RFP 250000001038 - Bidder Questions and Responses - 3.12.25.pdf

Version 2 (2/2019)

Bidder Questions & Answers

Request for Proposal No. 250000001038

Statewide Imaging and Microfilm Services

Digital Microfilm Scanner Full-Service Maintenance

Q # Document and Section Page # Bidder Question Answer (to be completed by the

State)

Statewide Imaging and Microfilm Services - Schedule B1 - Pricing

1 and 2

We request the State to verify the estimated counts provided in the "Estimated Annual Usage" column. For example, the Hourly Data Entry Service line lists 40,134,894.5 hours annually. If $50\hour is used, as an example, that would equate to ~$2 billion dollars per year for that service line.

Another example is the service line "All Engineering Drawings Digital Scanning" counts.

Lines were shifted in this spreadsheet;

a corrected one will be provided.

Statewide Imaging and Microfilm Services - Schedule B1 - Pricing

1 and 2

It is acceptable to submit more than one price schedule, each with alternate pricing models?

Each pricing schedule must match the one provided in the RFP, although you may offer multiple versions.

Schedule a1 statement of work - section 1.3.4.5

Diazo Containers:

Cardboard containers for micrographic roll film media are no longer conventionally available.

Vendor requests if

Plastic containers are acceptable if cardboard containers are not available, so long as the plastic containers are produced for microfilm storage.

STATE OF MICHIGAN PROCUREMENT

Department of Technology, Management, and Budget 320 S. Walnut St., Lansing, Michigan 48933 P.O. Box 30026, Lansing, Michigan 48909

State) plastic containers are acceptable for micrographic roll film media types defined in this section.

Schedule a1 statement of work - section 2.1

Delivery: Would the state please provide clarification and\or attachment described in the statement "Please provide this information on the Contract Monitoring plan attached." Is this describing the attached Schedule A Exhibit 1?

Bidder can disregard this line.

Schedule b1 -attachment 1, delivery media

Delivery of media Indicates CD-R/DVD. Are these actively used to deliver media?

CD-RD/DVD should be replaced with USB delivery drive and a price provided.

Schedule a1 -statement of work, background

Turnaround time is same day to several weeks – what same day quantity is required? Can you offer an example.

Of 216 active projects, 16 have a turnaround expectation of less than two days. Of those, eight are processing of daily incoming mail. The other eight are scan-on-demand projects. Turnaround time for each project is defined in the Authorizing Document.

Schedule a1 -statement of work, 1.3.1 # 12

On site equipment staff.

Provide a scenario and quantities of what this entailed

On rare occasion, an agency may justify the need to have the service provided onsite. Should that be requested, the vendor, Records Management Services and the Agency will agree to the services provided and the duration.

State)

Schedule a1 -statement of work, 1.3.7 #3

Is ShareFile an approved way to transmit data?

Records Management Services will provide a method for transmit via a file share using one or more of the State of Michigan provided services. Externally hosted solutions will not be permitted with this contract.

Schedule a1 -statement of work, 2.1

Is setting up federal post office box needed or does the State have preexisting PO Boxes?

The State of Michigan will control any PO boxes used for State of Michigan mail. A limited number of Vendor employees will be granted permissions to pick up from the PO box(s).

Schedule a1 -statement of work, 3.6

We have multiple locations across the U.S., does other branches of a contractor count as subcontracting?

All work associated with this contract (physical and electronic processing) must be performed in the State of Michigan. Branches outside the State of Michigan cannot be used.

Exceptions to this may be made on a case-by-case business, when specialty services are need and it is not economical or practical to perform them in Michigan. However, this must be fully documented and approved by the Agency and Records Management Services.

11 Schedule a1 – exhibit 1, 2. c.3 34

What output file types are required for images and indexing file?

Imaging output must comply with the State Of Michigan Standards for Capturing Digital Images from Paper or Microfilm. Index files are typically in excel or a delimited text file. All specifications at this level of detail are to be documented in an authorizing document approved by the Agency and Records Management Services.

State)

12 Schedule a1 – exhibit 1, 3. a 34

Can the paper be scanned and then transfer to 16mm film instead of filming then scanning?

Yes, so long as this is documented and agreed upon in an authorizing document and the source documents are of a condition that are conducive to that process.

13 Schedule b1 -pricing 2

Can we bill data entry per document instead of keystroke for the scanning portion of the job?

The State of Michigan will consider alternative pricing for this item, however, there is no way to identify an average cost of indexing since the attributes of each job is vastly different.

14 Schedule b1 -pricing 2

Remote Scan Location – you want a flat monthly rate – can we bill actual charges instead of a flat rate since quantities will fluctuate.

While the State of Michigan may consider alternative billing methods, please still provide a monthly rate for this service.

15 Schedule b1 -pricing 1 and 2

What year are the estimated annual usage figures pulled from?

FY24

16 Schedule b1 -pricing 1 and 2

What were the actual billed services and volumes for the past year under the previous contract? (Statewide Imaging and Digital Imaging Contract No.

180000000749)

This information is not applicable in supplying a competitive bid.

Schedule B1 - Pricing, Data Entry line item

Date Entry annual usage is listed as 40,134,894.5 with a measurement unit of hours. Is that correct or should that

All Units of Measurement provided for each service are correct.

State) measurement be keystroke?

Statewide Imaging and Digital Imaging Contract No.

180000000749, Remote Scan Location

Is the figure of $203,069.12 per month accurate?

This information is not applicable in supplying a competitive bid.

General RFP Related Question

N/A

Will this project be awarded in whole to one vendor or can it be broken up by the State to multiple vendors?

A single provider is desired however, the State of Michigan will consider partial awards so long as all services can be awarded.