ESBD_367683_1721752774574_Document Imaging RFI QA _2.pdf
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- Attached to
- RFI Document Imaging Services
- Solicitation number
- 302-24-Document_Imaging_Services
- Issued by
- Travis County, Austin City, Texas
About this file
This document is a Request for Information (RFI) issued by the Texas Office of the Attorney General (OAG) Child Support Division (CSD) for document imaging services to convert incoming case-related paper mail documents into digital images. The OAG is seeking information from vendors regarding their capabilities, tools, technologies, and solutions to address the topics outlined in the response submission instructions. This includes information on applicable industry standards, best practices, cost structures, pricing methodologies, and any comprehensive, integrated solutions that address other related issues. The OAG has an existing contract for these services and will be re-procuring them in the future, but the timeline is unknown at this time. The OAG is open to learning about cost-effective solutions that eliminate transportation and logistics expenses, reduce cataloging and inventory costs, and utilize localized scanning, but will not accept responses that include onsite work or having the OAG's own staff perform the scanning.
Regarding pricing, the OAG stated that information on the previous or existing contract, including pricing, rates per service, and contract documents, may be obtained through an open records request. The OAG also provided details on the current process, including daily mail pickup, a two-business day turnaround time for document retrieval requests, and the delivery of images to multiple OAG systems in a multipage TIFF or PDF format.
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Text version
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.
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
Question # Vendor Question OAG Response 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.
28. Would the OAG be open to solutions where the OAG’s own staff performs the scanning?
No.
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