TITLE PAGE STATE OF FLORIDA. BUREAU OF Vital Statistics INVITATION TO BID. DOH Scanning, Data Entry, and Verification Services

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1 TITLE PAGE STATE OF FLORIDA BUREAU OF Vital Statistics INVITATION TO BID DOH Scanning, Data Entry, and Verification Services Administrative Lead: Sabrina Smith, Purchasing Office Florida Department of Health 4052 Bald Cypress Way Bin B07 Tallahassee, Florida FAX: 850/ Vendor Name Vendor Mailing Address City-State-Zip Telephone Number Address Federal Employer Identification Number (FEID) Authorized Signature (Manual) Authorized Signature (Typed) and Title 1

2 TABLE OF CONTENTS TIMELINE... 4 SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR1001), AS AMENDED... 5 SECTION 2.0 GENERAL CONTRACT CONDITIONS (PUR 1000), AS AMENDED... 5 SECTION 3.0 INTRODUCTORY MATERIALS STATEMENT OF PURPOSE TERM (REVISED AS REQUIRED)... 5 SECTION 4.0 TECHNICAL SPECIFICATIONS GENERAL STATEMENT SPECIFICATIONS DELIVERY DOCUMENTATION RESPONSIVE AND RESPONSIBLE RECORDS AND DOCUMENTATION STAFFING... 7 SECTION 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS INSTRUCTIONS FOR BID SUBMITTAL PUBLIC RECORDS AND CONFIDENTIAL RECORDS BIDDER INQUIRIES SPECIAL ACCOMMODATIONS PRICE PAGE EXPERIENCE REQUIRED CERTIFICATIONS... 9 SECTION 6.0 SPECIAL CONDITIONS COST OF BID PREPARATION VENDOR REGISTRATION

3 6.3 W_9 INITIATIVE VERBAL INSTRUCTIONS PROCEDURE ADDENDA CERTIFICATE OF AUTHORITY BID EVALUATION BASIS OF AWARD IDENTICAL TIE BIDS MINORITY AND SERVICE-DISABLED VETERAN BUSINESS - PARTICIPATION SUBCONTRACTOR CONFLICT OF INTEREST COMMERCIAL GENERAL LIABILITY INSURANCE STANDARD CONTRACT TERMINATION CONFLICT OF LAW AND CONTROLLING PROVISIONS CONFLICT OF INTEREST E-VERIFY SCRUTINIZED COMPANIES ATTACHMENT I SPECIFICATIONS ATTACHMENT II PRICE PAGE ATTACHMENT III BIDDER EXPERIENCE FORM ATTACHMENT IV REQUIRED CERTIFICATIONS ATTACHMENT V MINORITY SUBCONTRACTOR REPORT ATTACHMENT VII PURCHASE ORDER TERMS AND CONDITIONS ATTACHMENT VI STANDARD CONTRACT

4 TIMELINE DOH EVENT DUE DATE LOCATION ITB Advertised - Released 10/11/12 Vendor Bid System: Questions submitted in writing. 10/16/12 Submit to: Florida Department of Health Purchasing Sabrina Smith 4052 Bald Cypress Way Bin: B07 Fax: (850) sabrina_smith@doh.state.fl.us Answers to Questions 10/18/12 Posted electronically via the following Internet site: Sealed Bids/Proposals/Replies Due and Opened Must be received 10/25/12 PRIOR to: 2:30 PM EST Submit to: Florida Department of Health Purchasing Sabrina Smith 4052 Bald Cypress Way Bin: B07 Fax: (850) sabrina_smith@doh.state.fl.us Anticipated Posting of Intent to Award 11/1/12 Posted electronically via the following Internet site: 4

5 SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR1001), as amended. The General Instructions to Respondents are outlined in PUR 1001 which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response. Section 2.0 GENERAL CONTRACT CONDITIONS (PUR 1000), as amended The General Contract Conditions are outlined in PUR 1000 which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response. Section 3.0 INTRODUCTORY MATERIALS 3.1 STATEMENT OF PURPOSE The purpose of this Invitation to Bid (ITB) is to establish a three (3) year contract for scanning, data entry, and verification services for the Florida Department of Health s Bureau of Vital Statistics located in Jacksonville, Florida. 3.2 TERM It is anticipated that the contract resulting from this Invitation to Bid will be for a three (3) year period, beginning with the contract execution date. The estimated budget for 3 years is $720, for this ITB. Section 4.0 TECHNICAL SPECIFICATIONS 4.1 GENERAL STATEMENT The Department of Health s Bureau of Vital Statistics seeks scanning, data entry, and verification services to be performed at its facility in Jacksonville, Florida. The purpose of this invitation to bid is to obtain competitive bid prices for data entry and verification of approximately 240,000 documents per year and a one time scanning of approximately 1,335,000 documents. It is anticipated the data entry effort will begin January 2, The scanning effort will include document preparation and will be completed between July June 30, SPECIFICATIONS Detailed specifications of the requested services are provided as Attachment I in this ITB. 4.3 DELIVERY Services will be provided on site at the Vital Statistics office located at 1217 Pearl Street, Jacksonville, Florida

6 4.4 DOCUMENTATION Submit the following documentation, including but not limited to: Title Page Attachment II Price Page Attachment III - Experience Form Attachment IV - Required Certifications Bidder analysis -Please see documentation within the specifications General Liability Insurance 4.5 Responsive and Responsible The Bidder shall complete and submit the following mandatory information or documentation as a part of the Bid Package. Any response which does not contain the information below shall be deemed non-responsive. Attachment II Price Page Attachment III - Experience Form Attachment IV - Required Certifications 4.6 Records and Documentation To the extent that information is utilized in the performance of the resulting contract or generated as a result of it, and to the extent that information meets the definition of public record as defined in subsection (1), F.S., said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by any person upon request as provided in Art. I, Sec. 24, Fla. Constit and Chapter 119, F.S. It is expressly understood that any state contractor s refusal to comply with these provisions of law shall constitute an immediate breach of the contract resulting from this ITB entitling the department to unilaterally terminate the contract. The successful bidder will be required to notify the department of any requests made for public records. Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB shall be retained by the successful respondent for a period of six years after the termination of the resulting contract or longer as may be required by any renewal or extension of the contract. During this period, the successful bidder shall provide any documents requested by the Department in its standard word processing format (currently Microsoft Word 6.0). If this standard should change, the successful vendor shall adopt the new standard at no cost to the department. Data files will be provided in a format directed by the department. The successful bidder agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The successful bidder further agrees to hold the department harmless from any claim or damage including reasonable attorney s fees and costs or from any fine or penalty imposed as a result of failure to comply with the public records law or an improper disclosure of confidential information and promises to defend the department against the same at its expense. The successful bidder shall maintain all records required to be maintained pursuant to the resulting contract in such manner as to be accessible by the department upon demand. Where permitted under applicable law, access by the public shall be permitted without delay. 6

7 4.7 STAFFING The bidder s ability to employ staff who can provide the adequate scanning, key entry, verification, and turnaround requirements which are described in Attachment I is of utmost importance to the Department. When hiring staff for data entry, the bidder will need to show the Department evidence that the employee can key enter 12,000 keystrokes or more per hour. The vendor must also show evidence that they can provide scanning, indexing, quality control and has prior experience in such providing services. Of the staff employed, there should be a supervisor or at minimum, a lead worker who can coordinate the work with their staff and with the Department. The Department will provide the hardware and software needed for data entry and verification services as well as office space (up to 10 staff) workstations, computer terminals, tables and telephone services. Section 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS The following Special Instructions shall take precedence over Section 1.0 General Instructions to Respondents PUR1001 unless a statutorily required provision in the PUR 1001 supersedes. 5.1 INSTRUCTIONS FOR BID SUBMITTAL Bids may be sent by U.S. Mail, Courier, Overnight, or Hand Delivered to the location indicated in the Timeline. Electronic submission of bids will not be accepted for the Invitation to Bid. This Special Instruction takes precedence over General Instruction #3 in PUR1001. All bids must be submitted in a sealed envelope/package with the relevant ITB number and the date and time of the bid opening shall be clearly marked on the outside of the envelope/package. It is the bidder s responsibility to assure its bid submittal is delivered at the proper place and time as stipulated in the Timeline. The Department s clocks will provide the official time for bid receipt and opening. Late bids will not be accepted. Bidders are required to complete, sign, and return the Title Page with the bid submittal. Bidders shall submit all technical and pricing data in the formats specified in the ITB. Submit one (1) original bid and one electronic copy of the bid on CD. The electronic copy should contain the entire bid as submitted, including all supporting and signed documents. Materials submitted will become the property of the State of Florida and accordingly, the state reserves the right to use any concepts or ideas contained in the response. 5.2 PUBLIC RECORDS AND TRADE SECRETS Notwithstanding any provisions to the contrary, public records shall be made available pursuant to the provisions of the Public Records Act. If the respondent considers any portion of its response to this solicitation to be confidential, exempt, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the respondent must segregate and clearly mark the document(s) as CONFIDENTIAL. Simultaneously, the Respondent will provide the Department with a separate redacted paper and electronic copy of its response with the claimed protected information redacted and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Solicitation 7

8 name, number, and the name of the respondent on the cover, and shall be clearly titled REDACTED COPY. The Redacted Copy shall be provided to the Department at the same time the respondent submits its response and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, trade secret or otherwise not subject to disclosure. Further, the respondent shall protect, defend, and indemnify the Department for any and all claims arising from or relating to the determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the respondent fails to submit a redacted copy with its response, all records submitted are public records and the Department shall produce all documents, data or records submitted by the respondent in answer to a public records request. 5.3 BIDDER INQUIRIES This Special Instruction takes precedence over General Instruction #5 in PUR Questions related to this ITB must be received, in writing (either via U.S. Mail, courier, , fax, or hand-delivery), by the contact person listed below, within the time indicated in the Timeline. Oral inquiries or those submitted after the period specified in the Timeline will not be addressed. Answers to questions submitted in accordance with the ITB Timeline and/or during a pre-bid conference, if applicable (see Section 5.4) will be posted on the MyFlorida.com Vendor Bid System web site: All inquiries must be submitted to: Florida Department of Health Attention: Sabrina Smith 4052 Bald Cypress Way, Bin B07 Tallahassee, FL Fax: Sabrina_smith@doh.state.fl.us NOTE: FLORIDA LAW: Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Section (23), Florida Statutes 5.4 SPECIAL ACCOMMODATIONS Any person who requires special accommodations at the DOH Purchasing because of a disability should contact the DOH Purchasing Office at (850) at least five (5) work days prior to any pre-bid conference, bid opening, or meeting. If you are hearing or speech impaired, please make contact through the Florida Relay Service, which can be reached at (TDD). 5.5 PRICE PAGE The Price Page is Attachment II of this ITB. It must be filled out as indicated, signed, and returned with the bid response. 8

9 5.6 EXPERIENCE The bid response shall include contact information for three (3) entities the bidder has provided commodities or services similar to those requested in this solicitation. Vendors shall use Attachment III, Experience Form of this ITB to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation evaluation in order to make a fitness determination. The Department s determination is not subject to review or challenge. 5.7 REQUIRED CERTIFICATIONS All vendors must sign and return with its response the Required Certifications form, Attachment IV hereto, with their bid submission. Any vendor failing to return this Required Certifications form will be considered nonresponsive. Section 6.0 SPECIAL CONDITIONS The following Special Conditions shall take precedence over Section 2.0 General Contract Conditions PUR1000 unless a statutorily required provision in the PUR 1000 supersedes: 6.1 COST OF BID PREPARATION Neither the Department of Health nor the State is liable for any costs incurred by a bidder in responding to this Invitation to Bid. 6.2 VENDOR REGISTRATION Each vendor doing business with the State of Florida for the sale of commodities or contractual services as defined in Section F.S., shall register in the MyFloridaMarketPlace system, unless exempted under subsection 60A-1.030, F.A.C. State agencies shall not enter into an agreement for the sale of commodities or contractual services as defined in Section F.S. with any vendor not registered in the MyFloridaMarketplace system, unless exempted by rule. A vendor not currently registered in the MyFloridaMarketPlace system shall do so within 5 days after posting of intent to award. Registration may be completed at: Those lacking internet access may request assistance from MyFlorida MarketPlace Customer Service at or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL W9 INITIATIVE The State of Florida, Department of Financial Services requires vendors doing business with the State to submit a Substitute Form W-9 electronically. Vendors who do not have a verified Substitute Form W-9 on file will experience delays in processing contracts or payments from the State of Florida. For more information go to: 9

10 6.4 VERBAL INSTRUCTIONS PROCEDURE The vendor shall not initiate or execute any negotiation, decision, or action arising from any verbal discussion with any State employee. Only written communications from the Department s Purchasing Office may be considered a duly authorized expression on behalf of the State. Additionally, only written communications from vendors are recognized as duly authorized expressions on behalf of the vendor. 6.5 ADDENDA If the Department finds it necessary to supplement, modify or interpret any portion of the bidding specifications or documents during the bidding period a written addendum will be posted on the MyFlorida.com Vendor Bid System, It is the responsibility of the vendor to be aware of any addenda that might affect the submitted bid. 6.6 CERTIFICATE OF AUTHORITY All corporations, limited liability companies, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapter 607, 608, 617, and 620, Florida Statutes, respectively. 6.7 BID EVALUATION The Department reserves the right to accept or reject any and all responses, or separable portions thereof, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State s best interests. The Department may reject any response not submitted in the manner specified by the solicitation documents BASIS OF AWARD A single award shall be made to the responsive, responsible bidder offering the lowest cost for the items requested in this ITB. 6.9 IDENTICAL TIE BIDS When evaluating vendor responses to solicitations where there is identical pricing or scoring from multiple vendors, the department shall determine the order of award in accordance with Rule 60A F.A.C MINORITY AND SERVICE-DISABLED VETERAN BUSINESS PARTICIPATION The Department of Health encourages minority and women-owned business (MWBE) and service disabled veteran business enterprise (SDVBE) participation in all its solicitations. Bidders are encouraged to contact the Office of Supplier Diversity at 850/ or visit their website at for information on becoming a certified MWBE or SDVBE or for names of existing businesses that may be available for subcontracting or supplier opportunities. 10

11 6.11 SUBCONTRACTOR The successful bidder may, only with prior written approval of the Department, enter into written subcontracts for performance of specific services under the contract resulting from this solicitation. Anticipated subcontract agreements known at the time of bid submission and the amount of the subcontract must be identified in the bid. If a subcontract has been identified at the time of bid submission, a copy of the proposed subcontract must be submitted to the department. No subcontract that the bidder enters into with respect to performance under the contract shall in any way relieve the bidder of any responsibility for performance of its contract responsibilities with the department. The department reserves the right to request and review information in conjunction with its determination regarding a subcontract request. The successful bidder shall provide a monthly Subcontract Report (Attachment V) summarizing all subcontracting/material suppliers performed during the prospective contract period. This report shall include the name and address, Federal Employment Identification number and dollar amount expended for any subcontractor. A copy of this form shall be submitted to the Department s Contract Manager. The Department of Health encourages the use of MWBE and SDVBE vendors for subcontracting opportunities. For assistance locating a certified MWBE or a SDVBE, contact the Department of Health s Minority Coordinator ( ) or the Office of Supplier Diversity ( ), as needed. In accordance with Executive Order , The provider agrees to utilize the U.S. Department of Homeland Security s E-Verify system, to verify the employment eligibility of all new employees hired during the contract term by the Provider. The Provider shall also include a requirement in subcontracts that the subcontractor shall utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. Contractors meeting the terms and conditions of the E-Verify System are deemed to be in compliance with this provision CONFLICT OF INTEREST Section (17)(c), Florida Statutes, provides, A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest in not eligible to receive such contract. However, this prohibition does not prevent a bidder who responds to a request for information form being eligible to contract with an agency. The Department of Health considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation. Acknowledge acceptance on Required Certifications, Attachment IV COMMERCIAL GENERAL LIABILITY INSURANCE This Invitation to Bid Special Condition takes precedence over General Conditions #35 in PUR 1000 (if applicable). The contractor shall secure and maintain, at its sole expense and for the duration of the contract, term insurance policies to protect himself, any subcontractor(s), and the State of Florida. The contractor shall save and hold harmless and indemnify the purchaser against any and all liability, claims, judgments or costs of whatsoever kind or nature for injury to, or death of any person or 11

12 persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of Contractor, his subcontractor, or any of the employees, agents, or representatives of the contractor or subcontractor. A. Worker s Compensation in accordance with applicable state laws and regulations and Employer s Liability Insurance with a limit of not less than $100,000. B. Comprehensive General Liability Insurance covering all operations and services under the contract with limits of bodily injury and property damage coverage of not less than $300,000 combined single limit issued on a per occurrence basis. C. Comprehensive Automobile Liability Insurance, including owner, non-owned and hired vehicle coverage of not less than $100,000 combined single limit, issued on a per occurrence basis, if operations and services under the contract involve the use of operation of automotive vehicles on the Purchaser s premises. Failure, by the awarded vendor to furnish the required certificates within the time designated, shall cause the Department to withdraw the award and proceed with the next lowest responsive vendor STANDARD CONTRACT Each vendor shall review and become familiar with the department s Standard Contract and/or Purchase Order which contains administrative, financial and non-programmatic terms and conditions mandated by federal or state statute and policy of the Department of Financial Services. Use of one of these documents is mandatory for departmental contracts as they contain the basic clauses required by law. The terms and conditions contained in the Standard Contract or Purchase Order are non-negotiable TERMINATION This Special Instruction takes precedence over General Instruction #22 and #23 in PUR This Invitation to Bid Special Condition takes precedence over General Condition #22 and #23 in PUR1000. Termination shall be in accordance with Department of Health Standard Contract, Attachment VII, Section III B or Department of Health Direct Order Terms and Conditions, Attachment VI CONFLICT OF LAW AND CONTROLLING PROVISIONS Any contract resulting from this ITB, plus any conflict of law issue, shall be governed by the laws of the State of Florida CONFLICT OF INTEREST Section (17)(c), Florida Statutes, provides A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the department for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest in not eligible to receive such contract. However, this prohibition does not prevent a respondent who responds to a request for information form being eligible to contract with an 12

13 department. The Department of Health considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation. Acknowledge acceptance on Required Certifications, Attachment IV E-VERIFY In accordance with Executive Order , The provider agrees to utilize the U.S. Department of Homeland Security s E-Verify system, to verify the employment eligibility of all new employees hired during the contract term by the Provider. The Provider shall also include a requirement in subcontracts that the subcontractor shall utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. Contractors meeting the terms and conditions of the E-Verify System are deemed to be in compliance with this provision SCRUTINIZED COMPANIES In accordance with Section , Florida Statutes, agencies are prohibited from contracting with companies, for goods or services over $1,000,000, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List which have been combined to one PFIA List of Prohibited Companies which is updated quarterly. This list is created pursuant to section , Florida Statutes which provides that false certification may subject company to civil penalties, attorney s fees, and/or costs. 13

14 ATTACHMENT I BID SPECIFICATIONS DOH SERVICES TO BE PROVIDED SCANNING DEATH RECORDS YEAR NUMBER OF RECORDS 165, , , , , , , ,403 NUMBER OF IMAGES 331, , , , , , , ,806 Document Length The table above provides the number of death records per year to be scanned. The total is 1,319,636. These documents are to be scanned duplex (front and back) for a total of 2,639,272 images. The vendor must provide sufficient scanning equipment and personnel to prepare documents, scan, and index the images. The price per image is all inclusive of document preparation and indexing. The vendor shall 100 % validate or have separate individuals verify that the file names of the images are correct. The scanning effort must be completed between July 1, 2013 and June 30, This 12-month fiscal year effort overlaps two calendar years of this contract. The scanning services for each of the above years is to be bid separately. DATA ENTRY All data entry and sight verification will be done on-line, utilizing equipment and programming provided by the department. There are three different record formats to be keyed and verified: Certificate of Death; Marriage Record; Dissolution of Marriage Record. These are described in Attachment II (Parts A-C). Descriptions include an image of the record, the data entry screens, the average number of keystrokes and the items to be verified. Volume of Records The actual number of records for data entry/verification cannot be specifically determined. However an estimate of the anticipated volume of records is: Year 1 Year 2 Year 3 Certificate of Death* 35,000 30,000 25,000 Marriage Record+ 139, , ,000 Dissolution of Marriage + 68,000 56,000 43,000 *Certificate of Death: In 2012 the Department implemented a web based Electronic Death Registration System for funeral directors to enter data, thus the volume of paper records to key enter will decrease over the period of this contract. +Marriage and Dissolution of Marriage Records: The Department is in the process of obtaining electronic records, therefore the volume of paper records to key enter will decrease over the period of this contract. DATA ENTRY AND TURNAROUND Certificate of Death: Records are received from the county health departments on a daily basis. The Department will apply a sequenced file number to each document and arrange them in 14

15 batches of 100 before providing them to the contractor for entry and verification. Batches will be provided to the vendor daily by 8:00 A.M. with turn around time for entry and verification close of business in three days. Marriage Record: Records are received monthly from the Clerk of Court. The department will apply a sequenced file number to each document and arrange them in batches of 100. The department will provide the batches to the contractor during the 20 day cycle in which they are received. The contractor can allocate the daily amounts to be keyed; however, turnaround time for verification will be by the close of business two days from date of key entry. Dissolution of Marriage Record: Records are received monthly from the Clerk of Court. The department will apply a sequenced file number to each document and arrange them in batches of 250. The department will provider the batches to the contractor during the 20 day cycle in which they are received. The contractor can allocate the daily amounts to be keyed; however, turnaround time for verification will be by the close of business two days from date of key entry. VERIFICATION Specific items on each record are to be verified by sight. These are described in Attachment II (Parts A-C). The contractor will document items in error and the operator s error rate, correct the item which is in error, and submit such documentation to the department with each batch. Each batch returned to the department by the contractor be 100% verified. The department will also verify the same items and the error rate that it determines shall not exceed 2% or the contractor will be considered in breach of contract. When an new key operator for the contractor is hired, all fields must be verified to insure that the new hire is accurately completing the appropriate fields. The contractor will be given five (5) business days in which to return the records to the department during the time in which all fields are being verified. PERFORMANCE THROUGHPUT AND ACCURACY The Department contract manager will work with the contractor to improve speed and accuracy as needed. If the vendor can not keep up with the required throughput or if the accuracy of the keyed information does not meet the 98% rate specified above, the contract will be terminated per the language in the Standard Contract. Documentation Bidders must submit an analysis of its ability to meet the requirements of this solicitation to show how costs were developed. The analysis must indicate the number of staff and keystrokes used to determine compliance with the volume requirement of the bid. The analysis must evidence the bidder s understanding of the number of records to be keyed and verified daily and the required turnaround time. Bidders should indicate that monthly invoices do not exceed 1/12 of the total annual contract amount. For the scanning effort the vendor contractor must provide high-capacity duplex scanners at 300 DPI bi-tonal. The images must also be indexed and delivered in PDF format named by unique certificate index numbers. 15

16 PART A - Certificate of Death DATA ENTRY SCREENS AND KEYSTROKES A Windows-based software is used to key enter completed information from the hardcopy Certificate of Death. The screens used for data entry follow the flow of the Certificate of Death. The entry screens are organized into six (6) tabs: Decedent; Spouse; Dcednt Hist [Decedent History]; Parent/Informant; Disposition; Certifier. The following pages include an image of the Certificate of Death, a screen shot of each of the tabs listed above, and a narrative summary of the average keystrokes associated with that tab. The final page in this section is the sum total of average keystrokes for the entire Certificate of Death. In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. The following considerations were used in determining the average keystrokes: If a field, like Decedent s Name requires an exit keystroke to move the cursor to the next field, then that keystroke was included in calculating the average. If the number of strokes in a field equals the fixed length of the field, for example, Sex, on the Decedent Tab, then the cursor moves to the next field automatically and no exit keystroke was included. Some fields are not completed on every Certificate of Death. For example, Surviving Spouse was reported about 40% of the time, so this percentage was multiplied by the keystrokes normally associated with these fields. Many fields utilize a drop-down list of values, so the average number of keystrokes needed to select the entry, including the exit stroke, have been calculated. 16

17 17

18 Data Input Screen - Decedent Tab Decedent Tab Field Name Average Keystrokes State File Number 10 Decedent s Name 17 AKA 1 Sex 1 Birth Date 8 Age-Value 3 Units 2 Found 1 Date of Death 8 Social Security Number 9 Birthplace/State Country 5 City 6 County Death 4 Facility 20 Place Where Occurred 3 City 4 City Limits 1 Total 103 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 18

19 Data Input Screen - Spouse Tab Field Name Spouse Tab Average Keystrokes Marital Status 3 Spouse Name 6 Residence/State/Country (dropdown) 5 Residence County (dropdown) 4 Residence City (dropdown) 6 Street Address 18 Apt. No. 1 Zip Code 6 City Limit 1 Total 50 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 19

20 Data Input Screen - Dcednt Hist [Decedent History] Tab Decdnt Hist Field Name Average Keystrokes Decedent s Usual Occupation 12 Kind of Business/Industry 13 Race 4 Hispanic Origin 2 Education (Dropdown) 2 Armed Forces 1 Total 34 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 20

21 Data Input Screen - Parent/Informant Tab Parent/Informant Tab Field Name Average Keystrokes Father s Name 16 Mother s Name 14 Informant s Name 17 Relationship to Decedent 6 Informant Mailing State (dropdown) 5 Informant Mailing City (dropdown) 8 Informant Mailing Street Address 18 Informant Mailing Zip Code 5 Total 89 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 21

22 Data Input Screen - Disposition Tab Disposition Tab Field Name Average Keystrokes Place of Disposition 25 Disposition-State 5 Disposition-City 8 Method of Disposition 2 F.D. License Number 7 Funeral Facility Name 29 Facility Mailing-State 3 Facility Mailing-City 8 Facility Mailing-Street Address 18 Facility Mailing-Zip Code 5 Total 110 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 22

23 Data Input Screen - Certifier Tab Certifier Tab Field Name Average Keystrokes Type Certifier 2 Date Signed 8 Time of Death 4 ME Case Number 1 Certifier Name 15 Certifier License Number 8 Name of Attending Physician (if other than certifier) 1 Certifier-State 3 Certifier-City 8 Certifier-Street Address 18 Certifier-Zip Code 5 Date Filed 8 Ctl S to save record 2 Ctl D to bring up new blank screen 2 Total 85 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s date) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 23

24 Certificate of Death Total Average Keystrokes Decedent Tab 103 Spouse Tab 50 Dcednt Hist Tab 34 Parent/Informant Tab 89 Disposition Tab 110 Certifier Tab 85 Total Average Keystrokes 471 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s date) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 24

25 Certificate of Death Verification of Selected Items After data entry, selected items are to be verified by sight to insure that the information shown on the hardcopy record was entered accurately into the database. The selected items to be verified from the Certificate of Death are as follows: Decedent s first, middle, and last and suffix Date of Death SSN Place of Birth State/Province and City Decedent s Residence Address State/Province and Country, County, City Verify on Death Record that Signature of Funeral Service Licensee (item 27b) was completed Verify on Death Record that Signature and Title of Certifier (item 31a) was completed Type of Certifier Date Signed Time of Death Certifier Name Date Filed by Registrar Verify on Death Record that Local Registrar Signature (item 38a) was completed. 25

26 Verification - Decedent Tab Decedent Information paragraph First Middle Last Name Suffix Date of Death SSN Place of Birth State/Province & Country City only for FLORIDA 26

27 Verification - Spouse Tab Decedent s Residence Address State/Province & Country County City 27

28 Verification - Disposition Tab Verify on Death Record that Item 27b: SIGNATURE OF FUNERAL SERVICE LICENSEE OR PERSON ACTING AS SUCH was completed. 28

29 Verification - Certifier Tab & Record Verify on Death Record that Item31a: (Signature and Title of Certifier) was completed. Certifier Information paragraph Type of Certifier Date Signed Time of Death Certifier and Attending Physician paragraph Certifier Name Date Filed by Registrar Verify on Death Record that Item 38a: LOCAL REGISTRAR Signature was completed. 29

30 PART C - Marriage Record DATA ENTRY SCREENS AND KEYSTROKES A Windows-based software is used to key enter completed information from the hardcopy Marriage Record. The screens used for data entry follow the flow of the Marriage Record. The entry screens are organized into three (3) tabs: Groom/Bride; Marriage; Stats [Statistics]. The following pages include an image of the Marriage Record, a screen shot of each of the tabs listed above and a narrative summary of the average keystrokes associated with that tab. The final page in this section is the sum total of average keystrokes for the entire Marriage Record. In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. If a field like Groom s Name requires an exit keystroke to move the cursor to the next field, then that keystroke was included in calculating the average. If the number of strokes in a field equals the fixed length of the field, for example, Groom s Date of Birth on the Groom/Bride Tab, then the cursor moves to the next field automatically and no exit keystroke needed to be included. Some fields are not completed on every Marriage Record. For example, Groom s Last Marriage Ended by and Date Ended are only reported in about 40% of the forms, so this percentage has been multiplied by the keystrokes normally associated with these fields. Many fields utilize a drop-down, list of values, so the average number of keystrokes needed to select the entry, including the exit stroke, have been calculated. 30

31 MARRIAGE RECORD Data Input Screen - Groom/Bride Tab 31

32 Groom/Bride Tab Field Name Average Keystrokes State File Number 10 Groom Name 19 Date of Birth 8 Residence State/Country 5 Birthplace/State/Country 5 Bride Name 22 Date of Birth 8 Residence/State/Country 5 Birthplace/State/Country 5 Total 87 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 32

33 Data Input Screen - Marriage Tab Marriage Tab Field Name Average Keystrokes County Issuing License 4 Date of Marriage 8 City Marriage 6 Type Ceremony 2 Total 20 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 33

34 Data Input Screen - Stats [Statistics] Tab Stats Tab Field Name Average Keystrokes Groom Race 4 Groom Previously Married 1 No. Marriage/Last Ended by/ 5 Date Last Ended Bride Race 4 Bride Previously Married 1 No. Marriage/Last ended by/ Date Last ended 5 CTL S to Save Record 2 CTL M to bring up new blank screen 2 Total 24 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 34

35 Marriage Record Total Average Keystrokes Groom/Bride Tab 87 Marriage Tab 20 Stats Tab 24 Total Average Keystrokes: 131 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s date) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. Marriage Record Verification of Selected Items After data entry, selected items are to be verified by sight to insure that the information shown on the hardcopy record was entered accurately into the database. The selected items to be verified from the Marriage Record are as follows: Groom s first, middle, last name and suffix Groom s Residence State/Province Groom s Birthplace, State/Province Groom s Date of Birth Bride s first, middle, last name Bride s Maiden Surname Bride s Residence State/Province Bride s Birthplace, State/ Province Bride s Date of Birth County Issuing License Date of Marriage City of Marriage The following pages include the screen shots used for verification and the items to be verified are listed again under each screen. 35

36 Verification - Groom/Bride Tab Groom Information paragraph First Name Middle Last Suffix Date of Birth Residence State/Province Birthplace State/Province Bride Information First Name Middle Last Maiden Name Date of Birth Residence State/Province Birthplace State/Province 36

37 Verification - Marriage Tab License to Marry Information paragraph County Issuing License Certificate of Marriage Information paragraph Date of Marriage City of Marriage 37

38 PART D - Dissolution of Marriage DATA ENTRY SCREENS AND KEYSTROKES A Windows-based software is used to key enter completed information from the hardcopy Dissolution of Marriage Record. The screens used for data entry follow the flow of the Dissolution of Marriage Record. The entry screens are organized into three (3) tabs: Dissolution; Husband/Wife; History. The following pages include an image of the Dissolution of Marriage Report, a screen shot of each of the tabs listed above and a narrative summary of the average keystrokes associated with that tab. The final page of this section is the sum total of average keystrokes for the entire Dissolution of Marriage Record. In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. If a field, like Docket/Vol/Page, requires an exit keystroke to move the cursor to the next field, then that keystroke was included in calculating the average. If the number of strokes in a field equals the fixed length of the field, for example, Date Filed and Recorded on the Dissolution Tab, then the cursor moves to the next field automatically and no exit keystroke needed to be included. Some fields are not completed on every Dissolution of Marriage Record. For example, Wife s Maiden Surname was only reported in about 33% of the forms, so this percentage has been multiplied by the keystrokes normally associated with these fields. Many fields utilize a drop-down, list of values, so the average number of keystrokes needed to select the entry, including the exit stroke, have been calculated. 38

39 DISSOLUTION RECORD 39

40 Data Input Screen - Dissolution Tab Dissolution Tab Field Name Average Keystrokes State File Number 10 Type of Report 2 County Issuing 4 Date Final Judgement 8 Docket/Vol/Page 16 Date Filed & Recorded 8 Total 48 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 40

41 Data Input Screen - Husband/Wife Tab Husband/Wife Tab Field Name Average Keystrokes Husband s Name (First, Middle, Last, Suffix) 17 Residence State/Province 4 Wife s Name (First, Middle, Last, Maiden) 20 Residence/State/Province 4 Total 45 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 41

42 Data Input Screen - History Tab History Tab Field Name Average Keystrokes Place of Marriage-State/Province 4 Date of Marriage 8 Living Children Under 18 1 CTL S to save the record 2 CTL A to bring up new blank screen 2 Total 17 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s data) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. Dissolution of Marriage Record Total Average Keystrokes Dissolution Tab 48 Husband/Wife Tab 45 History Tab 17 Total Average Keystrokes 110 In order to determine the average number of keystrokes for each field, a percentage of actual records (one month s date) was sampled. Each field was reviewed and the frequency of completion was determined to develop the average keystrokes. 42

43 Dissolution of Marriage Record Verification of Selected Items After data entry, selected items are to be verified by sight to insure that the information shown on the hardcopy record was entered accurately into the database. The selected items to be verified from the Dissolution of Marriage Record are as Follows: Type of Report County Issuing Report Docket/Vol/Page Date of Final Judgment Date Filed and Recorded Husband s first, middle, last name and suffix Husband s Residence State/Province Wife s first, middle, last name Wife s Maiden Surname Wife Residence State/Province Place of Marriage Date of Marriage 43

44 Verification - Dissolution Tab Dissolution Information paragraph Type of Report County Issuing Report Docket/Vol/Page Date of Final Judgment Date Filed and Recorded 44

45 Verification - Husband/Wife Tab Husband Information paragraph First name Middle Last Suffix Husband s Residence State/Province Wife Information paragraph First name Middle Last Maiden Surname Wife s Residence State/Province 45

46 Verification - History Tab Place of Marriage Date of Marriage 46