Board Agenda - April 01, 2008

6. RFP #2007-077 - Document Imaging and Management

Presenter: Richard Matkin

Purpose: A - Request decision - closure required

Time: No time limit

Description:

This is a proposal that will establish an approved vendor and pricing for operating software, support, and design services for the District to electronically store and manage documents. This is the first year of a multi-year contract.

This project is the District's initial effort to create an integrated and complete enterprise-wide web-based document and image management solution that will address the District's needs to create, manage, and use content quickly and efficiently to respond to business needs. This system will provide the ability to store, retrieve, share, and collaborate on documents with employees, parents, students, and vendors. The system will also be able to apply retention rules and establish workflow management processes to comply with legal and organizational requirements related to active and inactive students, employees, Board of Trustees materials, and any other documents deemed critical to the operation and support of the District.

Proposals were evaluated by a committee comprised of staff members from Records, Technology, and Purchasing. Proposals were evaluated and graded to establish a competitive range of proposals. The selected proposals were then reviewed in detail to determine how well each proposal met the operational needs of the project. Two firms were selected and interviews were conducted. From the interviews with DocuNav, Staff determined that DocuNav offers the proposal that best meets the District's goals that were specified for document management. Tab sheet is attached.

Recommendation:

The Administration recommends that this proposal be awarded to DocuNav.

Business Impact:

2004 Bond Funds- $500,000.00

Summary:

Appendix:

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