Summary of Specifications:
The City seeks to acquire an ECM platform to serve as the single and central ECM platform for the Department of Public Works (DPW). The City also wishes to streamline processes to improve the way in which DPW employees retain access, share, analyze, and process critical information through the use of ECM technology including Workflow’s. The ideal system must be robust and affordable, integrate seamlessly with the City’s BS&A and developing ESRI GIS and Azteca Cityworks CMMS as well as have a mobile capability. The System must also incorporate the technologies of Workflow, Content Management (keyword searching), Reporting/Visual Data Modeling, and Data Capture using both Optical Character and Intelligent Character Recognition (OCR/ICR). The City currently has no ECM capability other than ad-hoc scanning and storage of some documents in BS&A. To provide an ECM single point of access to the City’s electronic records capabilities, a qualified system includes:
• Enabling staff to search and access information more efficiently, leading to improved customer service and service delivery, and greater efficiency. • Enabling improved information sharing. • Enabling a basis for streamlined business processes via automating the flow of work. • Improving the ability to respond to Freedom of Information & Protection of Privacy Act, legal discovery and admissibility. • Improving vital records protection and promote disaster recovery. • Improved management of long-term preservation of the City’s unstructured paper and electronic records. • Reduction of the physical storage requirements for paper and electronic records. • Development of enhanced retention and disposition rules. The successful vendor shall provide the ECM solution and install and configure it on the DPW’s virtualized cloud based server.
As part of this project, the successful vendor must work with the DPW’s project manager, Johnson & Anderson, and the City’s IT provider, PCM, to facilitate installation and configuration of the application.
