have come through to see what you have accomplished. Fortunately your system substantially • expedited Recorder processes such that we can accommodate these people and assist them in assessing the significant savings and increased services facilitated by your system. n Our statutory duties which previously required months to accomplish, now requires only minutes. Months to minutes. It is amazing! The public and private sectors that depend on this office have benefitted enormously. Our new technological advances have completely re -written how real estate transactions take place in this county. It seems we still are one -of -a -kind and no where else is this happening. Several prominent companies have tried to implement the same technology for other government agencies in the country and have not yet succeeded. We interviewed many of these well- known companies in our initial discovery stage. Being a general engineering contractor from the private sector and a businesswoman for umpteen years, I have implemented more than a few new innovative projects, fortunately' successfully. Through the years I have observed how others have failed and recognize the signs contributing to why these companies would have difficulty doing what you have done. NANCY WORKMAN Salt Lake County Recorder (801) 468-3398 nworkmanac .slc.ut.us Dena Noland Chief Deputy (801) 468-3490 dnoland®co.slc.ut.us Baron Lund Plat Administrator (801) 468-3625 blund®co.sIc.W.us Andrew Harper Technology Administrator/ GIs Director (801) 468-3395 aharper®co.slc.ut.us Dorothy Sinfield-Ellis Records Administrator (801) 468-3623 dsinfeld ®co.slc. w,us Sharlene Butterfield Abstract Administrator (801) 468-3627 sbutter<eld a co.slc.mus Dustin Butler POLARIS Director (801) 468-3682 dustineco.slc.mus Jackie Walton Fiscal Administrator (801) 468-3240 iwaltonOwsic.w.us Geraldine Shaw Administrative Assistant (601) 468-3622 gshaw®co.slc.ut.us Fax (801) 468-3335 http://rec.co.sic.ut.us SALT LAKE COUNTY GOVERNMENT CENTER • 2001 SOUTH STATE #N 1600 0 SALT LAKE CITY, UTAH 84190-1 1 5O • page two of two Letter to Alpha Numeric Solutions May 11,1999 I'm grateful to you. It is a concern when one spends the peoples' money on brand new, never been done before, venture. Most of these kinds of projects fail. Thank you. It works! It's stable! It came in on budget. The employees love it! The public sector loves it! The private sector loves it! It's all that we hoped for - and more. You have been great to work with. So many vendors and suppliers are so intent on checking their contract, the clock and their attorney before getting up in the morning that they lose sight of accomplishment. Not having to deal with the sub -contractor or outsourcing situation that is inherent in most of today's large technology companies was a benefit and contributed to a large degree to your success. Your organization has that `old time' high work ethic, a `results driven' mentality and an extraordinarily talented staff. They not only exhibit exceptional - exceptional technical expertise, but they • listen, are thorough, conscientious, plus possess great people skills. You have all the ingredients necessary to succeed. Thanks! Since , Nanc o n Salt Lak ounty Recorder NW:mkh 0 r1 U E 0 Michael O. Leavitt Covereor Raylene Ireland Executive Director Nan F. Edwards Risk Minister June 4, 1999 T 04 `A Department of Administrative Services Division of Risk Management 5120 State Office Building P O Box 141321 Salt Lake City, Utah 84114-1321 (801)538-9560 (801)638-9597 FAX To whom it may concern: The State of Utah, Division of Risk Management entered into a contract with Alpha Numeric Solutions in October 1997 to provide services and software for an document imaging system for the division. The software product that was selected was the Altris software. Alpha Numeric Solutions installed the software, provided training and has supplied annual maintenance for the product. The Division of Risk Management is satisfied with the Altris software and with the service that is provided by Alpha Numeric Solutions in supporting this contract. If you have any questions relating to this contract, please feel free to contact me at 538-9580. 1 �b Bob Wylie Financial Manager WASHINGTON COUNTY ASSESSOR 197 East Tabernacle • St. George, Utah 84770 Telephone: (435) 634-5703 • FAX: (435) 634-5718 ARTHUR L. PARTRIDGE County Assessor May 27, 1999 Jim Painter, President Alpha Numeric Solutions 3759 West 2340 South West Valley City, UT 84120 Dear Mr. Painter: The Washington County Assessor's Office is completing its third year of using the products and services we acquired from your company. I thought this might be an appropriate time to reflect on how the Imaging System, we bought from you, is performing in relation to our expectations. • Washington County is one of the fastest growing counties in the nation. As such demands for filing space to store appraisals and other associated documents was a real problem for our office. Prior to 1997, when we installed the Imaging System, we were filling about nine 5-drawer filing cabinets a year with information about new properties. With limited office space to expand, into we were literally filling our entire office with filing cabinets. During these years we also more than doubled the size of our staff to handle the growing number of appraisals required. We needed to find a more efficient way to store and retrieve information. We considered a number of solutions to our dilemma. We evaluated the products offered by a number of companies. Because ours was not just a document archiving problem, but rather, we needed to be able store documents that are constantly being retrieved and updated. In fact, we revise every appraisal document at least once each year and many are changed numerous times during the year. Based on these and other factors we selected the "Altrus Software" offered by your company. In addition, we purchased most of our equipment from you as well. As much as possible, we wanted our solution to be a turnkey installation.. We have not been disappointed in our selection. When you consider replacing thousands of vital public records and documents, that have taken many years to create, the decision regarding which product and vendor to select is critical. It is very frightening to consider replacing hard paper documents with electronic images. A variety of questions go through your mind. Will my documents be safe? Can I find them when I need them? Can I get a copy when I need it? Can I make changes to the documents and restore • them as I need to? These and many other questions where being considered by all of our staff as • we contemplated this change in the way we store documents. With Altrus Software the answer to all of these questions has been yes. We have experienced very few stumbling blocks in either the installation or the ongoing operation of our Imaging System. The personnel from Alpha Numeric Solutions assigned to our project have been very knowledge, dedicated, and friendly. I believe their expertise was a very important factor in our success. In my judgement, the implementation of the Imaging System has been a total success. We have not experienced any of the problems, I feared might occur when replacing our hard copy files. Of the approximately 600,000 documents plan to entered into the system, at the present time about 70% or 420,000 documents have either been scanned or COLD transferred into our Imaging. We have about thirty PC workstations actively retrieving information from the system. I would like to thank you and your staff at Alpha Numeric Solutions for the service you have rendered our office. We look foreword to a continuing relationship in the future. ALP/mh • 0 Arthur L. Partridge ashi�nCounty Asse u ALTRIS EBTM: The Secure Foundation for Knowledge Management L\I TABLE OF CONTENTS • What is Knowledge Management?...............................................................3 Introduction — The Growing Need for Knowledge Management ............................4 Information Overload........................................................................4 TheSolution...................................................................................5 TheWhite Paper..............................................................................6 The Characteristics of True Enterprise Knowledge Management .........................7 Scalability......................................................................................8 RapidDeployment............................................................................8 Leveraging the Infrastructure...............................................................8 Lifecycle Management........................................................................9 Push/pull......................................................................................10 Cost of Ownership...........................................................................10 Enterprise Capabilities from Altris Software.................................................12 Scalability....................................................................................12 • A Thin Client, Multiple Server Architecture....................................12 RapidDeployment...........................................................................13 Internet Enabled...................................................................13 Integrated Document Management.............................................13 Leveraging the Infrastructure.............................................................14 Standards Based...................................................................14 Interoperability Using EB Business Objects...................................14 Lifecycle Management.....................................................................15 MediaManager.....................................................................15 Costof Ownership..........................................................................1 5 TIETM................................................................................16 Flexible Integration...............................................................16 The Altris Vision for Enterprise Knowledge Management................................18 SmartPush....................................................................................19 SmartAnnotationSTM.........................................................................1 9 • Summary..............................................................................................20 2 IN1 Altris EB delivers secure vault technology at the enterprise level. It is the keystone in building foundations for the Knowledge Management 0 Enterprise. What is Knowledge Management? Knowledge Management is increasingly seen by leading edge implementors as the way to achieve competitive advantage in the years ahead This strategy however can only be implemented successfully via major changes in focus within the organization. Knowledge Management is a management philosophy that forces organizations to take a long hard look at themselves. That `look" encompasses all the prime constituents of the organization - people, skills, physical systems, processes and culture - a very similar approach to Total Quality Management. It is only by understanding all of these and their interactions that organizations can create a learning environment that will allow them to constantly adapt to the multidimensional world in which we now live. The successful application of the lessons learned from this analysis will require: 0 • a clear view of the organization's core strengths and future role 11 • support for the changes that will be required from the individual within the organization and from the corporate culture • a strategy for building an infrastructure of systems and skills to underpin the Knowledge Management Enterprise IN1 • n U C� Introduction - The Growing Need for Knowledge Management "Today, Nie are trying to sell more and more intellect and less and less materials" George Hegg, Vice President of Strategic Planning, 3M The modern world's complex and highly competitive business climate is putting intense pressure on organizations. In particular, they are experiencing a breakdown of traditional structures and, with it, many of the mechanisms that have been developed to protect intellectual capital: • no more `jobs for life" • an increasing number of jobs are for the duration of a project only • central control of archives and archival procedures has long since broken down in most organizations • distributed computing technologies have encouraged the fragmentation of information structures Information Overload These changes are taking place at a time when knowledge has never been more important. The ability to nurture and manage knowledge is becoming the key differentiator for an increasing number of organizations. Research carried out by Reuters, the international news and information agency, found that two-thirds of managers in companies of all sizes and within all departments claimed to need very high levels of information to perform effectively and they also believed that information is currently under- utilized. At the same time, a majority of these managers felt unable to deal with the volumes of information that they had to handle. 'It is difficult to balance collection of information for important decisions with major job responsibilities." Strongly Agree L,1,� s �!­ -U is 32 is Strongly Disagree , 0 5 10 15 20 25 30 35 eource'.Dying ror mrormzrlon sealers 4 EXHIBIT A Scope of the Project . The City of Fort Collins Engineering Department is interested in purchasing a multi -phased electronic document management system that will allow for the electronic archiving of current and historical civil engineering documents, as well as supporting documents that are standard paper size. The civil engineering documents are on various media, such as vellum, linen, Mylar, blue line paper, and old discolored sepia. The documents are civil engineering plats, plans, construction drawings, and maps. The standard size of the documents is 2436 or larger (42x42). Most of the documents are "final" documents; they are not work in progress or drafts. It is envisioned that this project will be expandable to serve a variety of functions. The initial phase will be the conversion of over 10,000 civil engineering documents, as defined above, into electronic format. These archived records will be indexed and stored on media that will allow for disaster recovery in the event of a disaster or destruction of the computer or building that the system will reside on. It is anticipated that the system will allow for the addition of comments to the scanned images during the indexing process, through "sticky notes" or editing features. During the scanning stage, it is expected that images can be "cleaned up" particularly when scanning old, discolored documents. Once the archiving has taken place, it is the intention of the Engineering department to make these documents available to a variety of sources through a phased rollout process. Access for each customer group would constitute a separate sub -phase of the major project. The initial customer will be employees of the Engineering Department. It is our preference to utilize a non-proprietary web viewer to allow access to the electronic data so as to avoid additional costs with client software. Our preference is to only utilize client software for the administrator, and the scan and indexing stations, and all other users will utilize a non-proprietary • web viewer. There will be two ways of viewing the documents for users, from either their individual desks or via remote access. The field crews (inspectors and surveyors) will have a laptop computer that can remotely login to the network/server and pull up either the image or supporting documentation for an image, or both. A/tris software as proposed, will provide either a web Client Internal Client, or Creator Client (this client allows user to input into the system) software. However, each Internet or web client or creator will have a plugin or a small software client viewer that will provide the access and viewing of stored documents. The software as proposed will have the power to retrieve documents with Free Text Retrieval process as well as using direct index criteria to retrieve documents. Remote access, as well as internal access may be made from an installed client or web connection, using a standard web browser. The second customer of the system will be a citizen who personally comes in to the Engineering Department requesting information. We will have a self -serve kiosk at the Mapping/Drafting Service counter that citizens/customers can use to search through the records that they may be looking for. This self-service kiosk should be user friendly and easy to navigate through. It is expected that the software provide a thumbnail approach to viewing images, particularly if there are multiple images related to a single inquiry. The customer then can zoom into the area that they are seeking and print out the identified area to a printer in 8.5xl 1 format or chose to have the entire 24x36 image which would print to a plotter. Alpha Numeric Solutions has the ability to customize a very friendly user menu for public access. Thumbnail views would be especially important to give these users a look at the document without actually printing the Information. Software proposed will allow a zoomed area to be printed, as well as printing whole drawing to a plotter. The third customer of the system would be the rest of the City organization, particularly those departments that house their documents in Engineering's vault currently, such as the Water and 6 The Solution • A partial solution is provided by today's document management systems because they help companies to make information more readily available in a convenient form, whenever and wherever it is needed. However, these systems have traditionally treated the document as a "container" and not as "content", concentrating on delivering a folder from one point to another rather than exploiting the information contained in the folders. In addition, they are workgroup-based and have high roll -out costs. There is still the need to manage the documents in specific applications. However, increasingly, the need today is for systems that will allow organizations to exploit their intellectual assets more effectively. Users need tools to unlock the knowledge contained in document repositories, both within and beyond the organization and, at the same time, to have the confidence that the information they are using is accurate, up-to-date and, where appropriate, approved. A key enabler in providing this capability across the enterprise is the rapid acceptance of Internet technology by the business world. The familiar browser interface, the relatively low • cost of deployment and the speed with which such systems can be implemented allow organizations to move out of the document management era, quickly and easily and into the • age of true knowledge management. IN] The White Paper • This White Paper describes how Altris Software is providing solutions that are of key importance to those organizations that already recognize they need to become knowledge management enterprises. It also addresses the issues of how Altris can deliver true enterprise wide solutions. It begins by describing the key market requirements and the associated challenges and goes on to outline the unique software, system and service capabilities offered by Altris Software Inc. to achieve knowledge management success. It discusses Altris's vision for the evolution of document management into true enterprise wide knowledge management and describes the product architecture and software components that make Altris Software the natural choice for organizations with the will to succeed in the 21 st century. Altris is a particularly appropriate choice for organizations that recognize future competitive advantage will derive from the ability to capitalize on their intellectual assets more effectively than their competitors. In summary, Altris Software's goals are to provide systems that: • control and manage the lifecycle of all forms of information within an organization 0 • maintain the integrity of the information at all times • • provide access to that information by any authorized person, within or beyond the organization • make that information work for the organization. I'M E n U n U The Characteristics of True Enterprise Knowledge Management "Finding ways of dealing with the information burden is now one of the most urgent world- wide challengesfacing business" "Dying for Information? " Reuters Business Information The need to manage knowledge affects everyone in the workplace - from the individual requiring the drawings and manuals to carry out a repair all the way to the Board of Directors making a strategic decision about the future of the organization. This means that knowledge has to be provided: • across the whole organization • in forms which accommodate different skill levels and different uses • with a guarantee that information is accurate, up-to-date, authorized where appropriate and secure • in a readily accessible form Above all, knowledge has to be made to work for the organization, enabling innovation to take place more quickly and thereby gaining vital competitive advantage. Traditionally, knowledge has been used as a way of helping the organization to maintain its position in its chosen markets. Increasingly, it must recognize that knowledge is itself a positive dynamic which is capable of driving an enterprise forward. The Value of Information £9,000,000 E8,000,000 E7,000,000 £a,000,000 £5,000,000 £4,000,000 £3,000,000 E2,000,000 E1,000,000 E0 1998 1999 2000 2001 2002 $S/W Value E Services A Data 7 ra The electronic document management industry has so far failed to deliver enterprise -wide • capabilities. It has provided some very useful "point" solutions that have solved particular problems but has fallen short of liberating knowledge from departmental ghettos and making it available and useful across a whole enterprise. What then are the characteristics of true enterprise -wide knowledge management? Scalability Scalability is obviously an essential attribute of enterprise -wide systems. Success at the departmental or workgroup level will create a desire to extend the benefits of knowledge management to a wider organizational community. However, it is not only the total number of users that grows, it is also the total number of users who require access at any point in time, i.e. concurrency plus the volumes of information that the system is being required to handle. To date, the point solutions typical of the document management industry handle 50 or fewer concurrent users. True enterprise systems, however, will have to accommodate hundreds, possibly thousands, of concurrent users and a parallel increase in the volumes of documents being managed, without any perceptible degradation in system performance. Rapid Deployment The benefits of a knowledge management system increase exponentially with growth in the number of users. Rapid deployment is therefore a key factor in achieving a quick return on investment and it relies on these factors: • the ability to connect large numbers of users, at a relatively low cost and using familiar technology, possibly the browser interface • using the technology to provide easily configurable solutions to real business needs such as streamlining engineering change management, claims settlement, safety management and customer service processes. Leveraging the Infrastructure To achieve knowledge management enterprise status, an organization must implement 40 software and technology that builds on the existing infrastructure and integrates with current business processes. The objective must be to link the islands of technology and silos of IM information that have characterized the information management world so far. Systems that will underpin knowledge management enterprises must, therefore, support: • • ratified standards, such as ODMA (Open Document Management API), and de facto standards such as Microsoft NT and Windows 95/98 operating systems • popular database products such as Oracle and Microsoft SQL Server • desktop applications such as Microsoft Office 97 • groupware applications, such as Microsoft Exchange, which will provide the environment that encourages the collaborative working essential to knowledge management • third -party applications ranging from ERP (Enterprise Resource Planning) systems such as SAP, through maintenance management systems such as Maximo, to CAD systems such as AutoCAD. It is also important to leverage user skills by allowing access to knowledge management support systems directly from familiar web browsers and application interfaces. Lifecycle Management • Any knowledge management organization has to be confident that the documents within the system are accurate, up-to-date and, where appropriate, approved. This is important for every • organization, but is especially critical for those organizations operating in a regulated environment - nuclear power generation, defense manufacturing, airplane production, chemical processing, etc. The price of failure can range from lost opportunities and financial disaster to loss of life and suspension of an organization's operating license in the most heavily regulated industries. It is far from unusual with present practices for two different sub -contractors working on a project to simultaneously modify a drawing in different ways or for an unauthorized person to change the terms and conditions on a contract document. At the very minimum, this will result in re -work, although the consequences can be more serious. Enterprise systems must have the capability to manage these events, if they are to have any value at all. Similarly, annotations resulting from a consultation process are as important as the original document and require to be tracked and recorded just as carefully. IM Push/Pull • In the last 20 years, users have been deluged with technology that makes it easier to produce information and distribute it. What has not been addressed is the problem of identifying the information that will help individuals and groups to "work smarter". Industry's current underuse of the information resource is highlighted by the fact that some 80% of information which is filed, whether as paper, microfilm or in electronic form, is retrieved only once and that is when it is finally "shredded". At the same time, individuals are redoing work which has already been done and exists somewhere within the system, or they are taking the wrong decision because they cannot find or do not know where to look for information which is theoretically available to them. A true enterprise knowledge management system must facilitate the reuse of existing documents and ease the burden of information overload which has either already reached crisis point or will do so in the early 21st century. A failure to do this may, in the words of psychologist David Lewis, "undermine performance, making it harder to think clearly or act sensibly". 40 This is the traditional "pull" capability, effectively making information available.to those who want it and know where to look for it. However, in this age of information overload, the system must also be able to "push" the relevant information at the individuals who need to act upon it. This development requires the system to identify the profile of each user's information portfolio and, therefore, post each new or updated document, when it is filed, into the appropriate users' mail boxes. Cost of Ownership Business today is eager to gain the competitive advantages that the latest technological developments can bring - but not at any price. Management, in recent years, has become all too aware of how expensive it can be to run computer systems, especially distributed PC networks. The total cost of ownership, i.e. the purchase price, plus maintenance, plus day-to- day management, is, therefore, an increasingly important factor in organizational buying decisions. There are many factors in addition to the initial purchase price that can affect cost of ownership. These include: 10 �h, • minimal impact on other systems reducing the need to upgrade infrastructure items such as • networks, user workstations, etc. • minimizing training and familiarization cycles by reusing as much as possible of existing • • systems • reducing the time taken to manage the system on a day to day basis by the introduction of cenralized management of distributed systems • enabling rapid, troublefree integration with third party software so that the system is always up to date I Enterprise Capabilities from Altris Software • "An organization's ability to spin the straw of information and knowledge into corporate gold depends heavily on its culture and management style ". "Spinning Straw Into Cold: Managing Intellectual Capital Effectively" Institute of Management It would also be appropriate to add that turning information and knowledge into corporate gold depends on the organization's ability to extend knowledge access to employees at all levels of the organization. (Providing access for external partners and contractors, whose input is very often undervalued, is also important.) The problems inherent in implementing and managing client/server architectures and the absence of a unified network infrastructure have, however, meant that most organizations allow the technology components of knowledge management such as image processing, document management and workflow to develop as islands of technology. Ultimately the reality is that organizations will expect to be able to extend successful implementations from the group to the department; from the department to the site; and from the site to the organization worldwide. Eventually they will also want to encompass the organization in its broadest sense including suppliers, contractors • and customers. Scalability Altris EB TM is a completely new system, designed from the ground up to support enterprise wide deployment. A Thin Client, Multiple Server Architecture Altris EB's three-tier architecture effectively gives the choice of "thin" or "thick" clients to accommodate both dedicated and "lite" users within the system and deploy process and data servers most efficiently. The "thin client" architecture combined with its ability to share processing between multiple servers also ensures that EB is notjust scaleable to large numbers of users but has the performance to back up this Scalability. At the client, there is no requirement for file sharing software such as NFS, or database access software such as ODBC drivers or middleware, which means that Altris EB will run on most installed PCs without the need to radically upgrade the hardware or software. 12 T.\1 At the server level, where too many existing document management systems suffer • bottlenecks through their reliance on a single, monolithic server, Altris EB shares the processing between multiple servers. This is achieved by using the latest Microsoft 11 technologies such as Microsoft Transaction Server (MTS) and Microsoft Message Queue Server (MMQ). Altris 3-Tier Architecture Presentation Layer s Desktop GUI ODMA Interface Web Client Tailored y ao o AL �y -e .Le Laim�• .�- tE� •c • tq �� Rapid Deployment Internet Enabled The enthusiastic adoption of Internet technologies by the business community is providing an infrastructure that will permit them to achieve rapid deployment of information management systems to hundreds. even thousands of users. Altris EB allows local and remote users access to EB repositories via Microsoft Internet Explorer, delivering the benefits of rapid, virtually cost free deployment across and beyond the enterprise. Integrated Document Management • EB offers fully integrated imaging, document management, workflow and COLD deliverable either via traditional computer networks or the Web. However unlike the majority of 13 I NI integrated document management systems, users of EB can choose to install just those • functions that they require, lightening the load on hardware systems and simplifying training, management and support. Altris is able to deliver this capability through its investment in a true object oriented architecture. Users can enjoy the benefits of tight integration at the operating system level without the loss of flexibility. Leveraging the Infrastructure Standards Based Altris EB is based on standard networks, desktops and servers as well as standard SQL database platforms such as Microsoft SQL Server and Oracle. Initially, Altris has chosen to base its industry leading information management system on Microsoft Windows NT servers, which are becoming the platform of choice for more and more organizations worldwide. (By the end of 1998, it is expected that 75% of installed document management systems will be running on the Microsoft NT Server platform and that half of these will use Microsoft SQL Server as the database engine.) • Maintaining Altris's policy of offering its users choice and flexibility, EB will also manage the data held on UNIX file and database servers. Interoperability Using EB Business Objects Information is generated by a wide variety of systems and processes both within and beyond the organization. Any system, therefore, which sets out to manage information will be far more effective if it can integrate closely with the sources of information. Recognizing this requirement, EB has `off the shelf' integration capabilities for: Desktop Applications including MS Exchange, MS Word, MS Excel, etc. and AutoCAD It also has the capability of integrating with: ERP Systems including Oracle Financials, SAP, Tetra and PeopleSoft Maintenance Management Systems including Indus EnGuard and Maximo lnteroperability is achieved through EB Business Objects comprising: is • EB ConnectorsTM to facilitate links with third -party applications that enhance the basic operation of the system. Some EB Conneclors are part of the standard product and include 14 TM Stormwater Utility, Planning Department, or other departments that utilizing the Engineering documents for their work, such as the GIS Department. Software proposed would allow these other departments access to the engineering document database of information. A server core license and a user license (web, Internal client, or creator license) would be required for each user. The entire database and server software could be located on a centralized server. The final customer would be the general community of the city of Fort Collins and others who may be interested in the available information. The access for this group would be through Intemet access. In order to open your database of information to the general public, you would probably need to sell a subscription to these users. In this way, you could offer a client license plugin to the user so that they could access the database. The small client plugin could be downloaded across the Internet. Most local and state govemments are working with this model in order to offer access to the EDMS database. The second major phase of the project is to utilize workflow as a way of sharing electronic development plans and information among various workgroups. For the Engineering Department, the Development Review Section is the primary area that will utilize workflow. It is our vision that eventually the development community will provide their development plans in electronic format (dwg, TIFF) that can be downloaded and shared among the various departments that review the plans. In Engineering specifically, the Drafting, Survey, Development Review, and Pavement Management divisions would immediately benefit from sharing of these development documents through an electronic workflow process to red -line, check for legal information, or comment on submitted information. Currently several sets (20) of blue line copies are made and distributed throughout the organization for redlining and review. The workflow process will cut back tremendously on the use of blue line paper and make available more staff time for other tasks. During this phase, Engineering will request that the . development community voluntarily provide their final documents in electronic format (dwg, bitmap, jpeg, tiff) to download to the archived data base to prevent the redundancy of scanning in a paper version of the development plans. Scanning of a hard copy may remain a necessity for those developers who do not utilize CAD programs to produce documents. The technology of workflow routing is actually provided within the core software product being proposed. You would have the capability to route documents to one user ore list of users for red -lining or markup and after the changes or suggestions are in place, the documents could be routed back to the supervisor for implementation into the CAD system. There is also a full rules based workflow software available as an option if required. Generally the software proposed will manage Group 4 TIFF (this is a non- proprietary TIFF, no proprietary header information). Altris software provides a unique compression algorithm in that the standard TIFF is reduced to about 10% of the original file size. This allows users to transmit large TIFF documents (engineering drawings at approximately 300kb, converted to approximately 30kb) This allows for transmissions of large drawings without effecting the bandwidth of the existing network infra -structure. The third major phase of the project will be to scan, index, and cross-reference supporting documentation to the large scale engineering documents. These documents will be standard size documents with A to C format. The typical document is a legal Development Agreement, staff notes, correspondence and soils reports. All associated documentation for large format drawings will be electronically attached to the drawing. This will be done by using the unique name or number of the large drawing, and indexing under a document type or class to identify the type of document. Other departments throughout the organization are interested in possibly utilizing the software . that will be purchased through this RFP. Therefore, this document is also requesting basic information regarding conversion of current documents that have been scanned and indexed into Navigator 2000, an I Levy and Associates (St. Louis) document management program, or conversion of Access data bases that have used image enabling systems such as Image Now the ODMA APIs for desktop applications such as Microsoft Word and Microsoft • PowerPoint. Optional connectors include CAD-ConnectTM that provides integration with AutoCAD. • EB Adapters'" allow customers and integrators to create interfaces with existing enterprise systems which control applications that can benefit from the core functionality offered by EB. EB Adapters provide the "hooks" to link into other types of enterprise systems such as records management, maintenance management, ERP (Enterprise Resource Planning) and MRP (Manufacturing Resource Planning). The objective in closely integrating these systems with Altris EB is to deliver real business benefits through the provision of enterprise knowledge management technology that leverages all of the real business solutions implemented at workgroup and departmental level, now and in the future. EB's future proof architecture is critically important given that the information managed by EB will increase in value over time, while the original investment in software will be written off relatively quickly. • Lifecycle Management MediaManager At the heart of any "state-of-the-art" information management system, there is a requirement for a secure vault. The Altris MediaManager provides full lifecycle management, including version control, rendition management and check in/check out with full audit traceability. MediaManager stores and manages scanned images and electronically -created information contained in word processed documents, spreadsheet files, CAD drawings, etc. Cost of Ownership There is increasing awareness among the business community that the cost of purchasing and implementing any type of IT system, can be far outweighed by the costs of managing and maintaining it over its life. Altris has recognized these concerns and through a combination of its own and Microsoft developed technologies has configured EB to be a low maintenance system. The modular, object oriented design of EB reduces Cost of Ownership to a minimum • by: • loading only those objects required for the application 15 rm • reduced software maintenance • always able to integrate the latest technologies with minimum impact on the rest of the system • the ability to centrally administer and configure EB clients • integration with Microsoft Transaction Server Roles TIE TM TIE (Targeted Image Extraction) Technology is a unique, patented Altris technology that offers: • rapid access to images • reduced network traffic which makes best use of lower speed networks and/or the connection of large numbers of users • rapid browsing through multiple pages • low memory requirement on the client • In other words, Altris EB with TIE does not need the network and workstation upgrades required by many systems to handle image effectively. Flexible Integration Having deployed the technology that supports enterprise knowledge management capabilities, customers also need to be assured that the system can be enriched with new features and new functionality as technology and their own experience develop. Altris EB is based on object - oriented, component technology which allows Altris and its partners to add, remove or modify aspects of the system without having to alter any of the surrounding software. Altris EB means that you only buy as much software as you need today but with the full confidence that it can be expanded next week, next month, next year without major reprogramming or even system replacement and all the loss of momentum and productivity that usually involves. Not only can the software be "mixed and matched" at will, the user "look and feel", the 40 management tools and the APIs are identical across all components. For example, the audit trails, configuration database and scripting language are common, adding to the ease of use, 16 T11 speed of implementation and maintainability of EB. No "best of breed" configuration comes 0 anywhere near to touching Altris EB for sheer streamlined efficiency. • 17 rM The Altris Vision for Enterprise Knowledge Management "To satisfy the developing needs of our customers, we have looked beyond traditional automated library services and defined a system which takes managers off the information treadmill. Altris EB puts information to workfor the company rather than the company having to work for information. " Roger Erickson CEO, Altris Software Inc. Key to Altris EB and its vision for enterprise knowledge management is its ability to make documents intelligent. The objective of EB is to alleviate information overload and free users from the worry of collecting, sifting and verifying the accuracy of the process. This is achieved by providing all the facilities of today's document management systems, plus the ability to identify which "documents" will probably be important to which users; to make them aware of these "documents" and of the additions, changes and deletions as they occur. This is the concept of the "push" technology which aims to break the previous stranglehold of the traditional "pull" approach, in which users went looking for information when they • thought there was something somewhere which would help; or when they knew something was happening of which they should be aware. With so much information now bombarding today's knowledge workers, the development of "push" technologies is essential to keeping the organization's information arteries open. The Altris solution is a concept called The Intelligent Document'Mand it relies on two major system components, SmartPush" and SmartAnnotationsr" In 1999 Altris will release a version of EB that will include the SmartPush and SmartAnnotations facilities. These advanced functions have been a part of the basic EB design since the very beginning. They will be made available as customers are ready to start maximizing managed information. 18 TM SmartPushTM • SmartPush provides the facilities to profile user requirements and interests, as well as the information objects themselves and then to match the two. Any new or changed information in the system triggers an automatic notification to interested users whose profiles match that of the information. Altris recognizes, however, that such a facility needs to be very flexible in the way that it is implemented to allow users to move up the learning curve in a controlled manner and to allow for different levels of user requirement. For instance, the information profile for a clerk who only handles purchase orders is likely to be very different from a knowledge worker whose task is to monitor the activities of competitors. EB, therefore, provides appropriate levels of profiling. SmartAnnotationsTA9 Annotations are stored as database objects within the EB repository, paving the way for the release of SmartAnnotations with its two key functions. • The first function launches work processes with one or two keystrokes rather than a tedious series of commands. For example, a SmartAnnotation might be an "Approved" stamp which, when applied to an invoice, causes it to be released to an accounts payable department. The second function allows SmartAnnotations appended to a document in the course of a review process to be organized in the same way as the original documents. For example, a user can search for all the annotations made by a particular member of staff or all annotations that mention a particular component. The possibilities are limited only by the user's imagination. m ,aI Summary • 1. Altris EB provides a rock solid vault for the secure storage of and reliable access to the • • vital information assets of an organization. 2. Altris EB works in harmony with people, skills and business processes. Its objective is to deliver integrated document management systems to organizations aspiring to be knowledge management enterprises. 3. The future proof architecture of Altris EB means that it is scalable across the enterprise and can quickly and easily be integrated with the IT infrastructure as well as third party business applications. 4. EB provides the first vital steps towards becoming a knowledge management enterprise. TNI 20 (Perceptive Vision, Inc.). Also, there is interest in the possible connectivity, compatibility, linkage, or data exchange between a document management system and ESRI Arclnfo GIS software, and Sierra Permits Plus software. • Alpha Numeric Solutions has completed several conversions for organizations. If the TIFF has no proprietary header information, the images and index files may be imported into our proposed software database. If there is proprietary header information, the TIFF will have to be stripped of the header information and a generic header replaced. We would actually have to look at the files to determine if the conversion could be completed, at least a conversion at a reasonable cost for the City. Alpha Numeric Solutions has integrated with ESRI Arclnfo, both at Salt Lake County and Mesa County in Colorado. 3.1 DESCRIPTION OF THE PRODUCT The required product is a computer software package that will enable Engineering to archive, index, and retrieve, in electronic format, large-scale engineering drawings and supporting regular size documentation. The product will allow access to a variety of users through a non-proprietary web viewer. The product will also have a workflow component that will allow for redlining, editing, or attaching notes to an image to be routed throughout the department or organization. The product will have a single storage and backup system. Software proposed will allow electronic management of all document sizes and types. The users may be web or Internal Client to the software. However, a software plugin will have to be on each PC that enters the database of information. A routing or workflow capability is fumished with the core software at no additional cost. Storage of documents and information will be proposed within the Financial Investment document. We would recommend using a large RAID hard disk drive on the imaging server, with optical laser disks used for archiving documents. The product will need to provide an integrated approach to electronic storage and usage of large scale engineering drawings (24x36) and standard size documents (8.5xl1, 8.5x14, 11x17) for • document management, imaging, and workflow in a single system. The product should have a single common interface and may have multiple storage areas that will give the system storage flexibility. The multiple areas will be transparent to the user. The product should have the functionality for centralized administration for managing the entire system, not separate administration for each Electronic Document Management System (EDMS) component. The product should also be scaleable and flexible to allow for changes or modifications to meet a broad range of user and organizational requirements. The architecture of the product should be open, 32-bit and have a common back -end. The database should be Oracle based. The product should also allow for Web capabilities (Internet, Intranet). User Interface EB Enterprise Workplace The Enterprise Workplace is the Windows GUI (Graphical User Interface). It is a 32 bit application available for Microsoft Windows 95, 98 and NT workstations. Enterprise Workplace provides the full user functionality including • Document library • Searching by relational and content based information • Documentviewing • Document annotation • Revision control • Mail interface • Status control • System configuration • System administration • • Macro language EB Business Objects API R