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Experience and Capacity Questionnaire

Solicitation No. BPM004656

Document Management Services Arizona Department of Administration State Procurement Office 100 N 15th Avenue Phoenix, AZ 85007

STATE MAY DETERMINE YOUR PROPOSAL IS NON-RESPONSIVE IF YOU DO NOT ANSWER ALL QUESTIONS FULLY.

The Offeror shall provide a narrative response to each question that demonstrates their understanding of the Scope of Work requirements and describes your company’s overall method of approach for providing the service stated in this solicitation. If there is a question that is not applicable to the services required by the Scope of Work, you may mark it N/A.

Experience and Capacity Questions:

Question 1: Company Profile The Offeror must include a narrative description of its organization. The narrative must include the following:

Offeror Response:

1.1 Brief overview of business operations, with an emphasis on experience providing Document Management and/or Document Imaging services, experienced personnel deployment, and personnel training. Describe the measures your organization takes to ensure your staff members are well qualified, trained and supervised.

SecureOne Outsource Solutions, Inc. (SecureOne), established, 15 May 2016, as an Arizona corporation, is the result of the combination of six separate companies. Cal Coast Data Entry, McDonald Data Services, and Data Preparation International trace their inception back to the 1970’s. Data Center of Arizona, Data Center de Nogales began in 1992 and 2003, respectively. The most recent addition to the SecureOne family of companies is Docucon Imaging Services Inc., began in 1987 as a San Antonio based service provider specializing in the conversion of paper, microfilm/fiche and aperture cards to digital images. Management and staff remain the same.

SecureOne remains USA-owned with locations in Cerritos, CA; Phoenix, AZ; San Antonio, TX; and Nogales, Mexico. We employ over 300 operators and 150 support staff making us one of the largest business process outsourcing service providers in the country. On an annual basis we process well in excess of 40 million transactions.

Services we provide:

• Document Conversion – Engineering Drawings, Paper, Microfilm, Microfiche, and Aperture Cards to digital formats, including PDF, TIF, JPG, SGML, and XML.

• Data Entry – Domestic, Offshore, Remote, and Transaction Processing: Alpha, Numeric, Alpha-Numeric, Typed or Handwritten, Single-Keyed, Blind Double-Keyed.

• Lockbox and Caging, Mailroom and Document Preparation, Letter Shop, Call Center, Database Design and Maintenance.

1.2 Date established;

SecureOne Outsource Solutions, Inc. (SecureOne), established, 15 May 2016

1.3 Ownership (public, partnership, subsidiary, etc.);

SecureOne Outsource Solutions, Inc. is a C Corporation

1.4 Location in which the Offeror is incorporated;

SecureOne Outsource Solutions, Inc. is incorporated in Arizona, USA.

1.5 Address of “Main Office” (e.g., Corporate Headquarters and any satellite offices responsible for performance of proposed tasks;

SecureOne Outsource Solutions, Inc. corporate headquarters & primary production facility, located at 2801 North 33rd Avenue, Suite 1, Phoenix, AZ 85009, will be responsible for performance of proposed tasks. This location is 22,000 square feet in size.

1.6 Full disclosure of any potential conflict of interest between the Offeror and any State employee who functions or has responsibilities in the review or approval of the undertaking or carrying out of the Contract;

SecureOne Outsource Solutions, Inc. does not foresee any conflict of interest for this conversion project.

1.7 A Statement of whether, in the last five (5) years, the Offeror has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an explanation providing relevant details and current status;

In the last five (5) years, SecureOne Outsource Solutions, Inc. has NOT filed (or have NOT had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors.

1.8 A Statement of whether there are any pending Securities Exchange Commission investigations involving the Offeror, and if such are pending or in progress, an explanation providing relevant details and an attached opinion of counsel as to whether the pending investigation(s) may impair the Offeror’s performance in a Contract under this RFP;

SecureOne Outsource Solutions, Inc. does NOT have any pending Securities Exchange Commission investigations involving the Offeror, and if such are pending or in progress

1.9 A Statement documenting all open or pending litigation initiated by Offeror or where Offeror is a defendant or party in any litigation that may have a material impact on Offeror’s ability to deliver the contracted services;

SecureOne Outsource Solutions, Inc. does NOT have any open or pending litigation initiated by Offeror or where Offeror is a defendant or party in any litigation that may have a material impact on Offeror’s ability to deliver the contracted services.

1.10 A Statement documenting all open or pending litigation initiated by Offeror or where Offeror is a defendant or party in any litigation with a public sector client;

SecureOne Outsource Solutions, Inc. does NOT have any open or pending litigation initiated by Offeror or where Offeror is a defendant or party in any litigation with a public sector client.

1.11 Full disclosure of any Public Sector contracts terminated for cause or convenience in the past five (5) years; and, SecureOne Outsource Solutions, Inc. has NOT had any public sector contracts terminated for cause or convenience in the past five (5) years.

1.12 Full disclosure of any criminal or civil offense.

SecureOne Outsource Solutions, Inc. has NOT been involved in any criminal or civil offense.

1.13 Offeror shall provide evidence of any Arizona required business license to provide these services.

Arizona does NOT require SecureOne Outsource Solutions, Inc. to have a business license to provide these services

Question 2: Company Experience A. What market(s) are your current clients primarily in?

B. What experience do you have serving clients in Business Markets within the State of Arizona?

C. What is the range in size of your current clients?

D. Utilizing Attachment 9 (BPM004546 Solicitation Attachment 9 – References) provide at least three (3) examples that exhibit your experience providing Document Management Services for clients? Preferably one example should be a Public Sector client.

E. How long have you provided goods/services to your longest tenured client?

F. Why did your last three former clients cancel their contracts?

G. With what relevant trade and/or professional associations are you involved? How does this participation give you an advantage over your competition?

Offeror Response:

A. What market(s) are your current clients primarily in?

SecureOne Outsource Solutions, Inc. provides conversion services to Federal, State and Local government, as well as private and public corporations. We have been providing these services for 30+ years to our clients all across the United States. Industries include: Department of Defense, Defense Contractors, Federal Courts, Colleges and Universities, K-12 Educational Institutions, Manufacturers and Services companies, Medical Institutions, Telecommunication and Transportation providers.

B. What experience do you have serving clients in Business Markets within the State of Arizona?

Arizona Department of Transportation SecureOne Outsource Solutions (SOS) is the primary subcontractor for IBM/Kyndryl in support of Vehicle Registrations received by mail (RBM). We receive the mail daily, open and validate the renewal, image the check and renewal, process all checks for deposit, and migrate the images to an archive accessible by ADOT Customer Service staff for retrieval when responding to a customer. SOS currently processes between 35,000 and 40,000 transactions per month.

Length of service: January 2016 - present

Arizona Department of Economic Security

SecureOne provides data entry services in support of the UI Tax department. SOS keys the quarterly UI Tax returns. SOS keys over 1,000,000 lines of data annually.

Length of service: December 2009 – present

Arizona Department of Economic Security

SecureOne is currently performing work on an on-going document conversion project for Arizona Department of Economic Security. The project is for the Conversion of 12,000,000 member records and supporting documents. Majority of the documents are 8.5” x 11” and were scanned at 200-300 DPI as black-and-white images and converted to PDF files.

Indexing for Arizona Department of Economic Security includes the “"EIN”, “Last Name”, “First Name", and incorporates using a look-up of a client furnished database to capture additional metadata. Indexing includes 25% Index Quality Assurance with a minimum of 95% accuracy at the batch level. Image-only PDF files are being delivered to Arizona Department of Economic Security via SFTP on a weekly basis as the project progresses. SecureOne has delivered 10+ million images in the first 6 month of production.

Length of service: November 2019 – August 2020

Arizona Department of Game and Fish

SecureOne provides data entry services in support of the State’s Hunt Draw and Hunting/Fishing licenses. SOS keys 5,000 – 20,000 license applications monthly and over 40,000 Hunt Draw applications annually.

Length of service: July 2003 – present

Arizona Department of Transportation

SecureOne provided online data entry services entering crash reports to assist ADOT with eliminating a two-year backlog. SOS successfully eliminated the backlog by entering in excess of 20,000 reports.

Length of service: 01/2011 – 09/2013

C. What is the range in size of your current clients?

Department of Defense – Nationwide; Educational Institution with 8 campuses in one metro area; numerous, single location, entities that require conversion of anywhere from 2-100 boxes per month.

D. Utilizing Attachment 9 (BPM004546 Solicitation Attachment 9 – References) provide at least three (3) examples that exhibit your experience providing Document Management Services for clients? Preferably one example should be a Public Sector client.

See attachment:

“[Document Management Services] (SecureOne) BPM004656 Solicitation Attachment 9 – References.pdf”

E. How long have you provided Document Imaging and/or Document Management services to your longest tenured client?

Department of Defense – since 1987; Intuit, Inc – since 1994; Educational Institutions in San Antonio, TX – since 2008, and Dallas, TX – since 2011; San Antonio Housing Authority – since 2009; Equipment Manufacturer – since 2009.

F. Why did your last three former clients cancel their contracts?

SecureOne Outsource Solutions, Inc. has never had a contract cancelled for cause.

G. With what relevant trade associations are you involved? How does this participation give you an advantage over your competition?

SecureOne Outsource Solutions, Inc. has been involved in the past with ARMA International. This has helped keep us informed on certain market/industry trends, as well as changing regulatory requirements.

Question 3: Proposed Key Personnel Please identify Key Personnel to be utilized to perform services should your Offer be accepted. In addition, also state the Members related experience with large local, state or federal government agencies.

Offeror Response:

What primary functions will be assigned?

Monitor production levels and achievement of delivery schedules.

Meetings:

Participate in project team meetings.

Participate in Customer meetings as scheduled or required.

Arizona Department of Economic Security – UI Tax Arizona Department of Game and Fish – Licenses/Draws Arizona Department of Transportation – Crash Reports Arizona Department of Transportation – Registration Renewal IBM – Vehicle Registration Renewal CVS/Caremark - Claims Intuit - Lockbox Bank of America – Lockbox

Fox Chapel High School – Pittsburg, PA Cornell University – Ithaca, NY Cal State Fullerton – Fullerton, CA Dale Carnegie

Experience:

1978 – Present: Nelson has been active in the various businesses that make up the current SecureOne Outsource Solutions, Inc. Nelson is responsible for Administration, Accounting, IT and Sales. He has completed well over 100 outsource projects as the Customer Liaison.

What primary functions will be assigned?

Monitor production levels and achievement of delivery schedules.

Meetings:

Participate in project team meetings.

Participate in Customer meetings as scheduled or required.

Santa Fe Springs High School, Santa Fe Springs, CA Cal State Fullerton – Fullerton, CA Dale Carnegie

Experience:

1978 – Present: David has been active in the various businesses that make up the current SecureOne Outsource Solutions, Inc. David is responsible for all Production. He has actively managed well over 1,000 accounts during his tenure with SecureOne.

What primary functions will be assigned?

Take appropriate action to resolve hardware problems.

Review, test and implement requested software modifications as requested by Production Management.

Participate in Customer meetings as requested.

Mr. Weber has directed development of software to enable project configurable workflow control of image and image related data through document conversion production lines. Additionally, he is also responsible for our initial FileNET output procedures.

Key Experience:

21 years of software development specifically for document conversion production lines.

Strong engineering background, hardware and software.

Developed our SGML/XML markup language production line.

Instrumental in the development of DocFlow, our workflow software manager.

Brings solid imaging technical expertise to our overall capabilities.

Completed Projects

New York City Department of Finance, programming for 50+ million images from 16mm and 35mm Film GSA Ft Worth, programming for 10+ million images from Paper documents US Navy multiple locations, on-site and off-site programming for 100+ million Aperture Cards Los Angeles Air Force Base, onsite programming for 8+ million images from paper, fiche, and engineering drawings

What primary functions will be assigned?

Meetings:

Participate in project team meetings.

Participate in Customer meetings as scheduled or required.

Be the voice of the Customer.

Duane has served in both production management and account management positions for SecureOne. He has a strong background and understanding of all Adobe PDF products and offerings as well as Standard Generalized Markup Language (SGML). This combination of technical, sales and account management skills make Duane a valuable asset to SecureOne and his customers.

Key Experience:

12 years of experience SGML and PDF production management and sales.

Account interface for numerous Department of Defense projects.

Account responsibility for GSA Southwest (Region 7), Rolls Royce Naval Marine, Los Angeles Air Force Base – Space and Missile Command, Tennessee Air National Guard, Tinker Air Force Base, U.S. Navy - Port Hueneme, NASA Space Station Houston, Jacobs Engineering - NASA, U.S. Coast Guard, Grayson County College and others.

Duane is an active member of ARMA.

Texas Licensing, 1+ million images from 16mm Microfilm Texas Department of Health and Human Services, 600,000 images from Microfiche NASA Space Station Houston, 2+ million images from Paper US Navy Multiple locations, tens of millions of Aperture Cards Los Angeles Air Force Base, 8+ million images from paper, fiche, and engineering drawings

Question 4: Financial/Accounting Information Offeror must provide evidence of financial stability and capability to fund all costs associated with providing the services throughout the term of the Contract. The latest two (2) years audited annual financial statements including Total Revenue, Net Income, and Total Assets must be submitted with the Offeror’s proposal. If audited financial data is unavailable, explain in full the reason, and provide the latest non-audited financial information to include Balance Sheet, Income Statement, as well as Statements of Cash flows and Change in Financial Position. Include information to attest to the accuracy of the information provided.

Offeror shall provide information regarding any irregularities that were discovered in any accounts maintained by the Offeror on behalf of others. Describe the circumstances and disposition of the irregularities.

Offeror Response:

See Separate Attachments, filenames: “SecureOne Jan 2021 and December 2021 plus balance sheet Financials.

SecureOne Outsource Solutions, Inc. was established on May 15, 2016 as an Arizona Corporation. It is the combination of many entities dating back to Cal Coast Data Entry, Inc. which was established in 1978. We have attached the most recent statements. As a privately held company we have no requirements for audited statements. Please consider our financial statement confidential.

Question 5: Subcontractors Utilize Attachment 7 (BPM004656 Solicitation Attachment 7 - Proposed Subcontractors) to identify Proposed Subcontractors commonly utilized or anticipated to be utilized to perform services within the Scope of Work of this Solicitation.

Offeror Response:

See Separate Attachment, filename:

“[Document Management Services] (SecureOne) BPM004656 Solicitation Attachment 7 - Proposed Subcontractors.pdf”

Question 6: Submit copies of all applicable certificates and licenses that support Offeror’s ability to provide the related goods/services being proposed.

Offeror Response:

Arizona does NOT require SecureOne Outsource Solutions, Inc. to have a business license to provide these services Question 7: Arizona Risk and Authorization Management Program (AZRamp) Requirements Offeror must read completely the AZRamp requirements found at this link:

https://docs.google.com/document/d/1a55nFzKwbcBrb9YoabYDog4ndnI1hxtG9PfyYEs3A14/edit Utilize Attachment 5 (BPM004541 Solicitation Attachment 5- Arizona Baseline Security Controls Assessment) to submit a completed Arizona Baseline Infrastructure Security Controls assessment spreadsheet.

If you have any questions regarding the form, please contact the State’s Homeland Security – Cyber Command team at AsetAssurance@azdoa.gov.

Offeror Response:

See Separate Attachment, filename:

“(Document Management Services) (SecureOne) BPM004656 Solicitation Attachment 5 - Arizona Baseline Security Controls Assessment.pdf” image1.jpg