 Should a Request for Information (“RFI”) be done?
 An RFI allows for the information on the latest available
products on the market place to be obtained.
 The RFI does not lead to an award but is a way to gather
information that may be used to draft a Request for
Proposal (RFP)/Invitation for Bid (IFB).
 The RFI process allows for the gathering of information
from all possible bidders and to drafting a more
successful Request for Proposal /Information for Bid.
 An RFI must be advertised in the NYS Contract
Reporter.
Sample RFI:
REQUEST FOR INFORMATION (RFI)
Document Imaging System
UNIVERSITY AT ALBANY
Department X
Department X
The University at Albany, SUNY, Department X, has primary responsibility for
handling all of the student documents received by the University at Albany. The
University at Albany, SUNY is one of four University Centers in the State
University of New York System and has 17,000 students.
PROJECT DESCRIPTION
Vendors are invited to submit hardware and software information to Dept. X that
will support its transition from paper documents to electronic images and files.
Specifically, Department X is interested in proposals to develop a centralized
system that will facilitate the workflow and accessibility of all documents through
the use of electronic document imaging. This would include the imaging of
existing documents as well as non-standard, diverse correspondence, all of
which are currently in paper form (approximately 3 million documents) and the
imaging of hundreds of incoming documents each day. In addition, the proposed
system must be capable of integrating electronic documents, completed by
students via the Dept. X website, into the imaging workflow process. Integration
with our current system “Legacy I” is essential.
Vendors shall provide the following information in their responses, including a
boilerplate sample of your standard agreement(s):
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Purchase options
Manufacturer’s represented
Warranties, service, replacement, and maintenance
Renewal options
Upgrades (during life of equipment/software, during term of lease, etc)
Security (document, user, workflow, etc.) features
Management and workflow (business processes) features
Data storage design
Document linking technology
Scanning logic and profile features
Document tracking features
Document retrieval time
Bar-coding and Optical Character Recognition (OCR) features
Archival repository features
Data base languages and tools used to integrate imaging system with other
applications
 User training program(s) and associated costs
 Length of time required to fully implement proposed imaging system
 Integration with web-based electronically signed documents
 Ability to network with our existing software system Legacy I,
 Up-to-date server/client hardware and software requirements.
In addition, vendors shall indicate whether or not they are currently on contract in
New York State.
An approximation of overall system costs, including initial hardware/software
costs, technical support subscription fees and any recurring licensing fees is also
requested.
RESPONSE INFORMATION
All questions regarding technical aspects of this request should be directed in
writing by xx/xx/xxxx to:
Ms. Department Contact
Director
Department X
University at Albany
1400 Washington Ave.
Albany, New York 12222
Telephone: 518. 555.5555
Fax: 518.555.5551
Three copies of vendor’s submittal should be delivered by 2:30 p.m. on
xx/xx/xxxx to the following location:
Mr. Purchasing Associate
Institutional Services
Management Services Center, Room 302
University at Albany
1400 Washington Ave.
Albany, New York 12222
Telephone: 518.437.4570
UNIVERSITY CONDITIONS
The University at Albany will not be liable for any costs incurred by respondents
in the preparation and production of a response or the costs of any services
performed. All responses and materials submitted in conjunction with this
request shall become the property of the University at Albany for use as deemed
appropriate, respecting all copyrights, trade secrets and any other proprietary
information.
By submitting a response, the vendor agrees that s/he will not make any claims
for or have the right to damages because of any misinterpretation or lack of
information on the part of the University at Albany. The vendor also understands
that his/her response will not be considered a proposal and will not result in a
contractual relationship with the University at Albany.
Subcontractors: Except for vendors designated by the University, the vendor
must include in his/her response a statement giving the name and address of all
proposed subcontractors. Said statement must contain a description of the
portion of the work which the proposed subcontractors are to perform/provide
and any information tending to prove that the proposed subcontractors have the
necessary skill, integrity, experience and financial resources to provide the
service in accordance with this Request for Information.