ESBD_367683_1721228086676_Q_A_ RFI-Document Imaging Services.pdf

DOCUMENT IMAGING SERVICES REQUEST FOR INFORMATION (RFI)

QUESTION AND ANSWER DOCUMENT

Question # Vendor Question OAG Response

1. Does the conversion have to be performed in Austin? We are in Houston.

The conversion does not have to be completed in Austin. However, the conversion does have to be completed by the end of the next business day, including sending the images to the OAG and possibly other locations.

2. Can pick up be weekly as opposed to daily? No. Mail must be picked up and processed daily.

3. Are all of the documents the same type and same metadata or naming convention?

Two sets of naming conventions exist, both of which include multiple document types.

4. Is there a need to also process emailed documents?

There is not a need to process emailed documents at this time.

5. Would the OAG accept responses that include cost-effective solutions that:

Eliminate transportation and logistics expenses

The OAG is open to all solutions that meet the OAG needs and requirements.

6. Eliminate costs related to cataloging and inventory

The OAG is open to learning more about cataloging and inventory. Please elaborate how cataloging and inventory could benefit the OAG.

7. Localize scanning (consolidated scanning) The OAG is open to learning more about localize scanning. Please elaborate how localize scanning could benefit the OAG.

8. Has this opportunity been procured several years ago or is this a new project?

Currently, the OAG has a contract for document imaging in place. The OAG will be reprocuring these services in the future.

9. Are there previous contract awards for this type of work?

See the OAG's response to question #8.

10. Specifically, would like to ask is it possible to obtain a copy of the pricing, rates per service, copy of awarded contract and amendments of the previous or existing/current active or previous contractor.

This may be accomplished through an open records request. The following methods are the only means of submitting a written request for records of the Office of the Attorney General

(“OAG”):

• By mail specifically addressed to:

Office of the Attorney General Public Information Coordinator’s Office

– Mail Code 070 P.O. Box 12039 Austin, TX 78711

• By e-mail to publicrecords@oag.texas.gov

• By hand delivery during normal business hours to the Public Information Coordinator’s Office at 209 W. 14th Street, Austin, Texas 78701

• By electronic submission through the OAG’s Public Information Request Center.

mailto:publicrecords@oag.texas.gov https://texasag.govqa.us/WEBAPP/_rs/(S(rkxi4saxcpcuga3p5wquvagc))/supporthome.aspx

Question # Vendor Question OAG Response

11. Is there a question deadline, if so when can we expect answers?

This is an RFI. There is no question deadline.

However, the OAG will stop taking questions when RFI responses are due.

12. How do we submit the response to you, via email?

Yes. Email is preferred. Refer to Section 5.1 of the

RFI.

13. Can documents be scanned in Irving TX? See the OAG's response to question #1.

14. Can documents be scanned Out of

State?

Documents must be scanned in Texas.

15. What is the Turnaround Time (TAT) for pick up of records to delivery of indexed images?

See the OAG's response to question #1.

16. Do you require document retrieval while in the custody of the scanning provider?

The OAG may request source documents while in the custody of the Document Imaging provider.

17. Are document retrieval requests handled by email or physical Document delivery?

Currently, document retrieval requests are handled by physical document delivery. Note:

Certain documents are automatically held and returned to the OAG on a daily basis. Others are upon request.

18. If so, what is the Service Level Agreement (SLA) or TAT for requests?

Two business days.

19. Is there a single PO Box the mail arrives at in Austin?

The mail arrives at multiple PO Boxes but is consolidated by the OAG Mail Center creating a single pickup location for the Digital Imaging vendor.

20. Could this PO Box be relocated to another Texas city for receipt?

No. Also, refer to the OAG's response to question #19.

21. Do you have a master Indexing and Document type list that you can share at this time?

Refer to the OAG's response to question #3. This is all the OAG can share at this time. More detail will be included in a future solicitation document.

22. How many systems will the OAG CSD anticipate import of these images?

Currently, two systems import these documents.

However, the current service provider delivers the images to a single OAG location.

23. Please name the Application(s) or System(s) to provide imports into.

The OAG may provide this information in a future solicitation document.

24. Is there a standard Document Image format eg: multipage tiff, pdf, etc.?

Currently, the document format is multipage tiff, however that may change to pdf in the future or a combination of both.

25. When do you anticipate making a decision to change scanning providers?

The timeframe is unknown at this time.

26. When do you anticipate implementing a new scanning provider?

Refer to the OAG's response to question #25.

27. Would the Office of the Attorney General (OAG) of Texas regarding their Child Support Division's (CDS), consider making space for a vendor to complete the work onsite?

No.