Physical Records Management Software System County Board of County Commissioners Physical Records Management Software System Demonstration Script Total Time: 60 Minutes Bid R2114547P1

Finance and Administrative Services Department RECORDS, TAXES, AND TREASURY DIVISION – Records Management Section

1600 W. Hillsboro Blvd., Unit 184 • Deerfield Beach, Florida 33442 • 954-577-4632 • FAX 954-831-1438

Broward County Board of County Commissioners

Mark D. Bogen • Beam Furr • Steve Geller • Dale V.C. Holness • Chip LaMarca • Nan H. Rich • Tim Ryan • Barbara Sharief • Michael Udine

www.broward.org

RFP No. R2114547P1 Physical Records Management Software System

Vendor Demonstration Fact-Finding Report Introduction

On November 17, 2017, the Evaluation Committee deemed Feith Systems and Software, Inc. and Spacesaver Systems, Inc. (dba Infolinx System Solutions) to be both responsive and responsible for the Physical Records Management Software System, RFP No. R2114547P1. The two vendors were invited to demonstrate certain tasks related to the RFP scope of services. The demonstrations were held on December 5, 2017 and December 6, 2017 at Broward County’s Government Center Annex facility, Room A460 at 115 South Andrews Avenue in Fort Lauderdale, Florida. The meeting was publicly noticed on the Broward County website and opened to the general public to attend. Feith Systems and Software, Inc. and Infolinx System Solutions were each given one (1) hour to demonstrate the tasks included in the demonstration script including a follow up question and answer period. Demonstration Description

A Technical Review Team (TRT) composed of the following members conducted fact-finding of the demonstration:

Mark Lichtenberg, Information Systems Manager, Records, Taxes and Treasury (RTT)

Susan Kluck, Records Management Supervisor, RTT

Stacy Morningstar, Information Technology Specialist, Enterprise Technology Services (ETS)

Marilyn Hu, Information Technology Specialist, ETS

Each TRT member was given a checklist to indicate whether or not the required tasks were demonstrated.

The demonstration covered two (2) sessions with Feith Systems and Software, Inc. presenting at 2:00 p.m. on December 5, 2017, and Infolinx System Solutions presenting at 3:00 p.m. on December 6, 2017. Summary of Observations

The demonstrations were presented by Mitch Farbstein and Kris Pettie, for Feith Systems and Software, Inc., and Tim Butler for Infolinx System Solutions. Each demonstration covered all required items in the script previously provided to the vendor. Feith Systems and Software, Inc. presented a records management software and were able to demonstrate most of the test cases. Of the eighteen (18) demonstration tasks, at least one of the fact-finding TRT members indicated the vendor did not satisfactorily demonstrate the following tasks:

3. Demonstrate the creation of a records transmittal for physical records. (Ex., record series, box description information, inclusive dates) TRT observation:

The vendor failed to demonstrate any type of transmittal. I was only witness to data entry for a particular box.

The vendor did not create a transmittal that contains more than one box in inventory.

The vendor demonstrated how to create a box in the system, but they did not demonstrate how to create a transmittal that shows the number of boxes being sent or that data is in the box.

7. Demonstrate the ability to generate and print barcode labels for location, containers,

and files. TRT observation:

The vendor did not demonstrate or show the bar code labels that would be placed on the rack locations.

8. Demonstrate the ability to check status of each record, and perpetual history for all

activities performed. TRT observation:

The vendor demonstrated the status, but did not demonstrate the activities of any given inventory record.

Page 2 of 21

17. Demonstrate the reporting functionality of the system. (Ex., types of reports, exportable formats, custom report options.) TRT observation:

The vendor failed to demonstrate exporting a record or report to any industry common format.

Infolinx System Solutions presented a records management system software and were able to demonstrate all of the test cases. A demonstration matrix has been attached along with each TRT member’s completed checklist. Conclusion

The main purpose of the demonstrations were for the responsive and responsible vendors, Feith Systems and Software, Inc. and Infolinx System Solutions to have an opportunity to present their solutions and ability to perform as required by the RFP Scope of Services. Feith Systems and Software, Inc. failed to adequately demonstrate requirements 3, 7, 8 and 17 of the demonstration script. Infolinx System Solutions was able to demonstrate all of the test cases.

Page 3 of 21

RFP No. R2114547P1 Physical Records Management Software System

Vendor Demonstration Matrix

No. System Requirements Vendor Compliant Non-

Compliant

1. Provide a short introductory narrative covering the main features and benefits that distinguish your proposed system.

Feith Systems and Software, Inc. 4

Infolinx System Solutions 4

System Requirements & Integration

2. Demonstrate the ability to integrate with other applications. (Ex., Microsoft Office)



General Requirements

3. Demonstrate the creation of a records transmittal for physical records. (Ex., record series, box description information, inclusive dates)

Feith Systems and Software, Inc. 1 3


4. Demonstrate the ability to edit entered data. (Ex., change record series, custodian, retention, file location)



5. Demonstrate the user process on how to search for and retrieve records. (Ex., retrieve boxes from Records Center)



6. Demonstrate the ability to produce an audit trail for various record activities. (Ex., add, delete, edit a record)



7. Demonstrate the ability to generate and print barcode labels for location, containers, and files.



8. Demonstrate the ability to check status of each record, and perpetual history for all activities performed.



9. Demonstrate how the system disposition process works. (Ex., physical records to be destroyed, discarded, exceptions for checked out boxes)



10. Demonstrate that system supports the ability to use fiscal/calendar/anniversary year retention to calculate disposition.



11. Demonstrate the ability to notify users for pending approvals of various tasks. (Ex., pending


Page 4 of 21

No. System Requirements Vendor Compliant Non-

Compliant

transmittals/dispositions, record/box freezes/unfreezes)


Record Center Inventory Management

12. Demonstrate the system’s inventory management functionality. (Ex., viewing physical inventories)



13. Demonstrate the ability to track box locations within the warehouse. (Ex., row, shelf, etc.)



14. Demonstrate how the system identifies physical records that may contain Protected Health Information (PHI), for HIPAA compliance.



User Security

15. Demonstrate the user security functionality. (Ex., manage user role, access level, user information)



16. Demonstrate the user access to view status of their records inventory, requests, and create/view/print reports.



Reporting

17. Demonstrate the reporting functionality of the system. (Ex., types of reports, exportable formats, custom report options.)



Documentation

18. Demonstrate the online system documentation including user, installation, administration, and operations is available.



Page 5 of 21


Physical Records Management Software System Demonstration Script

Total Time: 60 Minutes

Bid R2114547P1

Technical Review Team TRT) member will place a check (V) In the applicable column for each requirement based on vendor's demonstration.

No.

1.

· .. , .

. •,,'' ,..... ,, .l.i '·'' ,._,.. • .• ,:

Provide a short introductory narrative covering

the main features and benefits that distinguish

your proposed system.


2. Demonstrate the ability to integrate with other

applications. (Ex., Microsoft Office)


3.

4.

5.

6.

7.

8.

9.

10.

11.

Demonstrate the creation of a records transmittal

for physical records. (Ex., recofd series, box

destription information, incluslve dates)

Demonstrate the ability to edit entered data. (Ex.,

change record series, custodian, retention, file

location)

Demonstrate the user process on how to search

for and retrieve records. {Ex., retrieve boxes from

Records Center)

Demonstrate the ability to produce an audit trail

for various record activities. (Ex., add, delete, edit

a record)

Demonstrate the ability to generate and print

barcode labels for location, containers, and files.

Demonstrate the ability to check status of each

record, and perpetual history for all activities

performed.

Demonstrate how the system disposition process

works. (Ex., physical records to be destroyed,

discarded, exceptions for checked out boxes)

Demonstrate that system supports the ability to

use fiscal/calendar/anniversary year retention to

calculate disposition.

Demonstrate the ability to notify users for

pending approvals of various tasks. (Ex., pending

transmittals/ dispositions, record/box freezes/unfreezes)

. .... ii

Demonstration Meeting: December 5, 2017, 2:00 pm. :n~.~ IJ L

TRT Member: --""'"ilL__.,.f~lllLJlj.~f!Ai'bc..;q...-1--A1--__,_~~----lo.--i?fntName <::::::::

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Page 1 Page 6 of 21

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Bid R2114547P1



Technical Review Team (TRT) member wlll place a check ('II) In the applicable column for each requirement based on vendor's demonstration.

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Demonstrate the system's inventory management v 12. functionality. (Ex., viewing physical inventories)

Demonstrate the ability to track box locations

J 13. within the warehouse. (Ex., row, shelf, etc.)

Demonstrate how the system identifies physical

/ 14. records that may contain Protected Health

Information (PHI), for HIPAA compliance.

User Security

Demonstrate the user security functionality. (Ex., J 15. manage user role, access level, user information)

Demonstrate the user access to view status of

/ 16. their records inventory, requests, and

create/view /print reports.

Reporting

Demonstrate the reporting functionality of the

17. system. (Ex., types of reports, exportable formats, J custom report options.)

Documentation

Demonstrate the online system documentation v 18. including user, installation, administration, and

operations is available.

Demonstration Meeting: December 5, 2017, 2:00 pm. Vend~are,lnc.

Signature ~ TRT Member: __ l/l ___ a_~ .. ~h1 _ ____...t-h~+----==~ame4

Page 2

Page 7 of 21

J


Bid R2114547P1



Technical Review Team TRT) member will place a check (v) in the applicab le column for each requirement based on vendor's demonstration.

No. System Requirements Compliant Non-Compliant


1. the main features and benefi ts that distinguish K your proposed system.


Demonstrate the ability to integrate with other

~ 2. applications. (Ex., Microsoft Office)


Demonstrate the creat ion of a record s~

~ 3. for physical records. (Ex., record series, box

description information, inclusive dates)


{ 4. change record series, custodian, retention, file

location)

Demonstrate the user process on how to sea rch

5. for and retrieve records. (Ex., retri eve boxes from i Records Center)


6. for various record activities. (Ex., add, delete, edit i a record)


~ 7. ba rcode labels for location, containers, and fil es.


8. record, and perpetual history for all activities

~ performed.


~ 9. works. (Ex., physica l records to be destroyed,



10. use fiscal/calendar/anniversary year retention to

~ calculate disposition.



'!--11. transmittals/ dispositions, record/box freezes/u nfreezes)

Demonstration M eeting: December 5, 2017, 2:00 pm. ven• ~l 'l'.jl~d software, rnc.

TRT Member: t?ffeRll L dd-toe'd== / r!JA Avr~ I - vc " ~ "'---~ Print Name Signature

Page 1 Page 8 of 21


Physical Records Management Software System

Demonstration Script Total Time: 60 Minutes

Bid R2114547P1

Technica l Review Team (TRT) m ember w ill place a check (v) in the applicable column for each requirement based on vendor's dem onstration.



Demonstrate the system's inventory management

~ 12. fu nct ionali ty. (Ex., view ing physical inventories)

Demonstrate the abili ty to track box locations 13. within the warehouse. (Ex., row, shelf, etc.) ~


14. records th at may co ntain Protected Health ~ Info rmation (PHI ), for HIPAA compliance.

User Security

Demonstrate the user security functionality. {Ex.,

1" 15. manage user ro le, access level, user informat ion)


16. their records inventory, requests, and ~ create/view /print reports.

Reporting

Demonstrate the reporting functionality of th e

17. system. {Ex., types of reports, exportable formats, i_ custom report options.)

Documentation

Demonstrate the online system documentation

1" 18. including user, installation, administration, and


Demonstration Meeting: December 5, 2017, 2:00 pm.

TRT M embe" lf}fr{?/L..l rcli. f.;vikJo(j Pr int Name

Page 2

Page 9 of 21


Bid R2114547P1



Technical Review Team TRT) member will place a check (")in the applicable column for each requirement based on vendor's demonstration.

ff«~ •. \'.:: ~'t•u'.··':

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1.








3.

4.

5.

6.

7.

8.

9.

10.

11.


for physical records. (Ex., record series, box




location)


for and retrieve records. (Ex., retrieve boxes from

Records Center)



a record)





performed.

Demonstr.ate how the system disposition process








transmittals/ dispositions, record/box

freezes/unfreezes)

Demonstration Mee,ti~g: December 5, 2017, ~:00 pm.

TRTMember: ~\..)~~~ \l__\\J<.;\L Print Name

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Vendor: Feith Systems,~md So~are, Inc.

S\\'0~\C~ Signature

Page 1 Page 10 of 21

I


Bid R2114547P1



Technical Review Team (TRT) member will place a check ('\I) in the applicable column for each requirement based on vendor's demonstration.

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Record Center Inventory Management r

Demonstrate the system's inventory management ll 12. functionality. (Ex., viewing physical inventories) I

Demonstrate the ability to track box locations J 13. within the warehouse. (Ex., row, shelf, etc.)


·J 14. records that may contain Protected Health


User Security

Demonstrate the user security functionality. (Ex.,

\./ 15. manage user role, access level, user information)


16. their records inventory, requests, and J create/view/print reports.

Reporting


.) 17. system. (Ex., types of reports, exportable formats,

custom report options.)

Documentation .

Demonstrate the online system documentation -~J 18. including user, installation, administration, and



TRT Member~~~\[-., \(\),! i;,\C_ Vendor: Feith S~ems and Software, Inc.

,;s,\" ajfVv----~t Print Name Signature

Page 2

Page 11 of 21




Bid R2114547P1

Technical Review Team TRT} member will place a check {ii) in the applicable column for each requirement based on vendor's demonstration.

1.






2. applications. (Ex., Microsoft Office)


3.

4.

5.

6.

7.

8.

9.

10.

11.




Demonstrate the ability to edit entered data. (Ex., .

change record series, custodian, r~, file location)



Records Center)



a record)





performed.









transmittals/dispositions, record/box

freezes/unfreezes)


TRT Member: s ta.cyAf o (ft i 1J ufe ( Print Name



Bid R2114547P1



Technical Review Team (TRT) member will place a check (\I) in the applicable column for each requirement based on vendor's demonstration.

··No. !



12. functionality. (Ex., viewing physical inventories)


13. within the warehouse. (Ex., row, shelf, etc.)

14.


records that may contain Protected Health


User Security

15.

16.


manage user role, access level, user information)


their records inventory, requests, and

create/view/print reports.

Reporting

17.

Demonstrate the reporting functionalitv of the __

system. (Ex., types of reports, €Portable form~ custom report options.)

Documentation

18.


including user, installation, administration, and



TRT Member: S'f-a cy; Mo rn ,· l101Sia r Print Name V

/

/

Vendor: Feith Systems and Softwar , Inc.

'

Page 2

Page 13 of 21




Bid R2114547P1

Technical Review Team TRT) member will place a check (V') In the applicable column for each requirement based on vendor's demonstration.

1.








3.

4.

5.

6.






location)



Records Center)



a record)


7. barcode labels for location, containers, and files.

8.



performed.


9. works. (Ex., physical records to be destroyed,


10.

11.






transmittals/ dispositions, record/box

freezes/ unfreezes)


TRT Member: /!lar1 ~n /:hL'.l rint Name

.j

J

J Vendor: lnfolinx System Solutions

~---Signature Page 1 Page 14 of 21




Bid R2114547P1

Technical Review Team (TRT) member will place a check M in the applicable column for each requirement based on vendor's demonstration.


12.

13.

14.


functionality. (Ex., viewing physical inventories)


within the warehouse. (Ex., row, shelf, etc.)




User Security


15. manage user role, access level, user information)

16.




Reporting

17.


system. (Ex., types of reports, exportable formats,


Documentation

18.




Demonstration Meeting: December 61 20171 3:00 pm.

TRT Member: 2Jh,~ H-u Pflname ~ ..

v'

\/

Vendor: lnfolinx System Solutions

~ Signature



Bid R2114547P1

Physical Records Management Software System

Demonstration Script Total Time: 60 Minutes

Technical Review Team TRT) member will place a check (v) in the applicable column for each requirement based on vendor's demonstration.



1. the main features and benefits that distinguish

~ your proposed system.



'f_ 2. appl ications. (Ex., Microsoft Office)


Demonstrate the creation of a records transmi ttal

3. for physical records. (Ex., record series, box ~ description information, inclusive dates)


4. change record series, custodian, retention, file

~ location)


5. for and retrieve records. (Ex., retrieve boxes from 'i Records Center)


'i 6. for various record activities. (Ex., add, delete, edit

a record)


'i 7. barcode labels for location, containers, and files.


x: 8. record, and perpetual history for all activities

performed.


9. works. (Ex., physical records to be destroyed, )( discarded, exceptions for checked out boxes)

Demonstrate that system supports the abili ty to x: 10. use fiscal/calendar/anniversary year retention to


Demonstrate the ability to notify users for pending approvals of various tasks. (Ex., pending

11. t ransmittals/dispositions, record/box >< freezes/unfreezes) /J .-..... I

Demonstration Meeting: December 6, 2017, 3:00 pm. v7f{#~ TRT Member: ~lc+f-~"ll.6-- ,

"'-J Print Name Signature


,,


Physical Records Management Software System Demonstration Seri pt

Total Ti me: 60 Minutes

Bid R2114547P1

Technical Review Team (TRT) member will place a check (11) in the applicable column for each requirement based on vendor's demonstration.

No. System Requirements


Demonstrate the system's inventory management 12. functional ity. (Ex., viewing physical inventories)

Demonstrate the ability to track box locations 13. within the warehouse. (Ex., row, shelf, etc.)


14. records that may contain Protected Health


User Security

Demonstrate the user security functionality. (Ex., 15. manage user role, access level, user information)


16. their records inventory, requests, and


Reporting


17. system. (Ex., types of reports, exportable formats,

custom report options.) I

Documentation I


18. including user, installation, administration, and



TRT Member: kJ, B./+fl:Aj?_p--vl..cr-Print Name

Compliant Non-Compliant

)(

v < ~ ·~

X,

x





Bid R2114547P1

Technical Review Team TRT) member will place a check (") in the applicable column for each requirement based on vendor's demonstration.

- ·,. .. .;:·a·( ';'_J::~-- ~~::ct-- ~·--:~~':.rr-· .. £."·c~-;··~~

· Bi fJ~i; .~im'!'mm Provide a short introductory narrative covering

1. the main features and benefits that distinguish




applications. (Ex., Microsoft Office}


3.

4.

5.

6.

7.

8.

9.

10.






location)



Records Center)



a record)





performed.






ca I cu late disposition.



11. transmittals/dispositions, record/box

freezes/ unfreezes)

Demonstration Meeting: December 6§' 3:00 pm.

TRT Member: s \) 0\1'r-- ~\J v\l Print Name

J

v

v




Total TI me: 60 Minutes

Bid R2114547P1

Technical Review Team (TRT) member will place a check ('II) in the applicable column for each requirement based on vendor's demonstration.

Demonstrate the system's inventory management 12. functionality. (Ex., viewing physical inventories}

Demonstrate the ability to track box locations 13. within the warehouse. (Ex., row, shelf, etc.}


14. records that may contain Protected Health


User Security

Demonstrate the user security functionality. (Ex., 15. manage user role, access level, user information)


16. their records inventory, requests, and


Reporting

17.




Documentation

18.





TRT Member! ~\XS,~1'0 \l\" (\C Print Name

~

\/

·V

v

·v

Signature



Bid R2114547P1



Technical Review Team TRT) member will place a check (") In the applicable column for each requirement based on vendor's demonstration.

-!~£; 1:; "•~ . ' , :c: g:j~~~ " ~~·~;:;~~·-~~-

;;):,:~~:~ ... ' ~~-:~

,,, Jn:\"~ f~;~;!"::: .. ~T:·:·x;~~~n~~r ·:~~~.:: b:~-:t·;:_l~~I~~-~~:~'.-,:-~; Provide a short introductory narrative covering

~ 1. the main features and benefits that distinguish




v/ 2. applications. (Ex., Microsoft Office)



/ 3. for physical records. (Ex., record series, box


Demonstrate the ability to edit entered data. (Ex., v 4. change record series, custodian, retention, file

location)

Demonstrate the user process on how to search v 5. for and retrieve records. (Ex., retrieve boxes from

Records Center)


/ 6. for various record activities. (Ex., add, delete, edit

a record)

Demonstrate the ability to generate and print v 7. barcode labels for location, containers, and files.


/ 8. record, and perpetual history for all activities

performed.

Demonstrate how the system disposition process v 9. works. (Ex., physical records to be destroyed,



/ 10. use fiscal/calendar/anniversary year retention to

ca I cu late disposition.

Demonstrate the ability to notify users for pending approvals of various tasks. (Ex., pending v 11. transmittals/dispositions, record/box

freezes/unfreezes)


TRT Member: Sta.c.y f1.c.w)\; ry16-ia. r Print Name





Bid R2114547P1

Technical Review Team (TRT) member will place a check ('\f) in the applicable column for each requirement based on vendor's demonstration.


12.

13.

14.


functionality. (Ex., viewing physical inventories)


within the warehouse. (Ex., row, shelf, etc.)




User Security

15.

16.


manage user role, access level, user information)




Reporting

17.




Documentation

18.





TRT Member: :s+-ac.y (\!a ( t\ 1' 11[)8/-p r Print Name

Vendor: lnfollnx Syst~~

ZS f/UrJ..41 A !I)

Page2 Page 21 of 21

Physical Records Management Software System County Board of County Commissioners Physical Records Management Software System Demonstration Script Total Time: 60 Minutes Bid R2114547P1

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