Texas public finance authority

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Texas Public Finance Authority

Lee Deviney, Executive Director

Request for Offers

Enterprise Content Management (ECM) Solution RFO No. 347-17-0051

Release Date: August 1, 2017 Due Date: August 21, 2017 - 3 p.m., CZT, at:

Texas Public Finance Authority William P. Clements Building

300 West 15th Street, Suite 411 Austin, Texas 78701

TABLE OF CONTENTS

I. INTRODUCTION ......................................................................................................................................................4 a) Purpose of this Request for Offer .................................................................................................................4 b) Notice to Offeror ................................................................................................................................................4 c) Background Information ................................................................................................................................4

II. SCOPE OF WORK/REQUIREMENTS .................................................................................................................5 a) Project Overview ...............................................................................................................................................5 b) Requirements .....................................................................................................................................................6 c) Project Management ........................................................................................................................................8 d) Remedies .......................................................................................................................................................... 10

III. PROJECT TIMELINE ............................................................................................................................................ 10 IV. SPECIAL INSTRUCTIONS................................................................................................................................... 10

a) Deadline for Offers......................................................................................................................................... 10 b) TPFA Point of Contact and Address for this RFO is: ............................................................................ 10 c) Questions and Answers................................................................................................................................ 11 d) Preparation of Offers .................................................................................................................................... 11 e) Due Diligence................................................................................................................................................... 11 f) Offeror Documents ........................................................................................................................................ 12 g) Offeror Modifications.................................................................................................................................... 12 h) Format of Offer................................................................................................................................................ 12 i) Delivery of Offer and Building Security .................................................................................................. 13 V. On-site Demonstration .................................................................................................................................... 13 VI. EVALUATION OF OFFERS ................................................................................................................................. 14 a) Evaluation Criteria......................................................................................................................................... 14 b) TPFA Rights, Disclaimer and Non-Obligation ....................................................................................... 14 VII. GENERAL INSTRUCTIONS, Terms and Conditions ................................................................................... 14 VIII. appendices ............................................................................................................................................................. 25 a) Transmittal Letter/Executive Summary................................................................................................. 25 b) Company Profile ............................................................................................................................................. 26 c) Functional Requirements ............................................................................................................................ 27 d) Technical Requirements .............................................................................................................................. 43 e) Configuration Requirements ...................................................................................................................... 46 f) Infrastructure Requirements ..................................................................................................................... 47 g) Security Administration............................................................................................................................... 48 h) Scalability ......................................................................................................................................................... 50 i) Implementation and Support ..................................................................................................................... 52

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j) Training ............................................................................................................................................................. 55 k) Proposed ECM Solution and Pricing ........................................................................................................ 56 l) Reference List.................................................................................................................................................. 57 m)Specimen Contract Documents/Other Related Attachments .......................................................... 58 n) Audited Annual Financial Reports ............................................................................................................ 59 o) HUB Subcontracting Plan (HSP) ................................................................................................................ 60 p) Execution of Offer .......................................................................................................................................... 61

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I. INTRODUCTION

a) Purpose of this Request for Offer

The Texas Public Finance Authority (the "TPFA"), an agency of the State of Texas, is seeking offers in response to this Request for Offer ("RFO") from qualified vendors to provide software and services for an Enterprise Content Management (ECM) solution. TPFA's objective is to obtain an ECM solution that represents the best value for TPFA and the State of Texas according to the requirements, terms and conditions of this RFO.

It is the policy of TPFA to make a good faith effort to include participation of Historically

Underutilized Businesses ("HUB") in its contracts. A HUB is a for profit business that meets

the requirements of Tex. Gov't Code, Chapter 2161 and administrative rules of the Texas

Comptroller of Public Accounts in 34 TAC Chapter 20, Subchapter B. TPFA encourages

qualified HUB firms to respond to this request for goods and services. TPFA anticipates that

this solicitation and resulting contract may be above the $100,000 threshold necessary for

submittal of a HUB subcontracting plan, and therefore requires all Offerors to complete and

submit a Historically Underutilized Business Subcontracting Plan ("HSP") with their response

to this RFO. For more information on the State's HUB program, go to:

. The HSP document required to be

submitted

with

an

Offeror's

offer

is

available

at:

.

b) Notice to Offeror

This procurement is governed by the Texas Government Code, Chapters 2155-2161, and Texas Administrative Code, Title 34, Part 1, Chapter 20. The code imposes civil and criminal penalties for its violation. In addition, Texas criminal statues impose felony penalties for bribes, gratuities or kickbacks.

c) Background Information

TPFA is an agency of the State of Texas created in 1984 by an Act of the Texas Legislature, and operates pursuant to Government Code, Chapters 1232, 1401 and 1403, and Education Code ?53.351 to provide financing for: 1) the acquisition, construction, repair, renovation, or other improvements of buildings and real property for the use of state agencies and certain institutions of higher education; 2) equipment that is eligible to be financed; and 3) such other financing as the Legislature may designate. The TPFA is governed by a seven-member Board appointed by the Governor with advice and consent of the Texas Senate. The TPFA is managed under the direction of the Executive Director.

TPFA issues general obligation and revenue bonds and general obligation and revenue commercial paper for over 25 designated State agencies and certain universities, and maintains the Master Lease Purchase Program, a revenue commercial paper program used primarily to finance equipment acquisitions by State agencies. Additionally, the Texas Public Finance Authority Charter School Finance Corporation, a public non-profit corporation created by TPFA, exists as an instrumentality of TPFA, and is authorized to issue revenue bonds on behalf of Texas open-enrollment charter schools for the purpose of financing or refinancing educational facilities. In this capacity, the TPFA serves as a financing conduit and

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official issuer, but the charter school is the borrower and source of the repayment on the bonds.

Although most of the Authority's bond proceeds are used to fund capital construction projects, in recent years the Texas Legislature has authorized debt issuance for other types of projects, including research project grants, funding insured losses from catastrophic events, and special revenue bonds for repayment of unemployment compensation advances from the federal government.

II. SCOPE OF WORK/REQUIREMENTS

a) Project Overview

TPFA is seeking an on-premise or cloud-based platform for an integrated ECM software and services purpose-focused solution, available in the commercial marketplace, that can be licensed for use under a government contract. The solution(s) proposed must make the management of TPFA's capital lease purchasing and bond issuance programs easier through simplifying the organization and storing of documents, and other content, that relate to TPFA's organizational processes. ECM is the technology used to capture, manage, store, preserve, and deliver content and documents related to organizational processes, and covers the management of information within the entire scope of an enterprise and over the content's life cycle including retention period, whether that information is in the form of a paper document, an electronic file, a database print stream, or an email.

Over the years, the individual strategies, methods and tools used by TPFA to manage documents and content related to its mission critical operations involving debt financing and the post-compliance activities that occur throughout the lifecycle of a financing, has not kept pace with advances in communications and information management technology. TPFA currently captures data across disparate systems such as the Web, smartphones, cloud, databases, CD-ROMs, emails and documents, both paper and in various electronic formats. Official documents and other content are manually placed on TPFA's in-house server(s) or individual workstations and routed to one or more drives to store and preserve data, either in their original file format or converted to other formats. Content is checked-in and out manually without tracking and reporting. All organizational processes involving the management and coordination of workflows and document versioning are handled manually and information and communications are routed primarily through Microsoft Outlook or paper documents. In some instances, emails or paper documents are converted to PDFs and placed on the appropriate network drives. The management review and approval for the payment of expenses related to bonds or notes, including the periodic payment of principal and interest, is a paper process that requires reviewing manual documents and obtaining hand written signatures. TPFA's ongoing management of records throughout their lifecycle is largely a manual process, as is the periodic disposal of records which is monitored and acted upon according to a retention schedule. In most cases, records are casually identified and filed with no indexing, which can make it difficult to access and retrieve information when needed. Lastly, no interactive Web interface is utilized for TPFA clients use.

TPFA's financing operations include all the steps in a bond application process through final approval, issuance, monitoring, continuing disclosures, and eventual disposition. The goal of the bond program as it relates to an ECM solution is to optimize the process by moving the client's initial financing request through the bond application and to final approval and

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funding as quickly and efficiently as possible. The ECM solution should be able to capture, manage, store, retrieve and report bond information such as the requests, applications, client data, funding authority, financial data, checklists, timelines, reviews and approvals, assets (collateral), communications and documents, and other content, through the life of the financing. The system should incorporate structured workflow technology to control and monitor the various workflow stages and steps of bond processing to ensure compliance with state and federal laws and use of online templates, electronic document exchange, and electronic signature to reduce the delays and inefficiencies in handling paper documents.

A bond issue typically has a long-life span (e.g., 25 or more years). The life-span includes the timetable for issuance of a bond, which can vary from a few weeks to several months depending on the complexity of the structure, terms and conditions, the method of sale, the parties and their jurisdictions, whether the issuer is a first-time issuer and whether the bonds to be issued require further review and approval from other authorities. Once a bond is issued, and throughout the remaining lifetime of a financing, there are myriad matters occurring on a set time schedule or on an ad hoc basis that need to be tracked, analyzed and acted upon by TPFA that involve approval of accounting transactions, continuing disclosures and periodic filings that may involve, for example, IRS rebate calculations, reports on use and alternative uses of bond proceeds, program and project expenditures, transfer of properties, sale of facilities, private use activities, audited annual financials, material events' disclosures, modification of bond documents due to refinancings, and the management and retention of documents and other content information, both structured and unstructured. These matters are important and require an ECM system capable of organizing and centralizing information that is generated over many years and across diverse platforms and users and stakeholders, internal and external, to better demonstrate compliance with tax, securities, or State law, and avoid issues that can compromise the status of a bond.

The expected benefits to be gained from an ECM system include improved operational efficiency, better control of organizational processes and content, and minimization of operational, audit and security risks by ensuring compliance with agency policies, and government and industry regulations.

b) Requirements

TPFA is seeking an ECM solution that includes a comprehensive integrated product suite of ECM capabilities and services designed to manage documents and content, across enterprise repositories and systems, throughout the content's lifecycle. The system should be flexible, self-contained, and utilizing either an on-premise or cloud-based platform. The strategies, methods, and tools used to manage the documents and content for TPFA's financing operations and processes, including post issuance compliance activities should include as a minimum the following components and capabilities:

1. Document management ? a system used to track, manage and store documents and reduce paper. Capable of check-in/check-out, version control, security and library services for agency documents. Advanced feature capabilities should include compound document support and content replication, digital rights management (DRM) and metadata-driven views of documents, rather than strict taxonomy-based structures, and integration of mobile phone use.

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