05 RFP 240000002338 - Schedule A - Statement of Work.docx

Michigan.gov/MiProcurement Contractor must enter company name here.

Michigan.gov/MiProcurement

SCHEDULE A – STATEMENT OF WORK CONTRACT ACTIVITIES

Request for Proposal No. 240000002338 Electronic Document Management (EDM) Scanning Project This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The Department of Environment, Great Lakes, and Energy (EGLE) works with the public and businesses to achieve and maintain compliance with the permits and regulations, public drinking water supplies and monitoring, supports household hazardous waste recycling programs, along with Radon testing, and manages environmentally contaminated properties. Management of the properties requires significant documentation of all activities performed to investigate the presence of contaminants, of the risks from the hazardous substances to public health and the environment, of the actions taken to mitigate those risks, and of the redevelopment of these properties. Department documentation consists of highly technical reports detailing the scientific information gathered to support decisions regarding risks, need for remediation, and requirements for protecting people while redeveloping properties. These documents include, but are not limited to environmental reports, environmental laboratory data, email and telephone correspondence, environmental decisions relating to previous and future actions, PEAS documentation, incident reports, public comments, public presentations, legal documentation for businesses and properties, legislative orders, laws and regulations, videos, and publications. EGLE is coordinating an effort to improve the electronic accessibility of this scientific documentation to improve the department’s processes for managing the programs as well as increasing the transparency of the documentation for the public. This effort requires the implementation of digital document management and cross-referencing with publicly available data resources.

SCOPE

To achieve this effort, EGLE requires technical support from professionals skilled in understanding the industry-specific environmental documents to continue review of the remaining files in the sections and district offices along with the Department of Technology, Management and Budget’s Records Center to identify documents in the more than 20,000 boxes that are considered necessary and official records of the state per the requirements of the department. The project will continue until all section and district files have been reviewed, converted, and entered in Content Manager (CM). When official records are identified and matched to their appropriate file and the scientific data is verified and updated as needed, the technical support professional working in the district office will coordinate with division staff and be tasked with converting the paper records to an electronic format.

The State will provide the Contractor 120 days’ notice if during the Contract period the project reaches completion (all files have been reviewed, converted and entered into Content Manager) and the Contractor’s services are no longer needed.

1. Requirements

1.1. General Requirements

The Contractor must recruit professionals who are able to perform the following Electronic Document Management (EDM) process from beginning to the final quality assurance, quality control process (QA/QC).

EDM Process:

· Obtain the paper or electronic site file from the district office.

· Sort the documents by chronological order looking at:

1. Checking division and department databases for site information and if the site is on litigation hold.

2. Review the site documentation to eliminate any documents that have met our retention period. Keeping in mind the litigation hold status. Remove them as needed.

3. Look for duplicate copies of reports, lab data, correspondence, permits, legal documents, invoices, etc. to eliminate from the site file.

4. Review Content Manager to see if documents exist for the site to compare against the paper site file. Compare documents to see which is the complete one. Remove duplicates from site file.

5. If the site is on litigation hold, we keep all the documents in the site file and convert them to an electronic format keeping the removed documents separate from the rest of the site file to process differently.

· Convert the documents into the Portable Document Format (PDF) document by document reviewing each one for:

1. Document page order.

2. Page rotation.

3. Color, Greyscale and Black and White pages.

4. Large format maps.

5. Look for and redact Personally Identifiable Information (PII).

6. Name documents following division naming conventions. Create two documents, a redacted and non-redacted version if needed.

7. Place converted documents into the record center box when completed.

8. Track progress on division trackers.

9. Take completed boxes to the QA/QC team to be reviewed.

· Search for site in Content Manager, verify that it is the correct site using the divisions Remediation Information Data Exchange (RIDE) database.

· Update content manager site information to match the RIDE database and apply to all site folders.

· Create the necessary folders in content manager for the documents to be indexed into the system applying the appropriate retention schedule and security to the folders.

· Index documents into the appropriate folders following the naming convention for each document.

· Remove document duplicates as the replacement is indexed.

· Track progress on division trackers.

· Repeat process.

· Make corrections to documents indexed into content manager as identified by the QA/QC team.

Additional job duties:

· Support Freedom of Information Act (FOIA) program requests.

· Attend staff meetings.

· Attend training sessions.

To ensure accuracy of the replication of the official record, a rigorous quality assurance/quality control process will be employed to verify the accuracy of the conversion by professionals located in the Kalamazoo, Cadillac, Grand Rapids, Jackson, Bay City and Warren offices. These professionals are also tasked with identifying the document and following the appropriate naming convention for each document and archiving the document in the electronic system and/or completing the final quality assurance/quality control of the electronic document against the paper file before the paper files are sent for destruction. To address the historical paper files within EGLE based upon Executive approved timelines, the Contractor must provide 35-40 full-time professionals to provide services in the various EGLE district offices as required.

Similar procedures exist for handling incoming EGLE mail and subsequent scanning requirements. Professional resources are tasked with working as part of the mail scanning operation team to complete those duties. Additionally, on an as-needed basis, resources may be required to handle scanning processes for other areas of the department under direction of EGLE’s Information Management Division (IMD) and RRD. The professionals will work within the guidelines developed by the Electronic Records Unit (ERU) within Information Management Section (IMS) of RRD and overseen by unit staff experienced in the maintenance of the official record. This oversite will consist of daily tracking database checks against actual electronic format documents performed by ERU staff to ensure accuracy of product, adherence to procedures and anticipated time schedules.

The technical professionals will participate in status meetings and routine updates with RRD IMS staff and discuss the metrics generated by ERU and project progress.

The environmental documentation professionals in these positions may encounter the following:

· Environmental Reports

· Environmental laboratory data

· Correspondences – Emails and Telephone

· Environmental decisions relating to previous and future actions.

· PEAS documentation

· Incident reports

· Public comments

· Public presentations

· Legal documentation for businesses and properties.

· Legislative orders, laws, and regulations

· Videos

· Publications

· Zip (Compressed) files.

· Confidential files Professionals provided by the Contractor must:

· Have (at a minimum) an associate degree in the sciences, preferably in the environmental field.

· Be very detailed oriented.

· Be able to comprehend and apply policies and procedures, while looking at various versions of documents.

· Be able to apply the information they are taught during the four weeks of in-house training.

· Be able to apply corrections they receive from the quality assurance, quality control team.

· Be able to understand and apply chronological order to site files.

· Be able to identify duplication of documents.

· Be flexible with changes in policies and procedures.

· Be timely and focused while at work.

· Be knowledgeable in computer skills related to Microsoft Office products and network drives.

· Be able to exhibit patience.

· Have strong organizational skills working with large volumes of paper and electronic files.

· Have a willingness to learn.

Professionals provided by the Contractor must be committed to at least one year with the team based on the amount of training required.

Professionals will be hired in on a probationary basis (120 days). The EGLE Program Manager and Contractor will work together to evaluate the professional during this time. If during that period the EGLE Program Manager determines that the professional exhibits unresolved performance issues, EGLE has the right to request a replacement. The State may require the costs for a 30-calendar day training period to be covered by the vendor for any personnel replaced during the probationary basis.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2. Staffing

2.1. Contractor Representative

The Contractor must appoint an individual specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”). Bidder must identify its Contractor Representative.

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Representative.

List all exception(s):

Bidder must identify its Contractor Representative:

2.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its Customer Service Toll-Free Number:

2.3. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:30 a.m. to 6:00 p.m. EST.

List all exception(s):

2.4. Key Personnel

The Contractor must appoint an individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 24 hours.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

i. For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $25,000.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30-calendar days before the Key Personnel’s removal.

ii. If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30-calendar days, in addition to the $25,000.00 credit specified above, Contractor will credit the State $833.33 per calendar day for each day of the 30-calendar day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $25,000.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30-calendar days of shadowing will not exceed $50,000.00 per individual.

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

List all exception(s):

A. The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience in the current classification.

3. Identify which of the required key personnel positions they are fulfilling.

4. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

5. Identify if each Key Personnel is a direct, subcontract, or contract employee.

6. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

7. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

8. Identify each Key Personnel’s percentage of work time devoted to this Contract.

9. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

B. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel and personnel working on site, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP, as well as a preference toward staff with an environmental education and/or background.

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as RESUMES.

2.5. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP labelled as ORGANIZATIONAL CHART.

2.6. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

· Geographically Disadvantaged Business Enterprise Sub-Contractors: If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically-Disadvantaged Business Enterprise" means a person or entity that satisfies one or more of the following: (i) Is certified as a HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

Michigan Qualified Opportunity Zone (QOZ) Map Michigan Supplier Community (MiSC) Page Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

2.7. Security

The Contractor’s staff will be subject the following security procedures: background checks, signing security forms, attending security training, etc.

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State will require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff will be required to enter State facilities. The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

List all exception(s):

Bidder must explain any additional security measures in place to ensure the security of the State and its facilities, as well as explain items a through d identified above:

3. Project Management

3.1. Project Plan

The Contractor will carry out this project under the direction and control of the Program Manager. The Contractor must submit a project plan with their proposal. Upon an awarded contract, the submitted project plan will be provided to the Program Manager for final approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.

List all exception(s):

Bidder must submit its project plan as described above:

3.2. Meetings

The Contractor must attend the following meetings:

· Kick-off meeting within 30-calendar days of the Effective Date.

· Monthly in-person meetings at Constitution Hall in Lansing, MI.

The State may request other meetings, as it deems appropriate.

List all exception(s):

3.3. Reporting

The Contractor must submit to the EGLE Program Manager, the following written reports:

· Monthly progress reports with related daily timesheets describing duties performed by each professional.

The State may request other reports, as it deems appropriate.

List all exception(s):

Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

4. Pricing

4.1. Price Term

Pricing is firm for the five-year contract base period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested in writing by either party and will take effect no earlier than the next Pricing Period, which will coincide with the beginning of each exercised option year.

List all exception(s):

4.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

List all exception(s):

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be Delivery Order (DO).

List all exception(s):

6. Invoice and Payment

6.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number; (h) total price; (i) staff name & role; (j) hourly rate; (k) hours worked; and (l) trave/lodging receipts. Travel expenses may be reimbursed with EGLE Program Manager approval. Vendor must include monthly progress reports with invoices.

List all exception(s):

6.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT).

List all exception(s):

6.3. Procedure

The Contractor must submit monthly invoices via email to the Program Manager by the 15th of each month. The state may request the contractor to CC additional individuals on the monthly invoices.

List all exception(s):

7. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

List all exception(s):

8. Service-Level Agreement (SLA) A. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

B. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

C. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

SLA Metric 1. Expected Performance Outcomes Achieved

2. 10% of an invoice for service connected to a performance outcome that is not met may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the State will be completed within 10 days of notice of assessment.

SLA Metric 2. Timely Reporting

2. 10% of an invoice may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the State will be completed within 10 days of notice of assessment.

List all exception(s):

image1.png