RFP 2026-0200-0064 Statewide Transcription Services Submittal Forms A-E.docx

State of Alaska RFP Proposal Submittal Form Form: RFP-7: Version 1

STATE OF ALASKA

REQUEST FOR PROPOSAL-SUBMITTAL FORMS A TO E

PROPOSAL SUBMISSION COVER SHEET, CERTIFICATIONS, PREFERENCE FORM

PROJECT INFORMATION

OFFEROR INFORMATION

Company Name

Address

Tax ID #

Alaska Business License #

OFFEROR CONTACT INFORMATION: Provide contact information for the individual that can be contacted for clarification regarding this proposal. Submittal Form A must be signed by a company officer who is empowered to bind the company.

Printed Name

Signature

Date:

Title

Address

Email/Phone

CRITICAL TEAM MEMBERS: Provide the names of all critical team members that will be assigned to this contract. Note: These individuals cannot be removed or replaced from this project, or their positions, unless approved in writing by the project director or procurement officer. Insert rows if needed.

AMENDMENT ACKNOWLEDGEMENT: The offeror acknowledges receipt of the following amendments and has incorporated the requirements of such amendments into their proposal. Failure to identify and sign for all amendments may subject the offeror to disqualification. The offeror must list all amendments (by number), then initial and date to confirm that you have received and incorporated them into your proposal (add more rows as necessary).

CONFLICT OF INTEREST STATEMENT: Indicate below whether or not the firm or any individuals that will work on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The procurement officer reserves the right to consider a proposal non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity services to be provided by the offeror.

NOTE: Failure to answer may be grounds for disqualification.

If “Yes”, please provide additional information regarding the nature of that conflict:

FEDERAL REQUIREMENTS: Indicate below all known federal requirements that apply to the proposal, its evaluation, or the resulting contract:

NOTE: Failure to answer or answering “No” may be grounds for disqualification. For any “No” responses, provide clarification (up to 250 word maximum for each “No” clarification) below (add rows as necessary).

ALASKA PREFERENCES: If you wish to claim any Alaska Preferences, please complete the Alaska Offeror Preference Certification Form below.

ALASKA OFFEROR PREFERENCE CERTIFICATION FORM

AS 36.30.321 (A) / AS 36.30.990 (2)

Solicitation Number

Project Description

Business Name

Alaska Business License Number

A signed copy of this form must be included with your proposal no later than the deadline set for receipt of proposals.

If you are submitting a proposal as a JOINT VENTURE, all members of the joint venture must complete and submit this form before the deadline set for receipt of proposals. AS 36.30.990(2)(E) If the procuring agency is unable to verify a response, the preference may not be applied. Knowingly or intentionally making false or misleading statements on this form, whether it succeeds in deceiving or misleading, constitutes misrepresentation per AS 36.30.687 and may result in criminal penalties.

SIGNATURE: By signature below, I certify under penalty of law that I am an authorized representative of the above entity and all information on this form is true and correct to the best of my knowledge.

Printed Name:

Title:

Date:

Signature:

To qualify for and claim the Alaska Bidder Preference you must answer YES to questions 1-8 and YES to one of the questions 9-11 in the Alaska Bidder Preference Question section below:

Alaska Bidder Preference Questions

If the answer to question 3 is YES, complete the following:

Physical Place of Business Address

City/State

Zip Code

“Place of business” is defined as a location at which normal business activities are conducted, services are rendered, or goods are made, stored, or processed; a post office box, mail drop, telephone, or answering service does not, by itself, constitute a place of business per 2 AAC 12.990(b)(3).

Per AS 36.30.990(2)(C) and per 2AAC 12.990(b)(7), the offeror, or at least one employee of the offeror must be a resident of the state.

Per AS 36.30.990(2)(D), is your business:

If incorporated, enter the current Alaska Corporate Entity Number:

Indicate below how your business is organized:

If the answer to question 10 above is YES, please identify each member by name and state of residence:

If the answer to question 11 above is YES, please identify each partner by name and state of residence:

Alaska Veterans Preference Questions To qualify for and claim the Alaska Veteran Preference, you must indicate how your business is organized by answering questions 12-16 below as well as answering YES to questions 1-8 in the Alaska Bidder Preference section above. Per AS 36.30.321(F), is your business:

Per AS36.30.321(F)(3), an “Alaska veteran” is defined as an individual who:

1. Served in the:

0. Armed forces of the United States, including a reserve unit of the United States armed forces; or

0. Alaska Territorial Guard, The Alaska Army National Guard, the Alaska Air Nations Guards, or the Alaska Naval Militia; and,

1. Was separated from services under a condition that was not dishonorable.

Alaska Military Skills Program Preference Questions To qualify for and claim the Alaska Military Skills Program Preference, you must answer YES to question 17 or 18 below, YES to question 19 below, as well as answer YES to questions 1-8 in the Alaska Bidder Preference section above.

Per 36.30.321(l), does your business:

SUBMITTAL FORM B – Experience and Qualifications SPECIAL REQUIREMENTS: This submittal form must not identify the Offeror’s proposed costs and must not exceed five pages per RFP Section 4.02.

[Instructions from RFP Sec 4.04, offeror may delete the following instructions when completing this submittal form: Offerors must provide detail on the personnel assigned to accomplish the work called for in this RFP (reference Section 3 for Scope of work and other details); illustrate the lines of authority; designate the individual responsible and accountable for the completion of each component and deliverable of the RFP.

Offerors must provide a narrative description of the organization of the project team and a personnel roster that identifies each person who will actually work on the contract along with their titles and location(s) where work will be performed.

Offerors must also provide reference names and phone numbers for similar projects the offeror’s firm has completed.

Offerors must provide resumes for all management personnel that will have responsibilities related to this contract as a separate attachment(s) to Submittal Form B. The resumes do not count toward the page limit for Submittal Form B. The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).]

This portion of the offeror’s proposal will be evaluated against the following questions (Sec 5.04):

1) Questions regarding the personnel:

a) Do the individuals assigned to the contract have experience on similar projects/contracts?

b) Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the management of the work the contract requires?

c) How extensive is the applicable education and experience of the personnel designated to work on the contract?

2) Questions regarding the firm:

a) How well has the firm demonstrated experience in completing similar work?

b) How successful is the general history of the firm regarding timely and successful completion of projects?

c) Has the firm provided reference names and phone numbers for similar contracts the offeror’s firm has completed?

SUBMITTAL FORM C – Understanding of the Contract SPECIAL REQUIREMENTS: This submittal form must not identify the Offeror’s proposed costs and must not exceed five pages per RFP Section 4.02.

[Instructions from RFP Sec 4.05, offeror may delete the following instructions when completing this submittal form:

Offerors must provide comprehensive narrative statements that illustrate their understanding of the requirements of the contract (reference Section 3 for Scope of work and other details).

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).]

This portion of the offeror’s proposal will be evaluated against the following questions (Sec. 5.05):

1) How well has the offeror demonstrated a thorough understanding of the purpose and scope of the project?

2) How well has the offerors detailed what measures they will take to protect sensitive customer information and comply with all federal requirements including, but not limited to Health Insurance Portability Accountability Act (HIPAA) and Personal Identifiable Information (PII)?

3) To what degree has the offeror demonstrated an understanding of the deliverables the state expects it to provide?

4) Has the offeror demonstrated an understanding of the state's time schedule and can meet it?

SUBMITTAL FORM D – Methodology Used for the Contract SPECIAL REQUIREMENTS: This submittal form must not identify the Offeror’s proposed costs and must not exceed five pages per RFP Section 4.02.

[Instructions from RFP Sec 4.06, offeror may delete the following instructions when completing this submittal form:

Offerors must provide comprehensive narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work and meet the state’s schedule (reference Section 3 for Scope of work and other details).

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).]

This portion of the offeror’s proposal will be evaluated against the following questions (Sec. 5.06):

1) How comprehensive is the methodology and does it depict a logical approach to fulfilling the requirements of the RFP?

2) How well does the methodology match and achieve the objectives set out in the RFP?

3) Does the methodology interface with the time schedule in the RFP?

4) What steps will be taken to ensure and verify the level of accuracy required, and how will accuracy issues be addressed?

5) How well does the offeror address providing support through differences in time zones.

6) How well does the offeror address policies and procedures to maintain confidentiality of all transcription files? Additionally, how well does the offeror describe their methods for handling and reporting security events?

SUBMITTAL FORM E – Management Plan for the Project SPECIAL REQUIREMENTS: This submittal form must not identify the Offeror’s proposed costs and must not exceed five pages per RFP Section 4.02.

[Instructions from RFP Sec 4.07, offeror may delete the following instructions when completing this submittal form:

Offerors must provide comprehensive narrative statements that set out the management plan they intend to follow and illustrate how the plan will serve to accomplish the work (reference Section 3 for Scope of work and other details) and meet the needs of the State of Alaska.

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).]

This portion of the offeror’s proposal will be evaluated against the following questions (Sec. 5.07):

1) How well does the management plan support all of the project requirements and logically lead to the deliverables required in the RFP?

2) How well is accountability completely and clearly defined?

3) Is the organization of the project team clear?

4) How well does the management plan illustrate the lines of authority and communication?

5) To what extent does the offeror already have the hardware, software, equipment, and licenses necessary to perform the contract?

6) Does it appear that the offeror can meet the timelines for completed work set out in the RFP?

7) Has the offeror gone beyond the minimum tasks necessary to meet the objectives of the RFP?

8) To what degree is the proposal practical and feasible?

Additional mandatory return items:

Offers must return the following items in addition to items Submittal Forms A-E (above):

1) Cost Proposal (Submittal Form G)

2) Resumes for all management personnel that will have responsibilities related to this contract (Reference Sec. 4.04 & Sec. 5.04)

3) Supporting documentation for PRIOR EXPERIENCE (Reference Sec. 1.04)

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