1. Enterprise Content Management Owners Representative Contract Approval
RTD Board of Directors
Financial Administration and Audit Committee
November 10, 2015

2. ECM Project Overview What is ECM?
Enterprise Content Management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.

4. ECM Owners Representative Overview of Scope
Develop background and requirements for ECM implementation
Policies and procedures
Consistent taxonomy (naming) and metadata structure (data definitions)
Functional and technical requirements and capabilities
Develop recommendations for path forward
Provide range of alternatives and estimated costs
In-house, hosted, or software-as-a-service
Alternatives for different implementation budgets

5. ECM Owners Representative Overview of Scope
Assistance with procurement
Could include new systems, system upgrades, or implementation services
Change management
Training
Messaging to staff and contractors
Addressing internal and external concerns with implementation
Oversight of implementation
Contract monitoring
Independent verification and validation

6. ECM Owners Representative Procurement Process
Best value procurement based on evaluation criteria
Understanding of technical, institutional, logistical, operational issues and solutions
Cost
Experience and commitment of project manager
Experience of the firms
Experience and commitment of key staff
Project plan
Included 8% SBE goal set by the SBO Office

7. ECM Owners Representative Procurement Process
Released RFP on July 1, 2015
Received three responses on August 4, 2015
IQBG
Ciber
Triunity Engineering and Management
Proposals evaluated by review committee
Included representation from departments outside Finance & Administration

8. ECM Owners Representative Procurement Process
Review committee recommended IQBG
Technical expertise
Prior experience with similar projects in the public sector
Favorable references from previous clients
Best understanding of issues and project plan
Lowest cost

9. ECM Owners Representative Contract Structure
Fixed price contract with defined scope of work through procurement phase
Fixed price of $653,230
Future year options to be negotiated based on level of effort needed for selected alternative
Future Board authorization will be required to exercise the future year options

10. ECM Project Cost $1.8M included in the 2016 Recommended Budget
Owners Representative initial contract is covered by this budget
Additional $11.9M included in the SBP for
Funding estimate based on a purchased solution hosted and maintained at RTD
Total cost and timing of expenditures would change if a different alternative were selected

11. Cost of Not Doing ECM Project
Current estimate of ongoing content management over the SBP period
Range from $16M - $20M
These funds are not included in the SBP
Would need to add these funds back into the SBP if the ECM project is not done

12. Cost of Not Doing ECM Project
RTD still would need content management
Annual maintenance, replacements, and upgrades for current content management systems
Additional or upgraded content management systems to meet identified gaps in content management
Paper document storage
IT support for content management systems
Hardware for data storage
Software to integrate existing and new systems
Staffing to maintain hardware and software
Functional staffing for content management
Records Management
General Counsel
Other departments
Risk of non-compliance
CORA
Litigation

13. ECM Project Schedule Selection of owners representative November 2015
Milestone
Completion
Selection of owners representative
November 2015
Policies and procedures
May 2016
Functional and technical requirements
July 2016
Selection of path forward
September 2016
Procurement
February 2017
Full implementation
Mid-2019

14. Questions?