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ADDENDUM NUMBER 1 TO RFCSP 1920.05-001

Document Management Solution

To: All Interested Parties

Date: May 22, 2020

From: Jana Hunter, MBA, RTSBA

Director of Purchasing

Re: Request for Competitive Sealed Proposals

RFCSP 1920.05-001

The District published RFCSP 1920.05-001 on May 15, 2020. This addendum will address questions received by the

district prior to the deadline for such inquiries. As stated in the solicitation, the deadline for questions was 10:00 a.m.

on May 21, 2020.

Below are listed the questions that have been presented to the District and the responses.

1. Will the RISD consider breaking up the contract award for this RFP, into two separate awards; one for the Document Management/Workflow Application, and the other for the Document Scanning Services? ANSWER: While RISD reserves the right to break up the contract award if that is in the best interest of the district.

2. Will the ISD allow us to preview a representative sampling of the documents, prior to bid due date, thereby

allowing us to view the condition of the documents, so that we can more accurately estimate the amount of Preparation that might be involved? ANSWER: The respondent can schedule a time with the Director of Purchasing to view a sampling of the documents.

3. If not, can the ISD provide photos of a representative sampling of the document boxes, taken with the boxes

open, viewing the content to obtain an idea of quantity of staples, folded pages and general condition of the documents to be prepared for scanning? ANSWER: Please see #1.

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4. What is the document preparation rule for handling Post-it notes and other attachments? Remove and discard, re-position, or disregard? ANSWER: Remove and discard

5. Can the ISD estimate the average quantity of Notes and other attachments per box?

ANSWER: We do not have an estimate of notes or other attachments. 6. The RFP indicates the approximate 450 boxes of documents, contain HR records, Transcripts, Travel forms,

etc. What physical sizes of paper would we encounter in the boxes? ANSWER: The boxes are designed to contain 8X11 documents. Some may contain larger documents.

7. Are there any large format (larger than 11” X 17”) pages in the boxes?

ANSWER: We do not believe there are larger format pages, but there could be some. 8. Can the ISD estimate the percentage of folded pages on average in each box?

ANSWER: We do not have an estimate for folded pages. 9. What is the average percent of pages that are printed Duplex vs Simplex?

ANSWER: We estimate less than 10% are duplex. 10. The RFP indicates that some document repair may be needed (assuming taping to facilitate scanning of the

original). Can the ISD indicate what percentage of pages may need to be repaired for scanning? ANSWER: We do not have an estimate of pages that need repair.

11. Is it the ISD intention that “Repairing” is limited to that which would be necessary to allow the document to

be scanned, and not include repairing to the level of re-storing the document? ANSWER: It is the intent that repairing is limited to the extent that allows the document to be scanned.

12. The RFP indicates scanning at a pixel density of 200-300 DPI, but does not indicate the pixel depth. Does

the ISD prefer all documents to be scanned in B&W regardless of content, or will documents containing color need to be retained as a color image? ANSWER: Documents should retain color if they contain color.

13. What is the expected Indexing criteria?

ANSWER: Expected criteria include, but not limited to: Name, ID, address, dates of entry/withdrawal, birth date.

14. How many index fields would be required for each document?

ANSWER: Index fields depend on the document, but it is estimated 3-7 fields per document. 15. What is the average pages per document or average number of documents per box? (This allows us to

estimate the number document that would require Indexing). ANSWER: We don't have an average number of pages per document or average number of documents per box.

16. There is no price schedule or indication of how the ISD wishes to see pricing for the Document

Scanning. Typically, we would charge a fee for document scanning on a per image basis, and charge for document indexing on a per index field or per document basis. Also destruction charged on a per box basis. Is this acceptable to the ISD? ANSWER: The price schedule outlined in question 15 is acceptable.

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17. What would be the frequency of document boxes to be picked up and processed? Weekly, monthly, or all at once? ANSWER: It is expected that the documents will be processed with 6 months of the contract start date. The frequency of the documents being processed can be determined at the time to best meet the needs of the district and respondent.

18. Is there a timeframe which the ISD desires to complete the 450 boxes to be scanned?

ANSWER: Within 6 months of the contract start date. 19. Our initial questions are regarding # 2 and #3 below:

Our scan operators do not have these certifications. These are usually for IT level professionals, not scanner operators. ANSWER: Number 2 in the list above indicates preferred, not required.

We screen for criminal activity once prior to hire. It is the employee’s obligation to tell us if something changes. If so we can run a new background. But we do not drug test those employees unless there is a purpose. ANSWER: Number 3 states that the employees must be screened for criminal activities and drug use. If the respondent does not feel that they meet the requirement exactly, the respondent should include what is done do meet the requirement (in this case, security) in the response.

20. Do you see this tool as a replacement for Strive as your Employee Evaluation System? ANSWER: No

21. Or, is this a separate tool used for other HR documentation and employee records? ANSWER: We use Strive for evaluations. We anticipate using the workflow in the document management solution to assist with HR documentation and records. In regard to any demos, we would consider setting that up after the RFP process is complete.

22. The product which we are proposing for this project is used by K-12 schools but we do not have experience with K-12 projects. We have experience with other government agencies. Can we be eligible for this bid? ANSWER: Please check the eligibility requirements in the RFCSP.

23. Given the current Status associated with the COVID-19 Virus in our state. . .

It is essential that our employees work remotely at this time. As such, we are hoping that perhaps the mode of submission could include via email. ANSWER: Unfortunately, we are not able to accept emailed responses.

24. Can we ask for 4-5 days extension? ANSWER: There will not be an extension.

25. Can you please specify the indexing requirements? ANSWER: Indexing requirements include, but not limited to: name, birth date, graduation year, termination date, ID, SSN

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26. Will multiple pick-ups be required or can all the boxes be taken at 1 time? ANSWER: The documents may be taken at 1 time.

27. Do you have a turnaround timetable for this job?

ANSWER: Document scanning should be completed within 6 months of the contract start date. Software setup should be completed within 3 months of the contract start date.

28. 2000 employees to initiate forms/workflows: even if these are ‘public forms’, we will need to confirm who

they are (similar to SJU) with some kind of SSO/LDAP or other and not create 2000 named users. ANSWER: Users need to authenticate with Active Directory (see page 25 of the CSP).

29. 75 employees to access documents.

ANSWER: There will be 75 administrators who need to have levels of permission to documents, editing, and annotating.

30. How many to approve the forms through the workflows? Are they included in the 75?

ANSWER: Yes, potentially all 75 could approve forms.

31. How many forms will Employees need to access? ANSWER: We will start by building out travel forms and employee onboarding forms.

32. Will students need to access any forms? If so, how many?

ANSWER: No.

33. Please provide a couple examples of forms and workflows. ANSWER: Travel forms (employee, supervisor, business office travel personnel, business office approval) is one example. HR will have various forms for new employees to complete.

34. Will all work be required to fit into one phase and is all work at the district level?

ANSWER: Yes.

35. Will there be work also required at an individual school level? If so, and the forms/workflow are different from the district, please provide examples. ANSWER: No.

36. Will you require a migration of current digital from a current ECM system or file shares or desktops, etc?

ANSWER: There is no requirement for ECM.

37. Out of the 75 people, how many will need to upload content? Will they upload digital only or paper/scanned only or both? Of the people scanning day-forward (after the initial scanning completed by the Contractor), will they be uploading large batches every day or small batches throughout the day? ANSWER: 75 administrators should have the ability to upload content (scanned to PDF) as needed. Scanning could be in large or small batches.

38. What types of audio files and video files are included in the content?

ANSWER: None.

39. Should other departments/modules be considered for forms/workflow/access? Such as other Back-office processing of invoices? ANSWER: Not at this time.

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40. Are there any other desired integrations besides Skyward? If so, with which systems and what would the integrations provide? ANSWER: No.

41. Will Students or Parents need to initiate forms as well?

ANSWER: No.

42. What reports and analytics would help the District? ANSWER: The primary focus of this project is digitizing hard copies that can be indexed and searched. Summary reports of searches would be useful.

43. Are you currently using Filebound as the document content system?

ANSWER: No.

44. We can provide much HR automation and onboarding with ATS integration—what is being requested for HR processing (besides the Employee initiated-forms and the content storage)? ANSWER: None at this time. We will add more forms as the second phase of the project.

45. Would Rockwall ISD consider an extension on submittal past June 2? ANSWER: We are not able to offer an extension.

46. If an extension of the due date will not be granted, will you accept an electronic submission by 6/2 with hard

copies to follow? ANSWER: The request was published as a CSP and must responses must be submitted as outlined in the request.

47. What are the Forms you want to digitize?

ANSWER: This question was not clear to the responding department.

48. How many different types of forms would be included into your workflow processes? ANSWER: We will start with approximately 5.

49. What document types are in the backfile documents? (currently stored in paper form)

ANSWER: Primarily student records, such as transcripts.

50. What are the department/business units we'd need to create document storage for? ANSWER: Student Information Services, HR, Business Office

51. Please list any specific processes that you would like incorporated in each business unit for workflow design

purposes. Example: Department-HR ANSWER:

a. HR: Employee onboarding b. Business Office: travel forms c. Student Information Services: transcripts

52. RFP states that Tiff or PDF is acceptable, but the RFP also states in the solution section that GP IV Tiff is

required. Is there a preference? Should be consistent.

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ANSWER: Page 26 of the RFCSP indicates: "Scanned image file format must be in industry-standard (TIFF with Group 4 Compression or the equivalent)." The respondent should propose their best recommendation.

53. RFP states that documents are Human resources & Transcripts. Do you have a breakdown of how many

boxes are in HR & how many are Transcripts? ANSWER: We do not have a breakdown.

54. Do you have an estimate on how many documents are double-sided? in both groups?

ANSWER: We estimate that less than 10% total are double-sided.

55. What are we indexing for HR? ANSWER: We anticipate Employee name, ID, SSN, and certifications.

56. What are we indexing for Transcripts?

ANSWER: We anticipate Student name, ID, grade year, and birthdate.

57. Where do the documents reside? (multiple locations?) If so, how many locations? ANSWER: Documents are in a central location.

58. Has the district entertained the thought of having documents scanned onsite?

ANSWER: We will review all proposed recommendations by responding vendors and determine that best solution for the district.

59. With regards to the HR files, are these active files or Term?

ANSWER: The documents to scan are for terminated employees. The workflow will be for active employees.

60. With regards to HR, are we to separate and classify doc types or are we providing a multi-page TIFF? (one

file) ANSWER: If there is a question on the classification, the district will provide the classification on a per document type basis.

61. Can the district provide an estimate on the average page count per employee for HR files?

ANSWER: We do not have an estimate on the average page count per employee.

62. If you find that any of our questions require further clarification, please let us know. ANSWER: Please see question 1.

63. Can all of the boxes be picked up at one time?

ANSWER: Yes.

64. Are these actively used files? If so, at what frequency would records requests be made for records in OpenText’s possession? What is the expected turnaround time? ANSWER: It is expected that the document scanning will be completed within 6 months of the contract start date.

65. Will the entire employee file become one single searchable PDF file with a single set of index information

such as Employee Name, DOB, SSN – in other words indexing at the folder level? Or does every form type

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(Resume, W4, Disciplinary Report, etc.) need to become an individual PDF file – in other words indexing at the Document Type level? ANSWER: Indexing at the document type level.

66. What are the required index fields (e.g., Employee Name, DOB, SSN)? If not known, please estimate

average number of index fields? ANSWER: 5-7 fields per document type.

67. What is the expected project term (suggest 3 or 4 months)? ANSWER: It is expected that the entire project will be completed within 6 months after the contract start date.

68. Scan operators do not typically hold certifications. The certifications listed in the RFP pertain to IT

personnel. What is the need for IT certifications for scanners? ANSWER: The certifications are preferred, but not required.

69. Will the district need access to the files during conversion? If yes, please explain frequency and turn time

ANSWER: No.

70. What type of files are they? ANSWER: Most files are transcripts, attendance records, terminated personnel files. (8.5X11)

71. If more than one types of file/population, what is the number of boxes or percentage by type?

ANSWER: This information is not known.

72. Per population - How many pages per average file? ANSWER: This information is not known. How many staples/clips per file? ANSWER: This information is not known. How many pages per staple/clip? ANSWER: This information is not known.

73. Will all pages provided be scanned? If no, how will pages not to be scanned be identified?

ANSWER: Yes.

74. What percentage of pages will require special handling? Ex. Scanning on glass, repair of tears etc. ANSWER: The hard copies have been prepared by Records Consultants, Inc and should not require special handling.

75. What percentage need to be captured in Color?

ANSWER: This information is not known.

76. What percentage is Two sided? ANSWER: It is anticipated that less than 10% are two sided.

77. Does population include pages over 11 x 17? If yes, how may per box?

ANSWER: Possibly. Most records are 8.5X11.

78. Are all pages organized into files?

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ANSWER: Yes.

79. How many files are there (estimated total)? ANSWER: This information is not known.

80. Can pages be returned loose after scanning? If no, what is required?

ANSWER: Can be returned loose.

81. Please review QC options below and confirm that describes your quality control requirements.

a. Basic QC – All images are reviewed by the scanning specialist at the time of image capture, not as a separate process.

b. Sample QC - All images are reviewed during the scanning process. Additional page checking of images to original will be performed for 10% of each box – 3-4% from front, middle and back.

c. Full Page-to-Page QC - All images are reviewed during the scanning process. Each image is also reviewed against its original page for page for quality by a QC Specialist.

ANSWER: Option A

82. Will all pages in a file be captured as a single document? If no, will pages be captured by file section? Document?

ANSWER: Yes.

83. Do the physical boundaries (loose, staples, clips) accurately reflect document breaks? ANSWER: It is anticipated that physical boundaries reflect document breaks.

84. Does a database exist with any or all index values? Ex. Last Name, First Name, Student/Employee ID Number ANSWER: No.

85. What file level data will be needed? Ex. Last Name, First Name, Date of birth?

ANSWER: Name, Date of Birth, Date Terminated, Graduation Date, SSN, Student ID are some of the fields.

86. Is info typed or handwritten?

ANSWER: The info may be typed or handwritten.

87. Is info on file tab? First page in file? ANSWER: This may be different for each type of document.

88. What is the desired image format? (single page PDF, single page TIFF, multipage PDF) ANSWER: PDF (either single or multi page is acceptable.)

89. Is Optical Character Recognition (OCR) needed? ANSWER: Yes.

90. What is the desired number of pickups? ANSWER: They may be picked up at one time.

91. Is the scope of the desired workflows focused solely on travel and employee onboarding forms? Will the 2,000 employees that will be submitting these forms need to perform any actions as part of the workflow process beyond the initial submission?

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ANSWER: Employees should be able to view the status of their submissions and upload receipts as needed.

92. Will the 2,000 employees need to have access to search, drag and drop, index, or modify content within the

proposed document management solution? ANSWER: No.

93. For the remaining 75 users what would a typical job function or workflow process look like?

ANSWER: Each department will need to be able to upload and index new files, search existing files, and annotate on existing files as needed.

94. Do the 2000 employees need to be able to see the status of the submitted form or is just the 75? ANSWER: 2000

95. How many users would be classified as administrators?

ANSWER: 75 96. What USB or MFP scanners will the district be using to scan into the proposed document management

solution? ANSWER: The district has multiple models of Kyocera multi-function machines.

97. As both cloud and on-premise options are available, does the district have a preference on the

implementation type? ANSWER: No. The district will evaluate cost and functionality for both.

98. For cloud how much storage would the district like to have allocated for document storage?

ANSWER: We are unsure of how much storage will be needed. Please propose several tiers.

99. Are there any electronic documents that will need to be migrated from other systems as part of the project? If yes, please provide details. ANSWER: Not aware of any at this time.

100. Is it the desire of the district to utilize electronic signatures internally (employees only) or externally for

applicants, contractors, parents, etc.? Is there a specific use case or requirement that needs to be met? ANSWER: Electronic signatures will be used by employees in work flow documents such as travel form.

101. What are the line of business applications that the solution will need to integrate with? ANSWER: Skyward HR/Finance and Skyward Student Information Systems.

102. What are the line of business applications that are in use? Can you provide a list?

ANSWER: Microsoft Office 365 Google Suite Skyward HR/Finance Skyward Student Information Systems

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In the Specifications Section under Document Scanning #3 – Documents will be index by client specifications

103. Can you provide those speciation’s? Also is there a database of those indices that we could use to automate the process? In a follow-up, is it possible to get a picture of one of the boxes of documents to help us determine the level of document prep?

ANSWER: Indices include, but not limited to: First Name Last Name Address Date of Birth Local ID number Social Security number

104. Are there existing electronic documents or previously scanned documents that need to imported into the

new system?

ANSWER: No.

105. Can you expand on: Must provide non-programmatic, unlimited and seamless integration (not screen-scraping; nor dependent on any APIs; nor database tampering) with all line of business applications in use.

ANSWER: Please provide your best solution that shows no dependency on other programs and can be seamlessly integrated into the district’s current solutions and processes.

106. How many total users would need to access the system for document retrieval?

ANSWER: Please see page 25 of the CSP.

107. For workflow Electronic signatures – is a user/ timestamp an accepted electronic signature or is a stylus type signature required? ANSWER: User/Timestamp is acceptable.

108. VALUE ADD: The ability to display items located in the document management system in Skyward Student

Management and Skyward HR/Finance. Do these systems have the ability to link to a document via a URL? ANSWER: The district does not have that information. Please contact Skyward.

109. Does Rockwall ISD have a preference for an on-premise vs. a hosted platform?

ANSWER: Rockwall ISD will evaluate both on-premise and hosted solutions to determine the best value and solution for the district.

110. Are there any geographical restrictions related to where document scanning can take place?

ANSWER: Please expand on what geographical locations you anticipate.

111. With a formalized “fast track” document request & retrieval process in place, is Rockwall ISD willing to release all 450 boxes simultaneously for scanning?

ANSWER: Yes.

112. Please describe the types of documents/files to be scanned.

ANSWER: The majority of the documents have been processed by an outside firm.

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113. How many file folders are contained within each box?

ANSWER: There is not a consistent number of file folders per box.

114. How many documents are contained within each file folder? ANSWER: This number is not known.

115. What is the number of pages per document?

ANSWER: This number is not known

116. Can Rockwall ISD provide sample images of the files to be scanned?

ANSWER: Yes.

117. How old are the documents?

ANSWER: A small number of documents go back to 1929.

118. Are the documents actively used and refiled?

ANSWER: Yes.

119. What is the physical condition of the typical document? ANSWER: Most documents are in excellent condition.

120. What is the physical condition of the worst case document?

ANSWER: This worst case document condition is not known.

121. What % does the worst case documents represent?

ANSWER: The percentage of worst case document condition is not known.

122. What % of documents are 8.5 x 11?

ANSWER: The majority of documents are 8.5 X 11.

123. What % of documents are 8.5 x 14?

ANSWER: This percentage is not known.

124. What % of documents are 11 x 17?

ANSWER: This percentage is not known.

125. What % of documents are larger than 11 x 17?

ANSWER: This percentage is not known.

126. What % of documents are smaller than 8.5 x 5.5?

ANSWER: This percentage is not known.

127. What % of document may require color scanning?

ANSWER: We don’t have the percentage of documents that require color scanning.

128. On average, how many fasteners (staples, paper clips, binder clips, etc.) are there per file?

ANSWER: Most files are in file folders.

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129. What % of pages are duplex?

ANSWER: We anticipate that less than 10% of the documents are duplex.

130. Will Rockwall ISD provide a manifest at the box level? At the file level?

ANSWER: No.

131. If yes, can the manifest be provided electronically?

ANSWER: No.

132. Please specify if any pre-sorting or document purging is required.

ANSWER: No pre-sorting or document purging is required.

133. What format is preferred for upload to the DMS (e.g., JPEG, TIFF, PDF, etc.)?

ANSWER: PDF.

134. If PDF output is required, are they to be text searchable PDFs?

ANSWER: Yes.

135. Please identify the index fields to be captured, as well as the average length of each field.

ANSWER: Index field will include, but not be limited to: name, birth date, SSN, ID, graduation date, termination date. Field lengths will be comparable to the field.

136. What % accuracy for indexing is required?

ANSWER: 100% accuracy on set fields such as birthdate, graduation year, termination date, and SSN. 97% accuracy on all other fields.

137. Will Rockwall ISD provide an electronic data dump that can be used by the vendor for auto population and

validation?

ANSWER: Please clarify the question. The documents that need to be added to the document management solution are hard copy.

138. Is there a specific turnaround time regarding document scanning?

ANSWER: Document scanning should be completed within 6 months of the contract start date.

139. Page 8 of the RFP states that respondents may be disqualified due to “Lack of competency as revealed by pertinent facts, including but not necessarily limited to, experience and equipment, financial statement and questionnaires.” Are financial statements required to be provided with the bid submission?

ANSWER: No

140. In order to efficiently and equitably compare vendor responses, will Rockwall ISD be issuing a standardized pricing grid to be completed and submitted with bids? Or does Rockwall ISD have a preference in how bidders should present pricing in their proposals?

ANSWER: There will not be a standardized pricing grid.

141. Please provide the internal workflows used by Rockwall ISD currently and with the future DMS.

ANSWER: Please clarify what is meant by internal workflows.

142. Is Rockwall ISD replacing a current DMS platform with this procurement?

ANSWER: No.

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143. Has Rockwall ISD previewed any DMS solutions prior to issuing this RFP?

ANSWER: Rockwall has looked a DMS solutions online and corresponded with any vendors who have reached out to Rockwall ISD.

144. RFP page 26 states that full technical support on hardware is required. Please clarify what hardware is

referred to.

ANSWER: If the respondent’s solution requires hardware that is provided as part of the solution, the respondent should provide technical support for that hardware.

145. Is Rockwall ISD currently using scanners and/or multi-functional units? If yes please provide details.

ANSWER: Yes. Rockwall ISD has multi-functional units at each location that are capable of scanning documents to PDF.

146. Due to the circumstances around COVID-19, will there be an electronic submission option?

ANSWER: Unfortunately, at this time we are only able to accept hard copy responses.

147. Due to Stay at Home company policies in place, will electronically signed and notarized forms be

acceptable?

ANSWER: Yes, for the initial response. If we need anything further, we will contact vendors directly.

148. Can you please describe documents larger than “ledger”? Are they banner, wide format etc.? How are they stored (folded, rolled, etc.)? What percentage of the document sizes are legal, ledger or larger?

ANSWER: The majority of documents are 8.5X11. The percentage of other sizes is not known. The documents have been processed by Records Consultants, Inc.

149. Are there any post cards, business cards or smaller documents that require scanning?

ANSWER: No.

150. What is the heaviest paper weight of the documents?

ANSWER: 110# cardstock

151. Can you estimate how many stapled sets there are per box?

ANSWER: This number is not known.

152. Can you provide a picture of an opened box that displays the contents?

ANSWER: See pictures.

153. Do the documents contain any paper or binder clips?

ANSWER: The majority of the documents have been processed by Records Consultants, Inc. are in file folders.

154. Are the documents placed widthwise (letter), or lengthwise (legal) in the boxes?

ANSWER: The majority are placed widthwise.

155. How would you like bidders to express additional prep charges?

ANSWER: Any additional charges can be indicated on the compliance/deviation page or by outlining and attaching a separate sheet of paper.

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156. How many index fields will be required per typical document? Can you provide an example of “client specifications” for indexing?

ANSWER: Indexing fields will include, but not be limited to: name, SSN, ID, graduation date terminat ion date, and/or birth date.

157. Can you clarify whether the facility where the documents are kept should have a monitoring system, or the

employees must be monitored by video?

ANSWER: A monitoring system.

158. Can you please confirm that the cost for disposal should be included in bidder’s pricing?

ANSWER: The cost of disposal should be included in the bidder’s pricing.

159. What is the expected timeframe once the contract begins to complete scanning of the 450 boxes? ANSWER: Six months after the contract start date.

160. Would staples and paper clips have to be put back in the order they were received?

ANSWER: No

161. How many types of batches are there?

ANSWER: Please clarify the question.

162. Would scanning services have to be done on site?

ANSWER: No, but can be done onsite.

163. What size are the 450 boxes?

ANSWER: Please see page 25 of the RFCSP.

164. Approximately how many documents per box?

ANSWER: The number is not known, but most boxes are full of 8.5X11 documents.

165. What size are the documents in the 450 boxes referenced?

ANSWER: The majority are 8.5X11.

166. Referencing Page 25 – District Needs – Item 1 - Would the 2,000 employees only need to submit forms?

ANSWER: Submit and view their own forms.

167. Would that submission need to be authenticated and require the user to login?

ANSWER: Yes.

168. Would these users require the ability to add content to the system in other ways including uploading or

scanning content? How many of the 2000 employees need write access to entire repository?

ANSWER: The 2000 users need to be able to upload items such as receipts for travel forms.

169. The RFP references travel and employee onboarding forms. Would the awarded partner need to create and

deploy these forms? If so, what do the forms and associated workflow look like for forms? Do you have

sample forms to provide?

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ANSWER: The awarded partner will need to create the forms and train key personnel on use. RISD personnel will be responsible for training all staff. We have hard copy travel forms that can be provided to awarded vendor.

170. What is the expected number of monthly or annual submissions for each form type?

ANSWER: We do not have that information at this time.

171. Referencing Page 25 – Item 2 - Would the total number of users that need to access the system be limited

to the 75 employees mentioned here? Or would Rockwall require 2075 users to be able to authenticate and

contribute content as referenced previously?

ANSWER: 2000 users need access to submit and view their forms only. 75 users need access to the documents and workflow. These 75 users will need to be provisioned with the appropriate security.

172. Referencing General Criteria (Page 26 – Item 11) Item 4 – Does Rockwall require the ability to limit the availability of specific features within the viewer based upon permissions? Or would a simple permissions structure such as “view only”, “view & edit”, plus “view, edit, & delete” be acceptable?

ANSWER: RISD requires restrictions to certain documents (for example, HR staff have access to HR documents) and we also need view only, view & edit, and view, edit, & delete.

173. Our organization provides support for customers around the world. As a result, we maintain support

resources in multiple countries. However, we also offer first line software support for our customers in the

US - regionally, and locally. Would that be acceptable?

ANSWER: Yes.

174. Referencing Document Management Page 26 – item 2 - Connecting data with student information systems (or any application) via APIs is a standard way of integration. Is Rockwall only accepting submissions with prebuilt, direct integration into Skyward? What type of seamless integration is Rockwall requesting?

ANSWER: The respondent needs to provide their best solution for connecting seamlessly with Skyward.

175. What additional line of business applications, outside of Skyward, will require integration?

ANSWER: None at this time.

176. Page 26 – item 4 Rockwall is requiring TIFF scan format. Another more portable document standard is

PDF. Would a solution that captures into PDF only be acceptable?

ANSWER: Yes, PDF is acceptable, but documents should be searchable. Item 4 states that equivalent is acceptable.

177. Page 26 – item 5 – What is meant by real time and batch level quality control? Does this mean at the time

of scan as well as applying image enhancements post capture as well?

ANSWER: Yes – at the time of the scan and image enhancement post capture.

178. Page 26 – item 11 -What fields are important to be captured intelligently as part of which document types?

Please provide an example of the document type and associated fields.

ANSWER: Student transcript – student name, graduation date, birth date, student ID, SSN.

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179. Page 26 – item 16 RFP references Purging with audit trails? If content is removed, audit trail for that

content is removed as well. Is Rockwall requesting that content be removed for all audit history remains?

Please advise.

ANSWER: It is the intent to be able to show when a document was purged, and by whom.

180. Is there an available retention policy that can be shared? ANSWER: https://pol.tasb.org/Policy/Download/1030?filename=CPC(LEGAL).pdf

181. Page 26 – item 18 - Is the request to “Auto archive” referring to a new location within the system? Or

exporting content to an external source? If external, what would be the destination source?

ANSWER: New location in the system.

182. Page 27 – item 19 - Making Files available to Rockwall - Does this capability need to be included in the

pricing? It may not be possible considering that the effort required to export content may vary directly with

the amount of data storage. Or does this simply need to be an option should Rockwall choose to cancel

the agreement?

ANSWER: The capacity to make files available does not need to be included in the pricing.

183. Workflow Page 27 – item 2 -Forms triggering workflow - Is the awarded vendor expected to provide this upon deployment? Can Rockwall provide an overview of workflows required? Including number of approvers, types of documents, layers of approvals etc. Sample documents.

ANSWER: Workflows are currently done manually. An example is Travel Forms. There are 4 levels of approval on travel forms. The vendor is expected to show that workflows can be accomplished in the RFCSP response, but the actual workflows will be set up after the awarded vendor is selected. It is expected that workflow setup will be part of the annual maintenance agreement.

184. Page 27 – item 7 - Auto Assignment to supervisor - Is this mandatory? Or a nice to have? Will a solution

be considered without this capability if alternative approaches are available?

ANSWER: The respondent should provide their best solution. Auto assignment to the supervisor (or a acceptable alternative) is required.

185. Page 27 – item 8 - eSignature - Is Rockwall looking for a physical signature or the electronic equivalent to

appear on the document? Or simply a digital audit trail showing an approval?

ANSWER: Electronic equivalent of the signature.

186. Page 27 – item 9 & 10 - Would a rules-based workflow be acceptable if it accomplishes the workflow without

a graphical drag and drop user interface? Will a solution be considered without this capability if alternative

approaches are available?

ANSWER: The respondent should provide the best alternative the requirement that is available. Visual interface is preferred.

187. Page 27 – item 11 - Hierarchal Structure - Is this mandatory? Or a nice to have? Will a solution be

considered without this capability if alternative approaches are available?

ANSWER: Hierarchal structure is required.

Views of the Storage Area:

Oldest Records to be Scanned:

Finance Example: