OHS FORM C - Technical Response.pdf
PDF 115 KB Posted
- Attached to
- MBTA Full Service Document Scanning Solution
- Solicitation number
- BD-19-1206-40000-40000-33617
- Issued by
- Suffolk County, Massachusetts
About this file
This document is a Technical Response Form C for a state and local contract opportunity with the Massachusetts Bay Transportation Authority (MBTA) for a Full Service Document Scanning Solution. The Technical Response requires bidders to provide details on their experience and technical capabilities in handling confidential, medical information, including two detailed project examples and three professional references. The response also requires information on the bidder's quality management processes, hardware and software platforms, facilities, security measures, warranties, and a proposed project plan and timeline for taking physical possession, transporting, preparing, scanning, indexing, and converting approximately 1,600 boxes/5,000,000 documents, with a rolling 90-day storage period.
The contract opportunity requires compliance with HIPPA and/or SSAE 16 certifications, and details on the bidder's scanning/imaging products, hardware, software, QA/QC processes, and document handling and security measures. Bidders must provide the locations of their main offices and the facility where the MBTA documents will be stored, scanned, and indexed, as well as the square footage of the storage area and whether the facility is climate controlled.
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FORM C: Technical Response
Bidders are to present their response referencing each criteria heading and question in the order presented in FORM C – Technical Response. The Technical Response is not to exceed twenty (15) pages.
Experience, Capabilities and Customer Support
A. Provide two (2) detailed examples of Bidder's experiences and technical capabilities, including past/current performances of projects similar, and greater, in scale to MBTA's, which required the handling and processing of confidential, medical information.
B. Provide three (3) professional references with contact information for work performed similar in scope to this project.
C. Describe how the lines of communication are managed between the MBTA, Bidder Project
Manager, and Customer Support Center.
Quality Management, Hardware and Software
A. Provide HIPPA and/or SSAE 16, SOC# Type# compliance certifications (if any) as document attachment, and answer this question with your Tech Response.
B. Provide Bidder's scanning/imaging product(s) to be used and description of the hardware platform, supporting peripheral equipment, software tools, and backup and recovery system.
C. How long has Bidder's current hardware and software being used for this project been available, and, what is the current version of software being used?
D. Describe QA/QC processes and systems including: Scanning Upload/download, creating TIFF images, OCR services, PDF File Format, indexing, conversion, transfer, inspection and reporting results.
E. Describe the method and process used to sort and straighten documents in preparation for scanning, including Supervisor monitoring.
Facilities, Security and Logistics
A. Provide the locations of your main offices and branch service centers, including the address of the facility where MBTA documents will be stored, scanned, indexed and conversion services performed.
B. Describe the measures provided for; Employee background checks, I.D. badges, document control and security, chain of custody procedures, electronic tracking or otherwise, general corrective action plans, temporary physical document storage, and destruction.
C. What is the square footage of the storage area in the facility where documents will be stored, scanned and indexing conversion services performed? Is facility climate controlled?
D. Will MBTA documents be staged/stored above floor level in the facility?
E. List vehicle(s) Bidder uses to transport documents.
Warranties and Guarantees
A. Description of Warranties and Guarantees
Project Plan and Timeline
A. Propose a project plan with timeline for taking physical possession, transport, material handling, prepping, QA/QC for scanning, indexing, conversion, and returning/destroying approximately 1600 boxes/ 5,000,000 documents. Bidder should factor into proposed project timeline a rolling, ninety
(90) day storage period.
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