ITN 240000000010 EDM Project.docx

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement

NOTICE OF INTENT TO NEGOTIATE AND CONTRACT WITH A SINGLE PROVIDER

Date: November 29, 2023

Michigan intends to make a purchase for which it believes there is no viable alternative. The purpose of this notice is to attempt to identify possible alternatives.

Requestor: Nick Ekel

1. State Contact Information:

The sole point of contact concerning this Invitation to Negotiate is:

Lisa VanOstran, Solicitation Manager

(517) 599-7680 VanOstranL@michigan.gov

2. Description of Purchase:

The Department of Environment, Great Lakes, and Energy’s (EGLE) Remediation and Redevelopment Division (RRD) manages environmentally contaminated properties. Management of the properties requires significant documentation of all activities performed to investigate the presence of contaminants, of the risks from the hazardous substances to public health and the environment, of the actions taken to mitigate those risks, and of the redevelopment of these properties. This documentation consists of highly technical reports detailing the scientific information gathered to support decisions regarding risks, need for remediation, and requirements for protecting people while redeveloping properties. These documents include, but are not limited to environmental reports, environmental laboratory data, email and telephone correspondence, environmental decisions relating to previous and future actions, PEAS documentation, incident reports, public comments, public presentations, legal documentation for businesses and properties, legislative orders, laws and regulations, videos, and publications. The RRD is coordinating an effort to improve the electronic accessibility of this scientific documentation to improve the division’s processes for managing the properties as well as increasing the transparency of the documentation for the public. This effort requires the implementation of digital document management and cross-referencing with publicly available data resources.

To achieve this effort, the division requires technical support from professionals skilled in understanding the industry-specific environmental documents to continue review of the remaining files in the sections and district offices along with the Department of Technology, Management and Budget’s Records Center to identify documents in the more than 20,000 site files that are considered necessary and official records of the state per the requirements of the department. The project will continue until all section and district files have been reviewed, converted, and entered in Content Manager (CM). When official records are identified and matched to their appropriate file and the scientific data is verified and updated as needed, the technical support professional working in the district office will coordinate with division staff and be tasked with converting the paper records to an electronic format.

The Contractor must recruit professionals who are able to perform the following Electronic Document Management (EDM) process from beginning to the final quality assurance, quality control process (QA/QC).

EDM Process:

· Obtain the paper or electronic site file from the district office.

· Sort the documents by chronological order looking at:

1. Checking division and department databases for site information and if the site is on litigation hold.

2. Review the site documentation to eliminate any documents that have met our retention period. Keeping in mind the litigation hold status. Remove them as needed.

3. Look for duplicate copies of reports, lab data, correspondence, permits, legal documents, invoices, etc. to eliminate from the site file.

4. Review Content Manager to see if documents exist for the site to compare against the paper site file. Compare documents to see which is the complete one. Remove duplicates from site file.

5. If the site is on litigation hold, we keep all the documents in the site file and convert them to an electronic format keeping the removed documents separate from the rest of the site file to process differently.

· Convert the documents into the Portable Document Format (PDF) document by document reviewing each one for:

1. Document page order.

2. Page rotation.

3. Color, Greyscale and Black and White pages.

4. Large format maps.

5. Look for and redact Personally Identifiable Information (PII).

6. Name documents following division naming conventions. Create two documents, a redacted and non-redacted version if needed.

7. Place converted documents into the record center box when completed.

8. Track progress on division trackers.

9. Take completed boxes to the QA/QC team to be reviewed.

· Search for site in Content Manager, verify that it is the correct site using the divisions Remediation Information Data Exchange (RIDE) database.

· Update content manager site information to match the RIDE database and apply to all site folders.

· Create the necessary folders in content manager for the documents to be indexed into the system applying the appropriate retention schedule and security to the folders.

· Index documents into the appropriate folders following the naming convention for each document.

· Remove document duplicates as the replacement is indexed.

· Track progress on division trackers.

· Repeat process.

· Make corrections to documents indexed into content manager as identified by the QA/QC team.

To ensure accuracy of the replication of the official record, a rigorous quality assurance/quality control process will be employed to verify the accuracy of the conversion by professionals located in the Kalamazoo, Cadillac, Grand Rapids, Jackson, Bay City and Warren offices. These professionals are also tasked with identifying the document and following the appropriate naming convention for each document and archiving the document in the electronic system and/or completing the final quality assurance/quality control of the electronic document against the paper file before the paper files are sent for destruction. To address the historical paper files within EGLE based upon Executive approved timelines, the Contractor must provide 35-40 full-time professionals to provide services in the various EGLE district offices as required.

Similar procedures exist for handling incoming EGLE mail and subsequent scanning requirements. Professional resources are tasked with working as part of the mail scanning operation team to complete those duties. Additionally, on an as-needed basis, resources may be required to handle one-off scanning processes for other areas of the department under direction of IMD/RRD.

3. Commodity Code References:

Commodity Code 96670 (Optical Scanning Form Printing)

4. Description of Action:

The result of this action will be a one-year contract with one option year.

5. Intended Source:

Intended vendor is Mannik & Smith, 2365 South Haggerty Road, Canton, MI 48188.

6. Questions:

Questions concerning the Invitation to Negotiate must be posted on www.michigan.gov/SIGMAVSS no later than 3:00 pm on December 1, 2023. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS.

Responders should submit their questions using the following format:

7. Response Deadline:

Any potential bidder who does not agree that this good or service is available only from the intended source, must submit a response to the Solicitation Manager by 3:00 pm on December 6, 2023. Your response must be in writing and describe the product or service you are offering as an equivalent.

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