Questions_34800-13758_Final.pdf

ITB # 34800-13758 – Amendment # 1 Page 1 of 7

STATE OF TENNESSEE

BUREAU OF INVESTIGATION

INVITATION TO BID # 34800-13758

AMENDMENT # 1

FOR DIGITIZATION

DATE: ITB AMENDMENT RELEASE DATE

RFP # 34800-13758 IS AMENDED AS FOLLOWS:

1. State responses to questions and comments in the table below amend and clarify this ITB.

Any restatement of ITB text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.

RFP

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# QUESTION / COMMENT STATE RESPONSE

1 Can pricing be changed to PER PAGE instead of PER BOX. As a box can hold a large range of pages.

No.

2 BOXING AND TRANSPORTING OF

FILES - Confirming none of these files are in banker boxes currently? TBI is requesting vendor to provide banker boxes, packing services (manifesting), and transportation of all 1,800 boxes.

None are boxed.

3 What does "Special Handling" mean for 200 quantity?

If a file is requested to be scanned out of order.

4 First paragraph says ~1000 15-inch boxes (~16 million images). However in "Digitization.pdf" file, it states 1,800 boxes. Please clarify box count, and how many pages per box estimate.

(Traditionally, a banker box holds 2,500 pages)

We have case files on shelves.

Estimated 1000 boxes. There are around 2500 pages per box.

5 Are all the case files in banker boxes, or will Vendor need to provide some boxes/labor to pack any in cabinets or on shelves?

None are boxed.

6 In regards to Case file requests, how many does TBI estimate will be a day or week? Are these requests 24/7 or during regular business days/hours?

These case files will be requested when an analyst gets subpoenas for court.

7 For original bad quality images (bad photocopies, for example), does TBI want vendor to insert a page prior along the lines of, "Next Page Original Bad Quality". We do this for case files as sometimes conditions are very poor on originals, and lets users know this when viewing PDF's.

Yes.

8 Does TBI want all pages Full Text OCR for keyword search lookups? (This is

No.

ITB # 34800-13758 – Amendment # 1 Page 2 of 7

RFP

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# QUESTION / COMMENT STATE RESPONSE

common in other case file projects we've done)

9 Is the Case Number on the folder tab?

If not, where is it located?

Yes.

10 Are there any pages in the case folder that are smaller then 4"x6" (pocket notepads, business cards, post it notes, etc…) if so what % per box?

No.

11 Are there any pages in the case folders larger then 11" x 17" (folded maps, blueprints, etc…)? If so, what % per box.

No.

12 Are there any pages in the case folders larger then 11" x 17" (folded maps, blueprints, etc…)? If so, what % per box.

No.

13 In the event vendor comes across non-paper items in the case folders such as Books, Magazines, Poloroids, CD's, Disks, DVD's, etc… how does TBI want vendor to proceed with them?

Send them back to TBI.

14 Do each of these 3 locations have a loading dock, if not, are they stored at the ground floor or with elevator if on other floors?

Yes, trailer size is limited to forty (40) feet.

15 Is there a priority to which location should be processed first?

No.

16 Will Vendors have an opportunity to come onsite and view some examples of the case files? (for condition purposes, and how the files are organized within the folders/case #)

No.

17 Can you provide a breakdown of box counts per location?

No.

18 Can you clarify the expected functionality of the “Image on Demand” portal?

Once the file is scanned and the QC is complete, we need to have access to the file.

19 If we have SOC 2, NIST 800-171 and CMMSv2 certifications, do we need to also have the CJIS certification?

Yes.

20 Can you clarify the estimated number of images (16 million)? Industry standard for 15-inch boxes is approximately 2,000- 2,500 images per box. With 1,000 boxes total that would yield approximately 2-2.5 million images.

Please see answer to question 4.

21 Approximately how many boxes are at each location?

Nashville and Knoxville are about equal and Jackson makes up about half. About 400 in Nashville and Knoxville and 200 in Jackson.

22 Can the files be returned to TBI upon completion of the project? The additional 5-year cost to store would greatly increase the project cost.

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# QUESTION / COMMENT STATE RESPONSE

23 For the SOC2 compliance – are you requesting verification that digital storage meets SOC2 standards? Ex. Microsoft Azure Gov. Cloud

Yes.

24 The RFP requires the delivery of the PDF files via secure transmission, such as SFTP, therefore, the images will not be stored long term by the vendor. How does SOC2 apply?

The images need to be stored until we are able to review them.

25 Would TBI be open to this project being setup as a multi-year subscription service to complete x,xxx,xxx of images per year? This would allow for budgetary flexibility and be less of a burden for TBI records sta� to review and approve converted files.

No.

26 What is the specific dollar amount for "Maximum Liability" referenced in Section

6.1 Maximum Liability?

$431,763.08

27 Can the contractor liability limitation in Section 7.21 be modified to align with industry standards, such as limiting liability to the fees paid in the preceding 12 months rather than 'two (2) times the Maximum Liability amount'? Currently, the Maximum Liability amount is unclear as a specific dollar value is not provided.

The provided limitation of liability language is consistent with Tennessee statutory law and policies.

Pursuant to T.C.A. §12-3-701 the State cannot agree to a contractor being liable for less than two times the Maximum Liability Amount.

28 Can TBI provide more details about its contract process for this procurement?

Specifically, does TBI have flexibility to review and incorporate industry-standard terms from the Respondent? This could be facilitated through a review of our standard contract, tailored for the services we provide, or through negotiation if TBI has their own standard contract.

The State cannot agree to change the submitted Terms and Conditions. All bidders must be subject to identical terms and conditions in order to ensure fair competition. Furthermore, the submitted Terms and Conditions fully comply with State law and policy.

29 Do the files contain 'protected health information' (PHI) as defined under HIPAA? Typically, forensic case files don’t contain medical records that would trigger HIPAA requirements. If PHI is not included, can the HIPAA compliance requirements in Section 7.23 and related indemnification obligations be removed from the contract terms, as they would not be applicable in this project?

Some case files will have sexual assault exam records, which contain

PHI

30 Can the warranty requirements in Section 4.2.1 be limited to specific performance standards for document conversion services rather than broad conformance 'to the terms and conditions of this Contract throughout the Warranty Period'?

No.

31 Could the indemnification obligations in Section 7.22 be limited to gross negligence and wilful misconduct, rather than ‘acts, omissions, or negligence’. We believe that this would align with industry standards.

The State will not modify the indemnification obligations.

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# QUESTION / COMMENT STATE RESPONSE

32 Can the confidentiality provisions in Section 7.39 be made mutual to protect both parties’ confidential information?

The confidentiality provisions may not be changed. The Tennessee Public Records Act prohibits the State from agreeing to binding confidentiality agreements.

33 Is the TBI open to a document management solution, such as a Microsoft Azure US Government Cloud Hosted system that provides simplified and rapid searching, secure web logins with role-based security and access control, and the ability to scan future documents, in addition to the conversion services called for in the RFP?

No.

34 Would our experience managing large-scale digitization projects for the Secretary of State and Department of Revenue for several state entities satisfy the requirement for prior experience with law enforcement agencies or crime laboratories?

No.

35 Regarding the requirement for 24/7/365 access to documents prior to scanning, are the files within each box already indexed by TBI and located in barcoded boxes with an inventory list that will be provided to the contractor for efficient retrieval before digitization begins?

No.

36 The contract term specifies eight months, but the storage requirement extends up to five years. Could you clarify how storage is to be managed following the conclusion of the active contract period?

8 months to complete scanning. 5-years storage before destruction.

37 Our organization currently maintains Type 2 SOC 2 and HIPAA/HITECH compliance and meets the infrastructure requirements necessary for CJIS compliance. Would it be acceptable to receive a contingent award, with full CJIS certification obtained prior to handling any documents?

No.

38 For document transfers from the various crime laboratories, will the files be prepared for shipment (boxed, palletized, etc.), or should the contractor anticipate performing these preparation tasks? The bid documents are not clear as to whether the documents need to be retrieved from file cabinets located in different crime labs, inventoried by contractor staff, placed in boxes and shipped to contractor facility or if the files are already in boxes in one location and ready for pickup.

The case files will be on shelves in each lab.

39 If the contractor engages a third-party carrier to transport documents, must that carrier also hold CJIS compliance?

Alternatively, would it be acceptable for a CJIS-certified member of our team to

Yes.

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retrieve materials using a rented vehicle (e.g., U-Haul or similar)?

40 The project overview references approximately 1,000 boxes, while the pricing section lists 1,800 and then another 200 for special handling. Could you confirm the total number of boxes to be handled and provide an estimated image count, as 16 million images appears high for the stated box volume?

~1000 boxes or about two to three million images.

41 Are there any non-standard document types expected—such as oversized sheets, X-rays, or other media—that would require specialized scanning or handling processes?

No.

42 Can you elaborate as to what kind of file structure the case files will be in, i.e.

one file folder per case file number, several file folder per case file number, prong fastener folders? Will the documents have paperclips, sticky notes, staples, old or worn paper, etc.

One file per case. Yes, the paperwork will be secured to the folder.

43 Is there any limitation on where the contractor is located within the continental US?

No.

44 Can TBI provide an excel or data file containing the unique 9-digit identifiers?

It may be possible but TBI can't guarantee.

45 How should we schedule the site visits to examine the volumes and conditions of documents for the imaging project.

No site visits will be scheduled.

46 Would TBI consider a 2-week extension to the due date to allow time for issuance and review of Q&A?

No.

47 Is there an incumbent for these services? If yes, who is the incumbent and what is the corresponding contract value, contract number and period of performance?

Yes, Data Management Internationale.

48 What is the estimated contract Award date?

As soon as the event is completed, awarded and approved.

49 What is the estimated contract Start date?

Please see question 48.

50 With regard to the requirement to provide verification of HIPAA compliance, will submitting an executed Business Associate Agreement (BAA) be sufficient to meet this requirement?

Yes.

51 With regard to Section 1.0 Scope, second bullet, please clarify what functionality TBI is seeking with regard to a secure Image on Demand portal?

a. Is the purpose of the portal to facilitate TBI’s requesting return of a physical file(s) that has not yet been scanned/delivered?

Please see question 18’s answer.

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# QUESTION / COMMENT STATE RESPONSE

b. Is the purpose of the portal to facilitate TBI’s request for an electronic version of a physical file(s) that has not yet been scanned/delivered?

52 With regard to the statement “Contractor shall allow 24/7/365 access to files via secure Image on Demand portal while files are being processed at Contractor’s site”:

a. Is TBI’s requirement that it have 24/7/365 access to submit a file retrieval request via Contractor’s portal?

b. What is the turnaround timeframe for the Contractor to fulfill File Retrieval Requests from the time of receipt? (i.e.

File Retrieval Requests must be provided (either physical or electronic) within 2 business days of request)

c. What is the estimated frequency and volume for suchFile Retrieval Requests?

(i.e. 2 requests weekly of ~50 pages)

Please see question 6’s answer.

53 Approximately how many case files are there per box?

54 Is the unique 9-digit number on the folder tab of each file? If not, where does it reside?

Yes.

55 What percentage of materials are estimated to be greater than size 11”x17”?

None are boxed.

56 What is the maximum document size?

Standard size paper.

57 What percentage of materials are fragile and not in a condition to be scanned using an automated document feeder?

None.

58 Are materials housed within file folders?

a. If not, how are materials currently organized?

b. If yes, approximately how many pages per case file folder?

Yes. Our Case files range from less than 10 pages to greater than 100 pages.

59 Is each file folder to be processed so that all materials in a folder are to be delivered as 1 PDF document? If not, then how is a file defined for indexing purposes?

Yes.

60 If files are to be scanned/delivered at a document level (vs folder level), what is the average number of pages per document?

80.

61 Do boxes contain paper materials less than size 8.5 x 11? If yes, please provide approximate document sizes and corresponding volume estimates?

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# QUESTION / COMMENT STATE RESPONSE

62 What level of reassembly is required? (i.e. just returned to folder or restapling?)

Returned to folder in the same order as received.

63 What percentage of paper materials are duplex?

There may be a rare instance of duplex.

64 What is the volume of boxes at each of the 3 lab locations?

See question 21’s answer.

65 Will Contractor be required to pickup materials from each location, or will materials be centralized at one location for pickup?

Each location.

66 The ITB makes reference to an onsite inspection. Can you provide more detail on how such inspections will be scheduled?

TBI will schedule a site visit with winning vendor to verify security prior to authorizing the project.

67 With respect to the Line Details that describe the “Bid Qty” and Description of pricing items, can you please confirm that 1800 represents the number of boxes?

Please also advise the approximate number of documents/records/pages within each box to use a realistic number of pages for pricing. Please also confirm that pricing should be “all inclusive” and roll in processing, scanning, storage for 5 years, destruction, file pull requests to arrive at the Unit price, with only boxing and transportation as separate line items?

1800 boxes, ~80 files/box, all-inclusive.

68 Please confirm what comprises the 200 Line Qty described as “Special Handling.”

Please see question 3’s answer.

69 Can you identify the number of boxes by TBI location? Is the vendor responsible for physically “boxing” the files, or just loading the boxes in a truck for transportation?

Vendor will box and transport files.

About 400 boxes at the Nashville and Knoxville offices and about 200 at the Jacksonville location.

70 Can you be more specific in describing the “special handling” requirements

Please see question 3’s answer.

71 Ship To: 901 RS Gass Blvd.

Nashville, TN.

Question: Are we shipping boxes to the address shown, or picking them up?

The files will be boxed and shipped from each location. Vendor will supply their own boxes, they will box files at each location and ship them to their facility.

72 1800 Description Boxing and Transporting Files.

Question: Is this shipping to or picking up for transportation?

The files will be boxed and shipped from each location. Vendor will supply their own boxes, they will box files at each location and ship them to their facility.

2. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.

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