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HomeMy WebLinkAboutMEMO TO COUNCIL (7) /,= 'y CITY OF WATERLOO, 1®WA 11he WATERLOO POLICE DEPARTMENT � S�rU 715 Mulberry Street • Waterloo, IA 50703 • (319) 291-4339 Fax (319)291-4332 %Y)pp ` THOMAS J.JENNINGS • Chief of Police Mayor TIMOTHY J. February5 2009 HURLEY Advanced Systems Inc. COUNCIL C/O Mitch Montover MEMBERS 2945 Airport Blvd Waterloo, IA 50703 REGINALD A. SCHMIIT The Waterloo Police Department is presently seeking competitive, sealed bids to Ward 1 implement a Comprehensive Document Management System. This system will be CARaLY N utilized to capture and organize paper documents for future retrieval in an electronic COLE format. The system must be able to seamlessly integrate with the Microsoft Office Wait 2 Products and other Business applications utilized by the Waterloo Police Department. HAROLD GETTY HARD If your business is interested in bidding on these systems,please submit a bid,meeting Ward 3 the specifications in the attached document. All sealed bids must be submitted to Nancy Eckert, Waterloo City Clerk no later than noon on February 16, 2009. QUENTIN M. KART Ward 4 If you have any questions regarding the specifications please contact Wendy Drinovsky at the Waterloo Police Department, 319-291-4500. RON VVELPER Ward 5 Sincerely, BOB GREENWOOD At-Large Joe Leibold STEVE Captain sCHMITT Administrative Division Commander At-Large C: Thomas Jennings, Chief of Police Nancy Eckert, City Clerk Michelle Weidner, CFO Cheryel Stevenson,Finance Wendy Drinovsky,MIS Ao igat CITY WEBSITE:www.ci.waterloo.ia.us "m'LA10E WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Minimum Requirements: 1. One input station with up to 20 concurrent users that will have the ability to view, annotate, and print/email documents. 2. Storage: a. Per year, using 2008 as an example. i. Current copy machine total count for 2008 was over 650,000 documents. ii. In addition a backlog of previous years documents to 2004. 3. Must be able to work in a client/server environment with Windows Server 2003 and Microsoft XP workstations. 4. Must have the ability to limit feature/functionality by user and/or groups. 5. Must have a version control system to ensure that original documents maintain their authenticity while allowing for remarks/annotations to be added. 6. It must be easy to use while maintaining a level of security to include audit trail functionality. 7. The ability to use Optical Character Recognition to input information from current Templates and forms utilized by the Waterloo Police Departments primary software programs. 8. Must have the ability to improve the quality of paper documents (if needed) for entry into the document management system. 9. For retrieval purposes, the software must have the ability to search each document for words, numbers, and phrases and then be able to email and print the results. 10.Must be able to integrate with the Waterloo Police Departments primary applications to increase efficiency for the user. For example: Displaying a name in our Records Management software and having the document management system search all records for any and all associated documents related to that name displayed. 11.The ability to utilize a Web Interface for the remote access users within the Police Department. 12.Software Support to include product upgrades and training.