RFP 250000001038 - Statewide Imaging and Microfilm Services - Schedule B1 - Attachment 1.docx

Michigan.gov/MiProcurement

SCHEDULE B1 – ATTACHMENT 1 – SERVICE DEFINITIONS

Request For Proposal No. 250000001038 Statewide Digital Imaging and Microfilm Services

PAPER SCANNING

· PAPER SCANNING (Up to 11 X 14 Digital Scanning, Up to 5.5 X 8.5 Digital Scanning black & white, Up to 5.5 X 8.5 Digital Scanning color, Up to 8.5 X 14 Digital Scanning black & white, Up to 8.5 X 14 Digital Scanning color) – Includes but may not be limited to: image capture using rotary-type scanner and all quality measures defined within the Authorizing Document and in accordance with State of Michigan and ANSI/AIIM standards.

· ENGINEERING DRAWINGS DIGITAL SCANNING – Includes but may not be limited to: image capture using flatbed or engineering-type scanner; document preparation or organization or re-assembly performed at the scanner; all quality measures defined within the Authorizing Document and/or in accordance with State of Michigan and ANSI/AIIM standards.

· PER LINEAR FOOT DIGITAL SCANNING – Includes image capture using a rotary-type scanner and all quality measures defined with the Authorizing Document and in accordance with the State of Michigan and ANSI/AIIM standards. This line item is to be used when documents are not to be cut and must be delivered as one continuous image.

MICROFILM SCANNING

· MICROFILM SCANNING (105MM Fiche scanning high speed, 16MM Roll 5 mil microfilm scanning, 35MM Aperture Cards scanning, 35MM Roll film scanning) – Includes but not limited to: image capture using high-speed microfilm/fiche scanners; initial film review; document preparation or organization or re-assembly performed at the scanner; all quality measures defined within the authorizing document and/or in accordance with State of Michigan and ANSI/AIIM standards. Does not include labor or materials for film cleaning or repair necessary for optimum image capture or manual re-scans of images due to poor quality of film.

DELIVERY MEDIA

· DELIVERY MEDIA – Loading of digital images to physical media (CD, DVD, USB drive, etc.) for purposes of delivery to agency, including labeling as instructed and quality measures to insure complete and accurate delivery. This item must be used only when an agency is not able to access a digital delivery through the state’s File Transfer Service or another method agreed upon in the Authorizing Document. The use of this item is to be used as an extreme exception to the daily business practice and must be described and agreed upon in the Authorizing Document.

MICROFILM FROM DIGITAL IMAGE

· MICROFILM FROM DIGITAL IMAGE 16MM (2.5 MIL, 5 MIL) – This applies to the creation of microfilm from digital images. Includes but not limited to: image capture; blip level as instructed (single level if undefined by Agency); processing; plastic reel and container; labeling as instructed; quality measures defined by the Contractor; quality assurance at “Level 5” inspection when document preparation performed by the Contractor in accordance with ANSI standards; film quality charting. Duplex film (if captured in a single pass) must be charged at a cost per page. Double-headed camera work must be charged per page with a charge for a silver duplicate.

SOURCE DOCUMENT FILMING

· SOURCE DOCUMENT FILMING 105MM STEP & REPEAT FICHE – Includes but not limited to: image capture, processing, and labeling as instructed; quality measure defined by the Contractor; quality assurance at “Level 5” inspection in accordance with ANSI standards.

· SOURCE DOCUMENT FILMING 16MM (2.5 MIL, 5 MIL) – Includes but not limited to: image capture; blip level as instructed (single level if undefined by Agency); processing; plastic reel and container; labeling as instructed; quality measures defined by the Contractor; quality assurance at “Level 4” inspection when document preparation performed by customer in accordance with ANSI standards; quality assurance at “Level 5” inspection when document preparation performed by the Contractor in accordance with ANSI standards; film quality charting. Duplex film (if captured in a single pass) must be charged at a cost per page. Double-headed camera work must be charged per page with a charge for a silver duplicate.

· SOURCE DOCUMENT FILMING ENGINEERING DRAWINGS 35MM – Includes but not limited to: image capture; re-binding (if instructed); processing; plastic reel and container; labeling as instructed; quality measures defined by the Contractor; quality assurance at “Level 5” inspection in accordance with ANSI standards; film quality charting.

DUPLICATION

· DIAZO DUPLICATION (105MM, 16MM 2.5 MIL, 16MM 5 MIL, 35MM) – Includes but not limited to: duplicate film plastic reel and cardboard container; labeling as original or as instructed; quality measures as defined by the Contractor; quality assurance as “Level 1” inspection in accordance with ANSI standards.

· SILVER DUPLICATION (16MM 2.5 MIL, 16MM 5 MIL, 35MM) – Includes but not limited to: duplicate film plastic reel and acid-free cardboard container; labeling as original or as instructed; quality measures as defined by the Contractor; quality assurance at “Level 1” inspection in accordance with ANSI standards.

LOADING (MICROGRAPHICS)

· CARTRIDGES AND CLIPS (KODAK Type A ANSI Clip) – Includes cartridge or clip loading and labeling as instructed.

· LOADING OR LABELING JACKETS 16MM 5 – Includes but not limited to: new jackets; labor involved in labeling; and cutting and inserting filmstrips. Filming is charged separately.

· LOADING OR LABELING APERTURE CARDS 35MM – Includes but not limited to: card; application of image to card; labeling as instructed; quality control as defined by the Contractor.

OTHER

· ADDITIONAL QUALITY CONTROL (BY THE HOUR) – Includes all post-scanning functions necessary to complete a quality image as defined by the Authorizing Document. All activities charged under this line item must be tested and clearly defined in the Authorizing Document. This may include a combination of physical labor and computer run time.

· BOX STORAGE – Includes the secure storage of all materials, boxes, cabinets, shelving, etc. necessary to manage paper or microfilm in an appropriate storage environment as defined in the Authorizing Document strictly for the purpose of scan-on-demand services. Storage and retrieval services are not permitted under this Contract for State agencies. Storage must not be charged for source materials, for non scan-on-demand projects in production, or for source materials pending return to the State for final disposition.

· COMMERCIAL SHIPPING – Actual cost of shipping through an established shipping company such as USPS, UPS, FedEx. This item must be used only when an agency is not on a State inter-departmental mail route, is located beyond a reasonable travel distance, and the volume of materials to be transported is minimal. The use of this item is to be used as an extreme exception to the daily business practice and must be described and agreed upon in the Authorizing Document.

· COMPUTER RUN TIME – Includes additional computer time not directly associated with the scanning, indexing, OCR, QC, creation of deliverables, or any other process within the normal production of a deliverable product. All activities charged under this line item must be clearly defined in the Authorizing Document.

· CUSTOM PROGRAMMING – Includes high-level technical skilled labor associated with the development of computer processes necessary to make a process run more efficiently. This line item must be clearly defined in the Authorizing Document and must be considered only when results of which will save the State time and/or money.

· DATA ENTRY BY THE HOUR – Includes all functions necessary to create the delivered data materials. The 99.5 percent accuracy requirement applies. This method is to be used only when the data to be keyed cannot be easily located on the source documents and/or is in inconsistent locations within a document or file. Method of data entry, if applicable, must be defined in the Authorizing Document and must include an estimated number of hours. This method cannot be used in conjunction with the Data Entry Heads Down for the same job order.

· DATA ENTRY HEADS DOWN – Includes the cost of each character keyed and delivered. Data owned by the State and provided to the Contractor for key verification and/or to enhance the value of the product is not subject to charge. The double keystroke or “key key” method of obtaining the 99.5 percent accuracy requirement is not subject to a double charge. Method of data entry, if applicable, must be defined in the Authorizing Document. This method cannot be used in conjunction with the Data Entry By The Hour for the same job order.

· DECISION-BASED ADDITIONAL QUALITY ASSURANCE/SPECIAL IMAGING – Includes all post-scanning functions necessary to make decisions regarding the specific content of documents or files. This includes image retention issues, identification of documents based on form type, form number appearance or condition of the documents, and appropriate routing of the finished images. The decision-making process will be defined and tested prior to the onset of work and will be documented in the Authorizing Document.

· DECISION-BASED DOC PREP – Includes all of the functions of document preparation in the Doc Prep line item description. In addition, a decision-based preparation operator will be responsible for making determinations regarding the specific content of the records. This will include making decisions regarding documents that may or may not be included for scanning, identification of individual document types based on form type, form number, condition or appearance, proper routing of the document/file, and any additional rules defined in the Authorizing Document. The decision-making process will be defined and tested prior to the onset of work and will be documented in the Authorizing Document.

· DOC PREP – Includes but may not be limited to: removal of staples and paper clips; copying or repairing of torn documents; taping small documents to 8 ½ X 11 paper; verifying and sorting document to proper file order as instructed; insertion of barcode sheets; creation of target sheets as instructed.

· OCR (FULL-TEXT CHARACTER RECOGNITION) – Includes the computer runtime and associated processes of extracting text from a scanned image. Does not include any effort to make any corrections to the misinterpretation of characters by the OCR engine.

· PAPER PRINTS (35MM Roll, Aperture Cards, 16MM Jackets, 16MM Fiche) – All costs associated with printing of documents for agencies that no longer have the microfilm equipment necessary to perform their own print functions and/or where the volume is significant enough to justify the outsourcing of the service. This item is to be used only on a request basis and is not a common business model of this Contract. The Contractor must not charge for copies or retrieval of documents necessary to satisfy normal business functions of an agency while a project is in the process of being scanned or microfilmed.

REMOTE SCAN LOCATION

· REMOTE SCAN LOCATION – The Contractor shall maintain a remote scan location in or near Traverse City, Michigan, for the purpose of picking up, processing, scanning, and delivering incoming mail to a USPS Traverse City location. An average of 175 envelopes containing an average of eight pages each is received daily at this location. This work effort is billed at a flat monthly rate.

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