RFP 250000001038 - Statewide Imaging and Microfilm Services - Schedule A1 - Statement of Work.docx

Michigan.gov/MiProcurement Schedule A1 - Statement of Work Request for Proposal No. 250000001038 Statewide Digital Imaging and Microfilm Services

BIDDER INSTRUCTIONS:

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

Bidder must respond to each requirement or question marked “BIDDER RESPONSE” below and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

The Department of Technology, Management and Budget (DTMB), Logistics and Operations Support (LOS), Records Management Services (RMS) will manage the creation, maintenance, preservation and disposition of the records of all State Agencies. RMS is also responsible for assisting local governments who are eligible MiDEAL members with their records management needs.

State Agencies and local governments may, under certain conditions, choose to convert recorded information to microfilm and/or digital image format. Request for microfilm or digital imaging conversion of State records originate within the individual offices of the various State Agencies. To ensure that all administrative, fiscal, legal, and historical needs of State Government are provided efficiently and cost-effectively, all requests must be submitted to DTMB RMS for approval. No microfilming or digital imaging is to be done by this Contractor without prior approval. Local government agencies that choose to utilize this Contract must do so under the same terms and conditions as State Agencies.

Many State Agencies and local governments that require microfilm and digital imaging do not have their own imaging capabilities, or they do not possess the resources to perform large backfile conversions. They rely, instead, upon another source to provide that service. Providing for the needs of State Agencies on a centralized basis involves a full range of microfilm and imaging services, including but not limited to the operation of microfilm cameras, processors, duplicators, paper scanners, microfilm/fiche scanners, CD-R/DVD drives, various digital media recording devices, and other equipment to convert recorded information to microfilm and/or digital images. Additionally, State Agencies and local governments may require the processing of digital images submitted to the state via fax, email or other electronic submission into a form and order acceptable to the state, including but not limited to insertion of file separator and document separator sheets, cloning documents, and indicating which sections of documents are to be used. Turnaround time for job production ranges from same day to several weeks, depending upon the individual job requirements.

SCOPE

The Contractor must provide microfilm, imaging, document preparation, record indexing, and storage services on an as-needed basis.

The State reserves the right to modify Contract items to meet the State of Michigan’s future needs as well as the needs of MiDEAL members, other states or their political subdivisions.

Requirements It is the responsibility of the Contractor to advise the requesting State Agency and RMS regarding the best method for obtaining the most favorable product. The Contractor must assist the requesting State Agency in identifying techniques that can be deployed to reduce the cost of conversion, including indexing and its associated costs.

The following is a preliminary analysis of the major tasks involved for developing the end product of this project. The Contractor is not constrained from supplementing this list with additional steps, sub tasks, or elements deemed necessary to permit the economically feasible development of alternative approaches, or the application or proprietary analytical techniques or production methods.

Bidder Response

List all exception(s):

General Requirements All services performed under this Contract must be housed and staffed within the State of Michigan. The Contractor must build all necessary quality control mechanisms in the production process in order to ensure the desired result.

Prior to production, the Contractor must perform a sample test of 1,000 documents or 1 percent of the total job (whichever is less), unless the Agency and Contractor agree that an additional amount is warranted. This sample set must establish the quality parameters upon which all production for a particular job will be measured. Excessive testing may be considered a “billable” test at the discretion of the Program Manager; otherwise, all testing and job setup functions must be performed at no charge. The Agency is responsible for ensuring that the selected samples reflect a representative cross-section of the quality of documents found in the proposed job. Upon request, the Contractor must assist the Agency in the selection of source documents for the sample set. Copies must not be used as a basis for establishing quality parameters for production work, unless defined as such in the Authorizing Document.

Bidder Response

List all exception(s):

Specific Standards

1.1.1. IT Policies, Standards and Procedures (PSP)

Contractors are advised that the State has methods, policies, standards, and procedures that have been developed over the years. Contractors are expected to provide proposals that conform to State IT policies and standards. All services and products provided as a result of this RFP must comply with all applicable State IT policies and standards. Contractor is required to review all applicable links provided below and state compliance for the publicly available PSPs in their response. Non-public PSPs are available to bidders under NDA.

Public IT Policies, Standards and Procedures (PSP):

DTMB - IT Policies, Standards & Procedures (michigan.gov) Bidder Response

List all exception(s):

1.1.2. Acceptable Use Policy

To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see 1340.00.130.02 Acceptable Use of Information Technology (michigan.gov). All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

Bidder Response

List all exception(s):

Product Specifications

1.1.3. Imaging

The Contractor must provide the following:

1. Produce digital images from a variety of micrographics and paper in a variety of sizes and conditions.

2. Produce microfilm backup to digital images.

3. Perform preparation of documents to be scanned.

4. Perform indexing for digital images.

5. Provide pickup and delivery services. These must be free of charge in the following counties: Eaton, Genessee, Ingham, Jackson, Livingston, Macomb, Oakland, Washtenaw, and Wayne. Pick-up and delivery fees for other locations will be agreed upon between RMS, the Contractor, and the Agency in the Authorizing Document.

6. Perform custom programming functions related to document imaging or indexing as needed.

7. Perform Optical Character Recognition (OCR) image conversion to text as needed in straight text formats as well as PDF.

8. Label all media returned with State Agency identification and content identification.

9. At a minimum, support image conversion to TIFF, JPEG, PDF, and PDF/A formats.

10. Assist RMS in development of Authorizing Documents for projects.

11. Advise the State Agency and RMS regarding the best method for obtaining the most favorable image.

12. Provide on-site equipment, staff, and scanning services to an Agency on occasion as needed. Adjustments must be made through this Contract for these services to be provided on an as-needed/requested basis.

13. Advise the State Agency and RMS by identifying techniques that can be deployed to reduce indexing.

14. Produce images and import data structures compatible with, but not limited to, the following: FileNet P8 IBM Content Collector, FileNet Bulk Load Utility, IBM Datacap, and Content Manager DataPort.

Bidder Response

List all exception(s):

1.1.4. Digital Imaging Specific Requirements

1. Digital images created under this Contract must meet the State Standards for capturing Digital Images from Paper or Microfilm unless otherwise specified in an Authorizing Document which implicitly states that the standards are not being met per the agreement of the Contractor, RMS, and the Agency.

2. All images must be provided by the Contractor right-side-up unless otherwise specified in the Authorizing Document.

3. Unless otherwise agreed to in an Authorizing Document, after records have been imaged, the Contractor must retain the source documents and data and all associated product images and data for a minimum of 30 days, but not to exceed six months, in an organized, safe, and secure manner until authorized to deliver back to Records Center, the Agency, or the State Archives for final disposition. During this time, the Contractor must maintain the same security and confidentiality measures over the records as described in the security portion of this Contract.

4. The Contractor will not retain any source materials or data, or any copies produced by the Contractor, in digital or micrographics form, for six months beyond the quality assurance period set out in the Authorizing Document unless otherwise specified in the Authorizing Document.

5. The Contractor will provide regional scanning operations if required by a State Agency for mail-order operations that are time-sensitive due to laws and regulatory requirements. Costs for such operations will be negotiated prior to production and included in the Authorizing Document as well as added to the price sheet for this contract. Costs may include initial start-up and training expenses.

Bidder Response

List all exception(s):

1.1.5. Microfilm

The Contractor must provide the following:

1. Produce micrographics from digital images and a variety of paper sizes and conditions. This includes:

a. 16mm roll (unless otherwise specified in an Authorizing Document, all 16mm roll film must contain single-level blips)

b. 16mm jacket

c. 35mm roll

d. 35mm aperture card

e. 105 step and repeat

2. Process 16mm and 35mm roll film created by a State Agency.

3. Produce silver and diazo duplication of 16mm roll, 16mm jacket, 35 mm roll, 35 mm aperture card, and 105 microforms.

4. Perform preparation of documents to be filmed.

5. Perform indexing of micrographic images.

6. Provide pickup and delivery services. These must be free of charge in the following counties: Eaton, Genessee, Ingham, Jackson, Livingston, Macomb, Oakland, Washtenaw, and Wayne. Pick-up and delivery fees for other locations will be agreed upon between RMS, the Contractor, and the Agency in the Authorizing Document.

7. Perform custom programming functions related to indexing of filmed images as needed.

8. Label all media returned with State Agency identification and content identification.

9. Perform inspection, splicing, repair, and restoration of various microforms.

10. Assist RMS in development of Authorizing Documents for projects.

11. Advise the State Agency and RMS regarding the best method for obtaining the most favorable image.

12. Advise the State Agency and RMS by identifying techniques that can be deployed to reduce indexing.

Bidder Response

List all exception(s):

1.1.6. Microfilm Specific Requirements

1. Microfilm created under this Contract must meet the State Standards for Capturing Microfilm from Paper or the State Standards for Capturing of Microfilm from Digital Image unless otherwise specified in an Authorizing Document which implicitly states that the standards are not being met per the agreement of the Contractor, RMS, and the Agency.

2. The State reserves the right to periodically verify the nonaffiliated test laboratory results by submitting selected and testable original Contractor film to a testing laboratory of its own choosing. The State will pay for this additional laboratory testing conducted at its request.

3. The Contractor must inspect the microfilm for fogged, blurred, scratched, or overlapped images, faulty splicing, and for any other defects in its finished product. Improperly filmed records must be re-filmed with no more than three retakes permitted per roll and with no more than one splice per roll. Any splice must be placed at the end of the roll with a proper notation on the container label.

4. The original and diazo film produced by the Contractor is subject to selection for testing by RMS for adherence to applicable standards and quality requirements.

5. Finished silver roll film must be returned to the State in plastic containers. Diazo duplications of roll film must be returned in cardboard containers. Silver duplicates must be returned in acid-free cardboard container. Microfiche must be packaged in acid-free envelopes. Originals and diazo copies must not be joined together in the same envelope or wrapped together in same package.

6. The Contractor must fill out a quality control sheet for each roll processed indicating the resolution, density, D-min, and D-max of that roll. The cost for charting for film produced by the Contractor must be included in the filming and/or processing cost.

7. The Contractor must perform weekly (or as necessary for current production volumes) testing of processed silver negatives to verify that they meet the Michigan Standards for Capturing Microfilm from Paper and the Michigan Standards for Capturing Microfilm from Digital Images. The vendor must retain certification test results and provide them upon request to the State. The Contractor must maintain sufficient information to identify all rolls of film run on a particular batch to be able to contact the Agency should a batch fail testing.

8. Failure to consistently perform testing, or failure to consistently meet the requirements, may result in cancellation of the Contract.

9. The Contractor must have a microfilm lab certification or oversite agreement from a major microfilm manufacturer.

10. Unless otherwise agreed to in an Authorizing Document, after records have been microfilmed, the Contractor must retain source documents and data and all associated product data for a minimum of 30 days, but not to exceed six months, in an organized, safe, and secure manner until authorized to deliver back to Records Center, the Agency, or the State Archives for final disposition. During this time the Contractor must maintain the same security and confidentiality measures over the records as described in the security portion of this Contract.

11. The Contractor will not retain any source materials or data, or any copies produced by the Contractor, in digital or micrographics form, for six months beyond the quality assurance period set out in the Authorizing Document unless otherwise specified in the Authorizing Document.

Bidder Response

List all exception(s):

1.1.7. Job Setup

1. The Agency, Contractor, and Program Manager must agree and sign an Authorizing Document for each job/application prior to any production being performed.

2. The Contractor must assist RMS in the development of Authorizing Documents based on a template provided by the Program Manager. The Authorizing Document must contain all information necessary to identify all billable tasks and other information necessary to obtain the desired output. The Authorizing Document must include, but must not be limited to, the following:

a. State Agency Information (including billing/budget codes)

b. Contact information

c. Purpose of the project

d. Scope and objective of the project

e. Record collections in the project, including retention series

f. Pickup and delivery schedule, including business day turnaround per number of units

g. Sample for test methods and results (including quality attributes)

h. Document preparation specifications

i. Document scanning and/or filming specifications

j. Indexing specifications

k. Product finishing and labeling specifications

l. Quality control specifications

m. Quantitative cost estimate and line-item detail

n. Any other information deemed relevant to the project

3. RMS will retain the final signed and approved Authorizing Document. Any changes to the Authorizing Document after production begins, including a scope change, must be agreed upon by the Agency, Contractor, and RMS in a written Change Notice and filed with the Authorizing Document.

a. Unless otherwise specified in the Authorizing Document, the contractor must monitor the cost of the project during production. If at the quarter mark of a project, or following a single full financial quarter for ongoing projects, projected time and/or costs are expected to exceed 20 percent of the original estimate without any change to the scope as defined in the Authorizing Document, the Agency, Contractor, and RMS must agree to the overage in a written Change Notice. Failure to notify the Agency and RMS of this anticipated overage may result in penalties.

Bidder Response

List all exception(s):

1.1.8. Work Submission Process Requirements

1. The Agency must submit requests for service to RMS or the Contractor via phone or email.

2. The Agency, Contractor, and RMS must jointly develop a strategy to produce the desired product and/or recommend alternatives.

3. The Contractor must provide test samples of desired product including cost and time estimates.

4. RMS must create an Authorizing Document for review and approval by the Agency and the Contractor.

5. The Agency, Contractor, and RMS must sign the Authorizing Document.

6. The Agency must submit a completed job order form with the source document materials to the Contractor. The Contractor must convert the form and materials. At minimum, the job order must contain the following information:

a. Department

b. Division

c. Address

d. Authorizing Document number

e. Contact person and phone number

f. Disposition of source documents

g. Description of materials received by the Contractor, including type and number of units, and pickup date

7. The Contractor must ensure that all necessary information is contained on the Job Order prior to pick-up.

8. The Contractor must coordinate the pickup and delivery of materials and products in accordance with the Authorizing Document.

Bidder Response

List all exception(s):

1.1.9. Data Entry and Security Requirements

1. Providing microfilm and digital image capture services may require the Contractor to provide data entry services to support existing systems. The data entered must be formatted to be easily imported into the Agency system. Sorting and formatting of specific fields may be required for some applications.

2. All data entry must be verified with a guaranteed accuracy rate greater than 99.5 percent or as otherwise specified in an Authorizing Document. The Contractor must maintain standard operating procedures that enables it to meet this accuracy requirement.

3. Imaging application projects may require the ability to transmit data and images via Virtual Private Network (VPN), private switched circuit, encrypted email attachment, State File Transfer Service, or any other state-approved communication technology. The Contractor must have the ability and technical expertise to facilitate the establishment and management of these transmission mechanisms. If a delivery method requires the Contractor to zip files for delivery and the State would incur additional cost should the delivery not be in a zip file, the Contractor will be responsible for the additional cost.

4. All State costs associated with creation and management of transmission mechanisms will be incurred by the State. Costs associated with the Contractor’s equipment or resources necessary to make the proper connections will be incurred by the Contractor.

Bidder Response

List all exception(s):

1.1.10. Barcode Recognition Requirements

The Contractor must be able to utilize various barcode formats including but not limited to two-dimensional barcodes for indexing of scanned documents.

Bidder Response

List all exception(s):

1.1.11. Import Utilities Requirements

The Contractor must have image capture software and the technical expertise to produce import files for software products common to the document imaging industry. Specifically, the Contractor must have the capability, knowledge and applicable expertise to provide file structures to support the following applications: FileNet IBM Content Collector, FileNet Bulk Utility, Microsoft Access, Microsoft Excel, IBM Datacap, Content Manager DataPort, and delimited text files.

The Contractor may offer an alternate bid that varies from the specifications. An alternate bid must clearly describe all variances from the specifications and the proposal must include descriptive literature that contains complete specifications, if available.

Bidder Response

List all exception(s):

Quality Assurance Program The Contractor must maintain a quality control system consistent with industry practices and standards.

Bidder Response

List all exception(s):

Bidder must explain their company’s quality assurance/quality control program that will meet the above requirement:

Incentives Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

Bidder Response

List all exception(s):

Bidder must describe any incentives included in the bid (if none, write N/A):

Penalties The State may leverage a penalty of 1 percent of the total job cost for each day that a job is delivered late or that the source material is returned late according to the timelines defined in the Authorizing Document. The State may leverage a penalty of 10 percent of the total job cost for any invoices submitted more than 30 business days later than final delivery of a product. The State may leverage additional penalties that may be defined in the individual Authorizing Document for failure to deliver jobs on time or according to the specifications or any other factor necessary to meet the business requirements.

Bidder Response

List all exception(s):

Service Requirements Delivery Please provide this information on the Contract Monitoring Plan attached.

The Contractor must provide its own courier service. This service must not be contracted to a third party without written consent of the State. Specific jobs must be picked up and returned to the State Records Center located at 3400 N Grand River Ave, Lansing, Michigan, or directly from the Agency location. Pickup direct from the Agency is the preferred method. There must be no charge for pickup and delivery from Agencies located in the following counties: Eaton, Genessee, Ingham, Jackson, Livingston, Macomb, Oakland, Washtenaw, and Wayne. Pick-up and delivery fees for other locations will be agreed upon between RMS, the Contractor, and the Agency in the Authorizing Document The Contractor must schedule daily pickup and delivery services at the State Records Center. Various Agencies also require daily pickup and delivery services, including at federal Post Offices.

Bidder Response

List all exception(s):

Reporting The Contractor must create and provide weekly production reports via email in Excel spreadsheet format which must contain, but may not be limited to: pickup date, Authorizing Document number, job number, customer, number of units, completion date, delivery date, box return date, return date, and return location. The job number and relevant information must remain on the report until six months after all source documents, products, and by-products have been returned to the State.

The Contractor must submit written monthly summaries of progress which outline items such as pending Authorizing Documents; status of current jobs in production; accomplishments; and problems, real or anticipated, which must be brought to the attention of RMS. The Contractor must notify RMS of any significant deviation from previously agreed-upon work plans, as well as the affected Agency.

The Contractor may be required to produce other regular report for specific jobs per the Authorizing Document.

Bidder Response

List all exception(s):

Bidder must submit digital images or renderings of ample reports with their proposal and detail any additional reporting capabilities:

Meetings The Contractor must attend the following meetings:

· Kick-off meeting within 30 calendar days of the Effective Date of the Contract.

· Monthly update meeting with RMS.

The State may request other meetings, as it deems appropriate.

Bidder Response

List all exception(s):

Staffing Contractor Representative The Contractor must appoint one Project Manager specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”). Bidder must identify its Contractor Representative.

The Contractor must notify the Contract Administrator at least (30) calendar days before removing or assigning a new Contractor Representative.

Bidder Response

List all exception(s):

Bidder must provide their Project Manager details, including contact information (Name, Email, Phone) as well as a short bio describing their ability to manage this Contract:

Key Personnel The Contractor must appoint one (1) Project Manager and one (1) Assistant Project Manager who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 48 hours.

Contractor’s Key Personnel must be available during the hours of 8:00 am to 5:00 pm EST Monday through Friday.

The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30-calendar day training period for replacement personnel.

The bidder must identify the Key Personnel, indicate where they will be physically located, and describe the functions they will perform.

Bidder Response

List all exception(s):

A. The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience in the current classification.

3. Identify which of the required key personnel positions they are fulfilling.

4. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

5. Identify if each Key Personnel is a direct, subcontract, or contract employee.

6. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT), or temporary (T), including consultants used for the purpose of providing information for the proposal.

7. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

8. Identify each Key Personnel’s percentage of work time devoted to this Contract.

9. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

B. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder Response

Bidder must provide the resumes and information as required above - either in this response box or identified here as an attachment to this RFP:

Organizational Chart The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder Response

Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors - either in this response box or identified here as an attachment to this RFP labelled as Organizational Chart.

Customer Service Telephone Number The Contractor must specify its telephone number for the State to make contact with the Contractor Representative who must be available for calls during the hours of 8:00 am to 5:00 pm EST Monday through Friday.

Bidder Response

List all exception(s):

Bidder must specify its telephone number for the State to make contact with the Contractor Representative:

Work Hours The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 8:00 a.m. to 5:00 p.m. EST.

Bidder Response

List all exception(s):

Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor. Geographically Disadvantaged Business Enterprise Sub-Contractors: If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically Disadvantaged Business Enterprise" also known as GDBE, is a Michigan-based business that satisfies one or more of the following: (i) Is certified as a Michigan HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees either work at a secondary location or have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

Michigan GDBE Website Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

Security The Contractor will be subject the following security procedures:

1. No records or information may be transferred outside the State of Michigan.

2. No external sources may have access to records or information.

3. The location of all record and information storage must be provided to the State.

4. Records and information must be protected from damage or exposure during storage and transit.

5. Vendor staff requiring unescorted access to confidential or restricted records must first pass security requirements for that record collection, including but not limited to background checks (including fingerprinting) and training courses.

6. Any staff regularly entering state buildings (analysts and drivers) will need state-issued ID badges.

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

Bidder Response

List all exception(s):

Records and information are essential to the operation of State government and must be protected from vandalism, theft, unauthorized duplication, loss, damage, or destruction while in the possession of the Contractor. Records to be imaged or microfilmed may contain confidential information that is prohibited by statue from disclosure. Under no circumstances, unless specifically approved in a current Authorizing Document, must any records or information, regardless of format, content, or structure, be transferred outside the State of Michigan. Information and data gathered in the course of work performed under this contract may not be submitted to artificial intelligence large language models. Furthermore, the Contractor must not allow any external sources, including offshore or out-of-State staff, subcontractors, or consultants, regardless of physical location or employment status, to gain access to State records, microfilm, digital images, indexes, or other information generated as a result of this Contract without the specific written consent of the Agency and the Program Manager. The location of all storage (physical and digital), processing, production, server room, backup facilities, etc., used to fulfill this Contract must be provided to the State.

Bidder Response

List all exception(s):

The Contractor must provide safe handling, confidentiality, and security over all paper records, microfilm, digital images, indexes, and/or other digital information generated as a result of this Contract while in the Contractor’s possession, including providing periodic backups of production work. This covers the period of time from when the microfilm or source documents leave the State office of origin until such time as the finished product is returned back to the designated Agency. This also includes the time during which the paper or microfilm records are being held after they have been converted, until they are destroyed or returned back to the State. The Contractor is held fully liable in the event of loss, damage, theft, or destruction of any paper records or information contained on the microfilm or digital images, while in the Contractor’s possession. Any cost incurred by the State, including the cost to recreate or recover lost, damaged, or destroyed records, is the responsibility of the Contractor.

Bidder Response

List all exception(s):

All external media used to transfer or store State records must be encrypted to the current State standards as published by the Department of Technology, Management and Budget. The Contractor must maintain appropriate documentation and/or standard operating procedures in regard to all aspects of security measures outlined in this section throughout the term of this Contract and must provide a copy of all such documents to the Program Manager upon request.

Bidder Response

List all exception(s):

The Contractor is subject to announced and unannounced security audits and site inspections after the start date of this Contract.

The Contract must enable records in the Contractor’s possession to be retrieved by the Agency.

Upon request for a record to be retrieved, the Contractor must deliver the requested record(s) to the Agency from which they originated by the following workday, or the Contractor must allow a designated representative of the requesting Agency to come to the Contractor’s facility and retrieve the record(s) within two hours of being notified unless otherwise specified in the Authorizing Document.

The Contractor must release the requested records only to an authorized representative of the requesting Agency. The Contractor must require positive identification, such as a driver’s license, State identification, or a pre-determined identification code of the person receiving the record(s) before the record(s) are released. Under no circumstances is the Contractor to release any records or information to any person other than those authorized by the Agency.

Bidder Response

List all exception(s):

1.1.12. Physical Security

All records must be protected from damage or exposure from the elements during storage and transit. Vehicles used for transportation of source materials or final productions must be maintained in good working condition and must remain locked at all times while transporting State materials. Transportation vehicles must not be used for storage purposes, temporary or otherwise. At the end of a pickup or delivery, all State source or production materials must be maintained within the Contractor’s secured building.

When records are in the possession of the Contractor, and not in actual production, they must be maintained in a secure room that is separate from the production area. The Contractor must permit random unannounced visits by RMS to monitor security measures in place.

All processing and storage areas for State records must have two locked doors at all entry points accessible only to authorized staff via key, access badge, keypad, or other security measure. All buildings being used for processing or storage of State records must have a security system that is armed when staff is not present.

The Contractor must maintain a written response plan to a physical security breach, which must be reviewed annually.

Bidder Response

List all exception(s):

Bidder must provide current response plan to a physical security breach in the attached Schedule E – Disaster Recovery Plan:

1.1.13. Network/Data Security

To protect the confidentiality, integrity, privacy, and regulatory issues of the State and the citizens for which it serves, the Contractor must have in place the tools, practices, policies, procedures, and other mechanisms to ensure a security network environment. Specifically, the Contractor must employ firewalls and other access controls, intrusion detection, anti-virus software, and any other necessary controls to ensure a secure network environment.

The Contractor must monitor attacks upon its network systems and report to the Program Manager any and all attacks that appear to be deliberate attempts to access State images or data.

The Contractor must maintain current patch levels on software used in association with the Contract.

The Contractor must create and maintain backup data for all production materials for no less than 30 days and no longer than 60 days after delivery of the final product, unless otherwise specified in the Authorizing Document. Backups must be created and maintained in a way that ensures full restoration can be achieved on any job order during the full length of time the Agency is allowed for quality inspection purposes. The Agency is allowed 30 days for quality inspection purposes unless otherwise specified in the Authorizing Document.

If the Contractor utilizes a third party for backup storage and protection, all backup sources containing State-owned data must be stored and maintained in Michigan and must be encrypted. Otherwise, proper physical security measures must be employed as described in the Physical Security Section of this Contract.

The Contractor must maintain a written response plan to an electronic security breach, which must be reviewed annually.

Bidder Response

List all exception(s):

Bidder must provide current response plan to a cyber security breach in the attached Schedule E – Disaster Recovery Plan:

Access to Tax Information The Contractor must comply with the requirements of IRS Publication 1075 (including Exhibit 7 Safeguarding Contract Language) and Michigan Department of Treasury Safeguard Requirements of Confidential Tax Data.

Bidder Response

List all exception(s):

Project Plan The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor will submit a project plan to the Program Manager for final approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

The Contractor must create and provide uniquely numbered job order forms approved by RMS. The job order forms must be four-part Non-Carbon Reproduction (NCR forms) containing information on the Department, Division, address, Authorizing Document number, contact person and phone number, disposition of source documents, description of materials received by the contractor, including type of number of units, and pickup date.

Bidder Response

List all exception(s):

Pricing Price Term Pricing is firm for the initial five-year contract period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested in writing by either party and will take effect no earlier than the next Pricing Period. Pricing will be reviewed on an annual basis after the initial Pricing Period.

Bidder Response

List all exception(s):

Price Changes Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

Bidder Response

List all exception(s):

Ordering Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order Form (DO) or Delivery Purchase Order (DPO).

Bidder Response

List all exception(s):

Order Verification The Contractor must have internal controls, approved by DTMB-Procurement, to verify abnormal orders and to ensure that only authorized individuals place orders.

Bidder Response

List all exception(s):

Bidder must explain in detail how they will comply with the above requirement(s):

Delivery Delivery Programs Any use of a third-party delivery service must be agreed upon by the Agency, RMS, and the Contractor, and may only be used when the delivery must take place outside of the standard Lansing and Southeast Michigan areas. Any such deliveries must allow for real-time tracking and require a signature. Appropriate security measures must be documented in the Authorizing Document and followed.

Bidder Response

Bidder must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third-party carrier) it intends on utilizing in delivery of the Contract Activities.

Acceptance Acceptance, Inspection and Testing Unless otherwise specified by an Agency and identified in the Authorized Ordering Document, the Contractor must inspect a minimum of 10 percent, by random sample, of each batch for image alignment, readability, contrast, overlapped images, data entry accuracy, and other defects in the finished product.