Module & Pricing Reference Sheet
RFP #15-15, Enterprise Content Management System
Module & Pricing Reference Sheet
Description or Name of Service Required
Listed below are the following requirements:
Service Requests, SR 1-12
Base Installation, BI 1-3
Available Training, AT 1-6
Required Features, RF 1-47
Desired Features, DF 1-22 (See Vendor Questionnaire,
Section 5)
EXAMPLE: Need to be able to do ABC, DEF , MNO, and XYZ
Pricing Instructions
Prospective Vendor is to list:
- all required module/s needed to
accomplish the District's requirements.
Include the module name, the latest
stable version of the module, and price
for each module.
e.g. “ABC Module V. 2.2: $2,000”
- also list if a function/feature is part of
the “Base Installation”, only obtainable
by "Custom Build" or "Not Available."
EXAMPLE of response:
ABC V.2.3 Module: Part of Base Installation
(and/or)
DEF V.2.3 Module: $2,500
(and/or)
MNO V.2.3 Module: See RF#
(and/or)
Custom build - $100/hr. (20 hr. estimate)
(and/or)
Not Available
Service Requests (SR) - Estimate of District's requirements
Module Name(s) & Version
Price
(module price or cost
to custom build)
SR1
Work with District to identify, build and integrate the ECM system
into District environment:
Identify All Perquisites
Build Dev Environment/Servers
Integration with Enterprise Architecture (CAS/AD, PeopleSoft)
MiraCosta College
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Module & Pricing Reference Sheet
RFP #15-15, Enterprise Content Management System
SR2
Work with District to Migrate from existing iLinx system to new ECM:
iLinx Servers; Clone & Create iLinx Dev System
Taxonomy Review
Installation of ECM Application
Work with District on Discovery (~1,557,213 Documents)
Taxonomy Discovery
Taxonomy Sign Off
Work with District on Implementation
Configuration & Creation of migration scripts
Configure Extraction Utility/Tools
Extract Processes
Import Processes
Test Conversion
Modifications (ex. to autofill file )
Configure User Groups and Security
- 169 existing users, 39 user groups, 11 Managers, 8 departments
SR3
Work with District on Testing new ECM System:
Training for Data Verification (sample conversion)
User Acceptance Testing (UAT)
End User Training
Production Conversion
Migrate Configuration to Production
Confirm Imports (Sample Data)
Bulk Conversion
Run progress/exception reports
Run and Confirm Validation Reports
Customer Verification
Roll Out
SR4
(If features available) Work with & Train District staff, to configure &
implement EDI & XML file exchange components
(If features available) Work with & Train District staff, to build &
implement features associated with - Transfer Credit
solution/components
SR5
SR6
(If features available) Work with &Train District staff, on how to
configure & implement MS Outlook & MS Office integration
SR7
(If features available) Work with & Train District staff, to configure &
implement to use of Barcodes with our paper documents
(If features available) Work with & Train District staff, to implement
Electronic Signature features
SR8
SR9
Work with & Train District staff, to create & implement Electronic
data-entry Forms
SR10
Work with &Train District staff, to implement & use basic ECM
functionality, account mgmt., scanning/indexing, exedra
Work with &Train District staff, to create & implement a Workflow of
an existing business process, FinAid solution- Student/Parent IRS Tax
Transcript Submission
SR11
SR12
Work with & Train District staff, to implement 3 Business Activity
Monitoring (BAM) dashboards that contain key performance
indicators (KPI) - 1 for A&R, 1 for Fin-Aid, 1 for Counseling
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Module & Pricing Reference Sheet
RFP #15-15, Enterprise Content Management System
Base Installation (BI)
BI1
Student Services (Phase 1):
- 169 existing users accounts (View Requests, Read, Write, Edit)
9 Organizational Units: (8 departments within 3 Divisions)
18 Managers, (Management Functionality/ Power Users)
39 user groups,
4 Function Designer/Application Admin Accounts
(include a 15% expected growth)
BI2
Student Services (Phase 2, Additional but Separate):
53 accounts added into ECM system:
Student Support:
Health Services - 1 Mgr./p. user & 4 staff
School Relations/ Diversity Recruitment - 1 Mgr./p. user & 3 staff
Initial Fees
License Fee
Counseling & Student Development:
Extended Opportunities & CalWorks - 1 Mgr./p. user & 13 staff
Service Learning - 1 Mgr./p. user & 5 staff
Student Activities - 1 Mgr./p. user & 2 staff
Transfer Center - 1 Mgr./p. user & 9 staff
Disabled Student Programs & Services - 1 Mgr/p. user & 10 staff
BI3
Business & Administrative Services (Phase 3, Separate):
79 accounts added into ECM system:
Fiscal Services – 1 Mgt/P. User & 13 Staff
Risk Management - 1 Mgt/P. User
Cashiering Services - 1 Mgt/P. User & 5 staff
Facilities - 1 Mgt/P. User & 40 staff
Human Resources - 1 Mgt/P. User & 4 Staff
Material Management - 1 Mgt/P. User & 10 Staff
Available Training (AT)
AT1
On-site Group Training
AT2
On-site Individual Training
AT3
On-site Bucket of Hours: Hands-on Training
AT4
Live on-line/web-x/phone confining
AT5
Off-Site Training Centers - Individual Training
AT6
Off-Site Training Centers - Group Training
Required Features (RF)
Type/Unit
Est. Hours
Module Name(s) &
Version
Unit Price
Price
(module price or
cost to custom build)
Data Imports & Data Exports Features
RF1
Capable of doing Optical Character Recognition (OCR), with the
ability to identify characters on a document with at least 85%
accuracy.
RF2
Ability to save file as an image format (ex. TIF, JPG, PNG, GIF…)
RF3
Able to import and export data files using PDF format
Data & Digital Asset Editing features
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Module & Pricing Reference Sheet
RFP #15-15, Enterprise Content Management System
RF4
Ability to save, retrieve and index documents in their native format
RF5
Ability to certify (mark) an original document, to meet legal
requirements.
Document annotation and redaction functionality, to add
information to a document, while retaining an unaltered original
document (Layers of Annotation)
RF6
RF7
RF8
Version Control capabilities
Ability to store unaltered original document and automate creation
of additional copies when document is modified or annotated.
RF9
Have image-enhancement tools to straighten or sharpen an image
RF10
Compatible with MS Outlook, ability to save, index, archive and
retrieve emails or their attachments in their native format, while
working within Outlook
Data Loss Preservation Features
RF11
Capable of automatic backups of the ECM documents/files, to
prevent accidental data loss
RF12
Ability to define and enforce document retention policies, specific to
particular document classes or document types
Workflow Tools
RF13
Workflow module that supports parallel and sequential execution
paths
RF14
Business Activity Monitoring with real-time view into Workflow
queues, providing immediate information about the status and
results of critical business processes
RF15
Printable Report to graphically model on critical business data
RF16
Ability to notify/alert user when there is a work request and when
work requests have been met or when data elements do not
reconcile within a tolerable threshold.
Collaboration Components
RF17
Electronic data entry forms, viewable via a web browser
RF18
Ability to send notifications alerts via email, for example, set
reminders or the status of a work request has changed
RF19
Ability to continue working when workstations loose network
connectivity ( work off-line) then re-sync content when network
connectivity is restored.
Security
RF20
Digital / Electronic Signature functionality
RF21
Granular role-based security access features
RF22
Ability to grant or deny access (view, edit or change) objects and/or
application features, to "Individuals" and/or "Groups"
RF23
Ability to audit and report on "All users", interactions with the
system, this should include the capture of username and timestamp
and description of activity. Example of activities: add/edit/delete
digital asset records or when there are changes with the ECM
functions.
RF24
Ability to use encryption for all documents/files
MiraCosta College
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Module & Pricing Reference Sheet
RFP #15-15, Enterprise Content Management System
RF25
Ability to store application logs on a remote system/s
Compliance
RF26
Compliant with FERPA
RF27
Compliant with HIPPA
Integration & Compatibilities
RF28
Compatible with the District’s Financial, HR, Fin-Aid and Student
PeopleSoft ERP system (9.x and PeopleTools 8.5x) including any
related upgrades/fixes/patches/new functionality as well as the
following:
1) Oracle Database 11g
2) PeopleSoft Modules unique to California
RF29
Compatible with Ellucian Degree Works
RF30
Compatible with the following Microsoft products:
1) Microsoft Server 2003, 2008 and 2012
2) MS Active directory 2003, 2008 and 2012
3) MS Exchange 2013
5) MS SQL Server 2012 and later
6) Windows 7 & 8
7) MS Office Suite
RF31
Accessible via a workstation-based client and platform: Developer
supported versions of MAC OSX
RF32
Compatible with Developer supported versions of browsers via
http/https: Internet Explorer, Google Chrome, Mozilla Firefox
RF33
Additional software/hardware compatibilities:
1) Adobe
2) Trend Micro antivirus software
3) Mobile devices:
i. Apple
ii. Android
iii. Windows
RF34
Cisco UCS Blade Severs
RF35
VMware platform
RF36
SAN – PureStorage SSD
RF37
Cisco switches at the core and edge
RF38
LDAP integration required, single sign-on using Shibboleth preferred
RF39
1 to 10Gbps network connections between buildings
RF40
200Mbps to 1Gbps between sites (3 remote sites)
RF41
Scanners – Fujitsu, Panasonic, and other District supported scanners
Help & Support
RF42
Support via Email
RF43
Support via FAQs
RF44
Support via Telephone
RF45
At minimum, customer support that is available Monday through
Friday from 7 am to 6 pm Pacific Standard Time (PST)
Three year minimum notification for end of life of product.
RF46
Development & Testing
MiraCosta College
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Module & Pricing Reference Sheet
RFP #15-15, Enterprise Content Management System
RF47
Have the ability to "clone" production system, only for development
& testing of new features
Desired Features (DF)
(see Vendor Questionnaire, Section 5)
Module Name(s) &
Version
Price
(module price or
cost to custom build)
DF1
DF2
DF3
DF4
DF5
DF6
DF7
DF8
DF9
DF10
DF11
DF12
DF13
DF14
DF15
DF16
DF17
DF18
DF19
DF20
DF21
DF22
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