Post on 28-May-2018
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)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
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
Infolinx System Solutions 4
4. Demonstrate the ability to edit entered data. (Ex., change record series, custodian, retention, file location)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
5. Demonstrate the user process on how to search for and retrieve records. (Ex., retrieve boxes from Records Center)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
6. Demonstrate the ability to produce an audit trail for various record activities. (Ex., add, delete, edit a record)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
7. Demonstrate the ability to generate and print barcode labels for location, containers, and files.
Feith Systems and Software, Inc. 3 1
Infolinx System Solutions 4
8. Demonstrate the ability to check status of each record, and perpetual history for all activities performed.
Feith Systems and Software, Inc. 3 1
Infolinx System Solutions 4
9. Demonstrate how the system disposition process works. (Ex., physical records to be destroyed, discarded, exceptions for checked out boxes)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
10. Demonstrate that system supports the ability to use fiscal/calendar/anniversary year retention to calculate disposition.
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
11. Demonstrate the ability to notify users for pending approvals of various tasks. (Ex., pending
Feith Systems and Software, Inc. 4
Page 4 of 21
No. System Requirements Vendor Compliant Non-
Compliant
transmittals/dispositions, record/box freezes/unfreezes)
Infolinx System Solutions 4
Record Center Inventory Management
12. Demonstrate the system’s inventory management functionality. (Ex., viewing physical inventories)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
13. Demonstrate the ability to track box locations within the warehouse. (Ex., row, shelf, etc.)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
14. Demonstrate how the system identifies physical records that may contain Protected Health Information (PHI), for HIPAA compliance.
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
User Security
15. Demonstrate the user security functionality. (Ex., manage user role, access level, user information)
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
16. Demonstrate the user access to view status of their records inventory, requests, and create/view/print reports.
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
Reporting
17. Demonstrate the reporting functionality of the system. (Ex., types of reports, exportable formats, custom report options.)
Feith Systems and Software, Inc. 3 1
Infolinx System Solutions 4
Documentation
18. Demonstrate the online system documentation including user, installation, administration, and operations is available.
Feith Systems and Software, Inc. 4
Infolinx System Solutions 4
Page 5 of 21
Broward County Board of County Commissioners
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.
System Requirements & Integration
2. Demonstrate the ability to integrate with other
applications. (Ex., Microsoft Office)
General Requirements
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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Broward County Board of County Commissioners
Bid R2114547P1
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
Technical Review Team (TRT) member wlll place a check ('II) In the applicable column for each requirement based on vendor's demonstration.
:Nq~ : . .c '··:_··-~01·,~~~~~,,ns ~~,.cqm~llal'.'t. ,--;: ~s~!J!~!!f~~::;:]~i.J . -·~- ·-
•. " -· . ,. ;;;,I/;, .· . -
Record Center Inventory Management
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
Broward County Board of County Commissioners
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 applicab le column for each requirement based on vendor's demonstration.
No. System Requirements Compliant Non-Compliant
Provide a short introductory narrative covering
1. the main features and benefi ts that distinguish K your proposed system.
System Requirements & Integration
Demonstrate the ability to integrate with other
~ 2. applications. (Ex., Microsoft Office)
General Requirements
Demonstrate the creat ion of a record s~
~ 3. for physical records. (Ex., record series, box
description information, inclusive dates)
Demonstrate the ability to edit entered data. (Ex.,
{ 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)
Demonstrate the ability to produce an audit trail
6. for various record activities. (Ex., add, delete, edit i a record)
Demonstrate the ability to generate and print
~ 7. ba rcode labels for location, containers, and fil es.
Demonstrate the ability to check status of each
8. record, and perpetual history for all activities
~ performed.
Demonstrate how the system disposition process
~ 9. works. (Ex., physica l records to be destroyed,
discarded, exceptions for checked out boxes)
Demonstrate that system supports the ability to
10. use fiscal/calendar/anniversary year retention to
~ calculate disposition.
Demonstrate the ability to notify users for
pending approvals of various tasks. (Ex., pending
'!--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
Broward County Board of County Commissioners
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.
No. System Requirements Compliant Non-Compliant
Record Center Inventory Management
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.) ~
Demonstrate how the system identifies physical
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)
Demonstrate the user access to view status of
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
operations is available.
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
Broward County Board of County Commissioners
Bid R2114547P1
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
Technical Review Team TRT) member will place a check (")in the applicable column for each requirement based on vendor's demonstration.
ff«~ •. \'.:: ~'t•u'.··':
!·:.~:~:· ~·:;·~ .. ~
1.
Provide a short introductory narrative covering
the main features and benefits that distinguish
your proposed system.
System Requirements & Integration
2. Demonstrate the ability to integrate with other
applications. (Ex., Microsoft Office)
General Requirements
3.
4.
5.
6.
7.
8.
9.
10.
11.
Demonstrate the creation of a records transmittal
for physical records. (Ex., record series, box
description information, inclusive 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.
Demonstr.ate 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)
Demonstration Mee,ti~g: December 5, 2017, ~:00 pm.
TRTMember: ~\..)~~~ \l__\\J<.;\L Print Name
J
J
J
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Vendor: Feith Systems,~md So~are, Inc.
S\\'0~\C~ Signature
Page 1 Page 10 of 21
I
Broward County Board of County Commissioners
Bid R2114547P1
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
Technical Review Team (TRT) member will place a check ('\I) in the applicable column for each requirement based on vendor's demonstration.
· .. No. . ; :,c. '•. Sysf··· .:, ·a '""'ult At· ts · . i:"· i >< ';~~pll~~~ .•! - ~(~Rt1lml~~~1}~~l ~8 -". '.. .. ~e~1 J~.~'::- ~Jin _ _. .
--" ._ ____ - -
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.)
Demonstrate how the system identifies physical
·J 14. records that may contain Protected Health
Information (PHI), for HIPAA compliance.
User Security
Demonstrate the user security functionality. (Ex.,
\./ 15. manage user role, access level, user information)
Demonstrate the user access to view status of
16. their records inventory, requests, and J create/view/print reports.
Reporting
Demonstrate the reporting functionality of the
.) 17. system. (Ex., types of reports, exportable formats,
custom report options.)
Documentation .
Demonstrate the online system documentation -~J 18. including user, installation, administration, and
operations is available.
Demonstration Meeting: December 5, 2017, 2:00 pm.
TRT Member~~~\[-., \(\),! i;,\C_ Vendor: Feith S~ems and Software, Inc.
,;s,\" ajfVv----~t Print Name Signature
Page 2
Page 11 of 21
Broward County Board of County Commissioners
Physical Records Management Software System Demonstration Script
Total Time: 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.
1.
Provide a short introductory narrative covering
the main features and benefits that distinguish
your proposed system.
System Requirements & Integration
Demonstrate the ability to integrate with other
2. applications. (Ex., Microsoft Office)
General Requirements
3.
4.
5.
6.
7.
8.
9.
10.
11.
Demonstrate the creation of a records transmittal
for physical records. (Ex., record series, box
description information, inclusive dates)
Demonstrate the ability to edit entered data. (Ex., .
change record series, custodian, r~, 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)
Demonstration Meeting: December 5, 2017, 2:00 pm.
TRT Member: s ta.cyAf o (ft i 1J ufe ( Print Name
Page 1 Page 12 of 21
Broward County Board of County Commissioners
Bid R2114547P1
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
Technical Review Team (TRT) member will place a check (\I) in the applicable column for each requirement based on vendor's demonstration.
··No. !
Record Center Inventory Management
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.
Demonstrate how the system identifies physical
records that may contain Protected Health
Information (PHI), for HIPAA compliance.
User Security
15.
16.
Demonstrate the user security functionality. (Ex.,
manage user role, access level, user information)
Demonstrate the user access to view status of
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.
Demonstrate the online system documentation
including user, installation, administration, and
operations is available.
Demonstration Meeting: December 5, 2017, 2:00 pm.
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
Broward County Board of County Commissioners
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.
1.
Provide a short introductory narrative covering
the main features and benefits that distinguish
your proposed system.
System Requirements & Integration
2. Demonstrate the ability to integrate with other
applications. (Ex., Microsoft Office)
General Requirements
3.
4.
5.
6.
Demonstrate the creation of a records transmittal
for physical records. (Ex., record series, box
description information, inclusive 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
7. barcode labels for location, containers, and files.
8.
Demonstrate the ability to check status of each
record, and perpetual history for all activities
performed.
Demonstrate how the system disposition process
9. works. (Ex., physical records to be destroyed,
discarded, exceptions for checked out boxes)
10.
11.
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)
Demonstration Meeting: December 6, 2017, 3:00 pm.
TRT Member: /!lar1 ~n /:hL'.l rint Name
.j
J
J Vendor: lnfolinx System Solutions
~---Signature Page 1 Page 14 of 21
Broward County Board of County Commissioners
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
Bid R2114547P1
Technical Review Team (TRT) member will place a check M in the applicable column for each requirement based on vendor's demonstration.
Record Center Inventory Management
12.
13.
14.
Demonstrate the system's inventory management
functionality. (Ex., viewing physical inventories)
Demonstrate the ability to track box locations
within the warehouse. (Ex., row, shelf, etc.)
Demonstrate how the system identifies physical
records that may contain Protected Health
Information (PHI), for HIPAA compliance.
User Security
Demonstrate the user security functionality. (Ex.,
15. 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.
Demonstration Meeting: December 61 20171 3:00 pm.
TRT Member: 2Jh,~ H-u Pflname ~ ..
v'
\/
Vendor: lnfolinx System Solutions
~ Signature
Page 2 Page 15 of 21
Broward County Board of County Commissioners
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.
No. System Requirements Compliant Non-Compliant
Provide a short introductory narrative covering
1. the main features and benefits that distinguish
~ your proposed system.
System Requirements & Integration
Demonstrate the ability to integrate with other
'f_ 2. appl ications. (Ex., Microsoft Office)
General Requirements
Demonstrate the creation of a records transmi ttal
3. for physical records. (Ex., record series, box ~ description information, inclusive dates)
Demonstrate the ability to edit entered data. (Ex.,
4. change record series, custodian, retention, file
~ location)
Demonstrate the user process on how to search
5. for and retrieve records. (Ex., retrieve boxes from 'i Records Center)
Demonstrate the ability to produce an audit trail
'i 6. for various record activities. (Ex., add, delete, edit
a record)
Demonstrate the ability to generate and print
'i 7. barcode labels for location, containers, and files.
Demonstrate the ability to check status of each
x: 8. record, and perpetual history for all activities
performed.
Demonstrate how the system disposition process
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
calculate disposition.
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
Page 1 Page 16 of 21
,,
Broward County Board of County Commissioners
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
Record Center Inventory Management
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.)
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., 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,
custom report options.) I
Documentation I
Demonstrate the online system documentation
18. including user, installation, administration, and
operations is available.
Demonstration Meeting: December 6, 2017, 3:00 pm.
TRT Member: kJ, B./+fl:Aj?_p--vl..cr-Print Name
Compliant Non-Compliant
)(
v < ~ ·~
X,
x
Page 2 Page 17 of 21
Broward County Board of County Commissioners
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
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
your proposed system.
System Requirements & Integration
2. Demonstrate the ability to integrate with other
applications. (Ex., Microsoft Office}
General Requirements
3.
4.
5.
6.
7.
8.
9.
10.
Demonstrate the creation of a records transmittal
for physical records. (Ex., record series, box
description information, inclusive 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
ca I cu late disposition.
Demonstrate the ability to notify users for
pending approvals of various tasks. (Ex., pending
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
Page 1 Page 18 of 21
Broward County Board of County Commissioners
Physical Records Management Software System Demonstration Script
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.}
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., 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
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.
Demonstration Meeting: December 6, 2017, 3:00 pm.
TRT Member! ~\XS,~1'0 \l\" (\C Print Name
~
\/
·V
v
·v
Signature
Page 2 Page 19 of 21
Broward County Board of County Commissioners
Bid R2114547P1
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
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
your proposed system.
System Requirements & Integration
Demonstrate the ability to integrate with other
v/ 2. applications. (Ex., Microsoft Office)
General Requirements
Demonstrate the creation of a records transmittal
/ 3. for physical records. (Ex., record series, box
description information, inclusive dates)
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)
Demonstrate the ability to produce an audit trail
/ 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.
Demonstrate the ability to check status of each
/ 8. record, and perpetual history for all activities
performed.
Demonstrate how the system disposition process v 9. works. (Ex., physical records to be destroyed,
discarded, exceptions for checked out boxes)
Demonstrate that system supports the ability to
/ 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)
Demonstration Meeting: December 6, 2017, 3:00 pm.
TRT Member: Sta.c.y f1.c.w)\; ry16-ia. r Print Name
Page 1 Page 20 of 21
Broward County Board of County Commissioners
Physical Records Management Software System Demonstration Script
Total Time: 60 Minutes
Bid R2114547P1
Technical Review Team (TRT) member will place a check ('\f) in the applicable column for each requirement based on vendor's demonstration.
Record Center Inventory Management
12.
13.
14.
Demonstrate the system's inventory management
functionality. (Ex., viewing physical inventories)
Demonstrate the ability to track box locations
within the warehouse. (Ex., row, shelf, etc.)
Demonstrate how the system identifies physical
records that may contain Protected Health
Information (PHI), for HIPAA compliance.
User Security
15.
16.
Demonstrate the user security functionality. (Ex.,
manage user role, access level, user information)
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.
Demonstration Meeting: December 6, 2017, 3:00 pm.
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