ABCC RFQ Scanning and Conversion Updated 8.12.14.pdf

Request for Quote

Office of the Treasurer and Receiver General

Alcoholic Beverage Control Commission

239 Causeway Street, Boston, MA 02114

RFQ File ABCC Digitizing or License Records

RFQ File Number: ABCC Digitizing or License Records RFQ 2014

RFQ Contact Person: Jameel Moore

Email Address: procurements@tre.state.ma.us

1.0 INTRODUCTION

Entities (“Respondents”) responding to this Request for Quote (“RFQ”) are invited to respond to any or all of the inquiries in this document.

Information received in response to this RFQ shall serve solely to assist the Commonwealth in the development of policy. No information received in response to this RFQ is binding on the

Commonwealth or any of its agencies. Responding to this RFQ is voluntary and will in no way affect consideration of any proposal submitted in response to any subsequent procurement or solicitation.

Information provided in its response to this RFQ and identified by the respondent as trade secrets or commercial or financial information shall be kept confidential and shall be exempt from disclosure as a public record (see Mass. General Laws, c. 4, § 7(26)). This exemption may not apply to information submitted in response to any subsequent procurement or solicitation.

This RFQ does not commit the Commonwealth of Massachusetts or The Alcoholic Beverages Control

Commission (ABCC) to approve a Statement of Work, pay any costs incurred in the preparation of a

Bidder's response to this RFQ or to procure or contract for services. ABCC reserves the right to accept or reject any and all proposals received as a result of this RFQ, to negotiate with any or all qualified

Bidders and to cancel, in part or in its entirety, this RFQ if it is in the best interest of ABCC or the

Commonwealth to do so. ABCC reserves the right to assign any contract resulting from this RFQ to another Executive Department agency.

ABCC reserves the right to procure none, a subset, or all of the products or services solicited under this

RFQ. ABCC further reserves the right to amend this RFQ at any time prior to the date the responses are due.

All times stated in the RFQ are Eastern Time. In the event of a discrepancy between dates and times in document files, information in this RFQ or in a Commonwealth email advising of an updated date or time shall prevail.

This Request for Quotes (RFQ) is RESTRICTED TO authorized vendors on Statewide Contract

OFF27.

1.1 Background

The Massachusetts Alcohol Beverages Control Commission (ABCC) is an independent, regulatory, enforcement and quasi-judicial agency. The Treasurer and Receiver General is the appointing authority per M.G.L. c. 10, §72. As mandated in M.G.L. c. 138, the ABCC’s overall objective is to provide uniform control over the sale, purchase, transportation, manufacture, consumption and possession of alcoholic beverages in the state.

The ABCC consists of three commissioners, including one chairperson, fifteen investigators, five licensing staff and six administrative and legal staff. It is responsible for the issuance of over 10,000 state licenses annually and approves an additional 12,000 licenses and transactions for retail establishments throughout the Commonwealth annually. Further, the ABCC holds hearings and issued legal decisions on violations of Massachusetts General Laws

The Office of the Treasurer and Receiver General (the “Treasury”) is exempt from 801 Code of Massachusetts Regulations (“CMR”) 21.00: Procurement of Commodities and Services. The Treasury has opted to follow these regulations to the maximum extent possible in this RFR. All terms, conditions, requirements and procedures included in this RFR must be met for a response to be qualified as responsive. A response that fails to meet any material term, condition, requirement or procedure of this RFR may be deemed unresponsive and disqualified. The Treasury reserves the right to waive or permit cure of non-material errors or omissions. The Treasury reserves the right to modify, amend or cancel the terms of the RFR at any time. Unless otherwise specified, all communications, responses and documentation regarding this RFR must be in English, all measurements must be provided in feet, inches and pounds and all cost proposals or figures in U.S. Currency. All responses must be submitted in accordance with the specific terms of this RFR. All responses shall be comprised of one (1) original paper copy, with two (2) additional paper copies and four (4) electronic copies on either memory stick/CD(s).

This RFR is in accordance with the World Trade Organization Government Procurement

Agreement.

2.0 DESCRIPTION

In order to best utilize the eLicensing system, increase efficiency and the ease in which documents are retrieved, the ABCC seeks to digitize and index all of its current licensee information as well as historical licensee information. Ultimately, the digitized files will be uploaded into an Enterprise

Content Management Repository (separate from this RFQ).

3.0 SCOPE OF WORK

The agency has approximately 22,000 active liquor license files housed at the ABCC, hundreds of decisions, and other sets of documents which, cumulatively, total approximately 4 million pages. As the

Commission will be operational during the scanning process, all documents need to be readily available.

3.1 Condition of Documents

The ABCC has been in existence since 1933. Therefore, the agency has files that contain old and fragile documents that must be handled delicately. The quality of the documents vary. Some documents may be damaged and some may be on “heavy” paper. The ABCC will make every effort to ensure the documents viewed at the Bidder’s Conference are a representative sample. Vendors will have opportunity to view as many folders as they need within a reasonable time.

Each license application is kept in a hanging file folder and includes many forms, applications, business details, sensitive personal and financial information, stakeholder information and other supporting documentation. It is estimated that 30% of the documents from which meta-data is to be captured are hand written.

Individual paper documents can vary in size, from sticky notes to large blueprints, however the majority of the documents are in standard 8.5” by 11” size formats. Additionally some of the documents are double sided. This data must also be captured.

3.2 Imaging / Indexing

All scanned documents will be preserved as images. A small subset of those documents are ABCC forms from which all of the relevant meta-data will be extracted to create indices in the subsequent

Enterprise Content Management System (not part of this procurement).

The largest category of documents are retail license applications. Each retail license folder contains historical documents that pertain to that particular license number. Each folder might also contain multiple licensees, who have transferred ownership of the license, but kept the original license number.

The key values that will identify each group of documents within the folder will be, in descending order, license number, licensee name and, finally, the action being taken on that license.

There are additional groups of documents that pertain to Annual Municipality filings, Fines in Lieu of

Suspension, Special Legislation etc. These documents will not require that meta-data be captured. They do, however, need to be indexed with data such as name and date.

There are several documents from which meta-data will be captured. These documents can have more than one version (physical appearance may be different). These documents are identified in Attachment

A. The areas in which the meta-data will be captured is highlighted on each version of each form.

Further, the type of data to be collected is indicated in each highlighted section.

Attachment B describes the business rules that are associated with each field being captured. Business rule errors should be identified and corrected. ABCC will provide subject matter experts to assist in determining data values.

4.0 SCANNING ENVIRONMENT

The documents are presently kept with ABCC at 239 Causeway Street, Boston, MA and are used in its daily operations. There is limited space within ABCC to set up a scanning environment. The space presently available will be discussed during the Bidder’s Conference. In determining where to perform the scanning, the vendor will need to be located so that they can provide a requested file back to the

ABCC by 9AM next business day.

5.0 SECURITY

Many of these documents contain personally identifiable information as defined by M.G.L. c. 93H, as well as confidential information, thus security is of the utmost importance. The vendor should demonstrate how data will be kept secure during the scanning process. SOC II or similar security certifications are required. Vendors must address security in their response. All vendor personnel participating in the performance of this RFQ must sign a non-disclosure agreement.

ABCC has determined, for the project to be successful:

The scanning must be done on site or in close proximity to the ABCC location at 239

Causeway St., Boston, MA to facilitate access to documents that are in the day’s scanning workload.

The vendor must establish a tracking system for quick and accurate location and retrieval of documents removed from the ABCC file location.

The vendor must determine a method to ensure all documents are scanned.

The images must be checked for quality and rescanned if necessary.

The meta data must be checked for complete accuracy.

The meta data will include all fields as described in Attachment A.

Systems to securely backup, store, retrieve, amend and add new scanned documents must be implemented.

The original documents must be re-assembled into their original folders.

The vendor must exercise 100% quality control through all stages of the project.

The vendor must establish and use security procedures acceptable to ABCC

This scanning project presents an opportunity to “clean” some of the data. Regular reporting should be completed and processed with a subject matter expert to identify all errors. Attachment B describes the business rules that will be performed to accomplish this.

6.0 PROJECT REQUIREMENTS

The following are the minimum requirements for the project and the vendor is encouraged to describe any additional measures to enhance the project as part of its proposed response.

6.1 Project Plan

The vendor shall provide ABCC a comprehensive plan within 3 weeks of contract execution that includes the following:

1. Detailed process to scan and index approximately 4 million documents on-site or off-site

2. Details of workforce schedule to accomplish the prepping, scanning, and indexing of the licenses including number of shifts necessary.

3. Procedures and metrics that will be used in monitoring performance and controlling service activities including security procedures for the handling of confidential documents.

4. A description of the reporting relationships, duties, and responsibilities of supervisory and managerial personnel assigned to the project and delineation of their role in the project.

5. Provide all necessary project management documentation that may aid in clarifying the vendor's strategy such as WBS, Gantt chart, Communication Plan, Risk Management Plan, etc.

6. Provide a tracking system for quick and accurate location and retrieval of documents removed from the ABCC file location.

7. Timelines and Benchmarks

6.2 Quality Control Plan

Within 3 weeks of contract execution, the vendor shall provide to ABCC a Quality Control Plan, subject to ABCC approval, setting forth the vendor's policies for Quality Control and procedures for implementing those policies. The vendor's Quality Control Plan, at a minimum, shall include the following:

1. How the vendor intends to achieve 100% verification of image quality.

2. How the vendor intends to achieve 100% error free indexing for all scanned images.

3. How the vendor intends to test for feasibility of OCR on the license records.

4. How the vendor intends to perform the services under contract according to the highest professional standards.

5. Provide documentation of services, procedures and metrics to allow for monitoring and controlling quality.

6. How the vendor intends to ensure that its employees engaged in the services under contract adhere to the Quality Control Plan.

7. A description of the reporting relationships, duties, and responsibilities of supervisory and managerial personnel assigned to the project and delineation of their role in ensuring quality.

8. A description of the system used to control the receipt and tracking of documents.

9. How the vendor intends to control the identification, storage, and retrieval of all project records.

10. How the vendor intends to ensure that quality is maintained during the digitizing process.

11. How the vendor intends to detect and correct deficiencies in accordance with its Quality

Control Plan.

6.3 Security Plan

The vendor shall provide a comprehensive security plan within 3 weeks of contract execution. ABCC

Licenses have legal, financial, personal and organizational documents and failure to keep this information confidential could lead to legal action against the vendor and/or its employees. Due to this, ABCC will require final approval of all staff engaged to perform any of the various functions of scanning and indexing. The vendor and all staff assigned to the project must sign and submit confidentiality agreements prior to commencing project work. The vendor must agree to comply with the Commonwealth’s personal data standards under MGL ch. 66A and/or MGL ch. 93H. Additionally, the vendor may be monitored and recorded during the scanning process using security cameras or other means of observation. The vendor, at a minimum, shall provide a comprehensive Security Plan which will include how it intends to:

1. Ensure that the confidentiality and integrity of the license records are not compromised while in the vendor's possession.

2. Ensure that their installed systems are secure to prevent the unauthorized creation, addition, alteration, deletion, or deterioration of any imaged record or original document, except for approved computer-enhancement routines used to improve the legibility of scanned documents.

3. Implement security subsystems and procedures for system administration and file access that cannot be disabled or circumvented, except for the properly authorized functions of a systems manager.

4. Prevent the unauthorized removal or re-disclosure of original records and/or copies of records or the information contained therein by staff under their supervision.

5. Ensure that data transfer of the scanned images from a secure server can take place only with the involvement of approved staff.

6. Ensure that changes to project staff are approved in advance by ABCC.

7. Ensure that necessary background checks and/or other screenings are performed on all staff assigned to the project prior to them having access to ABCC original records.

8. Ensure the secure transport and proper handling of both paper and electronic records and images.

9. Ensure the complete deletion and/or erasure of all scanned images and index files from the vendor's equipment upon notification from ABCC at project completion.

10. Ensure the proper inventory of the original records and the creation of audit trails throughout the scanning project.

6.4 ABCC Licensing Scanning

At a minimum, the vendor shall:

1. Inspect, prepare (prep) the original license records prior to scanning them.

a. Scan both sides of the original documents, The vendor should recommend the best resolution for the preservation of the documents. ABCC prefers to receive all of its images as black and white images.

b. The vendor must notify ABCC immediately of any problems found during inspection, e.g. documents that are damaged or received in an incorrect order, etc.

2. Scan the licenses (original document order) and keep the original licenses in the same order as received.

3. Implement procedures to maximize the quality of the scanned images and ensure they are as legible as the original source document.

4. Record any missing information from the licenses to be scanned and provide this information to ABCC for further directions.

5. Provide ABCC with a record of all documents that are unable to be legibly scanned and why.

6. Provide a mechanism to record all batches, track the batches and provide for document check-in and check-out at any point in the process.

7. Perform 100% visual inspection of each scanned image and rescan all images that exhibit poor quality.

8. Scan all of the original documents in the same orientation.

9. Save the scanned images as TIFF images and use loss-less compression.

10. Name each scanned image using a unique filename. ABCC will have final say in what the unique filename will be.

11. Return all of the original licenses to ABCC after they have been scanned. Records should be in the same condition as upon receipt. Any deterioration or destruction of documents must be reported immediately to ABCC.

12. All images are subject to approval by ABCC.

13. Ensure all documents are scanned.

6.5 Post Scanning Image Enhancements

At a minimum, the vendor shall:

1. Provide post scanning image enhancements such as de-skewing etc. that will be applied to each scanned image as necessary.

2. Ensure that post scanning enhancements will not remove any relevant information from the scanned image.

6.6 Indexing

At a minimum, the vendor shall:

1. Provide 100% error free indexing for all scanned images.

2. The Indexes will be approved by ABCC.

3. The Index fields and the documents they will be extracted from will be defined by ABCC.

4. The Index will be in a format that facilitates matching/linkage and searching of records.

6.7 Image & Data Elements Delivery

At a minimum, the vendor shall:

1. Store the scanned images and their associated indexes in a format and medium that is capable of being uploaded to an Enterprise Content Management Repository.

6.8 Compliance with Enterprise IT Policies and Standards

The selected vendor must comply with all applicable Commonwealth of MA Enterprise IT

Policies and Standards, available at http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/, including without limitation Sections 5 and 6 of the Access Control Policy, the Access Control Standards, Business Continuity for IT Management Standards, Communications and Operations Policy, Information Security Policy, Enterprise Information Security Standards: Data Classification, Enterprise IT Security Compliance, Enterprise IT Asset and Risk Management Policy, Physical http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/ http://www.mass.gov/anf/research-and-tech/policies-legal-and-technical-guidance/it-policies-standards-and-procedures/ent-pols-and-stnds/ and Environmental Security Policy, Security Incident Response Policy, Staff IT Security Policy, and Website Cookie Policy.

7.0 VENDOR EVALUATION

In evaluating each vendor's response the PMT will examine the vendor’s approach to meeting all requirements in detail. The vendor's solution shall be clearly explained in its response and can be supplemented with relevant drawings, diagrams, PERT charts, diagrams, Gantt charts or other methods.

The methodology to be used will be evaluated to ensure that it is realistic and that it would achieve the project goals. The overall quality of the vendor's response will be evaluated and measured by the vendor's capacity to deliver all of the mandatory and optional requirements as well as its proposed or recommended features that will provide additional value and enhance the overall outcome of the project.

The PMT will evaluate each vendor's bid based on the "Best Value" concept. This means that the bid which

"optimizes quality, cost, and efficiency among the responsible and responsive bidders" shall be selected for award.

8.0 TIMETABLE

Following is the tentative time line in the procurement process . All dates are subject to modification by the Treasury with notice.

ABCC releases RFQ 8/4/14

Bidders’ Conference held at ABCC, 239 Causeway Street, first floor, Boston, MA (Review of documents to follow Bidder’s Conference;

because of space limitations, only 2 individuals per vendor will be permitted)

8/7/14

10 AM

Deadline for Bidder submission of questions 8/22/14 8 AM

ABCC written responses to questions posted 8/26/14 5 PM

RFQ Responses Submitted Deadline 9/8/14 4 PM

Oral presentations (2 to 4 per day) 9/18/2014

Anticipated Vendor selection 9/25/14

9.0 PERFORMANCE REQUIREMENTS

It is important to measure the vendor’s performance to ensure the Contract is in compliance with what has been requested and what the vendor has offered in this RFQ. The following performance areas will be subject to measurement:

1. Timely Delivery of Data according to schedule of deliverables

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables

4. Performance Targets/Benchmarks

5. Attendance at scheduled meetings

10.0 INSTRUCTION FOR SUBMISSION OF RESPONSE

This section contains instructions for submission of the response.

10.1 Response Requirements

Each Bidder’s response shall consist of one hard copy labeled “ORIGINAL” and 4 hard copies labeled “COPY” and a CD copy of the entire response.

Important: The Cost Response must be separated in a sealed envelope.

The ORIGINAL must be clearly labeled as such on the cover page and in the footer of each page.

Each copy must be unbound and either contained within a three-ring binder or stapled once in the upper left-hand corner. Binding of any manner may be grounds for rejection of the response.

For the CD submissions of the response, Microsoft Word version 2003 or later, Microsoft Excel version 2003 or later, and Microsoft Project version 2003 or later are the preferred file formats.

The CDs must be labeled with the file names and file formats and versions. While the suggested page limits are provided for general guidance, adherence to such limits will be appreciated.

The narrative section of the response must be formatted as follows:

Typewritten;

Single-spaced;

Single-sided;

Margins of at least one inch;

Six lines or fewer per inch;

Numbered pages; and

Times New Roman or similar font, size 12 point or larger.

Failure to provide responses in the format and standards specified may be grounds for rejection of the response.

Each Bidder’s response shall include a cover letter that clearly states the name of the Bidder’s organization as well as the name, address, e-mail, fax and telephone number of the Bidder’s contact person. The cover letter shall state the Bidder’s principal address and a local (greater Boston) business address, if applicable. The letter shall also list all teaming partners and/or significant subcontractors and describe their role in this effort and an overall percentage of the work effort they will perform.

The letter must be signed by an individual authorized to represent the Bidder in Contract discussions, and must state that the Bidder’s proposal will remain in effect for not less than six months after the final submission date, unless either a Contract resulting from this RFQ is executed or the Bidder withdraws its proposal sooner.

NOTE: Questions concerning the RFQ must be submitted via email to Jameel Moore:

procurements@tre.state.ma.us

Responses should be mailed to:

Jameel Moore

Procurement Analyst/ Associate General Counsel

Office of the Treasurer and Receiver General

ATTN: “ABCC Scanning RFQ 2014”

One Ashburton Place, 12 th

Floor

Boston, MA 02108

10.2 Deadline for Responses

Deadline Date: September 8, 2014

Deadline Time: 4:00 PM

IMPORTANT:

THIS ABCC DIGITIZE LICENSE RECORDS RFQ AND ALL RESPONSES HERETO

INCLUDING THE WINNING BID SHALL BECOME PUBLIC RECORD AS OF THE

DATE THE CONTRACT REFERENCED HEREIN IS AWARDED, AND WILL BE

POSTED ON COMMBUYS. Information provided in its response to this RFQ and identified by the respondent as trade secrets or commercial or financial information shall be kept confidential and shall be exempt from disclosure as a public record (see Mass. General Laws, c. 4, § 7(26))

11.0 EVALUATION CRITERIA

The responses to this RFQ will be evaluated based on the criteria listed below.

11.1 Ability to Meet Requirements

Points will be assigned reflecting the Bidder’s ability to meet business, functional, and technical requirements.

11.2 Overall Solution Cost

Points will be assigned with the lowest total price receiving the maximum points in this category.

11.3 Implementation

Points will be assigned for timely and secure implementation based on the Bidder’s capability for providing project completion within service intervals and acceptance criteria.

11.4 Previous Experience/References

Points will be assigned for previous experience and references based on Bidder’s capability for providing a description of its local service organization, including financial viability, years of experience in providing services required in this RFQ, qualified service personnel, and a list of installation sites where the proposed services, support, and products have been successfully installed.

1. The Bidder shall provide a list of up to 10 contracts during the past three years for which it has performed services similar in scope to those described in this RFQ. The list must include the following information:

the client organization’s name and address;

the name and title, address, and telephone number of a contact at the client familiar with the Bidder’s performance; and

Brief description of the services performed.

2. The Bidder shall provide the following additional information for at least two and no more than five of the entities identified in subsection 1, above:

A more detailed description of the contract requirements (including a description of the products and services offered, as appropriate);

The start and end dates for the effort, commencing with the signed contract and the actual start and end dates, with a brief explanation of any difference.

The limit on each such reference is 5 pages. Experience with any Commonwealth of Massachusetts agency must be included among these references.

3. The Bidder shall provide an organization chart for this project, showing the names and titles of all proposed staff as well as the management structure for project oversight; if a proposed individual is on the staff of a teaming partner or significant subcontractor, this must be so noted on the organization chart. The Bidder must provide résumés for each of the professional staff offered for this engagement (page limit: 4 pages per résumé). The Bidder must describe all past working relationships between the offered staff, their experience for this project in relation to the ABCC expectations listed in Sections 2 and 3, and their availability. If not all proposed staff is employed by the Bidder, the Bidder must include a description of how these, and any additional resources that may be needed, will be acquired. (page limit: 6 pages).

11.5 Bidder History

The Bidder shall provide a brief history of its organization and a description of its experience with work similar to that described in this RFQ. The Bidder must describe its corporate/business experience in relation to the ABCC expectations. (page limit: 10 pages)

11.6 Programmatic Response

11.6.1 Executive Summary

The Bidder shall include with its Programmatic Response an executive summary of not more than 7 pages that summarizes its proposal. The executive summary should briefly address:

1. The Bidder’s understanding of the overall project, milestones, tasks and objectives;

2. The Bidder’s understanding of the project’s constraints and its approach to overcoming them;

3. Project risks and the Bidder’s approach to managing them;

4. A summary of the proposal that includes an overview of the approach to completing each milestone; and

5. The technical approach that the Bidder will utilize to identify, recommend and implement technology innovations.

11.6.2 Detailed Response

Bidders shall provide a detailed response (page limit: 20 pages) to the following:

1. Provide a clear and comprehensive approach to this effort that minimizes the amount of overhead time spent by Commonwealth staff while maximizing the information gathered to support the Contractor’s recommendations;

2. Provide a work plan for the completion of the tasks. The completed Cost Response referred to in Section 19 must be provided in a separate document marked as such. There should be no mention of cost anywhere else in the submitted response.

3. Provide a staff-loading chart showing the Contractor personnel by task with percentage of time/number of hours spent on each task;

4. Provide a clear methodology for managing this scope of services;

5. Provide an overview of how the Bidder will fulfill the effort described herein, the dependencies between tasks, and the prerequisites;

6. Provide a description of the individual tasks and sub-tasks within each milestone that are required to fulfill the project’s scope of services; and

7. Provide a list of assumptions concerning ABCC responsibilities (reference Section 15.4

8. ).

11.7 Key Personnel

The Bidder shall assign a full-time, hands-on project manager for this scope of work; this person shall be considered Key Personnel. The Bidder shall propose other staff to fulfill the specific tasks proposed in the Bidder’s response; each such person above the level of Analyst (e.g., Senior

Analyst, Team Leader, Supervisor, and Lead Researcher) shall also be considered Key Personnel.

12.0 BIDDERS’ CONFERENCE

Prospective Bidders are invited (but not required) to attend a Bidders’ Conference at the time and place specified below. At this meeting, ABCC will take questions regarding the RFQ.

Date and Time: August 7, 2014 at 10:00 a.m.

Location: ABCC

239 Causeway Street, First floor

Boston, MA 02114

13.0 WRITTEN QUESTIONS AND ANSWERS

Potential Bidders may submit written questions regarding the RFQ by 5:00 p.m. on the date stated in Section 8 Error! Reference source not found., to Jameel Moore via email to procurements@tre.state.ma.us No acknowledgment of receipt shall be given.

The PMT will review all questions and, at its discretion, prepare written responses to those it determines to be of general interest and relevant to the preparation of a response to the RFQ. All questions and responses will be placed on the COMMBUYS web site. Only written responses will be binding on ABCC.

14.0 ORAL PRESENTATION / STAFF INTERVIEWS

By the date specified in Section 8 Error! Reference source not found. of the procurement timetable, the PMT may invite those Bidders whose proposals have been judged competitive and responsive in the course of the evaluation to attend an Oral Presentation/Staff Interview session. At that time, the Bidder’s proposed approach will be discussed in detail. The Bidder’s Key Personnel are expected to attend the session. The results of this session shall be included in the overall evaluation of the responses. The PMT reserves the right to apply restrictions to the structure and content of the Oral Presentation/Staff Interview.

15.0 BEST AND FINAL OFFER (BAFO)

Pursuant to 801 CMR 21.06(11), the PMT reserves the right to seek a BAFO.

16.0 EVALUATION OF RESPONSES

In evaluating each vendor's response, the PMT will examine its approach to meeting all requirements in detail. The vendor's solution shall be clearly explained in its response and can be supplemented with relevant drawings, diagrams, PERT charts, diagrams, Gantt charts or other methods. The methodology to be used to scan all of the records will be evaluated to ensure that it is realistic and that it would achieve the scanning of the approximately 4million documents. The overall quality of the vendor's response will be evaluated and measured by the vendor's capacity to deliver all of the mandatory and optional requirements as well as its proposed or recommended features that will provide additional value and enhance the overall outcome of the project. Preference will be given to vendors with previous experience working with Commonwealth agencies.

The PMT will evaluate each vendor's bid based on the "Best Value" concept. This means that the bid which "optimizes quality, cost, and efficiency among the responsible and responsive bidders" shall be selected for award.

17.0 COST RESPONSE / COMPLETION DATE TEMPLATE

The Bidder shall submit a Cost Response as described in Attachment 2. NOTE: Bidders may add milestones, combine milestones or otherwise create their own project plan that fits their approach to meeting the goals and objectives of the required scope of services.

Bidders must not include any costs or cost information for this project in any portion of their response except in this Cost Response. Failure to comply with this instruction may be grounds for rejection of the response.

Travel and lodging should be factored into the cost proposal and not be a separate, variable item.

Bidders shall prepare the cost response as follows:

A firm fixed price per milestone

All other costs or expenses, including deliverable reproduction and presentation preparation costs, travel, and other indirect costs, must be included within the fixed price.

Bidders must complete the cost tables below.

IMPORTANT: This completed section MUST be provided in a separate document and clearly marked as the Cost Response.

It is difficult to determine the quantity of each document type and version. Pricing should take this into consideration.

ON-SITE SCANNING:

Deliverable/Description

Firm Fixed Price Completion Date # of days from contract execution

GRAND TOTAL $

OFF-SITE SCANNING:

Deliverable/Description

Firm Fixed Price Completion Date # of days from contract execution

GRAND TOTAL $

Preparation Costs:

Pricing for this activity should take into consideration the uncertainty of the number of documents that will require prepping.

Hourly Rate: ________________________

18.0 ATTACHMENTS

Attachment A: Forms from which to extract meta-data. Each form has multiple versions.

Attachment B: Business Rules for extracting meta-data.

Attachment C: Statement of Work