ESBD_383493_1732728331957_HHS0015537 RFI Optical Character Recognition Artificial Intelligence (OCRAI) Solutions.pdf

Texas HHSC Chief Technology Office RFI: AI Solutions

HHSC Chief Technology Office

Request for Information (RFI)

For

Optical Character Recognition Artificial Intelligence (OCR AI)

Solutions

Budgetary Request

RFI No. HHS0015537

Date of Release: November 27, 2024

CPA Class/Item Codes:

920-05 Application, Infrastructure, Hosting, Data Hosting and Cloud

Computing Services, Vendor Hosted and Internally Hosted, 920–19

Computer Digitizing Services, 920-30 Image Processing and Conversion Services, 920–38 Optical Scanning services

Health and Human Services Commission

Procurement and Contracting Services (PCS) Division

1100 West 49th Street, Austin TX 78756

Mail Code: 2020

Table of Contents

Introduction

Goals

Purpose

Budgetary Estimate Statement

General Instructions and Response Requirements

Response Format

General Information

Response Submission, Date, Time, and Point of Contact

Texas Public Information Act

Disclaimers

Acceptance of Terms and Conditions

Appendix

Response Grid

Glossary

Introduction The HHSC Chief Technology Office (CTO) provides vital functions to HHSC agencies that include developing business-related technology strategies

(Enterprise Strategy Documents); business-related enterprise technology designs (Enterprise Architectures); and innovation research and assessments.

Goals

To assist in providing these services, the CTO routinely performs Market

Research to develop or coordinate business and technology strategies with our customers. This includes understanding the deployment of systems and services; how these systems and services may be supported; and assisting with best value propositions for those services. Our goal is to support our agency business missions and goals as they support the citizens of the state of Texas.

Purpose

The HHSC CTO requests information for a Rough Order of Magnitude (ROM) estimates for Optical Character Recognition Artificial Intelligence (OCR AI)

Solutions. This document is issued for the purpose of seeking vendor community feedback.

These are high-level estimates used for planning and strategic objectives. It is understood there may be other factors affecting the estimate and that this is not intended to be a quote.

Budgetary Estimate Statement

HHS is committed to ensuring the integrity of active or potential procurements including ensuring that all vendors have an equal opportunity related to any potential or active procurement. No information related to the subject matter of a procurement that is in the development phase or has been issued may be exchanged or discussed outside of the procurement process. Vendor should contact Procurement and Contracting Services (PCS) regarding potential or active procurement matters.

General Instructions and Response Requirements Vendor should include any information that provides support to the ROM estimations provided in Appendix A Response Grid. Vendor is encouraged to provide any additional information or suggestions they think the CTO should consider in this ROM exercise.

The CTO is asking the vendor to address the questions based on their experience in the deployment of OCR AI Solutions. For this request, vendor is asked to consider the following in their response:

1) General

a) The estimations are for System Delivery and/or Service Delivery options.

b) Include Development, Testing and Production environments in the

ROM estimations.

c) Include High-Availability and Disaster Recovery (HADR) in the estimation.

d) Include Load Balancing in the estimation.

2) Provide information related to the Deployment Options and Cost Models.

a) Provide a typical pricing structure for the ROM Cost Estimate for each of these Models: Software as a Service (SaaS) and Platform as a

Service (PaaS) deployments. Include status as to TX-RAMP and/or

FedRAMP compliance and level of compliance.

b) How many Users (internal, external, administrator) would this Model typically support.

c) Describe any license considerations related to the Model. This should identify if this is User based, Seat based, Agent based, etc. In addition, what is the length of that license contract, i.e., monthly, yearly, etc.

d) Consider how data classifications (Public data, Sensitive data, and

Confidential data) may affect the estimate.

e) Include the deployment costs – if applicable - associated with the

Model. This could be a lump sum estimate or an itemized estimate that includes staff, time and/or sprints.

f) Include ongoing support costs to support the Model. This should address support of the system or service after deployment. A one-year post-deployment estimate is appropriate.

3) Architecture Diagrams

a) Include any supporting architecture diagrams that illustrate the

ROM estimation components and their relationships - especially those components that carry a cost.

4) Include any other supporting information you deem valuable to this exercise.

Response Format The HHSC CTO requests vendor provide the following materials in response:

1) Company overview

2) DIR Contract Number – if applicable

3) Respond to information requested in the Appendix A Response Grid

4) Any additional supporting information

All responses must be:

1) clearly legible.

2) submitted by vendor via e-mail.

3) in searchable pdf format.

4) submitted without any portion of the submission containing a copyright; and,

5) all responses become the property of HHS after submission.

Vendor may submit supporting material, if any, as attachments along with its response.

General Information HHSC CTO is authorized to engage with vendors by Texas Government Code

Section 2155.090(b).

This request is issued solely for information and planning and does not constitute a Request for Offer or a commitment on the part of HHSC IT or the

CTO to conduct a solicitation for the above-listed services in the future. Vendor is advised that the HHSC CTO will not pay for information submitted in response to this request, nor will it compensate such vendor for any costs incurred in the development/furnishing of a response.

All materials received by HHSC PCS become the property of HHS and will not be returned to the sender. There will be no acknowledgment by HHSC PCS of receipt of the information. Acceptance of responses places no obligations of any kind upon the HHSC PCS. Any information or ideas received from a vendor, in any form, may be used by HHSC PCS without restriction for any purpose determined by HHSC IT.

Response Submission, Date, Time, and Point of Contact

HHSC PCS will welcome written responses and comments related to this request until December 30,2024, at 10:30 a.m. Central Standard Time.

Response must be submitted via e-mail to the HHSC PCS designated point-of-contact, listed below. A vendor may not respond via fax or United States mail.

Additionally, verbal inquiries by a vendor will not be accepted.

Ron Hurley, CTCD, CTCM

HHS Procurement and Contracting Services

Texas Health & Human Services Commission

1100 W. 49th Street

Austin, TX 78756

Phone: (512) 406 -2598

E-mail Address: ron.hurley@hhs.texas.gov

All communications relating to this request must be directed to the point-of-contact above. All communications between a vendor and other HHSC staff members concerning this request are strictly prohibited.

Texas Public Information Act

A response submitted to this request is subject to the Texas Public Information

Act (the “Act”), located at Chapter 552 of the Texas Government Code, and may be disclosed to the public upon request. Subject to the Act, a vendor may protect trade secrets and confidential information from public release. If the vendor asserts that information provided in the response includes trade secrets or other confidential information, materials containing such information must be clearly marked in large, boldface type and include the words “confidential” or “trade secret” at top of each page where such designation is applicable. Furthermore, the vendor must identify trade secret or confidential information, and provide an explanation of why the information is excepted from public disclosure, on a separate document that vendor will attach to the response. Marking information as “confidential” or “trade secret” does not guarantee or ensure that the Texas Attorney General will except such information from public disclosure under the Act. HHSC PCS shall have no liability to any vendor for complying with the Act.

Vendor should consult the Texas Attorney General’s website

(www.oag.state.tx.us) for information concerning the Act’s procedures and application to proprietary information and potential exceptions to public disclosure that may be available to the vendor.

Disclaimers Responding to this request is not a condition for eligibility to respond to any subsequent solicitation. Responses to this request will not have any bearing, positive or negative, on the evaluation and respondent selection resulting from any proposals that may be received in response to any subsequent solicitation.

By issuing this request and receiving responses, neither HHSC, nor the CTO commits to issue a future solicitation regarding the subject matter of this request. HHSC PCS may withdraw or cancel this request at any time in its sole discretion.

Acceptance of Terms and Conditions Vendor indicates its agreement to the terms and conditions of this request by submitting a response to this request to HHSC PCS. If a vendor does not agree to the terms and conditions of this request, the vendor should not submit a response to this request to HHSC.

Appendix

Response Grid

The grid below should be used to respond to this budgetary request. This is a high-level cost estimation; no business requirements will be provided.

Vendor should use their experience and best judgment to provide the estimations.

Additional information may be included that is relevant to this exercise.

Please follow this methodology for both PaaS and SaaS if available. The responses should include but is not limited to the following:

ID Item

ROM-1 Per User license Cost (if applicable)

ROM-2 Per Server license Cost (if applicable)

ROM-3 Per Agent license Cost (if applicable)

ROM-4 Infrastructure Cost (SaaS and PaaS - Dev, Test & Production environments)

ROM-5 System Development Cost

ROM-6 Data Storage costs

ROM-7 System Support Costs (1-yr post-deployment support)

ROM-8 HADR support costs

ROM-9 Training costs

ROM-10 Architecture Diagram supporting the estimation

ROM–11 Data Extraction Service

ROM–12 Cloud Storage Service

ROM–13 Serverless Function Service

ROM–14 Messaging Notification Event

Cost required for sizing:

Capabilities Description Cost elements

Data Extraction Service

The process of automatically retrieving specific information from documents or images, such as text, numbers, or other structured data, using techniques like Optical Character Recognition (OCR). This capability enables converting scanned documents, images, or PDFs into machine-readable formats.

Pages (thousands / month)

Type (queries, training)

Cloud Storage Service

Cloud-based service that stores and manages data online, allowing for scalable, flexible storage solutions. Users can access their data from anywhere, and it often integrates with other services for data analysis, processing, and backup.

Storage (GB / month)

Data transfer (TB / month)

HA/DR

Security (encryption, access)

Serverless Function Event

Cloud computing model where code is executed in response to events without managing the underlying infrastructure. It allows developers to focus on writing functions that automatically scale, paying only for the time the function is running, ideal for event-driven applications.

Number of requests / time

Duration of code execution

Memory allocated

Ephemeral storage allocated

Messaging Notification Event

Service that sends automated messages, alerts, or notifications to users or systems when specific events or thresholds occur. It is often used to inform stakeholders of task completions, errors, or significant events in a workflow.

Notifications (requests / month)

Data transfer (across regions)

Glossary Term Definition

AI Artificial Intelligence

CSP Cloud Service Provider

CTO Chief Technology Office

DIR Texas Department of Information Resources

ESBD Electronic State Business Daily

HADR High-Availability and Disaster Recovery

HHS Texas Health and Human Services

HHSC Texas Health and Human Services Commission

OAG Office of the Attorney General of Texas

OCR Optical Character Recognition

IT Information Technology

PaaS Platform as a Service

PCS Procurement and Contracting Services

RFI Request for Information

ROM Rough Order of Magnitude

SaaS Software as a Service