5-[Document Management Services] BPM004656 Solicitation Attachment 8 - Experience and Capacity Questionnaire_Konica Minolta.docx
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- Attached to
- Master Agreement AZ|CTR063772
- Contract number
- CTR063772
- Issued by
- Arizona
About this file
This document is an Experience and Capacity Questionnaire for a Document Management Services solicitation (BPM004656) issued by the Arizona Department of Administration State Procurement Office. The primary respondent is Konica Minolta Business Solutions (KMBS), a privately held corporation established in 1959 and headquartered in Ramsey, New Jersey. The questionnaire is part of a competitive procurement process for document management and information management services, with Konica Minolta providing a detailed response to demonstrate their capabilities and qualifications.
The solicitation covers document management services, with Konica Minolta proposing comprehensive solutions including digital information capture, processing, management, storage, and access. The company has an existing relationship with the State of Arizona, currently holding a contract for Multifunction Devices since 2018 and previously holding a similar contract since 2013. Konica Minolta serves clients across various sectors, with approximately 40% of their US clients in the public sector, ranging from small 10-person departments to entire state government divisions and federal agencies. The proposed services include digitization, e-signatures, workflow improvement, system integration, and content management, with no subcontractors planned for this specific solicitation. The company has submitted supporting documentation including financial statements, business licenses, and software end-user licenses to validate their proposal.
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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:
| 1.1 | Brief overview of business operations, with an emphasis on experience in regards to the scope of work. |
| 1.2 | Date established; |
| 1.3 | Ownership (public, partnership, subsidiary, etc.); |
| 1.4 | Location in which the Offeror is incorporated; |
| 1.5 | Address of “Main Office” (e.g. Corporate Headquarters and any satellite offices responsible for performance of proposed tasks; |
| 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; |
| 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; |
| 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; |
| 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; |
| 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; |
| 1.11 | Full disclosure of any Public Sector contracts terminated for cause or convenience in the past five (5) years; and, |
| 1.12 | Full disclosure of any criminal or civil offense. |
| 1.13 | Offeror shall provide evidence of any Arizona required business license to provide these services. |
Offeror Response:
For over 20 years, the Konica Minolta Intelligent Information Management (IMM) team has helped organizations overcome their toughest challenges around content, documents, and business processes. As the volumes and types of information increase in today’s world, we understand that access to information is critical. Our team strives to understand your challenges and provide insight on how to best overcome those challenges that are limiting your potential. From the simple to the complex, Konica Minolta has the expertise and solutions to address your needs and advance you on your Digital Transformation journey.
From business process outsourcing to content management, we guide our clients to the best solution for their digital transformation. Through our consultative process, we mutually identify your challenges and goals, then co-author the plan for the platform and services that you will need to achieve your goals.
Our portfolio of solutions encompasses the strategies and tools used to capture, process, manage, store, preserve and access all information relevant to your business such as:
| • | Digitize information for greater access and management |
| • | Reduce cost of data searching, retrieving and collaborating |
| • | Utilize e-signatures and e-forms- and eliminate paper |
| • | Improve collaboration and information sharing with employees and clients |
| • | Dramatically improve productivity and workflow |
| • | Integrate with Line-of-Business systems for streamlined operations |
At a Glance:
Konica Minolta Business Solutions is a privately held corporation.
| Established: | April 24,1959 New York, NY |
| Headquarters: | 100 Williams Drive, Ramsey, New Jersey |
· Konica Minolta has not commenced a bankruptcy proceeding under Title 11 of the United States Code, any predecessor federal bankruptcy provision, or any state bankruptcy provision since it was established in 1959.
· There are no pending Securities Exchange Commission investigations involving Konica Minolta.
· As a large organization, Konica Minolta is currently engaged in a number of lawsuits, all of which are being vigorously defended. The Offeror is not involved in litigation of a material nature, however, that would adversely affect its ability to deliver the products and services proposed under any resulting agreement with the Arizona Department of Administration. Moreover, no fact finder has ever found that Offeror has breached its obligations under a contract. The existence and terms of any settlement agreements are confidential.
· Konica Minolta has not terminated any Public Sector contracts that would adversely affect its ability to deliver the products and services proposed under any resulting agreement with the Arizona Department of Administration. Moreover, no fact finder has ever found that Offeror has breached its obligations under a contract. The existence and terms of any settlement agreements are confidential.
· Konica Minolta is not involved in any criminal or civil offense that would adversely affect its ability to deliver the products and services proposed under any resulting agreement with the Arizona Department of Administration. Moreover, no fact finder has ever found that Offeror has breached its obligations under a contract. The existence and terms of any settlement agreements are confidential.
· Konica Minolta has provided our Arizona Business License as part of the response documents. Please see attached “Attachment 8 - Supplement_State of Arizona Business License_Konica Minolta (#1 of 4)”.
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:
Konica Minolta (KMBS) provides document scanning and content management services to companies across all industries around the world. In the United States, about 40% of our clients are public sector clients, and many of our leadership executives come to us from OSAM, who was a provider of the same services in the Phoenix area and participated in this contract for a number of years. Konica Minolta currently has an active contract held since 2018 with the State of Arizona: Arizona Department of Administration - Multifunction Devices, Including Supplies and Maintenance. Konica Minolta also held the previous MFD contract with the State of Arizona beginning in 2013.
Konica Minolta services clients of all sizes, from 10 person departments within a planning department all the way up to entire Health and Human Services divisions within State Governments and even Federal Clients and Fortune 500 Companies.
KMBS references include the Commonwealth of Massachusetts, Altice, Boeing, and countless other public and private organizations. For the purposes of this project, we have highlighted five public sector clients in Attachment 9, and we strongly encourage you to reach out to these clients to better understand the level of professionalism and quality that our organization is committed to.
Our longest tenured client is believed to be Teachers Federal Credit Union in Hauppauge, NY, for whom we have been providing document scanning services and OnBase Support for 21+ years.
It is extremely unusual that a client chooses to cancel a contract with KMBS, but when it does occur, it is typically due to a change in circumstances where content that was once delivered manually via paper has moved to electronic delivery and the scanning and capture services are no longer needed. With the pandemic, we have seen fewer clients than ever canceling services, with the great majority of customers adding additional services to help address labor shortages and the challenges of remote work.
KMBS is also an active participant in IIMDA and AIIM and is always looking to continue to expand our reach both in the US and abroad by participating in other relevant industry trade groups. For example, we are active participants in NIGP, NASCIO, and NASPO, and we welcome feedback from the State of Arizona on other areas we may want to choose to explore in the future.
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:
Paul Engel, National Director of BPO Services
Paul Engel, was recruited to the Board of the Association for Intelligent Information Management (AIIM). AIIM is an international association focused on ECM and BPO, with over 60,000 members. Mr. Engel was recruited to the board on the basis of several of his writings, presentations and software development projects built around quality capture. The year after completing his term as Chair of the Board, Mr. Engel was inducted into the AIIM Company of Fellows. Konica Minolta’s LPC is, therefore, a great resource for customers with a variety of capture needs.
James Gould, BPO Processing Center Manager, Lexington, KY Scanning Facility:
Document Imaging industry experience since 2015
IIM BPO Processing Center Manager Responsibilities:
● Manage project outcomes, budget and forecasting
● Manage Lean processes and Lean staffing
● Maintain client relationship
● Fully analyzing statements of work, workflow and station instructions
Certifications and Training:
● PaperVision Capture and Forms Magic Training
● Lean Training
● CDIA+ Certified
Danielle Pelenkahu, IIM Production Project Lead:
Document Imaging Industry experience since 2012
IIM Production Project Lead Responsibilities
● Work with Processing Center Manager on project set up and specifications
● Leads production training and development
● Monitors production results and issues, escalates when necessary
Certifications and Training:
● PaperVision Capture and Forms Magic Training
● Lean Training
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:
Konica Minolta has provided the audited annual financial statements for 2020 and 2021 as part of the response. Please see attached “Attachment 8 - Supplement_FinancialReport 2020_Konica Minolta (#2 of 4) and Attachment 8 - Supplement_FinancialReport 2021_Konica Minolta (#3 of 4)”.
Question 5: Subcontractors Utilize Attachment 8 (BPM004541 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:
Konica Minolta will not be using subcontractors in response to this Solicitation.
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:
Konica Minolta has provided the End User License Agreement (EULA) for the Hyland Onbase. Please see attached “Attachment 8 - Supplement_Hyland EULA_Konica Minolta (#4 of 4)”. The most recent EULA for Square 9 is available on the following link.
https://www.square-9.com/end-user-license-agreement/
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.
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