Large State Department
For several years, a large State of California Department that is responsible for assisting and protecting the public has relied on internal and external paper-based daily transaction processes, making the storage of records and other data largely ineffective. This department was seeking an enterprise-wide solution for the archival of information through the use of technology to rapidly find, retrieve, and share documents to increase the effectiveness of records management. They also wanted to evaluate document workflow technology to extend services via the Internet, and improve the overall quality and reliability for regulating one of the largest industries in California.
VIP conducted and prepared an FSR in accordance with the State Administrative Manual (SAM), State Information Management Manual (SIMM), other State policies and procedures for the acquisition and use of Document Imaging and Workflow Technology. The FSR was completed in coordination with the Department’s plans to submit a budget request to obtain funds for implementation of the project. The FSR captured requirements at a very detailed level providing the department a choice in pursuing either an RFP process or using the State's Leveraged Purchase Agreements to acquire defined imaging/workflow software and services. VIP established a solid business case and defined the business value for an IT expenditure to implement a department-wide document management and workflow system, conducted analysis of the document management and workflow processes, identified and evaluated alternatives in support of improving the document management and workflow processes, and conducted a market study and interviews with some of the major document management system vendors including FileNET, Documentum, and others to assess their ability to meet the technical and business requirements of the FSR.
VIP supported the State fielding questions until the FSR was approved. The solution size is estimated at $10.7 million. VIP is providing acquisition support, based on the approval of the FSR and Information Technology Procurement Plan. This includes developing the Invitation for Bid and the procurement evaluation methodology, working closely with the Department in responding to bidder questions, developing addenda, and providing clarifications to the State evaluation team through the bid process.