ESBD_File_329661_SOLADD_2_405-22R0015493.pdf

Procurement and Contract Services

Revised-March 10, 2015 PCS form 004

ADDENDUM OF SOLICITATION

1. SOLICITATION NO.

RFO# 405-22R0015493

2. ADDENDUM NO.

3. EFFECTIVE DATE

8/7/23

4. ISSUED BY

Department of Public Safety Procurement and Contract Services 5805 North Lamar Blvd. Bldg. A 1st floor Austin, Texas 78752

5. NAME AND ADDRESS OF OFFEROR

6. The above numbered solicitation is amended as set forth in Item 7. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this addendum prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 5 and 8, and returning 3 copies of the addendum; (b) By acknowledging receipt of this addendum on each copy of the offer submitted; or (c) By separate letter or e-mail which includes a reference to the solicitation and addendum numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER.

If by virtue of this amendment you desire to change an offer already submitted, such change may be made by e-mail or letter, provided each e-mail or letter makes reference to the solicitation and this addendum, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF ADDENDUM: The purpose of this addendum is to correct #2 in the Instructions to Recipients section.

Addendum #2 provides the following updates to this solicitation:

1. DPS responses to Vendor Questions

2. Amends RFO Section C.2.5.8.k, “Successful implementation and acceptance of services by

8/31/2023” to state “The end date of the project will coincide with the end of the contract or once work is complete, whichever occurs first”.

3. Extends the due date for responses to be received to 8/25/23.

Except as provided herein, all terms and conditions of the solicitation, as heretofore changed, remain unchanged and in full force and effect.

8a. NAME AND TITLE OF SIGNER (Type or Print)

8b. OFFEROR

(Signature of Person Authorized to Sign) Date Signed

Vendor Question and Answers 405-22R0015493

DLD Microfilm Conversion Services Vendor Question 1:

IS THE MEDIA FILM OR FICHE OR BOTH?

DPS Response:

See C.2 Scope

Vendor Question 2:

WHAT SIZE FILM 16MM?

DPS Response:

See C.2 Scope

Vendor Question 3:

DO YOU HAVE A COUNT OF THE FILM REELS/CARTRIDGES AND OR FICHE?

DPS Response:

See C.2 Scope for the estimated volume of records and fiche.

Vendor Question 4:

WHAT FORMAT ARE THE 504,000,000 “CURRENTLY IN DIGITAL FORMAT” FILES? EX PDF, TIF, JPG?

Vendor should submit costs according to all file types.

Vendor Question 5:

ARE THEY SINGLE PAGE OR MULTI PAGE

DPS Response:

A document may be a single page or multiple pages

Vendor Question 6:

IN THE RFP TERMINOLOGY IS A DOCUMENT ONE IMAGE OR A SERIES OF IMAGES THAT MAKE UP A FILE?

DPS Response:

A document may be a single image or multiple images

Vendor Question 7:

WHAT IS THE AVERAGE NUMBER OF IMAGES IN EACH DOCUMENT? (For the 100,000,000 stated documents in Section C.2) DPS Response:

Unknown at this time

Vendor Question 8:

WHAT ARE THE INDEX FIELDS REQUIRED FOR SEARCH AND RETRIEVAL?

DPS Response:

At a minimum, records will need to be indexed to be able to search an individual’s driver license, identification card or unlicensed record number.

DLD Microfilm Conversion Services

Vendor Question 9:

WILL THE NAMING CONVENTION BE DERIVED FROM THE INDEX DATA?

DPS Response:

Naming convention will be discussed with the awarded vendor.

Vendor Question 10:

IS THERE A DATABASE WE CAN VALIDATE AGAINST?

DPS Response: No

Vendor Question 11:

WHERE WILL THE DATA BE FOUND ON EACH DOCUMENT?

DPS Response:

Due to various documents, the location of a record number will not be in a singular location.

Vendor Question 12:

THE SCOPE STATES: THE NEWLY CONVERTED RECORDS WILL BE MAINTAINED IN DLD’S DOCUMENT MANAGEMENT SYSTEM CAN WE ASSUME THIS IS ALREADY DEPLOYED? IF SO WHAT IS THE SYSTEM?

DPS Response:

DLD’s Enterprise Content Management system is scheduled to deploy in Fall 2023.

Vendor Question 13:

WHAT IS THE FORMAT REQUIRED TO MIGRATE TO THE DLD SYSTEM?

DPS Response:

See C.2.4 Conversions

Vendor Question 14:

WHAT DO YOU ANTICIPATE THE TIME FRAME FROM OUR HOSTING TO THE LOAD TO YOUR SYSTEM TO

BE?

DPS Response:

Project schedule will determine this time frame.

Vendor Question 15:

HOW MANY USERS WILL ACCESS THE HOSTED RECORDS?

DPS Response:

15-20 during quality assurance testing and, if needed, for pulls to respond to DPS requests.

Vendor Question 16:

DO YOU PREFER A SEARCH OF FILE NAMES HOSTED ON A SECURE FTP SITE, OR A FULL CONTENT

MANAGEMENT SITE?

DPS Response:

A full content management site

Vendor Question 17:

WHAT IS EXPECTED OF THE VENDOR IN THE MIGRATION PROCESS?

See Statement of Work C.2.1 – C.2.4

DLD Microfilm Conversion Services

Vendor Question 18:

WILL THERE BE MULTIPLE DOCUMENT TYPES OR ARE THEY ALL THE SAME TYPE/FORMAT DOCUMENT?

DPS Response:

Vendor should submit cost according to all file types

Vendor Questions 19-21 regarding RFO Section C2.4:

POINT 2 STATES “ INTEGRATED INTO THE CORRECT HISTORY” PLEASE FURTHER DEFINE THIS NEED. IS THERE AN EXISTING DIGITAL FILE THAT IS TO BE APPENDED WITH THE NEWLY SCANNED FILE OR THE

DIGITAL FILES?

DPS Response:

The requirement is that the record is indexed correctly so they are tied to the correct driver record.

There is no other file that will be appended with the newly scanned file.

POINT 6 “IDENTIFYING RECYCLED/RESIISUED RECORD NUMBERS?” WHAT IS THE PROCESS FOR

IDENTIFYING THESE NUMBERS? DOES THIS REFER TO THE FILE NAME? PLEASE DEFINE FURTHER.

DPS Response:

Previously, DPS would purge records if certain criteria were met and the number would be recycled.

This means that multiple people could be assigned the same number. This process was discontinued in 2004.

POINT 8 HOW MANY DPS STAFF WILL NEED ACCESS TO THE TRACKING?

DPS Response:

See response to Vendor Question 15

Vendor Questions 22:

C.8 A. PLEASE CLARIFY THE hr-22 FORM

HOW IS THE CLEARANCE OBTAINED? DOES THE VENDOR UTILIZE A SERVICE FOR THIS OR DOES DPS

UTILIZE THE FORM AND PERFORM A BACKGROUND CHECK? WHAT ARE THE STIPULATIONS FOR

CLEARANCE?

DPS Response:

DPS will provide further instructions to the awarded vendor. DPS will require fingerprinting and completed documents to be performed by DPS. DPS will not accept backgrounds done from any other vendor.

Vendor Question 23:

ON THE PRICING FORM CAN IT BE ASSUMED THAT THE #1. DIGITIZED DOCUMENTS REFERENCES THE

COST TO DIGITIZE THE FILMED FILE?

DPS Response:

Deliverable No. 1 on the Pricing Sheet is the cost to digitize each document.

Vendor Question 24:

FOR CLOUD STORAGE PLEASE CLARIFY IF SFTP IS ACCEPTABLE OR IF A SEARCHABLE SYSTEM IS DESIRED

AND IF SO, # OF USERS, ACCESS TO TRAINING FOR STAFF ETC.

A searchable system. See response to Vendor Question 15 for users.

DLD Microfilm Conversion Services

Vendor Question 25:

AGAIN MIGRATION TO ECM WHAT DOES “EACH” REPRESENT?

DPS Response:

Migration of each document

Vendor Question 26:

What are all the required index fields to be captured.

See response to Vendor Question 8.

Vendor Question 27:

How many pages per document on average?

DPS Response:

Please see response to Vendor Question 7.

Vendor Question 28:

How many rolls of 16mm film can be expected?

See response to Vendor Question 3.

Vendor Question 29:

What type of fiche and how many pieces of fiche.

DPS Response:

See response to Vendor Question 3 for volume and type of fiche is unknown.

Vendor Question 30:

What is the time periods of the fiche/film documents to be scanned. (i.e., 1980 thru 2000) DPS Response:

A Microfilm reel may contain information from 1942 thru 2006.

Vendor Question 31:

What is the time periods for the document to be indexed. (i.e., 1980 thru 2000) DPS Response:

Please see response to Vendor Question 30.

Vendor Question 32:

What is the ECM system currently used by the DPS Department.

DPS Response:

Please see response to Vendor Question 12.

Vendor Question 33:

Are there plans to change or upgrade the current ECM system for DPS.

Please see response to Vendor Question 12.

DLD Microfilm Conversion Services

Vendor Question 34:

Are there plans to upgrade the storage from AWS.

DPS Response:

The digitized documents in AWS cold storage will be migrated to DLD’s ECM system, which will deploy in Fall 2023, per C.2.4.

Vendor Question 35:

How many boxes are storing the data to be processed.

DPS Response:

See response to Vendor Question 3.

Vendor Question 36:

Will DPS be providing inventory for each box received?

DPS Response:

Yes

Vendor Question 37:

Will sample fiche and film be available for testing for proof of concept.

DPS Response:

There are not sample fiche or film as DLD only has the original fiche and film, and it contains personally identifiable information.

Vendor Question 38:

Is this a new requirement or a re-compete?

DPS Response:

This is a new solicitation.

Vendor Question 39:

If a re-compete who is the incumbent and what is the contract number?

DPS Response:

There is no incumbent vendor.

Vendor Question 40:

What is the total budget for this opportunity?

DPS Response:

DPS will discuss the budget for the project with the awarded vendor.

Vendor Question 41:

What is the annual budget for this opportunity for each of the proposed 5 periods?

DPS Response:

Contract Value will be discussed with awarded vendor.

Vendor Question 42:

Please confirm a document is a page(s)/image(s) and that multiple documents make up a record.

DLD Microfilm Conversion Services See response to Vendor Question 6.

Vendor Question 43:

Is there a clear start and stop point for each record on the microform? If so, please describe.

No, there is not a clear start and stop

Vendor Question 44:

7. Is there a clear start and stop point for each record imaged (i.e. the 504 million images)? If so, please describe?

DPS Response: No, there is not a clear start and stop

Vendor Question 45:

How many documents (pages/images) are in a record?

DPS Response:

Please see response to Vendor Question 7.

Vendor Question 46:

What data fields from the record are to be indexed?

DPS Response:

Please see response to Vendor Question 8.

Vendor Question 47:

Are these data fields (from Q5 above) on the document/records and in the data file C.2.4 Conversions - #14?

DPS Response:

Records will need to be indexed to be able to search an individual’s driver license, identification card or unlicensed record number and this number is on every document but may not be on every image. It may also be in different locations on each document.

Vendor Question 48:

What is the indexing accuracy percentage requirement?

DPS Response:

100 % accuracy, see scope C.2.4 #13

Vendor Question 49:

How is the indexing accuracy percentage measured: by field, by record, by reel?

DPS Response:

By record

Vendor Question 50:

Please confirm all work must be performed in the Continental United States (CONUS).

All work must be performed within the Continental United States.

DLD Microfilm Conversion Services Vendor Question 51:

Please define what “correct history record” on C.2.4 - #2 means?

DPS Response:

See response to Vendor Question 19, point 2.

Vendor Question 52:

Please elaborate on the requirement C.2.4 - #6. What does this mean?

Please see answer to Vendor Question 19, point 6.

Vendor Question 53:

B.1.1 – C – at what frequency will the DPS Contract Monitor provide service acceptance?

Please see C.2.1. Acceptance schedule will be determined during project planning.

Vendor Questions 54-63 regarding RFO Pricing Sheet page 7: RFO C.2 page 9, “DLD has approximately 100,000,000 documents that will need to be digitized, indexed, and stored, as well as approximately 504,000,000 additional documents that need to be indexed and stored.”

What is the estimated budget for this project per year?

DPS Response:

Please see response to Vendor Question 40.

How many index fields are to be captured on average per document?

Please see response to Vendor Question 8.

Are all index fields clearly labeled/indicated on each image?

DPS Response: Please see response to Vendor Question 11

57. Can the Department confirm that 300 DPI grayscale is acceptable output resolution?

DPS Response: 300 DPI grayscale is acceptable

Would all of the microfilm rolls be available for pickup at one time?

DPS Response: Yes

Would all of the microfiche be available for pickup at one time?

Will DPS be responsible for providing the boxes for the microforms, and packing and inventorying the microforms prior to vendor pickup?

DLD Microfilm Conversion Services

How many images on average should vendors assume there are per document?

See response to Vendor Question 7.

Since the two microforms are processed/handled differently, can the Department update the pricing sheet to separate the microfilm from the microfiche?

The vendor should submit their pricing according to the pricing sheet.

Can the Department provide separate quantities for the microfiche and for the microfilm?

See response to Vendor Question 3.

Vendor Questions 64-66 regarding RFO C.1 page 9, “The solution must also include storage of the digitized records until the time of upload into the Department’s document management system.”

RFO C.2.4 page 11, “Vendor conversions must allow for a standard file naming convention as decided by the DPS Division that assigns a unique identifier for all documents.”

What is the Department’s current document management system?

DPS Response:

Please see response to Vendor Question 12.

Usually, the standard file naming convention is dictated by the content management system. Can the Department provide the document management system’s specifications?

DPS Response:

Please see response to Vendor Question 9.

Does the Department’s document management system require an index file?

DPS Response: See C2.4 Conversions

Vendor Question 67 regarding RFO C.1 page 9, “The solution must meet the requirements found in the Microfilming Standards and Procedures (Local Government Bulletin A: Microfilming Standards and Procedures | TSLAC (texas.gov) for state agencies.”

If the scope of the RFO is to convert microfilm/microfiche, index, and store the electronic records, can the Department clarify the inclusion of these standards for microfilm creation?

DPS Response:

These standards are set by the Texas State Library and Archives Commission for all Texas government documents. See C.1 for the link to Microfilming Standards and Procedures for more information.

DLD Microfilm Conversion Services Vendor Question 68 regarding RFO C.2.2 page 10 #6, “Document images should not overlap, show folded documents or contain blank pages.” And RFO C.2.4 page 12 #11, “Document images should not overlap, show folded documents or contain blank pages.”

Can the Department please clarify the applicability of the requirement with regards to overlapped and folded documents? This will be dependent upon the quality of the images in the microfilm/microfiche that were produced by another source.

DPS Response:

This requirement applies to documents the awarded vendor digitizes unless the overlapped or folded document is on the original microfilm or microfiche.

Vendor Question 69 regarding RFO C.2.3 page 11 #2.b, “Contractor must conduct status meetings with the DPS Division at a location and time determined by the DPS Division at least once a month.” And RFO C.2.5 page 12 #7, “Vendor must host a weekly status meeting throughout the life of the project.”

Can the Department please confirm if the status meetings are once a month or once a week?

DPS Response:

Status meetings are required at least once a month for Change Order events, as described in C.2.3 #2.

Project status meetings are required to be held weekly throughout the life of the project.

Vendor Questions 70-72 RFO C.2.4 page 11 #1, “Vendor must convert microfilm/microfiche documents to a digitized format. The newly digitized records and the digital records in cold storage must be indexed and uploaded to ECM.” And RFO C.2.4 page 12 #14, “The data to be indexed currently resides in an agency Amazon Web Services (AWS) S3 bucket.”

70. Can the Department please confirm if the existing images to be indexed are in S3 or in cold storage?

DPS Response:

The existing images to be indexed are currently in the Department’s S3 bucket, and will be migrated to the Department’s Enterprise Content Management System. The awarded vendor will be responsible for indexing these images.

Can the Department please confirm the Department will be responsible for performing and covering the cost of migrating the existing images from the Department’s storage to the vendor’s AWS storage?

DPS Response:

The cost for and resources responsible for migrating the existing images from the Department’s storage to the Department’s Enterprise Content Management System will be covered outside of this solicitation.

Can the Department please confirm the Department will be performing the uploading into the Department’s ECM?

DPS Response:

The migration of all accepted digitized and indexed data is a deliverable, as listed in the pricing sheet B.4 and is to be performed by the awarded vendor as is specified in C.2.4 #1.

Vendor Question 73 regarding RFO C.2.4 page 11 #4, “Vendor must export the document image in JPEG format and then embed it in a PDF file.”

Can the Department confirm conversion directly to PDF is acceptable?

DLD Microfilm Conversion Services DPS Response:

If the vendor can explain the process of conversion directly to PDF versus the Department’s request and provide the benefit, the Department will review it in accordance with RFO Section D.8.

Vendor Question 74 regarding RFO C.2.4 page 11 #6, “Upon identifying recycled/reissued record numbers, vendor must provide these documents to DPS to assign a unique number to these records.”

Can the Department clarify the criteria the vendor needs to use to make this determination?

DPS Response:

Please see response to Vendor Question 19, point 6.

Vendor Question 75 regarding RFO C.2.4 page 11 #7, “Vendor must store all microfilm/microfiche documents in a secure, climate-controlled vendor-maintained facility in accordance with Texas Administrative Code Title 13, Chapter 7 until returned to DPS or otherwise authorized by DPS to destroy.

Approximately what percentage of the microfilm and microfiche will be destroyed?

DPS Response:

This will be discussed with the awarded vendor.

Vendor Question 76 regarding RFO C.2.4 page 12 #9, “Response to requests made by DPS should be made within 24 hours.”

What is the estimated number of file requests that the vendor will receive per month?

DPS Response:

DPS will work with the awarded vendor during the project planning to determine the number of requests.

Vendor Questions 77 regarding RFO C.2.4 page 12 #10, “Vendor must be capable of visually enhancing documents for readability.” And RFO C.2.4 page 12 #11, “Vendor must ensure all images are an accurate representation of the original document in all aspects.”

Industry standard production techniques will be used to perform the conversion on a best effort basis (e.g. the same settings will be applied to all images). Can the Department clarify:

Should the vendors price this on a “billed as they occur” (most economical approach)? Or, Are vendors being required to spend time to manually configure settings on each record (least economical and slowest process)?

DPS Response:

The vendor should submit pricing according to the pricing sheet, as is specified in B.4, and should include any explanations or assumptions used for pricing.

Vendor Question 78 regarding RFO C.2.5 page 13 #8.k, “Successful implementation and acceptance of services by 8/31/2023” The required pricing tables go through 8/31/2028. Can the Department please clarify the completion date?

DPS Response: This date was a typographical error. The end date of the project will coincide with the end of the contract or once work is complete, whichever occurs first.

Vendor Question 79 regarding RFO C.13 page 18, “Vendor, as appropriate, must execute a signed CJIS Security Addendum that Vendor can download from http://dps.texas.gov/SecurityReview/documents.htm. Additionally, each Contractor employee or

DLD Microfilm Conversion Services subcontractor performing duties related to the Contract must sign a CJIS Security Addendum Certification prior to beginning work.”

Can the Department confirm if there is CJIS data included in the project’s scope?

DPS Response:

Yes

Vendor Question 80 regarding RFO D.7.2 page 23, “Respondent must provide documentation of the voluntary product accessibility template (VPAT) Voluntary Product Accessibility Template (VPAT^™) | Section508.gov (including accessibility conformance reports or vendor accessibility development services questionnaire as applicable) and Section 508 and EIR compliance for all components of the proposed goods or services.“ Can the Department please confirm that a VPAT is not applicable to this digitization and indexing project?

DPS Response:

This is a standard requirement in all Requests for Offers (RFOs). Please visit Section508.gov for more information.

Vendor Question 81:

Can the Department please confirm all of the time designations in the RFO are ‘business’ (vs ‘calendar’)?

DPS Response:

The work is expected to be done during Business Days.

Vendor Question 82:

If vendor has provided services to DPS previously, do the following forms still need to be submitted?

Direct Deposit Authorization Form Application for Texas Identification Number DPS Response:

Please see RFO Section B.3.C.

Vendor Question 83:

we would like to inquire to see if an extension of 5 to 10 working days would be possible? The additional lead time will allow our microform digitization subject matter experts to deliver the most cost effective and comprehensive proposal possible given the scope of your initiative. Please note we have processed similar size initiatives for other state agencies around the country as well as the federal government. An extension will ensure we are able to provide the comprehensive and cost effective response you require.

DPS Response:

DPS Will grant an extension on the response due date for this solicitation.

General Vendor Question 84:

Can we get an extension?

Please see response to Vendor Question 83.

DLD Microfilm Conversion Services

Vendor Question 85:

Is this out for bid for DIR vendors only?

DPS Response:

No.

Vendor Question 86:

There is a mention of August 31, 2023, implementation go-live date. Reference ESBD_File_329661_SOLICI_405-22R0015493 in section C2.5 bullet 8 sub bullet K. What does this mean?

DPS Response: See response to Vendor Question 78.

Conversion Services Vendor Question 87:

You mention 100m docs with additional 500m docs. Need to clarify if this is images or documents?

DPS Response: See response to Vendor Questions 6 and 7.

Vendor Question 88 What is the average number of images per document?

DPS Response:

See response to Vendor Question 7.

Vendor Question 89:

How many estimated index fields per document?

DPS Response:

Please see response to Vendor Question 8.

Vendor Question 90:

Out of the 100m docs, what % is microfilm & what % is microfiche. Or how many rolls of microfilm and how many microfiche are there?

DPS Response: See response to Vendor Question 3.

Vendor Question 91:

What is the output file format (TIFF, JPEG, PDF etc.)?

DPS Response: Please see response to Vendor Question 18

Vendor Question 92:

Are you expecting black/white (bitonal) or grayscale?

DPS Response: grayscale

Vendor Question 93:

What DPI are you expecting?

Please see response to Vendor Question 57.

DLD Microfilm Conversion Services Vendor Question 94:

Is the microfilm blipped?

DPS Response: Unknown at this time

Migration Vendor Question 95:

Is OpenText Extended ECM (xECM) the target repository?

DPS Response:

ECM refers to the Department’s Enterprise Content Management System. See response to Vendor Question 12.

Vendor Question 96:

Average document size DPS Response:

Unknown at this time

Vendor Question 97:

Number of document types DPS Response:

Unknown at this time

Vendor Question 98:

Average number of properties per document type.

DPS Response:

Average number of properties per document: At a minimum, records will need to be indexed to be able to search by a driver license, identification card or unlicensed number. Due to various documents, the location of a record number will not be in a singular location. The number of other properties will vary by document and will be discussed with the awarded vendor.

Vendor Question 99:

Time frame when document must be processed into ECM after digitization.

Project timeline will be finalized with awarded vendor.

Cloud Storage Vendor Question 100:

Are you looking for long term archival with infrequent use.

DPS Response:

Please refer to C.2.4, #14. The cloud storage access is to retrieve existing documents for indexing.

Once all documents are digitized and indexed, they will be migrated into the Department’s Enterprise Content Management system.

Vendor Question 101:

Are you looking for archival storage that is frequently used.

DLD Microfilm Conversion Services DPS Response:

See response to Vendor Question 100.

Vendor Question 102:

Whether companies from Outside USA can apply for this? (like,from India or Canada) DPS Response:

All work must be completed within the Continental United States.

Vendor Question 103:

Whether we need to come over there for meetings?

DPS Response:

Meetings may be virtual or in person, as required by DPS.

Vendor Question 104:

Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) DPS Response:

See response to Vendor Question 102.

Vendor Question 105:

Can we submit the proposals via email?

DPS Response:

Please see Page 1 of RFO.

Vendor Question 106:

Could you please considering granting a 2-week extension so that we together can prepare a more comprehensive response?

DPS Response:

Please see response to Vendor Question 83.

Vendor Question 107:

Approximately how many 16mm reels require digitization?

DPS Response: Please see response to Vendor Question 2.

Vendor Question 108:

How many of the rolls for digi�za�on are 100’ in length and 215’ in length?

DPS Response: Unknown at this time

Vendor Question 109:

How many of each roll length contain simplex images and duplex images?

DPS Response: Unknown at this time

Vendor Question 110:

Is the film negative (black text/white background) or positive (white text/black background?

DPS Response: Both positive and negative

Vendor Question 111:

DLD Microfilm Conversion Services Is there any handwriten material on the film?

DPS Response: Yes

Vendor Question 112:

What was the reduction ratio when microfilming the images?

DPS Response:

Unknown at this time.

Vendor Question 113:

Is the film blip coded or targeted?

DPS Response:

Please see response to Vendor Question 94

Vendor Question 114:

is there sufficient leader and trailer or will the vendor need to add leader and trailer to each roll?

DPS Response:

Some reels may require a leader or trailer

Vendor Question 115:

What is the average number of frames per microfilm roll?

DPS Response:

Unknown at this time.

Vendor Question 116:

Approximately how many microfiche slides require digitization?

DPS Response:

See response to Vendor Question 3.

Vendor Question 117:

What is the average number of frames per microfiche slide?

DPS Response:

Unknown at this time.

Vendor Question 118:

Does the microfiche have a header or title block on the top of the card?

DPS Response: Unknown at this time.

Vendor Question 119:

Can you provide a photograph of the microfilm roll and of a couple microfiche cards?

DPS Response:

No, this will be provided to awarded vendor. See response to Vendor Question 37.

Vendor Question 120:

Do you want grayscale or bitonal images?

Grayscale

DLD Microfilm Conversion Services

Vendor Question 121:

What DPI resolution is needed? 300 dpi?

DPS Response:

Please see response to Vendor Question 57

Vendor Question 122:

Is there a need for OCR? (multipage searchable pdf for example) DPS Response:

There may be a need for OCR during Quality Assurance testing.

Vendor Question 123 regarding C.2/Page 9 “504 million additional documents to be indexed and stored.”

Please confirm these records have already been scanned. Assuming so, who scanned the 504M images, were they scanned at 300dpi? Have the images been cropped and de-skewed? Has DPS inspected and accepted the 504 million images?

DPS Response:

The records have been scanned by a previous vendor. They were scanned at 300 DPI grayscale. The images have been accepted by DPS.

Vendor Question 124 regarding C.2/pg.9 Paragraph states “The method of indexing must include retrieval methods determined by DPS.”

Please define the methods that DPS expects to use for retrieval so vendors can price services appropriately.

Vendor Question 125 regarding C.2/pg.9 Paragraph lists “Wear and tear of the film.”

Will any of the 100 million images to be scanned by the vendor exhibit wear and tear, heavy scratches, broken splices or vinegar syndrome?

DPS Response: There is a possibility of wear and tear due to the age of the documents. See response to Vendor Question 30.

Vendor Question 126 regarding C.2.2/pg. 10 Project completion criteria.

What is the priority for completing the 100 million to be scanned and indexed and the 504 million to be indexed? Can the vendor priority be the 100M image portion so scanned and indexed images are delivered together, then concentrate on the 504M indexing task during the final out-years of the contract?

DPS Response:

The project plan will be finalized with the awarded vendor.

Vendor Question 127-33 regarding C.2.4/pg. 11

DLD Microfilm Conversion Services Please provide more information on the indexing requirements including the number of fields, the field names, and the average character length for each field.

DPS Response:

Please see response to Vendor Question 8.

Where is the indexing information found on the microfilm images?

Where is the indexing information found on the microfiche?

Is one microfiche card one document or are there multiple documents on a card?

DPS Response: Multiple documents on a card

For the microfilm how do you tell where a document starts and stops? Is there any type of blip, target, barcode, or header sheet?

DPS Response: Please see vendor question 43, 44, 94 and 113.

On average how many documents per roll of microfilm ?

Unknown at this time.

Do you have any type of existing database that can be used to do a database lookup and to validate or add fields? Example: an existing database that has license numbers with names and addresses?

DPS Response:

Yes, the record number and certain information is maintained in the driver license system.

Vendor Question 134 regarding C.2.4/pg.11 Is the deliverable simply PDFs named by some TBD naming convention along with a CSV file that contains some number of index fields?

DPS Response:

See responses to Vendor Questions 4, 8 and 19, and refer to C.2.4.

Vendor Question 135 regarding C.2.4/pg.11#3 States s. “Digitized documents must then be associated with an individual’s driver license/identification card/unlicensed record.”

Are these 3 document types on different images/rolls/fiche? If so, is there a common indexing field (name/SSN) on each of the documents?

DPS Response:

Each of these document types exist on every microfilm or microfiche and the common indexing field is the driver license, identification card or unlicensed record number.

DLD Microfilm Conversion Services Vendor Question 136 regarding C.2.4/pg.11, #8 States “Vendor must establish and implement a tracking system accessible to DPS to provide the capability to track documents as they progress through the vendor’s facility.”

As the film and fiche media arrive at the vendor’s scanning facility, will the transferred shipments include a roll and document manifest lis�ng the individual records on each roll and fiche?

We will provide a manifest; it will not contain individual record list for each roll or fiche.

Vendor Question 137 regarding C.2.4/pg.11 Please es�mate the number of recycled/reissued record numbers. Also, how will the vendor know that a record is recycled/reissued?

DPS Response:

See response to Vendor Question 19, point 6

Vendor Questions 138 regarding C,2.4/pg.11 #11 States “Document images should not overlap, show folded documents or contain blank pages.”

Are any of the microfilmed images displaying overlaps or blank pages?

DPS Response: See response to Vendor Question 68.

Vendor Question 139 regarding C.2./pg.12 #12 States “12. “Vendor will be required to recreate any imaged documents not meeting quality specifications from the original documents at no additional charge.”

Will this entail accessing the original paper document and scanning it? If so, what is the process for accessing the original paper record and how many instances of this do you es�mate will be required?

DPS Response:

There are no paper documents, and original documents refers to those on the microfilm and microfiche. The quality of the digitized documents should meet or exceed the quality of the microfilm or microfiche.

Vendor Question 140:

Will any of the 504M images previously scanned need to be replaced with new scans from paper – if so what is your es�mate of the quantity that will need re-scanning?

No.

Vendor Question 141 regarding C.6/pg. 15 Is partnering/use of subcontractor permited?

DPS Response:

Please see RFO Section C.6

Vendor Question 142 regarding C.8/pg.16 How long does it take (on average) to obtain a DPS Security Clearance?

DLD Microfilm Conversion Services It is dependent upon the timeliness of the vendor’s submission of all required documents. DPS review and approval can take several weeks.

Vendor Question 143 regarding C.11/pg 18 For the Contractor cloud storage for image and index data prior to acceptance and transfer to the DPS ECM cloud, will the Microsoft Azure storage be acceptable?

DPS Response:

Please review Cyber Security and/or IT exhibits.

Vendor Question 144 regarding D.7.2, I/pg. 23 Please provide specific instructions regarding any requirements for Section 508 compliance of the digital images.

DPS Response:

Please visit Section508.gov for more information.

Vendor Question 145 regarding D.7, j/pg.23 Requires vendor to provide a “descriptions of its business continuity and disaster recovery plan and processes.”

Are you asking for a summary description or copies of our full Business Continuity and Disaster Recovery documents submited with our proposal?

DPS Response:

Please refer to D.7.2 (J), which indicates a plan and processes are required to be submitted.

Vendor Question 146 regarding D.7., D/pg.24 Are the four proposal volumes to be separate electronic files (PDF)?

DPS Response:

Vendor may choose to separate volumes or combine into one.

Vendor Question 147 regarding D.12/pg.25 ANTICIPATED SCHEDULE OF EVENTS- The project and resulting vendor responses are large and complex and require significant planning which cannot be completed without the answers to vendor questions.

Will DPS consider a virtual Q&A/clarification follow-up meeting with vendors after the July 26 Q&A is released?

DPS Response:

No. Responses will be published to the ESBD as an Addendum to the solicitation.

Vendor Question 148:

Will DPS extend the 8/4/2023 due date for proposals to allow vendors ample �me to incorporate the Q&A results into our proposal responses?

DPS Response:

Please see response to Vendor Question 83.

Vendor Question 149:

Please provide (redacted if necessary) sample images from the previously scanned documents for each of the document types referenced including the black and white photos, original driver license/identification applications, forms, surcharge notices, and administrative license revocations.

DLD Microfilm Conversion Services See response to Vendor Question 37.

General Vendor Question 150:

Please clarify the HUB vendor requirement/what percentage of work in the contract does the HUB need to perform if PRIME/SUB scenario exists?

DPS Response:

Please review Exhibit F.3- HUB Subcontracting Plan. DPS does not dictate the percentage of work in the contract needs to be done with HUB when a PRIME/SUB scenario exists. The Prime Vendor must, however, complete the HUB Subcontracting Plan (Exhibit F.3- HUB Subcontracting Plan). If the vendor is awarded the contract, they are responsible for complying with the submitted HSP.

General Vendor Question 151:

If a non-Texas HUB vendor team proposes to perform all of the required work themselves with no work share available for a Texas HUB, will they be considered for award?

DPS Response:

Yes, assuming the Respondent successfully meets all requirements of the solicitation.

General Vendor Question 152:

Does the customer have staffing lined up to review and accept the large quantity of deliverables at the same pace as production?

DPS Response: See C.2.1 Acceptance Criteria and C.2.2 Project Completion Criteria

General Vendor Question 153:

Is there adequate funding for a project of such magnitude to complete the work for the images detailed in the RFP?

DPS Response:

The Department has funding for this project.

General Vendor Question 154:

Is there an incumbent? Who performed the scanning of the 504,000,000 already complete?

DPS Response:

There is no incumbent. A previous vendor performed the scanning of the 504,000,000 existing images.

Vendor Question 155:

Can out of state vendors bid, and is there a preference to award to an instate vendor?

Out-of-state vendors may submit bids to this solicitation.

DLD Microfilm Conversion Services General Vendor Question 156:

Are you asking the vendor to load the data into the DPS current Enterprise Content Manager Cloud or simply provide images and metadata in a format that DPS will use to ingest the data?

DPS Response:

Upload the data into the current Enterprise Content Management System.

General Vendor Question 157:

Can vendors come to Austin to view some of the materials? A job this size makes it risky for both the vendor and the client to bid sight unseen and without a detailed Statement of Work provided.

DPS Response:

Only the awarded vendor may come to Headquarters to view the materials. See response to Vendor Question 37 for additional information.

Vendor Question 158:

How does DPS currently retrieve a roll or fiche to provide copies or data for a request? Do you have a database that identifies the roll and image location – please describe.

DPS Response: Yes, we use a combination of databases to retrieve microfilm and microfiche. Details will be provided to the awarded vendor.