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REQUEST FOR BIDS
DOCUMENT IMAGING SYSTEM
LOS ANGELES COMMUNITY COLLEGE DISTRICT
NOVEMBER 16, 1992
CONTENTS
SECTION 1 INSTRUCTIONS TO BIDDERS
Introduction
Bid Content and Format
Questions
Bid Conditions
General Contract Conditions
SECTION 2 BID FORM
SECTION 3 REQUIREMENTS FOR THE CENTRAL FINANCIAL AID
UNIT AT EAST LOS ANGELES COLLEGE
Vendor Experience and Qualifications
System Capabilities - Required
System Capabilities - Futures
Installation, Training, Documentation, and
Maintenance
SECTION 4 REQUIREMENTS FOR THE ADMISSIONS OFFICE
AT LOS ANGELES PIERCE COLLEGE
Vendor Experience and Qualifications
System Capabilities - Required
System Capabilities - Futures
Installation, Training, Documentation, and
Maintenance
REQUEST FOR BIDS - DOCUMENT IMAGING SYSTEM
SECTION 1 - INSTRUCTIONS TO BIDDERS
Introduction
The Los Angeles Community College District ("District"),
the largest community college district in the United
States, invites bids to install a document imaging system
at two locations: (1) the Central Financial Aid Unit at
East Los Angeles College in Monterey Park, and (2) the
Admissions Office at Los Angeles Pierce College in Woodland
Hills.
Bids must be submitted in quadruplicate, sealed in an
envelope plainly showing the bidder's legal name, the bid
number of the project for which the bid is submitted, and
the bid submission deadline (bid opening date); and
deposited with the Contracts Office, 6th Floor, Los Angeles
Community College District, 617 West Seventh Street, Los
Angeles, California 90017, prior to the bid submission
deadline: 2:00 p.m. on Thursday, December 17, 1992. No late
bids will be accepted.
Bidders should be prepared to provide a system in the Los
Angeles area at their own expense for hands-on evaluation
by District personnel prior to contract award. The
configuration of the demonstration system should be as
similar as possible to that of the bid system.
Bid Content and Format
Vendors shall submit two separate, independent, and self-
contained bids, one for each of the two locations. Bids
should be prepared simply and economically, providing a
concise delineation of the bid system. Completeness and
clarity should be emphasized over volume. Bids shall
consist of the following parts:
1. A system overview including a description of all
software and hardware components employed.
2. Responses to the requirements contained in Sections
3 or 4, as applicable. For each requirement, restate the
requirement in a normal font and respond with one of the
following terms in a bold font:
Accepted, meaning full compliance and agreement with all
terms, conditions, and specifications.
Exceeded, meaning "accepted" as defined above and, in
addition, features and/or performance significantly
exceeding the specifications.Variance, meaning non-
compliance or disagreement with any part of the terms,
conditions or specifications. Each variance must be fully
explained including the reason for the variance, any areas
of partial compliance, and any suggested alternatives.
3. A completed BID FORM (see Section 2 of this Request
For Bids).
BASIS OF AWARD: THE AWARD FOR EACH LOCATION WILL BE MADE TO
ONE OF THE THREE LOWEST RESPONSIBLE BIDDERS WHOSE BID MEETS
THE SPECIFICATIONS DESCRIBED HEREIN.
Questions
Questions regarding the needs of the Central Financial Aid
Unit at East Los Angeles College should be directed to:
Mr. Gaston Green
Director of Financial Aid
Central Financial Aid Unit, East Los Angeles College
301 Brooklyn Ave., Monterey Park, CA 91754
213-269-0381
Questions regarding the needs of the Admissions Office at
Los Angeles Pierce College should be directed to:
Ms. Shelley Gerstl
Assistant Dean of Admissions
Los Angeles Pierce College
6201 Winnetka Ave., Woodland Hills, CA 91371
818-347-0551, ext. 448
Questions regarding contractual terms and the bid process
should be directed to:
Mr. Freddie Gamble, Contracts Coordinator
or Mr. Curtis Paltza, Contracts Analyst
Los Angeles Community College District
617 W. 7th Street, Los Angeles, CA 90017
213-891-2301
Questions regarding the District's technical environment
should be directed to:
Dr. Robert Alworth
Assistant Director of Information Technology
Los Angeles Community College District
617 W. 7th Street, Los Angeles, CA 90017
213-891-2255
Bid Conditions
1. Interpretation of Documents. If any person
contemplating submitting a bid for the proposed
procurement is in doubt as to the true meaning of any part
of the bid documents, or finds discrepancies in, or
omissions from the documents, he or she may submit to the
District a written request for an interpretation of
correction thereof. The person submitting the request
will be responsible for its prompt delivery. Any
interpretation or correction of the bid documents will be
made only by addendum duly issued and a copy of such
addendum will be mailed or delivered to each person
receiving a set of the bid documents. No person is
authorized to make any oral interpretation of any provision
in the bid documents to any bidder, and no bidder is
authorized to rely on any such unauthorized oral
interpretation.
2. Requirements of the District and the Colleges. The
bidder shall be responsible for becoming familiar with the
requirements of the District pertaining to this
solicitation for bids, and shall rely solely upon his or
her own independent judgment, and not upon any statements
or representations made by the District, whether express or
implied. The failure of any bidder to acquaint himself
with requirements of the District's Central Financial Unit
at East Los Angeles College, and/or of the Office of
Admissions and Records at Los Angeles Pierce College,
shall in no way relieve any bidder from any obligation with
respect to this bid or to the agreement. The submission
of a bid shall be taken as prima facie evidence of
compliance with this section.
3. Price To Be Accurate and Complete. The price
proposed must be accurate, complete and valid for the term
of the contract. The bidder is responsible for the
accuracy of the bid submitted, and no allowance will be
made for errors or price increases that the bidder later
alleges are retroactively applicable.
4. Withdrawal of Bid. The bidder may withdraw his bid
at any time before the bid submission deadline.
5. Bid Constitutes An Offer. A bid submitted in accord
with instructions constitutes an offer to enter into a
contract with the District under the terms specified in the
accompanying General Contract Conditions. If the bid is
accepted by the District, an enforceable contract is
thereby created.
6. Bid Bond. At the time of submitting its proposal,
the bidder shall furnish a Bid Bond in an amount not less
than ten percent (10%) of the estimated aggregate payments
to be made under the contract. If the bidder's proposal
is accepted by the District, the Bid Bond shall remain in
effect until contract execution. If the bidder fails to
execute said contract, the sum guaranteed by the Bid Bond
shall be forfeited to the District.
7. Acceptance Of Bids. Final acceptance of all bids
shall be made by the Board of Trustees at a public meeting
within approximately ninety (90) days from the date of the
bid opening. The Los Angeles Community College District
reserves the right to reject any or all bids if it deems
such action is in the best interest of the District. The
District also reserves the right to waive any and all
technicalities and non-substantive defects in any bid.
8. Subcontractors. The bidder shall provide to the
District with its bid, a list of its subcontractors, and
the bidder shall be solely responsible for any an all work
done by thosesubcontractors. All orders or instructions
from the District shall be communicated by the bidder to
its subcontractors as is necessary. It shall be the duty
of the bidder to see that all of its subcontractors
commence work promptly at the proper time, and carry it on
with due diligence so that they do not delay or injure
either work or products, and that all damage caused by the
subcontractors or their workers is properly made good by
them or by the bidder at the bidder's cost.
9. Default. In the event that an apparently successful
bidder defaults or fails to execute the contract, the sum
guaranteed by the Performance Bond shall be forfeited to
the District, and the District may, at its election, accept
the next lowest bid.
General Contract Conditions
The following terms and conditions shall be incorporated in
any contract resulting from this procurement:
1. Contract Documents. The complete contract between
the Contractor and the District includes the following
documents as applicable: the advertisement for bids, the
complete Request For Bids, the bid of the Contractor and
its acceptance by the District, the Contractor's Bid Bond,
Performance Bond, Labor and Material Bond, the contract,
and all amendments thereto. Any of these documents shall
be interpreted to include all provisions of the other
documents as though fully set forth therein.
2. Performance Bond. At the time of contract
execution, the Contractor shall furnish a Performance Bond
executed by a responsible surety company or companies,
authorized by the California Department of Insurance to do
business in California and on file with the Los Angeles
County Clerk, in an amount not less than one hundred
percent (100%) of the estimated aggregate payments to be
made under the contract, conditioned upon the faithful
performance by the Contractor of its contractual
obligations.
The surety or sureties on the bond furnished must be
satisfactory to the District. If during the term of
contract any of the sureties, in the opinion of the
District, are or become irresponsible, the District may
instruct the Contractor in writing to provide other or
additional sureties, which the Contractor shall furnish to
the satisfaction of the District within ten (10) days after
notice. If the Contractor fails to so furnish additional
or other sureties, the District may terminate the contract.
The Performance Bond shall remain in effect for 90 days
after system acceptance at the location.
3. Labor and Material Bond. At the time of contract
execution, the Contractor shall provide a Labor and
Material Bond in an amount equal to the estimated aggregate
payments to be made by the Contractor to all of its
subcontractors under the agreement, to guarantee that the
Contractor and its subcontractors at every tier shall pay
all amounts owed to the subcontractors, material suppliers,
workers, and equipment renters. The Labor and Material
Bond shall remain in effect for 90 days after system
acceptance at the location.
4. Authorization To Provide Products. Contractor
represents that it is authorized to provide the products
being proposed. Contractor shall defend, hold harmless,
and indemnify the District, its Board of Trustees,
officers, employees and representatives from and against
all liabilities, claims, actions, losses, costs, and
obligations resulting from any action brought against the
District, its Board of Trustees, officers, employees and
representatives based on an allegation that Contractor was
not authorized to provide the products or that those
products infringe a United States patent or copyright.
If injunctive relief is obtained against the
District's use of a product by reason of such infringement
or if, in the District's opinion, a product is likely to
become the subject of a claim of such infringement,
Contractor shall, at the District's option and at
Contractor's expense: (1) procure for the District the
right to continue using the product or (2) replace or
modify the product so that no infringement of patents or
copyrights exists.
5. Warranty. Contractor warrants that the products it
supplies shall be in good working order and shall perform
in accordance with the manufacturer's standard
specifications for the period of the manufacturer's
warranty. Products which do not function as warranted
shall be repaired or replaced at the District's option, at
Contractor's expense.
All products provided by Contractor shall be new and
of the specified quality, and all work shall be done and
completed in a thorough, workmanlike manner.
All products furnished and all work performed shall be
subject to District inspection. Products or work that the
District determines do not conform to the specifications
may be rejected by the District.
On all questions concerning the acceptability of
products and workmanship, the decision of the District
shall be final and binding upon the parties. The District
shall not unreasonably exercise its judgment.
6. Liquidated Damages. Time is of the essence for
completion of this project. It would be difficult or
impractical to determine actual damages arising from the
Contractor's failure to complete the project within the
specified installation time. Therefore, if through no
fault of the District, the Contractor fails to complete the
installation within 45 days of the District's written
notice to proceed, then the Contractor shall pay to the
District liquidated damages in the sum of One Hundred
Dollars ($100.00) for each calendar day after said date the
system is not, in all respects, ready for use. Liquidated
damages shall be assessed separately for each of the two
locations and shall accrue until (1) the system is ready
for use, or (2) the contract is terminated by either party,
whichever occurs first. Liquidated damages may be deducted
by the District from monies due the Contractor under the
contract.
Neither party shall be liable for delays caused by
acts beyond its control, such as strikes, lockouts, riots,
acts of war, epidemics, governmental regulations
implemented after the notice to proceed, fire,
communication line and power failures, floods, earthquakes,
tornadoes or other disasters or extraordinary acts of
nature.
7. Independent Contractor While engaged in carrying
out and complying with the terms of this contract, the
Contractor is an independent contractor, and not an
officer, employee or agent of the District.
8. Subcontractors. The Contractor shall provide the
District a list of its subcontractors and the Contractor
shall be solely responsible for any and all work done by
those subcontractors. All orders or instructions from the
District shall be communicated by the Contractor to its
subcontractors as is necessary. It shall be the duty of
the Contractor to see that all of its subcontractors
commence work promptly at the proper time, and carry it on
with due diligence so that they do not delay or injure
either work or products, and that all damage caused by the
subcontractors or their workers is properly made good by
them or by the Contractor at the Contractor's cost.
Contractor shall provide to the District, from all
subcontractors that are a part of this agreement, a payment
release form, prior to the District issuing final payment
to the Contractor.
9. Permits and Licenses. The Contractor and all its
employees or agents shall secure and maintain in force such
licenses and permits as required by law in connection with
the performance of this contract.
10. Invoices and Payments. The payment schedule shall
be established at the time of contract execution and shall
include the option of financing the entire purchase amount.
Invoicing shall not begin until system acceptance.
Payment shall be made by the District's Accounts
Payable Office upon provision of the products and services
described herein and submittal of invoice(s) approved by
the Director of the Central Financial Aid Unit, or
designee, at East Los Angeles College, or the Vice
President of Administration, or designee, Los Angeles
Pierce College.
Payment by the District of any invoice shall
constitute full and final payment for service rendered for
the period covered by such invoice, unless the Contractor
files a claim for error or omission within ninety (90) days
of the date of invoice.
11. Taxes. California sales tax, where required, shall
be separately identified on each invoice to the District.
The federal excise tax, and state and local property taxes,
are not applicable, as college districts are exempt
therefrom. The District shall furnish, upon request, such
tax exemption certificates as may be required.
12. Insurance. The Contractor shall secure and
maintain, at a minimum, insurance as set forth below, with
insurance companies acceptable to the District to protect
the Contractor from claims which may arise from operations
under this agreement, whether such operations be by the
Contractor or any subcontractor or anyone directly or
indirectly employed by any of them. The Contractor further
shall furnish to the District Contracts Office,
certificates o such insurance, which shall name the
District as an additional named insured and include a
minimum ten-day cancellation clause. Failure to maintain
the insurance and furnish the required certificates may
terminate this agreement without waiver of any other remedy
the Contractor may have under law. The Contractor shall
require all contractors engaged by it to maintain such
insurance as will protect the Contractor and subcontractors
and the District from claims as set forth below.
a. Workers' compensation insurance in accordance
with the provisions of the California Labor Code, adequate
to protect the Contractor from claims under workers'
compensation acts which may arise from operations under the
contract, whether such operations be by the Contractor or
by anyone directly or indirectly employed by the
Contractor.
b. Comprehensive bodily injury including death and
property damage liability insurance with a combined single
limit of not less than one million dollars ($1,000,000) per
occurrence. The policy so secured and maintained shall
include personal injury, broad form, contractual or assumed
liability insurance, contractors protective (contingency)
liability, products liability and completed operations;
property damage, broad form, and owned, hired, and non-
owned automobile insurance. The policy shall be endorsed
to provide specifically that any insurance carried by the
District which may be applicable to any claim or loss shall
be deemed excess, and the Contractor's insurance primary,
despite any provisions in the Contractor's policy to the
contrary.
Failure to maintain insurance may be considered a
breach of this agreement by the Contractor, and the
District may terminate this agreement without waiver of any
other remedy it may have.
13. Default By Contractor. The District shall hold the
Contractor responsible for any damages which may be
sustained because of the failure or neglect of the
Contractor to comply with any term or condition listed
herein, it being specifically provided and agreed that time
is of the essence in the contract performance.
14. Indemnification. The Contractor shall indemnify,
hold harmless, and defend the District, its Board of
Trustees, officers, employees and representatives from and
against all claims, liability, loss, cost, and obligations
on account of, or arising from, the acts or negligent
omissions of the Contractor, or of persons acting on behalf
of the Contractor, however caused, in the performance of
the services specified herein.
15. Liens and Related Claims. The Contractor shall pay
in a timely manner for all work done on District premises
and shall not, by failing to pay, permit to be recorded
against the District's property, or any part thereof, or
any improvements thereon, any mechanic's, materialmen's,
contractor's, or subcontractor's liens arising from or any
claim for damage growing out of this project, or any other
claim or demand howsoever the same may arise. In the
event, however, that any lien is recorded, the Contractor
shall, within ten (10) days following recordation and prior
to any action to enforce the same, at the contractor's sole
cost and expense, cause such lien to be removed.
16. Amendment Of Agreement. All modifications and
amendments to this agreement shall be in writing and signed
by the authorized representatives of the District and the
Contractor.
17. Assignment Of Agreement. This agreement may not be
assigned or otherwise transferred, in whole or in part, by
either the District or the Contractor without prior written
consent of the other.
18. Termination Of Agreement. If either party breaches
any term of this agreement, the other may cancel the
agreement upon thirty (30) calendar days written notice,
unless the breach is cured within that time.
19. Governing Law. This agreement shall be governed by
an construed and enforced in accordance with the laws of
the State of California. The exclusive jurisdiction for
any legal proceeding regarding this agreement shall be the
courts of the State of California, and the parties hereto
expressly submit to the jurisdiction of said courts.
20. Compliance With Legal Requirements. The Contractor
shall at all times comply with all ordinances, laws, and
regulations affecting services provided under this
agreement. All permits, licenses, variances, or approvals
which may be necessary for the Contractor to fulfill its
obligations under this agreement shall be obtained by the
Contractor at its sole cost and expense.
21. Non-Waiver. A waiver of a breach or default under
this agreement shall not be deemed a waiver of any
subsequent breach or default. Failure of either party to
enforce compliance with any term or condition of this
agreement shall not constitute a waiver of such term or
condition.
22. Severability and Applicable Law. Whenever
possible, each provision of this agreement shall be
interpreted in such manner as to be effective and valid
under applicable law, but if any provisions of this
agreement shall be held invalid under applicable law, such
provisions shall be ineffective to the extent of such
prohibition or invalidity, without invalidating the
remainder of such provisions or the remaining provisions of
this agreement, unless such invalidity would defeat the
purpose of this agreement or the intent of the parties.
23. Successors. This agreement shall be binding upon,
and shall inure to the benefit of, the parties hereof and
their respective permitted transferees, successors and
assigns.
24. Non-Discrimination. The Contractor hereby
certifies that in performing work or providing services for
the District, there shall be no discrimination in its
hiring or employment practices because of age, sex, race
color, ancestry, national origin, religious creed, physical
handicap, medical condition, marital status, or sexual
preference, except as provided for in Section 12940 of the
California Government Code. The Contractor shall comply
with applicable federal and California anti-discrimination
laws, including but not limited to th California Fair
Employment and Housing Act, beginning with Section 12900 of
the California Government Code. In addition, the
Contractor shall require compliance by all subcontractors
which the Contractor employs on the work.
25. Equal Employment Opportunity Certification. The
Contractor, in the execution of this contract, certifies
that it is an equal employment opportunity and affirmative
action employer.
SECTION 2 - BID FORM
BIDDERS ARE CAUTIONED TO COMPLETE ALL ITEMS AND TO SIGN THE
BID FORM. FAILURE TO DO SO MAY INVALIDATE THE BID.
BID TO PROVIDE, INSTALL, AND MAINTAIN
DOCUMENT IMAGING SYSTEM FOR (INDICATE ONE ONLY):
___ THE CENTRAL FINANCIAL AID UNIT AT EAST LOS ANGELES
COLLEGE
___ THE ADMISSIONS OFFICE AT LOS ANGELES PIERCE COLLEGE
TO THE BOARD OF TRUSTEES OF THE LOS ANGELES COMMUNITY
COLLEGE DISTRICT: The undersigned, having become familiar
with the bid conditions, specifications, and general
contract conditions, hereby offers to supply the following
products and services in accordance with its bid and
subject to the terms and conditions set forth herein by
reference and attachments. Bidder offers to supply the
products and services described below and conforming to the
specifications contained in this Request For Bids:
A. HARDWARE AND SOFTWARE $
__________________
(Itemize all items on a separate page)
B. DELIVERY AND INSTALLATION $
__________________
C. TRAINING AND DOCUMENTATION $
__________________
D. ONE YEAR OF MAINTENANCE $
__________________
E. OTHER (SPECIFY AND ITEMIZE) $
__________________
F. 8.25% CALIFORNIA SALES TAX $
__________________
G. TOTAL PURCHASE PRICE $
__________________
BIDDER ____________________________________ Check
One:
(Type or Print Complete Legal Name of Firm)
Sole
Ownership ____
BY ________________________________________
(Signature of an individual. Do not type or
stamp.)Partnership ____
Name ______________________________________
Corporation ____
(Type or Print)
Other
(Specify) ____
Title _____________________________________
IRS or Social Security No. of Bidder
_____________________________________
Address ______________________________
_____________________ ___ ______
Street City
St. Zip
Phone No. (_____) ________________________ Date __________
___ ________
Month
Day Year
SECTION 3 - REQUIREMENTS FOR THE CENTRAL FINANCIAL AID UNIT
AT EAST LOS ANGELES COLLEGE
The project budget for this location is $150,000. The bid
system, including tax, must not exceed this amount.
Vendor Experience and Qualifications
A. Vendor Experience. The vendor submitting the
bid shall have installed document imaging systems for at
least two years and have a minimum of five comparable
system installations within that period.
B. References. Vendor shall provide a list of at
least five references to whom Vendor has provided
comparable products and services during the last two years.
Include name and address of installation, description of
equipment installed, and the name and telephone number of
the contact person.
C. Annual Report. Vendor shall provide a copy of
its most recent annual report, including an audited
financial statement.
System Capabilities - Required
A. General. The Central Financial Aid Unit must be
able to electronically store, file, and retrieve student
financial aid files for the nine District colleges.
Retrieval must be possible from all nine colleges, which
are interconnected by a data communications network as
described below.
B. Security. The storage medium must be tamper-
proof so that documents reproduced from the system are
accurate, complete, and of sufficient quality to meet the
legal and evidence requirements of California and United
States courts.
C. Complete System. The Central Financial Aid Unit
requires a complete, fully functional imaging system
including the software and hardware needed for scanning,
indexing, and retrieval. All system components are to be
provided by Vendor except as noted herein. Workstations
needed to support system functions such as scanning,
indexing, and storage shall be included in the proposed
price along with their associated network interface cards
(16 bit, 10BASE-T). Itemize and describe all proposed
hardware and software components and provid a schematic
diagram showing how those components are related.
D. Scanning. The system shall include two scanning
stations, each including the scanner and its supporting
workstation. Each scanner shall process a minimum of 15
sheets per minute; have a document feeder capable of
handling a minimum of 50 sheets; handle paper of a variety
of colors, textures, thicknesses, and sizes up to 11" x
17"; and scan both line art and gray scale images. Describe
scanning procedures and options. Describe procedures to
scan double-sided documents (fully automated scanning of
double-sided documents is not required). Describe how the
system handles composite documents containing both text and
images in a single pass.
E. Indexing. Documents are indexed by school year,
student social security number, student name, and sequence
number. For a given document, the Central Financial Aid
Unit desires to enter only the social security number and
the sequence number, have the imaging system generate the
year, and obtain the other information from files
downloaded on a regular basis from the District's central
database and stored on the East Los Angeles College local
area network. The information to be obtained from to
extract the student's current name and previous name and
social security number (if any) from its central database
and record that additional information in the document
imaging system. The following information will be obtained
from the downloaded file: last name (30 characters), first
name (15 characters), middle initial (1 character), date of
birth (10 characters), previous last name (30 characters),
previous first name (15 characters), previous middle
initial (1 character), and previous date of birth (10
characters).
If the desired additional information is not
yet available in the central database, the Central
Financial Aid Unit will have the option of entering that
information manually or deferring the processing of the
document(s) involved to a later time.
Describe the manner in which the proposed
system will support the above indexing and any other
options or capabilities that are available. State whether
indexing can be conducted separately from scanning.
Describe how indexes that apply to multiple documents are
associated with those multiple documents without repetitive
keying.
F. Storage. Approximately 15,000 documents enter
the financial aid system each year. Each document consists
of approximately 50 pages and must be stored for five
years. Consequently the bid system must provide optical
storage including media for 3.75 million pages. System
storage shall be capable of expansion to double its
installed capacity; describe how this expansion would be
accomplished.
G. Retrieval. The system shall provide a choice of
retrieval methods. Describe the options that are available
including support for Boolean-expression searches.
H. Viewing Workstation. The system shall include
one workstation including 20" monitor and display adapter
(video graphics card) for high resolution access to
document images. Th monitor must rotate images 360 degrees,
zoom, and pan the zoomed image. Describe the monitor's
resolution and viewing options such as landscape vs.
portrait.
I. Image Retrieval By Local and Remote
Workstations. The system shall be connected to East Los
Angeles College's Ethernet local area network (LAN) running
under Novell NetWare v. 3.11. This network is connected to
similar LANs at other District colleges by dual 56kbps
leased lines and high speed bridges. The system shall
include hardware/software to allow a minimum of 15
workstations to display stored images. Some of these
workstations will be connected to the LAN at East Los
Angeles College while others will be connected to LANs at
other colleges. The system shall 'stage' document requests
from these workstations for delivery overnight or at
specified non-peak times, so as not to impair online
performance for other network users. The 15 workstations,
their network interface cards, and the network itself will
be provided by the District.
J. Compression/Decompression. The system shall
automatically compress stored images and decompress
retrieved images. Describe compression/decompression
options and techniques and explain whether they occur by
means of software or hardware.
K. User Interface. The system shall present a
user-friendly interface suitable for non-technical
personnel and featuring online help.
L. Printing. The proposed system shall allow
images to be printed on any suitably configured printer
attached to the network. All printers will be supplied by
the District. Describe printers that may be supported.
M. Backup and Recovery. The system shall provide
software and hardware for backup and recovery of all files,
indexes, and images. Describe available options and
techniques.
N. Security. The system shall include security features
to control use of various system functions. Describe
options available.
O. Industry Standards. The software and hardware
components of the system shall conform to all applicable
industry standards. Describe applicable standards and the
extent of conformance.
System Capabilities - Futures
The following system capabilities are not required at this
time but the proposed system must be capable of
accommodating them at a later date.
A. Work Flow. The system should be capable of
supporting 'work flow' routing of document images within
the system and should permit system users to annotate
documents. For example, an office on campus would be able
to route a document image to several offices for review and
allow each office to associate comments with that image.
B. Optical Character Recognition (OCR). The system
should be capable of incorporating an OCR capability, allow
the operator to designate areas on a page for OCR scanning,
present the OCR file adjacent to the image file, highlight
problem areas in the OCR file and the associated areas in
the image file, allow operator editing of the OCR file, and
allow OCR scanning to be deferred to non-peak hours.'
C. Text Retrieval Capability. The system should be
capable of incorporating software for text retrieval from
an OCR file. Describe the manner in which this capability
could be implemented.
D. Application Programming Interfaces. The system
should be capable of employing application programming
interfaces (API's) to interface with applications executing
on a Digital Equipment Corporation VAX computer running
under VMS. Describe the API's that are currently available
for the VAX environment.
Installation, Training, Documentation, and Maintenance
A. Installation. Vendor shall install all proposed
hardware and software.
B. System Administrator Training. Vendor shall train
two system administrators. This training shall be
sufficient to allow the personnel involved to oversee day-
to-day imaging operations and correct routine problems.
C. Operator Training. Vendor shall train four non-
technical personnel to perform image scanning. Describe the
tasks that the system operators would perform and provide
samples of the screens that they would use.
D. Documentation. Vendor shall provide two copies of
system administration documentation and four copies of
system operator documentation.
E. Maintenance. Vendor shall provide preventive
and remedial on-site maintenance including parts and labor
for a period of one year after system acceptance.
Maintenance shall be provided Monday through Friday from
8:00 a.m. to 5:00 p.m., with guaranteed same-day response
for calls placed by 1:00 p.m. Extended downtime while
waiting for components to be sent to other locations for
replacement or repairs is specifically excluded by the term
"on-site". Describe technical support facilities and
personnel in the Los Angeles area. Describe extent of
telephone support.
SECTION 4 - REQUIREMENTS FOR THE ADMISSIONS OFFICE
AT LOS ANGELES PIERCE COLLEGE
The project budget for this location is $57,370. The bid
system, including tax, must not exceed this amount.
Vendor Experience and Qualifications
A. Vendor Experience. The vendor submitting the
bid shall have installed document imaging systems for at
least two years and have a minimum of five comparable
system installations within that period.
B. References. Vendor shall provide a list of at
least five references to whom Vendor has provided
comparable products and services during the last two years.
Include name and address of installation, description of
equipment installed, and the name and telephone number of
the contact person.
C. Annual Report. Vendor shall provide a copy of
its most recent annual report, including an
audited financial statement.
System Capabilities - Required
A. Complete System. Pierce College requires a
complete, fully functional imaging system including the
software and hardware needed for scanning, indexing, and
retrieval. All system components are to be provided by
Vendor except as noted herein. Workstations needed to
support system functions such as scanning, indexing, and
storage shall be included in the proposed price along with
their associated network interface cards (16 bit, 10BASE-
T). Itemize and describe all proposed hardware and
software components and provide a schematic diagram
showing how those components are related.
B. Scanning. The system shall include one scanning
station, including the scanner and a supporting workstation
with 20" monitor. The scanner shall process a minimum of 15
sheets per minute; have a document feeder capable of
handling a minimum of 50 sheets; handle paper and card
stock of a variety of colors, textures, thicknesses, and
sizes from 4" x 8" to 11" x 17"; and scan print, ink,
colored markers, and pencil. Describe scanning procedures
and options. Describe procedures to scan double-sided
documents (fully automated scanning of double-sided
documents is not required). Describe how the system handles
composite documents containing both text and images in a
single pass.
C. Indexing. Documents pertaining to students,
such as Applications, Directory Cards, and Add/Drop Cards,
are indexed by student social security number (9
characters), document type code (5 characters), semester
and year (3 characters), and other fields to be obtained
from files downloaded on a regular basis from the
District's central database and stored on the Pierce
College local area network. The fields to be obtained from
the downloaded file are last name (30 characters), first
name (15 characters), middle initial (1 character), date of
birth (10 characters), previous last name (30 characters),
previous first name (15 characters), previous middle
initial (1 character), and previous date of birth (10
characters).
Documents pertaining to classes, such as
Exclusion Rosters, Attendance Rosters, and Grade Sheets,
are indexed by section number (5 characters), semester and
year (3 characters), document type code (5 characters), and
other fields to be obtained from files downloaded on a
regular basis from the District's central database and
stored on the Pierce College local are network. The fields
to be obtained from the downloaded file are instructor name
(16 characters), course name (7 characters), and course
number (4 characters).
If the desired additional information is not
yet available in the central database, the Admissions
Office will have the option of entering that information
manually or deferring the processing of the document(s)
involved to a later time.
The system must accept and file separately
multiple records with identical indexes. That is, each
record will not have a unique index.
Describe the manner in which the proposed
system will support the above indexing and any other
options or capabilities that are available. State whether
indexing can be conducted separately from scanning.
Describe how indexes that apply to multiple documents are
associated with those multiple documents without repetitive
keying. For example, the ability to enter semester/year and
document type once and apply those indexes automatically to
subsequent documents.
D. Storage. The system shall provide optical
storage including media for ten semesters worth of the
following documents:
Pages Per
Total
Document Sides Size Semester
Pages
Applications 2 8.5 x 11.0 12,000
240,000
Directory Cards 2 4.0 x 8.0 19,000
380,000
Add/Drop Cards 1 4.0 x 8.0 38,000
380,000
Exclusion Rosters 1 8.5 x 11.0 12,000
120,000
Attendance Rosters 1 8.5 x 11.0 3,000
30,000
Grade Sheets 1 11.0 x 17.0 4,000
40,000
1,190,000
System storage shall be capable of expansion
to double its installed capacity; describe how this
expansion would be accomplished.
E. Network Connection. The system shall be
connected to Pierce College's Ethernet local area network
(LAN) running under Novell NetWare v. 3.11. The system
shall include hardware/software to allow a minimum of three
workstations on this network to display stored images. The
three workstations, their network interface cards, and the
network itself will be provided by the District.
F. Retrieval. The system shall provide a choice of
retrieval methods. Describe the options that are available
including support for Boolean-expression searches.
G. Viewing Workstation. The system shall include
one workstation including 20" monitor and display adapter
(video graphics card) for high resolution access to
document images. The monitor must rotate images 360
degrees, zoom, and pan the zoomed image. Describe the
monitor's resolution and viewing options such as landscape
vs. portrait.
H. Compression/Decompression. The system shall
automatically compress stored images and decompress
retrieved images. Describe compression/decompression
options and techniques and explain whether they occur by
means of software or hardware.
I. User Interface. The system shall present a
user-friendly interface suitable for non-technical
personnel and featuring online help.
J. Printing. The proposed system shall allow
images to be printed on any suitably configured printer
attached to the network. All printers will be supplied by
the District. Describe printers that may be supported.
K. Backup and Recovery. The system shall provide
software and hardware for backup and recovery of all files,
indexes, and images. Describe available options and
techniques.
L Security. The system shall include security features
to control use of various system functions. Describe
options available.
M. Industry Standards. The software and hardware
components of the system shall conform to all applicable
industry standards. Describe applicable standards and the
extent of conformance.
System Capabilities - Futures
The following system capabilities are not required at this
time but the proposed system must be capable of
accommodating them at a later date.
A. Work Flow. The system should be capable of
supporting 'work flow' routing of document images within
the system and should permit system users to annotate
documents. For example, an office on campus would be able
to route a document image to several offices for review and
allow each office to associate comments with that image.
B. Optical Character Recognition (OCR). The system
should be capable of incorporating an OCR capability, allow
the operator to designate areas on a page for OCR scanning,
present the OCR file adjacent to the image file, highlight
problem areas in the OCR file and the associated areas in
the image file, allow operator editing of the OCR file, and
allow OCR scanning to be deferred to non-peak hours.'
C. Text Retrieval Capability. The system should be
capable of incorporating software for text retrieval from
an OCR file. Describe the manner in which this capability
could be implemented.
D. Application Programming Interfaces. The system
should be capable of employing application programming
interfaces (API's) to interface with applications executing
on a Digital Equipment Corporation VAX computer running
under VMS. Describe the API's that are currently available
for the VAX environment.
Installation, Training, Documentation, and Maintenance
A. Installation. Vendor shall install all proposed
hardware and software.
B. System Administrator Training. Vendor shall train
two system administrators. This training shall be
sufficient to allow the personnel involved to oversee day-
to-day imaging operations and correct routine problems.
C. Operator Training. Vendor shall train four non-
technical personnel to perform image scanning. Describe the
tasks that the system operators would perform and provide
samples of the screens that they would use.
D. Documentation. Vendor shall provide two copies of
system administration documentation and four copies of
system operator documentation.
E. Maintenance. Vendor shall provide preventive
and remedial on-site maintenance including parts and labor
for a period of one year after system acceptance.
Maintenance shall be provided Monday through Friday from
8:00 a.m. to 5:00 p.m., with guaranteed same-day response
for calls placed by 1:00 p.m. Extended downtime while
waiting for components to be sent to other locations for
replacement or repairs is specifically excluded by the term
"on-site". Describe technical support facilities and
personnel in the Los Angeles area. Describe extent of
telephone support.
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Bid No. 92-29 - Page 19