March 20, 2018 Region 14 Education Service Center 1850 Highway 351 Abilene, Texas 79601 Subject: Request for Proposal for Documents and Records Management Solicitation No. 01-18 Dear Sir or Madam: Companion Data Services, LLC (CDS), a wholly owned subsidiary of BlueCross* BlueShield* of South Carolina, an independent licensee of the Blue Cross and Blue Shield Association, submits this response to Region 14 Education Service Center's (Region 14 ESC's) Request for Proposal (RFP) for Documents and Records Management Soticitation No. 01-18 to supply services in compliance with requirements. CDS' proposed services and existing capabilities, including more than 2,000 IT professionals and 8,500 operations specialists, address the requirements, goals and objectives of Region 14 ESC and the National Cooperative Purchasing Alliance members. We have the infrastructure, systems, experience, training, financial strength, working capital, stability and procedures to meet or exceed members' expectations. Ms. Lola Jordan, President of CDS, is authorized by the CDS board of directors to contractually obligate and negotiate contracts on behalf of CDS and sign and submit this RFP response. In addition, Ms. Jordan is the primary contact for all questions for clarification. Ms. Jordan's contact information is provided below. Respectfully submitted, Lclfe~ Companion Data Services, LLC 1·20 at Alpine Road, Mail Stop AA-225 Columbia, SC 29219 Phone: 803-264-6141 Fax: 803-736-3420 Email: [email protected] 2401 Faraway Orive 12377 Merit Drive 5520 Research Park Drive, Suite 230 Columbia, SC 29219 Dallas, TX 75251 catonsville, MD 21228 CompanlonDataServiees.com 1 800·237·9922 Solicitation Number: 01-18 Region 14 Education Service Center Documents and Records Management Response to Request for Proposal March 20, 2018 Region 14 Education Service Center 1850 Highway 351 Abilene, Texas 79601 This material is the confidential and proprietary product of Companion Data Services, LLC. Any unauthorized use, reproduction or transfer of these materials for purposes other than evaluation is strictly prohibited. © 2018 copyright of Companion Data Services, LLC. All rights reserved. Region 14 Education Service Center Solicitation 01-18 Documents and Records Management Response to Request for Proposal Table of Contents Table of Contents ..................................................................................................................................... i List of Figures ......................................................................................................................................... iii Acronyms ............................................................................................................................................... iv Executive Summary................................................................................................................................. 1 1 Master Agreement / Signature Form ............................................................................................. 3 2 NCPA Administration Agreement .................................................................................................. 8 3 Vendor Questionnaire ................................................................................................................. 11 4 Vendor Profile ............................................................................................................................. 14 5 Products and Services / Scope ..................................................................................................... 26 5.1 DocFinity ......................................................................................................................... 26 5.1.1 DocFinity Core Module ..................................................................................... 28 5.1.2 Additional DocFinity Modules .......................................................................... 28 5.1.3 Administration ................................................................................................. 29 5.1.4 User Interface – MoBile Devices and Client Workstations ................................. 30 5.1.5 Document ManaGement .................................................................................. 31 5.1.6 eForms ............................................................................................................. 40 5.1.7 Business Process Management ........................................................................ 41 5.1.8 DocFinity Software Application Based Security ................................................. 43 5.1.9 Records ManaGement ...................................................................................... 43 5.1.10 ReportinG and Analytical CapaBilities ............................................................... 45 5.1.11 System InteGration and InteroperaBility CapaBilities ........................................ 48 5.1.12 PuBlic Access to Records .................................................................................. 50 5.2 DocFinity Deployment Models ......................................................................................... 50 5.2.1 Traditional On Premise ..................................................................................... 50 5.2.2 Software as a Service (SaaS) ............................................................................. 52 5.3 Professional Services ....................................................................................................... 53 5.3.1 General Approach to ConfiGuration and Implementation ................................. 53 5.3.2 Roles and ResponsiBilities ................................................................................ 54 5.3.3 Tasks ................................................................................................................ 57 5.3.4 Project StaGes .................................................................................................. 59 5.4 DocFinity TraininG ............................................................................................................ 60 5.5 DocFinity Documentation ................................................................................................ 61 5.6 Warranty ......................................................................................................................... 62 5.7 Business Process Services ................................................................................................ 62 5.7.1 Paper HandlinG................................................................................................. 62 5.7.2 Workflow ProcessinG........................................................................................ 63 Use or disclosure of the data contained on this sheet is 03/20/2018 subject to the restriction on the title page of this proposal. Copyright © 2018 Companion Data Services, LLC. All rights reserved. Page i Region 14 Education Service Center Solicitation 01-18 Documents and Records Management Response to Request for Proposal 5.7.3 Help Desk and Contact Center OutsourcinG ...................................................... 63 6 References ................................................................................................................................... 64 7 Pricing.......................................................................................................................................... 67 Introduction ................................................................................................................................. 67 7.1 Implementation ............................................................................................................... 67 7.2 LicensinG Options............................................................................................................. 67 7.2.1 Software as a Service ....................................................................................... 67 7.2.2 SaaS PricinG Assumptions and MethodoloGies .................................................. 68 7.2.3 SaaS LicensinG Option Product Descriptions ..................................................... 69 7.2.4 DocFinity Maintenance for SaaS Deployment: .................................................. 69 7.2.5 DocFinity SaaS Deployment Models ................................................................. 69 7.3 On Premise ...................................................................................................................... 72 7.3.1 On Premise User Licenses ................................................................................ 72 7.3.2 On Premise PricinG Assumptions and MethodoloGies ....................................... 72 7.3.3 On-Premise LicensinG Option Product Descriptions .......................................... 73 7.3.4 DocFinity Maintenance Services for On Premise Deployment: .......................... 75 7.3.5 DocFinity IntelliGent Capture for On Premise Deployment ................................ 76 7.4 DocFinity Electronic SiGnature ......................................................................................... 77 7.5 DocFinity TraininG ............................................................................................................ 77 7.6 DocFinity Professional Services ........................................................................................ 77 8 Value Added Products