FL ACCESS Mailing/Scanning/ Indexing Services · The benefit of the FLORIDA ACCESS...

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FL ACCESS Mailing/Scanning/ Indexing Services State of Florida Department of Children and Families

Interim Revised Reply (IRR) ITN#: 01F12GC1 Submitted on: September 19, 2012, 4:00 p.m. EST Submitted by: Xerox State & Local Solutions, Inc. 8260 Willow Oaks Corporate Drive Fairfax, VA 22031 Federal Tax ID Number:13-1996647 Person who can respond to inquiries regarding the reply: Carla Capps Vice President – Sales Human Services Solutions Xerox State & Local Solutions, Inc. Suite 300 2073 Summit Lake Drive Tallahassee FL 32317 Phone: (850) 216-1755 Mobile: (850) 545-4172 [email protected]

Mark D. MayoSenior Vice President Human Services Solutions Xerox State & Local Solutions, Inc. 8260 Willow Oaks Corporate Drive Fairfax, VA 22031 [email protected] tel 703.891.8731 fax 703.891.8802

September 19, 2012

Leah McCarthy Procurement Manager Florida Department of Children and Families Economic Self Sufficiency Services Program Office 1317 Winewood Blvd., Building 3, Room 473 Tallahassee, FL 32399-0700 Email: [email protected]

RE: State of Florida – Department of Children and Families FL ACCESS Mailing/Scanning/Indexing Services, ITN# 01F12GC1 Vendor Negotiations – REQUEST FOR INTERIM REVISED REPLY (IRR)

Dear Ms. McCarthy:

Xerox State & Local Solutions, Inc. (Xerox) is pleased to submit our Interim Revised Reply (IRR) dated September 17, 2012 to ITN #01F12GC1 that will be used in the negotiation process. Our response to the IRR, which follows this letter, contains the requested information that fully addresses the following five (5) focus areas :

A. Understanding of the Solution Requirements

B. Solution Meets Requirements

C. Best Value

D. Pricing Confirmation

E. Revised Pricing

Our contacts for any questions pertaining to this clarification response submission are:

Primary Contact: Carla Capps Vice President – Sales Human Services Solutions Xerox State & Local Solutions, Inc. Suite 300 2073 Summit Lake Drive Tallahassee FL 32317 Phone: (850) 216-1755 Mobile: (850) 545-4172 [email protected]

Secondary Contact: Chuck Cliburn Senior Vice President & Client Executive Government Solutions Group Xerox State & Local Solutions, Inc. Suite 300 2073 Summit Lake Drive Tallahassee FL 32317 Phone: (850) 210-1302 Mobile: (202) 271-4275 [email protected]

We thank you for your consideration of our response and look forward to the opportunity to successfully implement, operate, and fulfill DCF’s mission for this project.

Sincerely,

Mark D. Mayo

FL ACCESS Mailing/Scanning/Indexing Services for the State of Florida Department of Children and Families

ITN Number: 01F12GC1 Interim Revised Reply (IRR)

© 2012 Xerox State & Local Solutions, Inc. Interim Revised Reply (IRR)-i

Table of Contents

Interim Revised Reply (IRR) ..................................................................................................................... 1

2.1 Focus Area A – Understanding of Solution Requirements ........................................................ 1

2.2 Focus Area B – Solution Meets Requirements .......................................................................... 3

2.3 Focus Area C – Best Value ........................................................................................................ 7

2.4 Focus Area D – Pricing Confirmation ..................................................................................... 10

2.5 Focus Area E – Revised Pricing .............................................................................................. 12

List of Figures Figure 1. Our LINK Solution ........................................................................................................................ 2

List of Tables Table 1. Pricing Assumptions ....................................................................................................................... 6

Table 2. Innovation of Our Link Solution ..................................................................................................... 8

Table 3. References ....................................................................................................................................... 9

Table 4. Track Record Implementing Similar Solutions .............................................................................. 9

Table 5. Experience and Skills of Proposed Staff ......................................................................................... 9

Table 6. Xerox Round 3 Validation ............................................................................................................ 11

Table 7. Xerox Round 4 Year 1 .................................................................................................................. 13

Table 8. Xerox Round 4 All Years ............................................................................................................. 14



© 2012 Xerox State & Local Solutions, Inc. Interim Revised Reply (IRR)-1

Interim Revised Reply (IRR) The following are Xerox State & Local Solutions, Inc.’s (Xerox’s) responses to DCF’s Interim Revised Reply (IRR) regarding ITN Number 01F12GC1.

2.1 Focus Area A – Understanding of Solution Requirements

Item Vendor Instructions A Vendor shall affirm their understanding of the solution requirements of DCF as presented through the ITN process and detailed in the events listed below. DCF presented solution requirements and clarification for the ACCESS FLORIDA MAILING / SCANNING / INDEXING SERVICES : o Requirements as referenced in the ITN sent out on May 24, 2012 o Requirements as clarified in the Question and Answer document finalized and posted to VBS on June 26, 2012 o Requirements as identified or discussed during the Wildwood site visit of August 23, 2012 for 2 hours o Requirements as identified and clarified during all Vendor negotiation Sessions or Site Visits:

August 16, 2012 August 30, 2012 September 12, 2012

o Requirements as identified and clarified in the following Interim Revised Replies: August 24, 2012 September 4, 2012 September 12, 2012 Requirements as identified or clarified in the ITN # 01F12GC1Clarification Document provided on August 24, 2012

Vendor Response: (The Vendor is limited to a one page affirmation of their understanding of the solution requirements.)

Exhibit 1 – Vendor Confirmation




Vendor Response

The benefit of the FLORIDA ACCESS Mailing/Scanning/Indexing Services project is immediately apparent—program information processing is the highest and only priority for our team and will be fast instead of slow, centralized instead of scattered, and processed by automation and in part, by hand. The Xerox Team designed our Link solution to maximize this effect.

Link is the Xerox Team’s enterprise solution for the FLORIDA ACCESS Mailing/Scanning/Indexing Services project. It has the immediate effect of unifying and standardizing a key business process for faster, more reliable eligibility services.

The Xerox Team affirms our Link solution meets, and in some cases exceeds, each of the requirements of the ITN.

Additionally, the Xerox Team affirms our understanding of the solution requirements of DCF as presented through the entire ITN process for the ACCESS FLORIDA MAILING/SCANNING/INDEXING SERVICES.

The Xerox Team further affirms our understanding of the:

Requirements as referenced in the ITN sent out on May 24, 2012 Requirements as clarified in the Question and Answer document finalized and posted to VBS on

June 26, 2012 Requirements as identified or discussed during the Wildwood site visit of August 23, 2012 for

2 hours Requirements as identified and clarified during all Vendor negotiation Sessions or Site Visits on:

August 16, 2012; August 30, 2012; September 12, 2012 Requirements as identified and clarified in the following Interim Revised Replies issued on:

August 24, 2012; September 4, 2012; September 12, 2012 Requirements as identified or clarified in the ITN # 01F12GC1Clarification Document provided on

August 24, 2012

Our LINK solution (graphic below) assists DCF’s goals of improved customer service, efficient program administration, and reduced program costs.

These are the same advantages any business gains by implementing automated document workflows.

When DCF realizes these advantages as a business enterprise, the result is improved well-being and self-sufficiency for significant populations across Florida.

Figure 1. Our LINK Solution




2.2 Focus Area B – Solution Meets Requirements

Item Vendor Instructions B Vendor shall attest their solution as proposed and modified, if at all, meets the solution requirements affirmed in Focus Area A. The Vendor’s affirmation shall include a summary of the solution and description of how it meets the needs of the Department as described in Focus Area A. Vendor should list ALL assumptions that DCF needs to take into consideration for further evaluation of the Vendor solution. Vendor Response: (The Vendor is limited to a two page description of their solution and how it addresses the solution requirements.)

Exhibit 2 – Solution Meets Requirements




Vendor Response

As indicated in our response in Focus Area “A” above, Xerox reaffirms that our solution fully addresses the Department’s requirements for the Mail/Scanning/Indexing ITN. Our overall solution remains unchanged. However, in response to the Department’s concern with the adoption rate of the web scanning option, we have removed any pricing assumptions related to the intake of documents through the web scan channel. A summary of The Xerox Team’s Link Solution is as follows:

Centralized Document Processing Center: Our 30,000 square foot Document Processing Center in Tallahassee, Florida is an efficient, high-volume production operation with the capacity and infrastructure to support the intake and processing of DCF documents. A secure, dedicated area within our facility will be used for the project mailroom, scanning, indexing and storage of documents.

Mail Intake and Prep: Our team is trained to quickly recognize document types and forms to apply program-specific business rules or handling prior to scanning. Out-sorting of original documents, expediting time-sensitive documents and identifying exceptions ensure that documents are properly prepared for scanning, prioritized and organized effectively within a document set for use by DCF staff.

Returned Mail: The volume of outbound documents generated by an agency such as DCF can result in as much as 10 percent returned mail. Our DPC staff will process undeliverable mail as an exception process which, if required by DCF, includes scanning the mail and envelope and routing into an exception queue for resolution. Our solution includes the capability to cross-check address listings against the national USPS database for address listing errors, as well as formal change of address forms filed by Florida citizens. We recommend the addition of barcodes on out-going DCF correspondence to facilitate the efficient processing of returned mail.

Document Scanning and Indexing: At the core of our solution is iCenter, a powerful document capture and image processing solution with an extensive set of applications to automate the steps in the document conversion process, including:

Document Capture: Our imaging software will capture both paper and electronic documents, including fax, email, web scanned documents, etc., and merge them into the same workflow process. Our iCapSure software within iCenter processes the images, including auto-correction and image enhancement. Scanned images are enhanced with our ScanFix software and ScanQA selects documents and images for QA review based on a proprietary algorithm established within iCenter.

Automated Capture and Advanced Recognition Technology: iCenter uses advanced capture capabilities such as 1D, 2D, and QR bar code recognition and OCR to capture data from documents and pre-defined forms, reducing the need for manual indexing and speeding overall processing.

Automatic Document Classification: Our document classification rules engine is trained to recognize and automatically classify pre-defined forms and documents. Document classification will be used to classify some or all of the forty-seven (47) document classes used by the Department. Automated document classification allows the Department to further define its document classes without adding manual classification.

Document Indexing: Our use of bar codes and other advanced capture technology reduces manual data entry and increases accuracy. Case numbers, indexed manually or recognized in a bar code, are used to query DCF databases to validate client information and populate indexing data. OCR will be used to extract data from forms and delivered to downstream business systems.

Exception Processing: Indexing exceptions are routed to an exception queue in iCenter for DCF staff to view the digital images of the document and resolve the exception prior to release to the ACCESS Document Management system.




Image and Data Output: Output processes are customized to export images in PDF and metadata in XML format or as required by DCF. In order to speed delivery of services and images, index data will be transmitted in batches on a real-time basis as they are reviewed for quality and released for output.

Remote Capture: Our solution includes an expanded and flexible set of remote capture options, including support for existing channels such as fax, as well as web scanning, browser-based document upload, email and multi-function devices.

Quality Control/Assurance: Quality control processes exist at each step of our production process, from mailroom to output. Quality Control Technicians monitor, identify, detect and resolve image quality and data accuracy issues. Using methodologies and processes defined in our Quality Management Plan, QC Techs assist with performing daily in-progress or concurrent quality control reviews. Automated case number validation, quality control sampling, monthly quality assurance audits and iCenter’s ScanQA tool are designed to deliver on our commitment to DCF’s high-quality standards. Adherence to ANSI standards throughout our process ensures the highest quality of reproduction.

Four-Hour Turnaround: Our staffing and service delivery model is designed to ensure the Department’s four hour turnaround time is met or exceeded. We have significant experience in managing demanding service levels, including the ability to staff and manage peak volume during the day, week or month. Our document imaging equipment and software deliver fast throughput speed while maintaining high accuracy rates and image quality.

Reporting: iCenter aggregates data gathered throughout the production process from intake to output. This data, and information captured from other sources and operational processes, is accessible to DCF online and in a comprehensive set of production, customer service and performance level reports. Reports can be customized to meet specific Department requirements, method of access and frequency. Xerox will provide the Department with access to reports via the web, including a performance dashboard with key performance or operational metrics identified by the Department.

Customer Service/Support: Technical staff will be available to DCF IT staff during the hours of 7 AM – 6 PM EST Monday through Friday, as required. Level II support includes a toll-free phone number and e-mail address for escalating technical support issues related to any solutions, including remote capture used by the Department, service providers or community-based care centers.

Data Exchange/System Interfaces: To access index data, our solution includes the option to receive nightly download of case numbers and metadata from DCF using an SFTP connection or query DCF systems or databases via a web service call via HTTPS. For output of images and data to DCF, our solution includes the capability to output batches as they are released from our production system via an sFTP connection to a DCF server.

Disaster Recovery: Image API’s fully-operational production facility in Austin, Texas will serve as a back-up production site to scan and index Florida ACCESS incoming mail and other documents in the event of a disaster. Our facility has adequate capacity, equipment and resources to ensure operational continuity. In addition, the iCenter data and system architecture supporting our Link solution in Tallahassee will be replicated at the Austin facility for full failover.

Training: Our training solution includes a range of delivery methods and formats to address different DCF audiences. Limited formal, classroom or instructor training, web-based training, train-the-trainer and online tutorials will be delivered to provide DCF users with instruction on remote capture solutions and reporting tools.




Table 1. Pricing Assumptions

# Type Assumption 1. Document

Volume Annual volume of 8,666,124 documents; 10% via mail channel: 947,460; 90% fax channel: 7,718,664. Assumption is based on DCF IRR data for July 2012 for the Wildwood facility. Volume data does not include local capture data.

2. Channel Mix 10% of incoming documents are received via the mail channel; 90% of documents are received through the fax channel. Xerox assumes that we will be able to negotiate in good faith with DCF to clarify the mix and make appropriate adjustments if the mx changes significantly.

3. Channel Mix Assumes no meaningful volume via web scan or document upload remote capture options, though these options are maintained as part of the overall solution.

4 Indexing 95% of all incoming faxes have a unique identification number consisting of either: case number, social security number or Medicaid number.

5. Indexing The unique identification number can be used to perform an automated look-up of index data from a DCF provided file or via a web service call to DCF database. Index data to be populated via case number look-up includes: Last Name, First Name and Date of Birth.

6. Indexing Access to DCF’s database for case number look-up will be responsive and support indexing services.

7. Indexing Indexing will also include Document Type and Sub-Type. 47 Document Types/Classifications Document Type/Classification “Notices” have 2 Sub-Types Document Type/Classification “Permanent Record” has 6 Sub-Types

8. Page Count Average number of pages per document is 5.2 pages.

9. File Format File format is PDF

10. Turnaround Time

Turnaround time is based on four hours for documents received Mon-Sat between 8 AM and 5 PM. Documents received after 2 PM meet the SLA if processed before Noon on the next business day.

11. Turnaround Time

Mail will be picked up at the Post Office several times per day as necessary.

12 Quality Based on the reduced resolution of faxed documents, 10% will require some clean-up to include data entry of the unique case number or Medicaid ID. Two percent (2%) of faxed documents will require substantial data entry to include all index fields.

13. Quality Image quality rate shall be 99.97% as defined by the State of Florida ANSI standards. Indexing accuracy shall be 98% based on a per document basis.

14. Other Multiple documents may be received in one fax transmission that will require separation into discrete documents.

15. Other A single image may contain multiple documents such as a driver’s license and social security card that will need to be cropped to create two images.

16. Other The split for handwritten vs. printed documents for fax is 40%/60%

17. Other All administration, processing, infrastructure and technical support will be located in Tallahassee, Florida

18. Other Postage will be a pass through expense not included as part of Xerox’s pricing

19. Other Shredding and Storage costs are included as part of Xerox pricing

20. Other No fax solution, specifically fax infrastructure including fax lines or fax servers is included in the pricing. The Xerox proposal includes this solution as an option.

21. Other Contract effective date is October 11, 2012; Implementation to be completed by December 31, 2012.

22. Other The actual volume tiers used for calculating the monthly invoice amount to DCF will be calculated by dividing the annual volume tier amount by 12 to create a monthly volume tier amount for each unit price.




2.3 Focus Area C – Best Value

Item Vendor Instructions C Vendor shall provide a clear description and understanding of how their solution addresses the best value as enumerated in Section 5.1 of the ITN: 1) Vendor’s articulation of its project approach and solution, and the ability of the approach and solution to meet the Department’s needs, the requirements of this ITN and Appendix I, Attachment I 2) The innovation of the approach and solution 3) Vendor references and track record implementing similar solutions to the one specified in this ITN 4) Experience and skills of proposed staff relative to the proposed approach and solution 5) Vendor’s Pricing Vendor Response: (The Vendor is limited to a two page response. DCF recommends using a matrix or tabular format to address concisely the key elements of best value for DCF to consider for each of the points above.)

Exhibit 3 – Best Value




Vendor Response 1) Vendor’s articulation of its project approach and solution, and the ability of the approach and

solution to meet the Department’s needs, the requirements of this ITN and Appendix I, Attachment I.

The Department should be commended for its focus on best value and the Xerox team is firmly convinced that we offer the best value solution. Based on years of successfully delivering precisely the types of services required by DCF, we believe that our solution is superior in every aspect of the best value criteria as described Item C and in Section 5.1 of the ITN. During the negotiation process, the Department indicated that our price was higher than that of our competitor. It is our goal in this IRR to clearly demonstrate that the Xerox team is a best value due to our experience, facility, infrastructure, and commitment to ensure that DCF delivers its critical services to the citizens of Florida each and every day Document processing is our core competency. Both Xerox and our partner Image API have conducted projects similar to the one required by DCF. In fact, Image API currently operates a similar project for the Texas Health and Human Services Commission at a unit price higher than we are proposing for the DCF. Our ability to triangulate the number of DCF staff currently required to process this work, our current Texas pricing, and the price we are submitting today indicates to us that we understand the requirements and nuances of the project and therefore have properly scoped and priced the project. There are many reasons why we are convinced that the Xerox team’s proposal offers all the components necessary to assure a highly successful outcome with little downside risk. The proven superiority of our Link solution, the depth of staff who have actual Integrated Eligibility (IE) leadership and processing experience, the transfer of processes that have been used for five years to process IE documents in Texas, our Tallahassee state-of-the-art facility, and delivery by the global leader in document processing―are all unique contributors to a low risk, high expectation for a successful solution. 2) The Innovation of the Approach and Solution

Based on the current Request for Interim Revised Reply, we have refined our solution while maintaining the innovation allowing us to further reduce staff. Innovation of our Link solution is listed below:

Table 2. Innovation of Our Link Solution Value Description

Advanced Capture Technology

iCapSure technology – developed by Image API – delivers the most advanced document capture technology on the market. iCapSure recognition, OCR and image enhancement capabilities are designed to increase processing efficiency and achieve the highest level of quality and accuracy.

Distributed Capture Expands Intake Channels & Methods

Distributed capture solutions enable point of origin document capture which speeds delivery, improves customer service and reduces manual effort.

Automated Document Classification

Automated document classification eliminates manual classification, speeds processing and improves ability to classify or categorize documents for storage and retrieval within a case file.

Proven Technology Our Link solution is a transfer from our Texas HHSC contract where it has been proven over more than five years of operation.

Technology Ownership and Commitment

We maintain full control of the Link technology and solution because we’ve developed it and refined it. We understand the needs of our customers and have made major investments in our technology to support them. Our commitment to document imaging technology is strong.

No Touch or One-touch Processing

Our Link solution is designed to maximize the capture technology to minimize the amount of human processing – this contributes to faster processing, reduced effort and improved customer service.

Self-Service and Status Updates Reduce Call Center Volume

The Link solution offers the ability to receive notifications or status updates either through a push or pull procedure between iCenter and the Call Center IVR.

3) Vendor references and track record implementing similar solutions to the one specified in

this ITN

References:

The references in our proposal, and highlighted in the table below, demonstrate our expertise and experience in operating large-scale document processing centers.




Table 3. References Texas Health and Human Services Commission Integrated Eligibility Processing

Process approximately 750,000 IE documents per month @ 100% KPR’s over five years

US Department of Labor Process over 1,100,000 document images per month Florida Department of Economic Opportunity Process 229,000 unemployment claim documents per month

Table 4. Track Record Implementing Similar Solutions

Integrated Eligibility (IE) document processing experience of similar size and scope in Texas

The Xerox team currently processes integrated eligibility documentation for the State of Texas in similar volumes

The Experience of Working With This Team Flexibility, listening, communicating, are “soft” metrics that our customers state are key reasons they continue to do business with this team

Day One Ready Ready to produce on day one Low Risk Startup IE specific startup experience assures the time frame outlined in our project

plan is based on knowledge of what is required and the inevitable issues that will arise for first timers

Past Performance a Key Indicator of Future Success All key performance requirements (KPRs) at 100 percent for Texas IE program over five years

100% successful Florida Projects over 19 years A track record that few can match illustrates our legacy is successful projects

Existing State of the Art Facility in Tallahassee Leverage Existing Facility, Processes, Staff Accurate Project Plan Project Plan Built on Experience NOT Conjecture Integration Experience with IE Systems We have proven experience integrating the Link solution with an IE system Learned From Experience Experience is the only way to avoid mistakes. We have IE specific

experience that assures the DCF centralization of mail, scanning operation center will be a success

Commitment to Florida The combination of Xerox and Image API creates an A+ team in respect to IE knowledge, experience, and commitment to Florida employment

Best Practices from a Global Leader Our experience in hundreds of large scale document conversion/processing assures success

Proven Processes We are transferring the proven processes used in TX IE processing to be the base of your Florida operations

All work conducted to ANSI/AIIM Standards All our projects operate under ANSI/AIIM standards to assure each digital image is a legal representation of the original document

Unmatched Contract Renewal Record 99% of all contracts over ten years have been renewed

4) Experience and Skills of Proposed Staff

Table 5. Experience and Skills of Proposed Staff Value Description

Executive Oversight More than 100 years of combined executive and document management experience from Xerox and Image API key executives. The Executive Oversight Team is in Florida and maintains strong relationships with our customers and our projects.

Project Management Expertise

Project Manager with nearly 10 years of leadership experience managing multi-million dollar projects including document management operations.

Implementation Expertise Implementation manager responsible for implementing centralized document processing for Texas integrated eligibility. Launched project from empty shell facility to operation with more than 150 staff processing more than 100 million images per year.

Quality Assurance Expertise

Quality Assurance Manager with more than 20 years of quality assurance management experience on large, complex projects with high quality standards and demanding SLAs.

Operations/ Production Management

Document Processing Center Manager with 16 years of experience managing mailroom, document prep, scanning and indexing on projects for dozens of Florida state agencies and public sector customers.

5) Vendor’s Pricing

In our previous proposals, we offered to share the projected savings with DCF. Based on the new scenario and your request, we have removed WebScan from our pricing metric and the potential risk/reward impact. The price we are proposing meets your requirement for two standard price points; physical and electronic, and eliminates the risk factor. Ultimately, the “value” of the proposed solution will be determined by the success of the project. We believe that “low price” at some point runs counter to best value. We are confident that the Department’s scoring of the proposals and assessment of the Interim Replies will confirm that Xerox offers the best value and low risk solution by a wide margin.




2.4 Focus Area D – Pricing Confirmation

Item Vendor Instructions D Vendor should use the attached spreadsheet (worksheet named ‘IRR Price Analysis’) that summarizes the pricing scenarios provided by the vendor in the last round of negotiation (Round 3) to ensure that DCF has correctly captured the total year 1 cost the vendor provided and respond with a YES or NO that DCF calculated each scenario correctly. The Vendor should validate that the DCF used the appropriate price submitted utilizing the document data below to determine annual cost correctly: Total Documents = 8,666,124 Ratio of Physical Documents to Electronic is 10 / 90 Note: 1. DCF is in the 8 – 10 Million document Tier 2. Additional notes and assumptions included in the attached vendor spreadsheetShould the calculation be incorrect, the vendor should correct it in the attached spreadsheet and advise what changes were made so DCF can identify those variables that caused the total price to be different than what was calculated. Vendor Response: (Attach additional documentation, if needed, at the end of this document as an Appendix and reference accordingly in this response section)

Exhibit 4 – Pricing Confirmation

Vendor Response

The Xerox Team confirms that DCF correctly captured the total year 1 cost that we provided in round three (3).

YES – DCF calculated each scenario correctly.

The Xerox Team validates that the DCF used the appropriate price that we submitted, which utilized the document data below in determining the annual cost correctly:

Total Documents = 8,666,124 Ratio of Physical Documents to Electronic is 10/90

The pricing spreadsheet below further confirms and validates the year one cost previously submitted as well as the document data used.




Table 6. Xerox Round 3 Validation

FL ACCESS Mailing / Scanning / Indexing Services ITN # 01F12GC1 Pricing Summary Through Round 3 IRR

Year 1 Cost Summary Xerox

IRR Number 3: August 13, 2012 Scenario 1

(Blended Pricing w/ 4 Hour SLA) Per Document Price – All Documents $0.5398 Volume 8,666,124 Total Cost – IRR 3 $4,677,974

Assumptions: Cloning Included in Per Document Price Shredding (Physical Only) Included in Per Document Price Storage (Physical Only) Included in Per Document Price Postage Pass Through Fax Server (Optional) 0.2022

Ratio of Physical to Electronic 10 / 90

Additional Notes: Scenario 2 (Document Type Pricing) was analyzed with a price of 1.2211 for Physical and .4632 for electronic. At the end of Round 3 the Vendor was told to abandon given the limited savings opportunity and potential risk of document mix.

Same Day SLA pricing is also not included for verification given the lack of savings identified with the solution by DCF

The Vendor also provided another Scenario for consideration (Scenario 2A) which included a mix of Physical, Electronic and Webscan. DCF fully analyzed all the mix scenario’s provided in Round 3 discussions and couldn’t justify the solution. At a 10 / 90 mix (Physical / Fax – the lowest total cost is $4.210MM Note 4 Note 5 Note 6 Note 7 Note 8 Note 9




2.5 Focus Area E – Revised Pricing

Item Vendor Instructions E Vendor is requested to submit a revised price for this Round 4 IRR. The Vendor shall use the attached spreadsheet (worksheet named Round 4 Year 1 and Round 4 All Years) to populate their pricing for the following scenario. 1) Blended Price per document with a 4 hour SLA Vendor should only have to populate the areas colored in yellow based on the pre-populated formulas used to calculate the total year 1 vendor cost. Vendor should also note any assumptions relating to pricing. Vendor Response: (Attach additional documentation, if needed, at the end of this document as an Appendix and reference accordingly in this response section)

Exhibit 5 – Revised Pricing

Vendor Response

Below is our revised pricing for Round 4 IRR: Blended Price per document with a 4 hour SLA:




Table 7. Xerox Round 4 Year 1

FL ACCESS Mailing / Scanning / Indexing Services ITN # 01F12GC1 Round 4 – Revised Pricing 9/17/2012 – Year 1 Only


(Blended Pricing w/ 4 Hour SLA)


(Blended Pricing w/ 4 Hour SLA) Per Document Price – All Documents $0.4379 Volume 8,666,124 Total Cost – IRR 3 $3,794,896

Assumptions: Cloning Included in Per Document Price Shredding (Physical Only) Included in Per Document Price Storage (Physical Only) Included in Per Document Price Postage Pass Through Fax Server (Optional) 0.2022

Ratio of Physical to Electronic 10 / 90

Additional Notes: Note 1 With any significant change in the physical to electronic ratio Xerox reserves the right to present the Department of Children and Families with a new negotiated rate. Note 2 Note 3 Note 4 Note 5 Note 6 Note 7 Note 8




Table 8. Xerox Round 4 All Years

FL ACCESS Mailing / Scanning / Indexing Services ITN # 01F12GC1 Round 4 – Revised Pricing 9/17/2012

Mail / Fax / Scan / Image Optimization / Index Service Year 1 Year 2 Year 3 Optional Optional Optional

Year 4 Year 5 Year 6 Volume Cost per Document Cost per Document Cost per Document Cost per Document Cost per Document Cost per Document 0 to 2 Million $ 0.8074 $ 0.7839 $ 0.7706 $ 0.7636 $ 0.7568 $ 0.7499 2 to 4 $ 0.5689 $ 0.5523 $ 0.5429 $ 0.5380 $ 0.5332 $ 0.5284 4 to 6 $ 0.5179 $ 0.5029 $ 0.4943 $ 0.4899 $ 0.4855 $ 0.4811 6 to 8 $ 0.4941 $ 0.4797 $ 0.4715 $ 0.4673 $ 0.4631 $ 0.4589 8 to 10 $ 0.4379 $ 0.4335 $ 0.4291 $ 0.4248 $ 0.4206 $ 0.4164 10 to 12 $ 0.4370 $ 0.4326 $ 0.4282 $ 0.4239 $ 0.4197 $ 0.4155 12 to 14 $ 0.4361 $ 0.4317 $ 0.4273 $ 0.4230 $ 0.4188 $ 0.4146 14+ $ 0.4352 $ 0.4308 $ 0.4264 $ 0.4221 $ 0.4179 $ 0.4137

Assumptions:

Cloning Included in Per Document Price

Shredding (Physical Only) Included in Per Document Price

Storage (Physical Only) Included in Per Document Price

Postage Pass Through Fax Server (Optional) 0.2022

Ratio of Physical to Electronic 10 / 90 Additional Notes: Note 1 With any significant change in the physical to electronic ratio Xerox reserves the right to present the Department of Children and Families with a new negotiated rate. Note 2 Note 3 Note 4 Note 5 Note 6 Note 7 Note 8




We know the State does not have the luxury of going with an unproven solution due to the risk involved.

Vendor Response – Assumptions

1. 90% of the documents come in via fax and 10% via the mail channel.

2. All administration, processing, infrastructure and technical support will be located in Tallahassee, Florida.

3. Turnaround time for all documents is 4 hours.

4. 60% of the inbound fax documents will be received in the first 15 days of each month and balanced throughout the day.

5. It is estimated that there will be a small percentage of returned documents. Postage costs for this will be pass-thru.

6. There are approximately 7,718,664 document faxes and 947,460 mailed documents annually based on the States Revised Volumes. Total monthly volume of 722,177 pages per month.

7. The image quality rate shall be 99.97% as defined by the State of Florida ANSI standards, and the indexing accuracy shall be 98% based on a per document basis.

8. The average number of images per document 5.2.

9. Multiple documents may be received in one fax transmission that will require separation into discrete electronic documents.

10. MyFloridaMarketPlace fee has been outlined as 1% of revenue.

11. Based on information received on the team’s visit to the Wildwood facility, 98% of all inbound fax documents will contain a client number to populate all required metadata.

12. Index will also include Document Type and Document Sub-Type.

a. There are 47 Document Types.

b. Document Type “Notices” has 2 Sub-Types.

c. Document Type “Permanent Record” has 6 Sub-Types.

13. Access to DCF’s database will be responsive and support the indexing services.

FL ACCESS Mailing/Scanning/ Indexing Services · The benefit of the FLORIDA ACCESS...

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