Should a Request for Information (“RFI”) be done?
An RFI allows for the information on the latest available products on the market place to be obtained.
The RFI does not lead to an award but is a way to gather information that may be used to draft a Request for Proposal (RFP)/Invitation for Bid (IFB).
The RFI process allows for the gathering of information from all possible bidders and to drafting a more successful Request for Proposal /Information for Bid.
An RFI must be advertised in the NYS Contract Reporter.
Sample RFI:
REQUEST FOR INFORMATION (RFI)
Document Imaging System
UNIVERSITY AT ALBANY
Department X
Department X
The University at Albany, SUNY, Department X, has primary responsibility for handling all of the student documents received by the University at Albany. The University at Albany, SUNY is one of four University Centers in the State University of New York System and has 17,000 students.
PROJECT DESCRIPTION
Vendors are invited to submit hardware and software information to Dept. X that will support its transition from paper documents to electronic images and files.
Specifically, Department X is interested in proposals to develop a centralized system that will facilitate the workflow and accessibility of all documents through the use of electronic document imaging. This would include the imaging of existing documents as well as non-standard, diverse correspondence, all of which are currently in paper form (approximately 3 million documents) and the imaging of hundreds of incoming documents each day. In addition, the proposed system must be capable of integrating electronic documents, completed by students via the Dept. X website, into the imaging workflow process. Integration with our current system “Legacy I” is essential.
Vendors shall provide the following information in their responses, including a boilerplate sample of your standard agreement(s):
Purchase options
Manufacturer’s represented
Warranties, service, replacement, and maintenance
Renewal options
Upgrades (during life of equipment/software, during term of lease, etc)
Security (document, user, workflow, etc.) features
Management and workflow (business processes) features
Data storage design
Document linking technology
Scanning logic and profile features
Document tracking features
Document retrieval time
Bar-coding and Optical Character Recognition (OCR) features
Archival repository features
Data base languages and tools used to integrate imaging system with other applications
User training program(s) and associated costs
Length of time required to fully implement proposed imaging system
Integration with web-based electronically signed documents
Ability to network with our existing software system Legacy I,
Up-to-date server/client hardware and software requirements.
In addition, vendors shall indicate whether or not they are currently on contract in New YorkState.
An approximation of overall system costs, including initial hardware/software costs, technical support subscription fees and any recurring licensing fees is also requested.
RESPONSE INFORMATION
All questions regarding technical aspects of this request should be directed in writing by xx/xx/xxxx to:
Ms. Department Contact
Director
Department X
University at Albany
1400 Washington Ave.
Albany, New York12222
Telephone: 518. 555.5555
Fax: 518.555.5551
Three copies of vendor’s submittal should be delivered by 2:30 p.m. on xx/xx/xxxx to the following location:
Mr. Purchasing Associate
Institutional Services
ManagementServicesCenter, Room 302
University at Albany
1400 Washington Ave.
Albany, New York12222
Telephone: 518.437.4570
UNIVERSITY CONDITIONS
The University at Albany will not be liable for any costs incurred by respondents in the preparation and production of a response or the costs of any services performed. All responses and materials submitted in conjunction with this request shall become the property of the University at Albany for use as deemed appropriate, respecting all copyrights, trade secrets and any other proprietary information.
By submitting a response, the vendor agrees that s/he will not make any claims for or have the right to damages because of any misinterpretation or lack of information on the part of the University at Albany. The vendor also understands that his/her response will not be considered a proposal and will not result in a contractual relationship with the University at Albany.
Subcontractors: Except for vendors designated by the University, the vendor must include in his/her response a statement giving the name and address of all proposed subcontractors. Said statement must contain a description of the portion of the work which the proposed subcontractors are to perform/provide and any information tending to prove that the proposed subcontractors have the necessary skill, integrity, experience and financial resources to provide the service in accordance with this Request for Information.