Questions Answers February 13 2026.pdf

STATE RETIREMENT AGENCY

120 East Baltimore Street Baltimore, MD 21202-6700

410-625-5555 ● 1-800-492-5909 TTY Users: call via Maryland Relay sra.maryland.gov

STATE RETIREMENT AGENCY (SRA)

INVITATION FOR BIDS (IFB)

DOCUMENT REMEDIATION SERVICES

IFB NUMBER: BPM055168

ISSUE DATE: FEBRUARY 4, 2026

SMALL BUSINESS RESERVE PROCUREMENT

Questions Received as of Friday February 13, 2026 at 3:00PM

Question 1. Will source files be provided in native formats (e.g., Word) when available, or should bidders assume OCR remediation may be required for a portion of the documents?

Answer 1: Yes, we will provide Word format source documents when available, other documents only exist in PDF format.

Question: 2. Can the Agency provide an estimated total annual page volume based on historical data, in addition to the estimated number of documents, to assist bidders in preparing accurate per-100-page pricing?

Answer 2:. Up to 1600 pages.

Question 3. Would it be possible to get a sample of the type of source files mentioned in the

Invitation for Bid?

Answer 3: Samples can be found on the Agency’s website: https://sra.maryland.gov/retiree-forms

Forms: Member Forms - Maryland State Retirement and Pension System and Retiree

Forms - Maryland State Retirement and Pension System https://sra.maryland.gov/member-forms & https://sra.maryland.gov/member-forms

Finance Reports: Annual Financial Reports - Maryland State Retirement and Pension

System; https://sra.maryland.gov/annual-financial-reports

Investments Reports: Fiscal Year Quarterly Performance Reports - Maryland State

Retirement and Pension System and Divestiture Reports - Maryland State Retirement and

Pension System: https://sra.maryland.gov/fiscal-year-quarterly-performance-reports & https://sra.maryland.gov/divestiture-reports

(MORE QUESTIONS & ANSWERS ON NEXT PAGE)

https://sra.maryland.gov/retiree-forms https://sra.maryland.gov/retiree-forms

Question 4. We would like clarification on the following items:

A. On page 8 of the Invitation for Bid (IFB) section 2.3.3 File-Specific Remediation it is stated that Alt-text must be addressed. The question is will the alt-text be provided by the State

Retirement Agency (SRA) or will that be supplied by the contractor for SRA to approve?

Answer 4A: For Alt-Text we would welcome suggestions for approval, but if necessary, we can supply the alt-text.z

B. On page 27 Appendix 2 Price Form Instructions and Exhbiits, there are two line items:

Agency Response to Item B: The Agency requests all documents to be returned after remediation.

Line Item #1 Remediated Source Document: Under this line item it is clear that you are looking for a rate per 100 pages and that as stated in the IFB the majority of those source files are Microsoft Word documents but it may also include spreadsheets and scanned PDFs. The question is do we need to add another line item for the accessible PDF files or should that piece be embedded in the pricing within this line item. For example, we get a 5-page Word source file that is made accessible. It is then converted into a PDF. The PDF will not be automatically accessible, there are things that need to be checked to ensure it is WCAG/PDF UA conformant. Should the price bundle everything that is involved and it will only consider 5 pages since it is based in the source file?

Answer 4C: We will provide a word source form (specific to forms, i.e. the links below titled forms) and we are asking the vendor to return a remediated word source document and a remediated pdf.

Line Item #2 Re-work / Reformat Documents (Per Document): Some examples may include replacing tables that are used for layout with Word columns, styles and paragraph spacing, muti column text built with tabs and spaces may require a proper table or the use of Word columns, forms made from underscores and typed labels, text embedded in images, rebuild a structured list or table from a complex chart or SmartArt, etc. There is a wide range. Would you accept a per document price based on the complexity of the re-work /reformat or would you expect an average per document price?

Answer: 4D: A price based on complexity of work. (to be clear, for example: simple remediation would be $8, a document with 2 charts: $12, a document with more 3 charts and graph $15)

Question 5. About how many documents are fillable forms vs narrative documents vs tables/reports?

Answer 5: 42 are fillable forms

Question 6. Are any documents poor quality scans requiring heavy OCR cleanup?

Answer 6: None

Question 7. Are there many documents with complex tables, multi-column layouts, or embedded graphics?

Answer 7: Multiple financial reports with data tables

Question 8. Will all documents be delivered in batches or continuously?

Answer: 8. There will be a large batch and subsequent continuous submissions.

Question 9. What is the expected batch size?

Answer: 9: 500 pages of documents and forms, up to 1600 in total

Question 10. Is turnaround required per document or per batch?

Answer: 10: 42 forms are the priority and subsequent batches of documents can be returned by

April 2026.

Question 11. Will you require VPAT / ACR documentation for every document or only a few?

Answer 11: We are asking for evidence of accessibility and compliance to WCAG 2.1 A level.

Question 12. Is pricing strictly per-page only, or can tiers by complexity be considered?

Answer: 12: Complexity can be expressed.

Question 13. How much or how often is ongoing remediation is expected beyond the current estimate?

Answer: 13: The goal of this project is to have all forms and documents posted to the public website compliant to wcag 2.1 standards by the April 2026 deadline.

Question 14. Which factor is most important in selecting the vendor — lowest price, fastest turnaround, or highest quality?

Answer 14: Under COMAR 21.05.02, an Invitation for Bids (IFB) in Maryland must be awarded to the responsible bidder who submits the lowest responsive bid or most favorable evaluated price. The award is based on price, with the contract awarded to the lowest bidder who meets all specifications.

Question: 15. Section 2.3.9 provides a timeline for the average documents which are typically less than 5 Pages. How much time would be allowed for the larger documents (up to 300 pages)?

Answer 15: The Agency has 4 or 5 documents that have around 300 pages that should be done with in the 30-day timeline.

A color sample of one of the larger documents can be found on the Retirement Agency’s website: https://sra.maryland.gov/sites/main/files/file-attachments/2025-acfr-final.pdf?1766518423

Or see the attached PDF (Sample Report ACFR 2025) within eMMA for a Black & White version https://sra.maryland.gov/sites/main/files/file-attachments/2025-acfr-final.pdf?1766518423 https://sra.maryland.gov/sites/main/files/file-attachments/2025-acfr-final.pdf?1766518423