Specifications include, but are not limited to: The District is seeking proposals from qualified consultants to conduct a thorough business process review and software system needs assessment of the District; prepare and publish an RFP for software selection; guide district staff in software system selection; project manage the implementation of the selected software system; and guide staff in implementing a document retention policy using selected system. The District’s objectives are as follows: - Business Process Review (BPR). - Requirements Gathering. - Software Needs Assessment. - Preparation and Publishing of Request for Proposals (RFP) for Software Selection. - Project Management Services for Software and System Implementation. Phase 1: BPR, Software Needs Assessment, and RFP Tasks: The Consultant shall conduct an on-site BPR, Requirements Gathering, and software needs assessment with each department to evaluate the current state of Document Management. This may include, but is not necessarily limited to, how the documents are stored and retrieved, and if there are any retention policies associated with the various document types. District departments include Accounting, Administrative, Human Resources, Information Systems, Facilities, Operations, Rancho Las Virgenes Compositing Facility, Resource Conservation, Tapia Water Reclamation Facility, and Westlake Village Filtration Plant. Additional meetings may be required by the consultant to understand and document all the requirements. Consultant is required to review and identify the following information, at a minimum” 1. Current State Findings and Observations. 2. Adherence by the District, to the current retention policy and schedule. 3. Types of records generated – print and electronic. 4. Applicable federal, state, and local laws/regulations. 5. Systems used to store records – current and archived. 6. eDiscovery attributes. 7. Indexing possibilities. 8. Current taxonomy and metadata implemented. Deliverables: 1. Work Plan: Develop work plan including a timeline with estimated days/hour required to complete Phase 1. Include on-site meetings with project team and interviews with records coordinators from each department. 2. Report: Provide a comprehensive report with Phase 1 findings. 3. Key Stakeholder Meeting: Conduct one on-site presentation of the gap analysis findings to the District’s project team. 4. Publish Request for Proposals (RFP) for Software System Selection (preferably cloud-based).
