RFQ Bi-annual Imaging Backup Archive FY2015.pdf

Massachusetts Teacher’s Retirement System

RFQ: Bi‐annual Imaging Backup Archive FY2015

RFQ: Bi‐annual Imaging Backup Archive FY2015 Page 1

The Massachusetts Teachers’ Retirement System (MTRS) is seeking a Vendor currently on statewide contract OFF27 to convert an existing repository of tiff file formatted image files and convert them into 16mm Microfilm media.

Scope of work:

MTRS requests a quote (RFQ) for service providers to convert the MTRS digital tiff image file repository to Microfilm as a Human readable format.

The MTRS is requesting the services of a Vendor to convert the tiff file formatted images to 16 mm x 66 m, 215 ft. SP 615 LE 500, Microfilm media.

All work must be completed by June 30, 2015.

Specific Specifications:

Media Format o ISO-Standard archival media –16 mm x 66 m, 215 ft., SP 615 LE 500 rated media. The media is to be created in a certified laboratory, by a certified technician. Roll and frame number should be included at bottom of each image.

Security o Security is of the highest importance for this project. The MTRS is seeking a certified vendor with similar requirements to Sarbanes Oxley and SAS 70 Type II Certification.

Secure Transport o The Image file is estimated to be approximately 6GB, with approximately

180,000 images. The selected vendor must have the ability to securely transport the data from the MTRS office in Cambridge, to their facility using vendor provided secure encrypted hard drives.

Image Order on Microfilm o The Images are to be sorted by Image Name in Hexadecimal order on the microfilm. This is to insure the order and preserve the images consistent with the order of page continuity as they appear in the referencing application.

Indexing File Format o The Indexing requirements for referencing the file must be in a format of a three column text file with below format. This is to allow the MTRS to import this information and reference the material via in-house application. The columns are: Image Name, Roll #, Frame #.

Roll Target Format o Each roll will contain target information at the start and end of the roll. The start target information will include: Start page with vendor name, start of roll page with roll id number, certificate of authenticity page to include owner of roll (Massachusetts Teachers' Retirement System), starting and ending image numbers, date produced, producers name and place of creation and a technical image resolution target. The end target information will include end of roll page with roll id number, certificate of authenticity page to include owner of roll (Massachusetts Teachers' Retirement System), and end page with vendor name.

RFQ: Bi‐annual Imaging Backup Archive FY2015 Page 2

Specific Requirements:

Quality Assurance Requirement o The Vendor is responsible for the quality of the turned over media. The standard for this work is 100% quality assurance. All imaged media must match the index file. All indexed images must match that of the original digital information. The images must be of clear as possible readable format.

Completed Media Delivery Requirement o Vendor that will complete this project within 30 days of receiving the first digital image file.

Billing Requirement o The vendor will submit a separate invoice for each bi-annual process after the MTRS conducts quality assurance testing of the microfilm and provides written acceptance to the vendor.

Specific deliverables:

Microfilm Generation on ISO-Standard archival media –16 mm x 66 m, 215 ft., SP 615 LE 500 rated media. Rolls containing at least 5000 images.

Roll target information and described in specific specifications section.

Certificate of Destruction of via shredding or via incineration. No records left in

“whole form” and no materials go into landfills.

Summary Report containing roll number, start image, end image, targets, number used, total number of images and delivery for each roll., As stated above, all work must be completed by June 30, 2015.

Please provide the following information:

Provide company qualifications of named.

Vendor experience with ISO-Standard archival media –16 mm x 66 m, 215 FT, SP

615 LE 500 rated media.

Provide one reference that you have engaged within the last three years. State

Government experience mandatory.

Evaluation Criteria:

The responses to this RFQ will be evaluated based on the criteria listed below. The criteria are listed in descending order of importance with the most important criteria listed first. The procurement management team reserves the right to remove from further consideration non-responsive bids and those that include attempts by the Bidder to alter the Commonwealth’s standard legal terms.

1. Relevant experience of the organization with ISO-Standard archival media –16 mm x 66 m, 215 Ft., SP 615 LE 500 rated media.

2. References.

3. Cost

4. Proposed time to completion.

5. Quality and appropriateness of proposed approach to meeting the requirements of this RFQ.

RFQ: Bi‐annual Imaging Backup Archive FY2015 Page 3

How to Respond:

Please respond through the system by the deadline indicated below.

Note:

Upon vendor selection, the MTRS will complete a Commonwealth Purchase Order.

Deadline:

All quotes due on or before Friday, August 15, 2014 at 5:00 PM.

Questions:

Email Gerald Lacasse, Gerald.Lacasse@trb.state.ma.us

***PLEASE, NO PHONE CALLS – Email only***