REQUEST FOR PROPOSAL (RFP) For Conversion of Microfilmed Crash Reports to a Digital Format RFP #262142 Issued by: STATE OF WISCONSIN DEPARTMENT OF TRANSPORTATION Division of Transportation System Development Bureau of Highway Operations Proposals must be submitted no later than 2:00 PM May 9, 2007 Important: See building security access restrictions in section 2.3 LATE PROPOSALS WILL BE REJECTED There will not be a public opening for this RFP For further information regarding this RFP contact Steve Martinelli at (608) 267-4480 E-mail: email@example.com TABLE OF CONTENTS 1.0 GENERAL INFORMATION 1.1 Introduction 1.2 Definitions 1.3 Scope 1.4 Clarification and/or revisions of this RFP 1.5 Reasonable accommodations 1.6 Calendar of events 1.7 Certification for collection of sales and use tax 1.8 VendorNet registration 2.0 PREPARING AND SUBMITTING A PROPOSAL 2.1 General instructions 2.2 Incurring costs 2.3 Submitting the proposal 2.4 Proposal organization and format 2.5 Multiple proposals 2.6 Withdrawal of proposals 3.0 PROPOSAL SELECTION AND AWARD PROCESS 3.1 Evaluation committee 3.2 Preliminary evaluation 3.3 Right to reject proposals 3.4 Proposal scoring 3.5 Evaluation criteria 3.6 Sample digital archive submission 3.7 Interviews/presentations 3.8 Final evaluation 3.9 Award and final offers 3.10 Notification of intent to award 3.11 Appeals process 3.12 Negotiate contract terms 4.0 PROPOSER INFORMATION 4.1 Organization capabilities 4.2 Staff qualifications 4.3 Proposer references 5.0 PROPOSER SOLUTIONS FOR CONTRACT REQUIREMENTS 5.1 Contract requirements 5.2 Proposer solutions 6.0 COST PROPOSAL 6.1 General instructions for the cost proposal and how it will be scored 6.2 Format for submitting cost proposal 6.3 Fixed price period 6.4 Inflationary adjustment 7.0 REQUIRED FORMS 7.1 Found in front section that precedes the Request for Proposal document: 7.2 Found in the back section of the Request for Proposal document: Attachment A - Proposer Information Sheet Attachment B - References Sheet Attachment C - WisDOT MBE Program Awareness, Compliance & Action Plan Attachment D - Proposer Checklist Attachment E - Cost Proposal Form WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 3 of 24 1.0 GENERAL INFORMATION 1.1 Introduction The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for conversion of Wisconsin Department of Transportation (WisDOT) microfilmed Crash Reports to a digital format to support efficient retrieval and long-term archiving. The State as represented by WisDOT intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed information. The contract administrator will be designated after the contract is awarded. The WisDOT Purchasing Unit is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Steve Martinelli, Purchasing, (608) 267-4480 or e-mail: firstname.lastname@example.org. Contact with anyone else involved with this process without the prior authorization of WisDOT Purchasing may result in the disqualification of your proposal. 1.2 Definitions The following definitions are used throughout the RFP: Agency means the Wisconsin Department of Transportation BHO means WisDOT Bureau of Highway Operations Contractor means proposer awarded the contract Department means the Wisconsin Department of Transportation DOT or WisDOT means the Wisconsin Department of Transportation DTSD means WisDOT Division of Transportation System Development Proposer/Vendor means a company or individual submitting a proposal in response to this RFP MV4000 means the standard form used by Law Enforcement to report crashes State means the State of Wisconsin TOPS means Traffic Operation and Safety Laboratory at the University of Wisconsin-Madison. UW-Madison means the University of Wisconsin-Madison 1.3 Scope 1.3.1 Project Description The project covers services to convert historical MV4000 crash reports from microfilm to electronic TIFF format for use in a digital crash report database and retrieval system. There were on average 145,000 reported crashes annually on Wisconsin streets and highways for the years 2000-2004. A standard crash report is 4 pages, with one or more possible additional pages, and contains both text and diagrams. All crash reports from 2004 and earlier are stored on microfilm rolls located in WisDOT Bureau of Highway Operations (BHO). A sample crash report page is shown in Exhibit 1. WisDOT regularly retrieves historical crash reports from microfilm to perform safety engineering and planning functions. WisDOT is interested in converting the microfilm reports to digital format to improve efficiency in data retrieval and to integrate with a crash database and retrieval system that is being developed under sponsorship of BHO. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 4 of 24 Exhibit 1 Narrative Page from a Sample Wisconsin MV4000 Crash Report WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 5 of 24 1.3.2 Objectives/Needs Specific objectives of the project include: Provide WisDOT with a digital archive containing all crash reports for agreed upon years. Provide each crash report as a separate TIFF file. Each file will contain all pages related to that crash report. Each TIFF file will be indexed by a unique microfilm number. Provide high-resolution, non-degraded images of the microfilm reports. Provide minimal enhancements such as realignment for printing and other purposes. 1.3.3 Current Operations (history & background) Under current Wisconsin State Law, any crash resulting in one of the following requires the notification of local law enforcement: Injury or death of a person $1,000 or more total damage to property owned by any one person Damages of $200 or more to government property (except motor vehicles) Upon the report of a traffic crash, the responding police officer completes a paper copy of WisDOT form MV4000. The completed paper form is then submitted to WisDOT where it is entered into a crash report database. Up until 2005 the report was then placed onto a microfilm reel and stored at WisDOT. At the start of 2005 all completed crash reports are scanned and stored digitally on a WisDOT server. The interface with the database allows for quick retrieval of any crash report desired. While this current method has its limitations, it is much more efficient than retrieving crash reports from the microfilm because users no longer need to physically retrieve the crash report from the microfilm reels. While the current method for processing and retrieving crash reports is effective and user friendly, retrieving crash reports from 2004 and before is quite a painstaking process. All of the crash reports from 2004 and before are stored on microfilm located in the main WisDOT office. Whenever a person requests a crash report or a group of reports, an individual at WisDOT must manually search for each crash report on the microfilm, scan the image of each page desired. Based on extensive experience retrieving reports, it is estimated that to retrieve and scan just 2 pages of one crash report takes roughly 3 minutes. Generally, requests for crash reports can exceed 10 reports per request. The result of the large requests and duration of scanning just one report is that WisDOT staff can be quickly overwhelmed with reports and the response time to fill the request can be months. Each year approximately 70-80 rolls of microfilm were used to store all of the crash reports filed in Wisconsin. Finding the first page of a single report is easy, but what is time consuming is the loading of each reel and the digital copying of the crash reports. The initial method in which the crash reports were placed on microfilm was done in such a way that the crash reports are not ordered by page and a user must manually manipulate the microfilm to obtain all four pages of a crash report. Due to this process, retrieval of all of the pages of just one crash report can be quite time consuming. This process is further hindered because checks must be completed to make sure that all the pages associated with a single crash report are grouped together. Unfortunately, even with the elaborate process of obtaining the copies of the crash reports, once the reports are scanned they can be of quite poor quality due to the age and wear of the microfilm. An additional concern is that there is only one copy of each microfilm reel and if a reel is destroyed or damaged the data is permanently lost. Another major loss of efficiency is that any given crash report may be scanned multiple times over the course of a year. With every new request for a crash report that comes in, that request is processed independently of WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 6 of 24 other requests. The result of all of the crash report requests being process separately is that there is no benefit coming from sharing of a given crash report among multiple requests. The UW-Madison TOPS laboratory has developed a secure online facility for querying and retrieving crash database information under sponsorship of BHO. The facility generates a crash summary table based on select query parameters. Currently WisDOT employees have access to the online facility and obtain exported summary tables directly. Local Law Enforcement, consultants and others can request an exported table through TOPS staff. Typically WisDOT employees and others that are interested in analyzing crash data begin with the exported crash summary table from the TOPS system. The summary table includes microfilm numbers for each crash report. The next step is to review actual crash reports for the crashes. The reports cannot be previewed prior to making the request, thus frequently requiring the client to “cast a broader net” of reports requested and discarding many of the reports after receiving them. This RFP is part of a larger WisDOT project to integrate the digitized crash reports with the TOPS laboratory crash database and retrieval system. 1.4 Clarification and/or revisions of this RFP. Proposers are expected to raise any questions, noted errors, discrepancies, ambiguities, exceptions, additions or deficiencies they have concerning this proposal in writing via e-mail by April 30, 2007 2:00 p.m., to: Steve Martinelli, Purchasing E-mail: email@example.com If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this proposal after the above date, they shall immediately notify the above named individual of such error and request modification or clarification of the proposal document before the proposal opening date. If the proposer fails to notify the WisDOT prior to the proposal due date of any condition stated above that reasonably should have been known to the proposer, and if a contract is awarded to that proposer, the proposer shall not be entitled to additional compensation or time by reason of the error or its correction. Revisions to this request for proposal will be made only by an official written amendment issued by Purchasing. Proposers may attach additional relevant information to their proposal response. 1.5 Reasonable accommodations WisDOT will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at a bid opening/proposer conference, contact Steve Martinelli, Purchasing, at (608) 267- 4480 (voice) or Wisconsin Telecommunications Relay System (TTY) at 1-800-947-3529. 1.6 Calendar of events Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by WisDOT. In the event that WisDOT finds it necessary to change any of the specific dates and times, it will do so by issuing amendments to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times. DATE EVENT April 23, 2007 RFP issuance date April 30, 2007 Last day for submitting written questions WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 7 of 24 April 30, 2007 Last day to request sample Microfilm Roll May 2, 2007 Mail amendments to proposers, which include answers to questions, supplements and/or revisions to RFP May 9, 2007 Proposals due on or before 2:00 p.m. May 10, 2007 Interviews/evaluation (estimated date) May 11, 2007 Notification of intent to award sent to proposers (estimated) May 25, 2007 Contract award (estimated) May 29, 2007 Contract start date (estimated) 1.7 Certification for collection of sales and use tax The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or contractor has not met or complied with the requirements of s.77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. 1.8 VendorNet registration The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for inclusion on the bidders list for goods and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $25,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $25,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities. If questions exist about VendorNet, call the VendorNet Information Center at 1-800-482-7813 or, for Madison area organizations, call 264-7898. Also, register for WisDOT’s vendor database by accessing our Purchasing web site: http://www.dot.wisconsin.gov/business/purchase/index.htm or by contacting via e-mail at firstname.lastname@example.org or via telephone at 608-267-7723. 2.0 PREPARING AND SUBMITTING A PROPOSAL 2.1 General instructions The evaluation and selection of a contractor will be based on the information submitted in the proposal plus references and any required on-site visits, interviews/presentations or demonstrations. Proposers should respond clearly and completely to all requirements. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal. Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired. 2.2 Incurring costs The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP. 2.3 Submitting the proposal Proposers must submit, in a sealed package, One Original PLUS 10 copies of all materials required for acceptance of their proposal on or before 2:00 p.m., May 9, 2007 to: WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 8 of 24 U.S. Mail: UPS, Fed Ex, Airborne, etc.: Purchasing, Attn: Steve Martinelli Purchasing, Attn: Steve Martinelli WI Department of Transportation WI Department of Transportation 4802 Sheboygan Ave., Room 751 4802 Sheboygan Ave., Room 751 PO Box 7396 Madison, WI 53705 Madison, WI 53707-7396 A proposer can hand deliver their proposal package on or before the date and time listed above. Because of increased building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand delivering your proposal. Allow ample time for security clearance to room 751. All proposals must be time-stamped by the WisDOT Purchasing Office by the stated time. Proposals not so stamped will not be accepted. Receipt of the proposal by the State mail system does not constitute receipt of the proposal by the WisDOT Purchasing Office. WisDOT does not accept facsimile machine or e-mail submitted proposals. All proposals must be packaged, sealed, and show the following information on the outside of the package: -- Proposer's Name and Address -- Request for Proposal Title: Conversion of Microfilmed Crash Reports to a Digital Format -- Request for Proposal Number: 262142 -- Proposal Due Date: May 9, 2007 COST PROPOSAL: Submit Original plus one (1) copy (Attachment E below). Seal in an envelope and submit within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the name of proposer. 2.4 Proposal organization and format Proposal should be typed and submitted on 8.5 by 11 inch paper and bound securely. A sample digitized microfilm roll of MV4000 reports shall be submitted on CD or DVD storage media with each copy of the proposal (details provided in Section 3.6). Proposers responding to this RFP must comply with the following format requirements: (a) Tab 1 - COVER LETTER, RFP SIGNATURE PAGES, DESIGNATION OF CONFIDENTIAL & PROPRIETARY INFORMATION FORM, and PROPOSER INFORMATION SHEET: Include here any cover letter, the RFP signature pages 1 & 2, any addendum/amendment signature pages, the designation of confidential & proprietary information form found in the front section of the RFP; and completed Attachment A--Proposer Information Sheet found at the end of this RFP. The Vendor Agreement form is not required; inclusion is the proposer’s decision. Proposals submitted in response to this RFP must be signed by the person in the proposer's organization who is responsible for the proposal submittal, including prices. Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any addendums/amendments thereof. (b) Tab 2 - RESPONSE TO PROPOSER INFORMATION REQUIREMENTS: Responses to the proposer information requirements must be in the same sequence and numbered as they appear in this RFP. Include here completed Attachment B--References Sheet found at the end of this RFP. (c) Tab 3 - RESPONSE TO PROPOSER SOLUTIONS TO CONTRACT REQUIREMENTS: Responses to the desired and value-added capabilities and solutions section must be in the same sequence and numbered as they appear in this RFP. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 9 of 24 (d) Tab 4 - WISDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARNESS, COMPLIANCE & ACTION PLAN: Proposers must detail their action plan for potential MBE subcontracts and/or MBE second-tier agreements. Include here completed Attachment C found at the end of this RFP. (f) Tab 5 - PROPOSER CHECKLIST: Include here completed Attachment D found at the end of this RFP. (g) Separate Envelope - COST PROPOSAL--Attachment E: Provide cost information as detailed in section 6.0 in this RFP. All costs, as requested, for furnishing the product(s) and/or service(s) must be included in this proposal. No mention of the cost proposal may be made in the response to the general, technical, performance, or support requirements of this RFP. (e) CD or DVD Storage Media – Sample digital (TIFF) archive based on the MV4000 crash report microfilm roll provided by WisDOT with the issuance of this RFP. 2.5 Multiple proposals Multiple proposals from a proposer will be permissible, however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. 2.6 Withdrawal of proposals Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 180 days after the due date and time. The written withdrawal notice must be received by the Purchasing Agent or Purchasing Supervisor managing this RFP process. The notice must be signed by an authorized representative of the proposer. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time. 3.0 PROPOSAL SELECTION AND AWARD PROCESS 3.1 Evaluation committee WisDOT's evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the WisDOT's request. 3.2 Preliminary evaluation The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the proposal being rejected. In the event that all proposers do not meet one or more of the mandatory requirements, WisDOT reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP. 3.3 Right to reject proposals The agency reserves the right to reject any and all proposals. 3.4 Proposal scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. Proposals from state-certified WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 10 of 24 Minority Business Enterprises (MBE) may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses. The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received. 3.5 Evaluation criteria The proposals will be scored using the following criteria: Description Points A. Proposer Information (section 4.0) 100 4.1 Organization capabilities 50 4.2 Staff qualifications 50 B. Proposer Solutions to Contract Requirements (section 100 5.0) 5.1 Contract requirements 50 5.2 Proposer value added solutions 50 C. Cost (section 6.0) 300 D. Sample Data (3.6) 500 TOTAL 1000 3.6 Sample digital archive submission Proposers are required to submit with the RFP a no-charge, non-returnable sample digital archive for one microfilm roll. This archive will provide evaluation material related to how well a proposer satisfies the minimum contract requirements and any value added outputs. Proposers that intend to submit an RFP must obtain a sample microfilm roll from WisDOT by April 30, 2007, requested by contacting Steve Martinelli via e- mail to email@example.com. Failure to provide a sample based on the WisDOT microfilm roll will result in disqualification of the RFP. All sample microfilm rolls provided by WisDOT to proposers will be identical. WisDOT will evaluate all samples requested in an identical manner to determine whether the services delivered conform to the specifications. 3.7 Interviews/presentations Top-scoring proposers, based on the evaluation of the written proposal, may be required to have interviews/presentations to support and clarify their proposals, if requested by the State. The State will make every reasonable attempt to schedule each interview/presentation at a time and location that is agreeable to the proposer. Failure of a proposer to complete a scheduled interview/presentation to the State may result in rejection of that proposer's proposal. The WisDOT may conduct site visits of proposer and/or references’ facilities to clarify or confirm proposal information. 3.8 Final evaluation Upon completion of any interviews/presentations and demonstrations by proposers, the WisDOT's evaluation team will review their evaluations and make adjustments to the requirements scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information. 3.9 Award and final offers WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 11 of 24 Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If best and final offers are requested by WisDOT, they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award will then be granted to the highest scoring proposer if contract negotiations are successfully concluded. However, a proposer should not expect that the WisDOT will request a best and final offer. 3.10 Notification of intent to award All proposers who respond to this RFP will be notified in writing of WisDOT's intent to award the contract(s) as a result of this RFP. After notification of the intent to award is made, and under the supervision of agency staff, copies of proposals will be available for public inspection from 7:30 a.m. to 4:00 p.m., in the WisDOT Purchasing Section, Room 751, 4802 Sheboygan Avenue, Madison, Wisconsin. Proposers should make appointments to ensure that space and time are available for the review. Contact the Purchasing Agent managing this RFP process. 3.11 Appeals process The appeals process applies only to those requests for proposal for services that result in a contract greater than $25,000. Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes and Wisconsin Administrative Code provisions that are alleged to have been violated. The written notice of intent to protest the intent to award a contract must be filed with Frank J. Busalacchi, Secretary, Wisconsin Dept. of Transportation, 4802 Sheboygan Avenue, PO Box 7910, Madison, WI 53707, phone number 608-266-1114, facsimile number 608-266-9912, and received in his office no later than five (5) working days after the notice of intent to award is issued. The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued. The decision of the head of the procuring agency may be appealed to the Secretary of the Wisconsin Dept. of Administration within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency. The appeal must allege a violation of a Wisconsin Statute or a provision of the Wisconsin Administrative Code. 3.12 Negotiate contract terms. The agency reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the agency may negotiate a contract with the next highest scoring proposer. 4.0 PROPOSER INFORMATION Submit response under Tab 2 of proposal--see section 2.4 above for proposal submittal format. 4.1 Organization capabilities Describe the firm's experience and capabilities providing similar services to those required. Be specific and detail no more than 5 projects: description of work, dates, and results. 4.2 Staff qualifications WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 12 of 24 Identify key staff your company will assign to fulfill the contract requirements. Detail who would be contract manager(s), etc. Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the WisDOT project. Detail the number of hours for each key staff member that you estimate will be needed to fulfill the contract requirements. Detail the subcontractors, if any, that be used and what services they would perform. 4.3 Proposer references Proposer must include in their proposal a list of organizations and/or clients (minimum of 3, but no more than 5) with whom the proposer has done business in the last 4 years similar to that required by this solicitation. Include points of contact (person’s name, company name, address, and telephone number) and a brief description of the project or assignment that was the basis for the business relationship. If contacted, all references must verify that a high level of satisfaction was provided. The procuring agency will determine which, if any, references to contact and/or to visit to assess the quality of work performed, the personnel assigned to the project, and/or see the product in use. The proposer will not be present during any reference check site visits. The results of any reference checks will be provided to evaluation committee and used when scoring the written proposal. (NOTE: Potential subcontractors or WisDOT staff cannot be references.) Attachment B--References Sheet will be considered your response to this section. Attach extra sheets if necessary. The WisDOT may also utilize other sources of information about the product(s) and/or service(s) provided by the proposer. 5.0 PROPOSER SOLUTIONS FOR CONTRACT REQUIREMENTS 5.1 CONTRACT REQUIREMENTS The following contract requirements are expected to be fulfilled by the Contractor: 5.1.1 Minimum outputs. The proposer will provide WisDOT with the following minimum outputs: Each individual crash report must be fully captured in one electronic TIFF file. Note that crash reports occasionally vary in the number of pages. The TIFF archive must be complete; i.e., all crash reports must be captured from microfilm. Each TIFF file must correspond to exactly one crash report; i.e., no TIFF file shall contain pages from more than one report. TIFF file naming is critical for automated image retrieval. Each TIFF file must be named MF_XXXXXXX.TIF where XXXXXXX will be replaced with the unique microfilm number corresponding to the first page of the report. Microfilm numbers are generally composed of eleven digits, frequently starting with a leading zero, but they may vary in length and/or include alphabetic characters. The minimum digitizing resolution must be 300 DPI. The digitized TIFF images must provide a faithful reproduction of the microfilm reports in terms of content and quality; all significant details (handwritten text, form elements, diagrams) on the microfilm must be clearly visible and printable from the TIFF file. Note that reports on microfilm occasionally vary in quality. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 13 of 24 The digitizing process must not crop any part of any page in a crash report. Note that crash reports occasionally are not fully aligned vertically in the microfilm rolls. Each TIFF file must be formatted such that every page in the digitized report will print separately and fully to a standard 8.5 x 11 printer without user modification of print settings or page size. Each TIFF file must be formatted in proper page order with the first page in the TIFF file corresponding to the first page of the crash report. The proposer must provide WisDOT with three copies of the digitized reports on either DAT or DVD digital media. Each DAT or DVD must clearly indicate which rolls of microfilm it contains. The proposer must return the microfilm rolls to WisDOT in their original condition at the end of the digitizing process. 5.1.2 Quality assurance requirements. The proposer must provide WisDOT with the following quality assurance outputs: The proposer must document the quality assurance procedures that are applied during the scanning process. The documentation shall include sample size, frequency, and statistical and/or industry standard justifications. The proposer must document the quality assurance procedures that are applied to the DAT or DVD media archive to ensure that the digital library is free of data errors. The documentation shall include sample size, frequency, and statistical and/or industry standard justifications. 5.1.3 Project Time-Frame: The following dates are project milestones that should be considered when responding to the RFP: May 29, 2007 Contract Start Date June 18, 2007 Scanned archive and QA reports for first 10 microfilm rolls June 29, 2007 WisDOT / TOPS review of initial archive and QA reports July 31, 2007 Final scanned archive and QA reports August 17, 2007 WisDOT / TOPS review of final scanned archive and QA reports After the first 10 rolls of microfilm have been scanned and placed on DAT or DVD, proposer must send the media to WisDOT facility for quality control check prior to continuing. Subsequent quality control checks will be required after each year of microfilmed crash reports has been scanned. No more then one year’s worth of microfilm (approximately 70-80 rolls) will be allowed offsite at any one time. Each roll taken offsite must be logged out and subsequently logged back in when returned. Subsequent procurement for additional crash report years will follow a similar time schedule. 5.1.4 Warranties. Payment for service will be contingent on the WisDOT / TOPS final review of the scanned archive and QA reports. The final DAT or DVD archive will be judged by WisDOT and TOPS Laboratory staff against 1) the baseline requirements described above, 2) evidence and results of the quality assurance procedures, and 3) comparisons with the samples provided during the RFP selection process. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 14 of 24 5.2 PROPOSER SOLUTIONS Submit response under Tab 3 of proposal--see section 2.4 above for proposal submittal format. 5.2.1 The proposer may include the following value added outputs in the proposal: The proposer may apply image enhancement techniques to improve clarity of the microfilm reports. This may include digital modifications to brightness, contrast, and other attributes. It may also include scanning at a higher resolution than given in the minimum outputs section. The proposal may rotate and/or resize digitized report pages to align better to 8.5 x 11 printing requirements. 6.0 COST PROPOSAL 6.1 General instructions for the cost proposal and how it will be scored The cost proposal must be submitted in a separate envelope within the written proposal package. All prices must be quoted in U.S. Dollars. The Purchasing Agent will score the cost proposals by prorating with the lowest cost proposal given the highest score. The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score. Lowest Proposed Cost (constant) X Maximum evaluation points given to cost = Score Other Proposer's Cost (varies according to proposal being scored) 6.2 Format for submitting cost proposal. Use Cost Proposal--Attachment E. Submit one original plus one copy. (1) Document conversion cost: Unit cost to digitize 1,000 pages of microfilm reports to TIFF images. The document conversion cost includes all processing, packaging, and delivery. No additional costs will be accepted. Processing includes, but is not limited to, document scanning, filename indexing, digital enhancements, and quality control procedures. Packaging includes, but is not limited to, DAT / DVD storage media and printing costs. The extended total document conversion cost will be determined at the end of the project by the formula: #Total Report Pages X Proposed Unit Price / 1,000. All prices must be quoted in U.S. Dollars. Proposer may not present any additional costs at the time of invoicing other than what is presented with the RFP. Proposals requiring an order minimum in excess of any specific quantity of report pages shall be disqualified. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 15 of 24 6.3 Fixed price period All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for sixty (60) days starting on the due date for proposals. The awarded contractor must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between WisDOT and the Contractor. 7.0 REQUIRED FORMS The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.4. Blank forms are attached. Failure to submit all forms may result in rejection of your proposal. 7.1 Found in front section that precedes the Request for Proposal document: 7.1.1 Request for Proposal Signature Page 7.1.2 Designation of Confidential and Proprietary Information Page Submit these forms under Tab 1; see section 2.4 above. 7.2 Found in the back section of the Request for Proposal document: 7.2.1 Proposer Information Sheet--Attachment A. Submit under Tab 1; see section 2.4 above. 7.2.2 References Sheet--Attachment B. Submit under Tab 2; see sections 2.4 and 4.3 above. 7.2.3 WisDOT MBE Program Awareness, Compliance & Action Plan--Attachment C. Submit under Tab 4; see section 2.4 above. 7.2.4 Proposer Checklist--Attachment D. Submit under Tab 5; see section 2.4 above. 7.2.5 Cost Proposal--Attachment E. Submit in separate sealed envelope within proposal package. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 16 of 22 STATE OF WISCONSIN DOA-3477 (R05/98) ATTACHMENT A PROPOSER INFORMATION--Submit this completed form under Tab 1 of proposal; see section 2.4 1. PROPOSING COMPANY NAME FEIN (Federal Employer ID Number) OR SOCIAL SECURITY NUMBER (if sole proprietorship) Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4 2. Name the person to contact for questions concerning this proposal. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4 3. Any vendor awarded over $25,000 on this contract must submit affirmative action information to the department. Please name the Personnel/Human Resource and Development or other person responsible for affirmative action in the company to contact about this plan. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4 4. Mailing address to which state purchase orders are mailed and person the department may contact concerning orders and billings. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4 WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 17 of 22 STATE OF WISCONSIN DOA-3478 (R12/96) ATTACHMENT B REFERENCES (Submit this completed form under Tab 2 of proposal; see sections 2.4 & 4.3 for instructions) PROPOSER: Provide company name, address, contact person, telephone number, and appropriate information on the product(s) used and/or service(s) provided for requirements similar to those included in this solicitation document. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate proposal page. Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) Used and/or Service(s) Provided Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) Used and/or Service(s) Provided Company Name Address (include Zip + 4) Contact Person Phone No Product(s) Used and/or Service(s) Provided Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) Used and/or Service(s) Provided WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 18 of 22 Attachment C WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN As a matter of sound business practice, the Wisconsin Department of Transportation is committed to “supply diversity” by promoting the use of minority business whenever and wherever possible. Further, as an agency of the State of Wisconsin, WisDOT shares in the state goal of placing five (5) percent of its total annual purchasing dollars with state- certified minority businesses. State of Wisconsin procurement policy provides that Minority Business Enterprises (MBE) certified by the Wisconsin Department of Commerce, Bureau of Minority Business Development should have the maximum opportunity to participate in the performance of its contracts/projects. You, as a contractor, are strongly urged to use due diligence to further this policy by awarding subcontracts to minority- owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement (second-tier suppliers), with a goal of awarding 5% of the contract price to such enterprises. Monthly or Quarterly reports are requested to be submitted to the Department of Transportation Purchasing Unit’s Minority Business Specialist, itemizing the costs of services and goods provided by certified firms. Reports should state the costs for the previous contract/project month or quarter. Authority for the MBE program is found in Wisconsin Statutes 15.107(2), 16.75(4), and 16.755 and 560.036(2), and details about the program can be found at: Your complete response on the following attachment must address the following components of your company’s/organization’s commitment/action plan: a) Indication that you understand the WisDOT’s goal, b) Listing of any MBE vendors with which you intend to subcontract, c) Description of the various second tier MBE expenses (goods and services procured that are incidental to the contract/project; examples are: specific office supplies to perform the contract, percentage of cost for uniforms for contract staff, travel to perform the contract/project, percentage of facility maintenance services for your facility used directly by your staff during the contract/project period) your company/organization will be able to report that are in direct connection with the administration of this contract, d) Statement expressing your commitment to complete the required monthly or quarterly reports that will reflect your subcontracts and second-tier expenditures for the period. For information on certified State of Wisconsin minority business enterprises, please contact: E. Aggo Akyea Minority Business Program Specialist Wisconsin Department of Transportation 4802 Sheboygan Avenue, Room 751 P O Box 7915 Madison, WI 53707 (608) 267-2886 (608) 267-3609 fax Aggo.Akyea@dot.state.wi.us A partial listing of some certified minority business enterprises qualified for this RFP follows. A complete listing of certified minority businesses, as well as the services and commodities they provide, is available on the web at: http://www.doa.state.wi.us/deo/mbe/minority_search.asp and Information regarding certification of minority businesses is available at: http://www.commerce.state.wi.us/ED/ED-MBD-Certification.html. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 19 of 22 3SG Corporation Andy Garcia Productions, Inc 344 Cramer Creek Drive 5555 Odana Road, Ste 200 Dublin, OH 43017 Madison, WI 53719 Jasmine Sornabala Andrew P. Garcia 614/761-1390 608/271-4007 614/761-2716 fax 608/271-4025 fax firstname.lastname@example.org email@example.com Data conversion, document imaging, data Video and film production. processing, information technology consulting and microfilm conversion to digital format. Geocode, Inc. Grand Metro Audio Video 3629 S Anita Drive 1199 Countryside Drive Eau Claire, WI 54701-2303 DePere, WI 54115 Elena Hines Awlo B. Noble 715/834-5058 920/983-9877 715/834-9369 fax 920/983-9877 fax firstname.lastname@example.org email@example.com Digitize paper maps into computer maps. Cable and wiring pulls in new and existing Supply of geographic information systems and construction. Supply and installation of audio video software. GIS services, mapping, data products. Television cameras, security surveillance, conversion, processing and design, data speakers, microphones, sound systems, and paging extraction, scanning, geo-coding, and software systems. resale. Indus International, Inc. Midwest Digital Photographics 340 South Oak Street 505 South Shore Drive West Salem, WI 54669-0890 Madison, WI 53715-1703 Ameen Ayoob Jay Jurado 608/786-0300 800/828-5673 608/786-0786 fax 608/255-6962 fax firstname.lastname@example.org email@example.com Supplier of microfiche and microfilm readers, Complete commercial, corporate, industrial, and reader printer and accessories, optical disk- editorial photography, and film video studio. Digital and based document archiving and retrieval technical pre-press photography. Stock imagery, systems. special effects, and image retouching. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 20 of 22 Solo Systems Group, Ltd. Strive Video Production 7514 W Appleton Ave Suite 4 1818 N Martin Luther King Dr Milwaukee, WI 53216-1080 Milwaukee, WI 53212-3640 Regina Wilkinson Matthew Johnson 414/393-0781 414/374-3511 414/393-0782 fax 414/374-3512 fax Rwilkinson@SoloSystemsGroup.com firstname.lastname@example.org Information technology consulting, on-site Video production and development. Graphic design training, project management, data conversion, and public speaking. technical support, and software testing. Symbiont, Inc. TDS Management Group, Inc. 1320 Fenwick Lane Suite 105 6737 W Washington St #2223 Silver Spring, MD 20910 West Allis, WI 53214 Mary Shearard Troy D. Shaw 202/887-6800 414/475-3552 202/296-4636 fax 414/475-3550 fax email@example.com firstname.lastname@example.org Systems engineering and telecommunications, Create and edit commercials, videos, documentaries, imaging and document conversion services. computer animation, special effects, automated CD- LAN/WAN cabling, network management, ROM and duplication of data. maintenance and support. Technical Engineering Support Services V & A Products, LLC 3096 Liberty Bell Road N65W13060 Marach Road Green Bay, WI 54307-1541 Menomonee Falls, WI 53051-8302 Dennis J. Christie N. R. Koka 920/434-2392 800/234-5995 920/434-2356 fax 262/896-2053 fax email@example.com info@VandAproducts.com Land surveying, site development, engineering, Supplier of computers, projectors, screens, video soil testing, and computer-aided drafting and presenters, plasma monitors, digital TV monitors, and design. other visual presentation products. WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 21 of 22 ATTACHMENT C WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN Complete and sign--Submit under Tab 4 in the proposal; see section 2.4 above Failure to complete this form as a component of your proposal may result in rejection of your proposal. Our company/organization is a Wisconsin-certified Minority Business Enterprise (MBE). Yes No Our company/organization is a minority business but has not yet received Wisconsin certification (please provide details): _____________________________________________ Yes No We are aware of the WisDOT’s goal to spend at least 5% of their total annual purchasing dollars with state-certified MBE firms. Yes No We are aware that if awarded this contract/project our company/organization will provide monthly or quarterly reports to WisDOT reporting all expenditure activity directed to MBE Yes No subcontractors or second-tier MBE suppliers that directly relate to this contract. (Any non- certified minority businesses could be a potential subcontractor/second-tier supplier--indicate these on your plan. WisDOT will work with those businesses for possible certification.) Subcontractors: Our company/organization intends to subcontract at least 5% dollar volume with certified MBE firms listed below (names, addresses, telephone numbers): Yes No Second-tier Suppliers: In addition to direct subcontracting efforts, your company/organization can help WisDOT achieve the 5% goal by managing your second-tier minority purchases. Second-tier business refers to incidental business expenses your company may spend with Wisconsin-certified MBE firms as it pursues the normal course of business supplying the WisDOT-contracted products or services. Here are some examples: Percentage of your office supplies specifically used during the course of this contract/project. Percentage of uniform costs for staff performing this contract/project. If you travel to perform this contract/project, you could use a state-certified MBE travel agency and report that expense. Percentage of facilities maintenance services for facility(ies) directly used by your staff during the course of this contract/project. These second-tier expenses can only be reported to the extent that they directly relate to your business with WisDOT. The percentage of the expense you can report is determined by the amount of your WisDOT sales as it relates to your total sales volume. Per the terms of your contract, you should actively pursue directing business towards these types of companies, and report your efforts in this regard on a monthly basis. *************************************************************************************************************************************** In paragraph form, describe your company/organization’s commitment/action plan with regard to the planned use of state-certified MBE businesses in subcontracting efforts, as well as developing MBE second-tier suppliers. Please list your specific commitments (attach sheet, if necessary). SIGNATURE: ______________________________________ DATE: _____________________________ PRINTED NAME & TITLE: _______________________________________________________________ COMPANY: ____________________________________________________________________________ WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 22 of 22 ATTACHMENT D PROPOSER CHECKLIST (Submit this completed form under Tab 5; see section 2.4 for instructions) PROPOSER’S NAME __________________________________________________________________________ Proposers are encouraged to submit this checklist with your response. This checklist identifies each section or subsection of this RFP that requires a response. The section and subsections are listed and column headings are included which allow for positive and negative responses plus appropriate explanations. The proposer shall place an "X" under the columns that represents your response. All negative responses should be explained on separate pages attached to this checklist. Each explanation shall reference the related section or subsection. RFP Content Content Acknowledged, Requested No Response Clarifying Information Section or Acknowledged and but not acceptable Information Included Required Included Subsection Accepted (explanation included) 1.0 X 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 2.0 X 2.1 2.2 2.3 2.4 2.5 2.6 3.0 X 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 4.0 X 4.1 4.2 4.3 5.0 X 5.1 X 5.1.1 5.1.2 5.1.3 5.1.4 WISCONSIN DEPARTMENT RFP #262142 OF TRANSPORTATION Page 23 of 22 RFP Content Content Acknowledged, Requested No Response Clarifying Information Section or Acknowledged and but not acceptable Information Included Required Included Subsection Accepted (explanation included) 5.2 X 5.2.1 6.0 X 6.1 6.2 6.3 7.0 X 7.1 7.2 WISCONSIN DEPARTMENT RFP # OF TRANSPORTATION Page 24 of 24 ATTACHMENT E--Original plus one copy (Submit in separate envelope within proposal package) PROPOSER’S NAME ______________________________________________________________ COST PROPOSAL ITEM COST STRUCTURE COST Document Conversion Cost Per 1,000 Pages The document conversion cost includes all processing, packaging, and delivery. No additional costs will be accepted. Processing includes, but is not limited to, document scanning, filename indexing, digital enhancements, and quality control procedures. Packaging includes, but is not limited to, DAT / DVD storage media and printing costs.
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