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HomeMy WebLinkAboutAccess Systems ~ACCEJJ 'ifj'}YJTEMJ RECEIVED Janwuy 4, 2008 JAN 1 1 2008 Elizabeth Neville, Town Clerk Town of South old PO Box 1179 Southold, New York 11971 Soulhol~ ToWII CIeri Dear Elizabeth: Access Systems is pleased to provide this proposal to you for conducting an e-government needs assessment and feasibility study for the Town of Southold. We feel we are in an excellent position to perform your study with our extensive and wide- ranging experience in conducting Needs Assessment studies, electronic record management, and solution/vendor evaluations in many diverse enviromnents. What separates us from other consulting organizations is: . Our experience working on similar projects with other towns, cities and counties through the NYS Archives grant program . Our wide-ranging experience in technology, assessment, workflow, and records management . Our extensive know ledge of municipal operations and inter-department record sharing needs (i.e. interactions between the Town Clerk, Building, Planning, Zoning, Assessor, as well as other offices) . Our product-independent approach to finding the best solution to your needs and budget, since we do not sell any hardware or software products. . Our experience being involved in over 400 implementations of Electronic Document Management Systems (EDMS) over the years. . Our ability to keep our eyes open for other opportunities for the Town of South old to improve department efficiency that may not be directly part of this project . Our keen understanding of the people-side of the process Based on our experience in process analysis, our work through the NYS Archives grant programs, and our methods, we are confident that the Town of South old will be pleased with our timely, accurate and independent approach we are proposing for conducting your study. Thank you for the opportunity to compete for your business and we look forward to providing you with a timely and successful engagement. Sincerely, ~-61/-~<'- Steve Goodfellow 4260 Henneberry Road Manlius, NY 13104 (315) 682-1188 - phone (315) 682-0865 - fax Project Approach and Time Schedule STATEMENT OF WORK This Statement of Work is provided by Access Systems to perform an needs assessment and feasibility study focusing on property records for the Town of South old. Our approach and timeline is based on information provided by the Town and our company's own experience. The following activities will be completed under this agreement for the Town: 1. Project initiation 2. Information gathering 3. Information review & analysis 4. Preliminary environment design 5. Presentation of final report SERVICES & DELIVERABLES 1) Proiect Initiation Activities: Estimated Completion Date: 2) Information Gatherinl! Activities: Deliverable: Completion Date estimate: Access Systems, Inc. proposal - Define scopelboundaries of the analysis - Project orientation meeting - IdentifY key department personnel - IdentifY long-range Town goals and requirements - Gather/review any relevant information previously collected by the Town and/or departments - Set up project plan and timelines - End of I" week - Meet with identified Town staff - Discuss key procedures, documents & information with appropriate personnel - IdentifY opportnnities for online document sharing, and electronic data capture, and other transactions where appropriate - IdentifY primary opportunities for improvement - Document existing information capture/creation and storage procedures and determine procedures to be streamlined following NYS Archive guidelines - Gather information on potential cost avoidance and/or savings through improved procedures - Determine short range and long range dept. needs - Gather information on current technology infrastructure and support staff capabilities - Session notes (informal) - End of3nl week - Confidential - 2 Project Approach and Time Schedule (continued) 3) Information Review& Analvsis Activities: . Analyze all information gathered and identify process inputs, resources, controls/constraints, and outputs - Identify possible solutions to meet objectives - Identify policy & procedure issues that need to be addressed Deliverable: - Current Environment Overview Report - Description of opportunities for improved online infurmation sharing, online transactions, reduced data entIy/capture and opportunities for streamlining dept flow - Issues and opportunities summary and evaluation of existing Erocess Completion Date estimate: - End of 6 week 4) Preliminary Environment Desi2n Activities: - Develop preliminary environment process narrative draft -Identify recommendation(s) for most appropriate & cost effective alternative(s) - Identify preliminary support staff requirements - Determine primary requirements and appropriate approaches to implement - Meet with Town officials for long range planning - Present preliminary environment design to Town of South old representatives Deliverable: - Draft Report with recommendations - Identify proposed opportunities and solutions - Anticipated improvements and benefits - Targeted information & processes (short-term and long-term) within the Town and suggested implementation order - Implementation Plan - Anticipated impacts on the Town infrastructure/staff Completion Date estimate: - End of 8th week Access Systems. Inc. proposal - Confidential - 3 Project Approach and Time Schedule (continued) 5) Present Final Environment Desim Activities: - Refine Draft Report based on feedback from Town officials . Present Final Report to Town representatives Deliverable: - Final Report - Recommended solutions & associated estimated costs - Anticipated improvements, benefits and savings . Anticipated infrastructure impacts - Proposed initial implementation plan Completion Date estimate: - End of 10th week Access Systems. Inc. proposal - Confidential - 4 Background and Experience Access Systems Consulting, as an independent consultancy, combines a strong background in process improvement, electronic records management systems, and workflow witb a keen eye on tbe people issues tbat are critical for tbis type of work. Steve Goodfellow would be Access Systems' lead consultant for tbe Town of South old. Assisting Steve with tbis project will be Jim Cununins and Pat Franks. Their background and experience is listed below: Steve GoodfeUow has over 22 years of relevant consulting experience in tbe document management and process improvement fields. In addition, Steve is an Adjunct Professor at Syrncuse University teaching gmduate courses in Knowledge Management and content management He was recently awarded tbe Laureate ofInformation Technology from tbe Association of Information and Image Management (AIIM), in addition to being a recipient oftbe Masters of Information Technology designation. Steve prides himself in his abilities to maximize a client's current equipment investment when possible. Instead of representing a particular manufacturer, Steve is able to evaluate your environment in a truly unbiased manner and is not trying to force-fit a solution onto your needs because it is tbe only solution we sell. We effectively cut tbrough tbe industry hype to recommend tbe best solution to match your needs. In addition to his content management experience, Steve is also experienced in severnl technologies that are becoming more and more important in today's organizations, including: web-based document management, workflow software, web site design, streaming media, electronic forms, and more. When performing a needs analysis, it is important tbat tbe consultant has tbe highest level of experience witb operntional issues as well as technological issues analysis to insure tbe best possible solution is chosen and tbat tbe transition to a new process is well planned. Unlike most consultants tbat only provide a "40,000 foot view oftbe world" witb no solid action plans or solutions, Steve's broad background includes being a Business Process Consultant for GTE Vantage Solutions, ExpertNet Expert Analyst for Giga Information Systems and tbeir Global 2000 clients, Product Manager for an Office Systems and consultancy organization, as well as a General Manager for a $5.1 billion systems integrator. This, in addition to his work in tbe knowledge management field as a consultant, provides experience in a broad range of client environments tbat only benefit his clients. As a writer fur various industry publications such as Knowledge Management World, Imaging Business, Infopro, E-Commerce, Records Management Quarterly, Office Systems, and otbers, Steve has direct access to inside information on industry trends - which only benefits his clients.tAccess Systems' clients receive unparalleled expertise by leveraging our access to otber industry experts and resources tbat are not available to tbe typical organization. Access Systems. Inc. proposal - COIifidenrial - 5 Background and Experience (continued} Steve was a recent speaker at several national events including the Knowledge Management Summit, KM Expo, Association of Information and Image Management (AIIM) International's conference, the Association of Records Managers and Administrators (ARMA) International's conference, E-Commerce World, as well a featured speaker at the Disney Institute. Steve is one of the few independent Certified Document Imaging Architects (CDIA) in the country. This certification is built around a strong understanding of existing workflow and streamlining processes prior to implementing any solution. Jim Cummins - Consultant With over 19 years experience in the analysis, planning, implementation and management of information systems, Jim's hands on approach delivers IT expertise for solution-driven results. Specific expertise includes data integrity and recovery solutions, web site analysis, security management, wireless network design and security, capacity planning and resource utilization. Jim has been the actively involved in over 30 municipality needs assessments, disaster recovery projects, and business process studies with our firm. Pat Franks, PhD, CRM, consultant. Dr. Patricia Franks is a Certified Records Manager and has over 20 years of experience as an educator in information management, communication, and e- commerce. Pat is a frequent presenter at workshops and conferences on the local, state, and national levels including conferences held by CIT, ARMA, WebCT, and AACE. Pat is also the President of the CNY chapter of ARMA and an active participant on standards committees from AIIM and ARMA. Access Systems. Inc. proposal - Confidential - 6 Recent Project Summary Our company's recent client list includes such organizations as: New York State local flovernments: City of Canandaigua Madison County Genesee County Chautauqua County Town of Amherst Town of Clarence Sullivan County City of Niagara Falls Cattaraugus County City of Troy Village of Avon Coroorate/Educational Accounts include: Corning Incorporated HP/Compaq Computer Cornell University Central Vermont Public Services Alcan Aluminum Xerox Lotus/IBM Carrier Corporation Vinings Management National Baseball Hall of Fame (Note: all NYS government clients were funded by the LGRMIF Grants) · Conducted Needs Assessments and developing Strategic Plans for over 80 municipalities in Union, Somerset, Cumberland, Essex, and Salem counties in New Jersey (with a total population of over 2 million people). · Currently conducting a records management needs assessment with a focus on e-mail management within Corning Incorporated. This enterprise-wide initiative is designed to improve the proper creation, storage, management, and access for e-mail records within this Fortune 500 organization for over 21,000 users. . Completed a Business Process Improvement study for the Town of Amherst's Planning Department . Completed a Needs Assessment for the City of Canandaigua for all departments · Completed a study of the Planning, Building and Engineering departments for the Town of Clarence · Performed a county-wide Needs Assessment for Madison County, NY including all county departments. Recommendations included (among other items) an electronic document management system that will expand to include most county departments. · Conducted an emaiI management assessment for all departments within Tioga County. . Conducted a Needs Assessment for Genesee County, NY for multiple departments with a focus on Electronic Document Management Systems. · Completed a county-wide EDMS Needs Assessment for Madison County · Conducted a Disaster Recovery assessment and developed Business Continuity Plans for City of Troy, Union County, Salem County, Brighton Central Schools, and dozens of other clients Access Systems, Inc. proposal - Confidential - 7 Recent Project Summary (continued) . · Conducted an EDMS Needs Assessment for Genesee County. . Completed several web site analysis projects for towns under the LGRMIF program. · Provided various Needs Assessment studies through the New York State Archives for local governments such as the Town of Amherst, Town of Clarence, City of Jamestown, Cortland County, City of Norwich, City of Niagara Falls, Chenango County, Town of Gates, Chautauqua County, Genesee County, Tompkins County, Tioga County, Sullivan County, Town of Thompson, Town of Liberty, City of Watertown, Village of Avon, and others. . Completed a Disaster RecoveIY and Business Continuity assessment for Sullivan County and the Towns of Liberty and the Town of Thompson · Completed a Needs Assessment for a $2.6 billion dollar wholesaler focusing on the design and implementation of an electronic document imaging system, handling 20,000-40,000 documents a day. · Conducted a process evaluation and a knowledge management initiative at Corning Incorporated in the Science and Teclmology Division. The proposed goal is to provide greater access to existing information (documents, data, internal and external staff knowledge) for the worldwide Research and Development Division ofthis Fortune 500 company. · Internal consultant on Knowledge Management for HP/Compaq Computer's worldwide training and consulting staff as well as currently completing a separate training program on Knowledge Management & E-commerce for HP/Compaq. · Provided a document management process evaluation at A1ean Aluminum in their Corporate Engineering environment. Access Systems, Inc. proposal - Confidential - 8 Fee Proposal for the Town of South old Access Systems strives not to be a vendor of the Town of South old, but a true partner in accomplishing your goals. In any engagement that we are a part of, we look at as a long-term relationship. We are not looking at this project in isolation, but we hope to prove our capabilities to assist in building a partnership with the Town of South old. A fixed fee based on the Statement of Work including estimated travel expenses is $18,000. Payment is $6,000 upon commencement, $8,000 upon delivery of the draft report, and the balance is due upon delivery and acceptance of the Final Report. If the Town of South old wishes to adjust the scope of our services to better match your needs, we would be happy to address this with a revised proposal fee. If the Town requires work outside the scope of this project, the fee for that work will be discussed with the Town prior to conducting the work and billed separately from this project. If you have any question regarding this proposal, or if this proposal is not specifically addressing the needs you intended, please do not hesitate to contact me and I will adjust it accordingly. Access Systems. Inc. proposal - Conjidential- 9 Southold RFQ.doc Neville, Elizabeth From: Steve Goodfellow [SteveG@AccessKM.com] Sent: Friday, January 11, 2008 1 :59 PM To: Neville, Elizabeth Subject: RE: Soulhold RFQ.doc Attachments: Town of Southold Proposal from Access Systems.pdf Elizabeth, Attached you will find our propose' for the project as outlined in your RFQ. Please review the attached and let me know If you have any questions. Thanks for considering our firm. Steve Steva Goodfellow ACC81111 Systems Consulting (315) 882.11 8S . phone (315) 6S2-0885 - fax From: Neville, Elizabeth [mailto:E.Nevllle@town.southold.ny.us] Sent: Monday, December 17, 2007 7:59 AM To: steveg@accesskm.com; gallegolnfo@earthlink.net; Phillp.Loweecey@LoweeceyGroup.com; suzannel@techsolutionswny.com; info@corp.cma.com; Ieder@inforamp.net Subject: Southold RFQ.doc Importance: High <<Southold RFQ.doc>> Please confirm receipt of this request, together with your willingness to respond to RFQ. Thank you, Elizabeth A.Neville Southold Town Clerk PO Box 1179 Southold, NY 11971 Tel 631 765-1800 Fax 631 765-6145 1/1112008 Page I of I