Question(s): 4. Will color processing/scanning be required for photographs? If so, what is the estimated percentage? Answer(s): Yes, less than 2%.

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1 Letter of Clarification #1 TO: All Prospective Vendors FROM: Joycie Sheba, Buyer II CC: Nina Cook, Purchasing Manager DATE: May 21, 2014 SUBJECT: Final Response for Vendor Questions regarding-request for Proposal- Document Scanning and Imaging Project RFP#14/0012 For the benefit of all prospective vendors and to avoid possible confusion in submitting information for Document Scanning and Imaging Project, the following questions were asked and the answers are as follows: Question(s): 1. Under Section 2 Specifications Quantity, MHMRA has listed that 5,000,000 documents will require scanning. During the Mandatory RFP Project Meeting, the MHMRA was asked to clarify if the 5,000,000 were pages or documents. We understand the response to be pages, is that correct?, that is correct Question(s): 2. During the Mandatory RFP Project Meeting, it was asked if document prep would be required. The panel response was that MHMRA will provide the document preparation. Is that correct?, for most part. Question(s): 3. Will the MHMRA be able to provide a sample of the barcode separator sheet with the global identification field? ; (b). Will this sheet also contain index fields/requirements?, when completed; (b) Yes Question(s): 4. Will color processing/scanning be required for photographs? If so, what is the estimated percentage?, less than 2%. Question(s): 5. During the implementation discussion it was stated that Phase 1 will start with the Intellectual Disability Groups, which has approximately 750,000 pages to convert. Will the other MHMRA divisions start at different phases; (b) And, at some point, will scanning, pick up, and return for other MHMRA divisions be processing concurrently?; (c) How many MHMRA locations will the Contractor be required to pick up from and deliver to? ; (b) Possibly; (c) There will be at most 11 other locations to have pick up and returns. 1 05/21/14

2 Question(s): 6. If a batch is picked up on a Monday and images delivered the following day, will the boxes also have to be returned?; (b) Or, can they be combined and delivered at the end of the week? ; (b) No Question(s): 7. What is MHMRA s estimated timeline to start and complete this project in its entirety? Answer(s): Start Date September 1st, End Date - TBD Question(s): 8. Does your software have the capability for right read for re-direction of documents if they are landscape?; (b) Will you require the Contractor to auto correct the image s orientation? ; (b) No Question(s): 9. Besides the stated MHMRA location at 7011 Southwest Freeway, Houston, TX 77074, can you provide the addresses for the other MHMRA locations in scope? Answer(s): a Southwest Freeway, Houston, TX, b North Loop East, Houston, TX, c Dacoma, Houston, TX, d Caroline, Houston, TX, e West Dallas, Houston, TX, f Taub Loop, Houston, TX, g Airline Drive, Houston, TX, h Long Drive, Houston, TX, i South Gessner, Houston, TX, Question(s): 10. Regarding MHMRA s Attachment F Business Associate Agreement (noted as a Draft in the RFP), is the Vendor required to complete and return this as part of its proposal response?; (b) Or, is the BAA for review and consideration purposes only at this time, with completion expected at the time of MHMRA project award and contract negotiations? Answer(s): No; (b) Yes Question(s): 11. Can you come up with a minimum number of Boxes that you will be able to have ready for pickup for weekend scanning and daily number of Boxes for scanning during the week? Answer(s): Not at this time. We are still working on the barcode system. Once we complete that part of process, MHMRA will have a better idea as to how fast we can create boxes for scanning. Question(s): 12. Is it possible to have a small room available for On-Site scanning? It needs to big enough for only two (2) people and two (2) scanners. Answer(s): No Question(s): 13. Can I please have a copy of the attendance record to the Pre-Bid meeting? Answer (s): See attachment. Question(s): 14. Would you consider allowing your records to be process outside Houston, TX? Answer(s): No, all records have to be processed locally 2 05/21/14

3 Question(s): 15. In RFP for proposal 14/0012 there is a clause under Section VII Sub section I General terms and conditions, it states that the contractor must have had a physical address in the Houston area for at least 2 years. Is this a must? Answer (s): Yes, it is a requirement Question(s): 16. Regarding the Contract Term on pg. 12, are we allowed to propose a graduated pricing structure based on the stated 2 yr term along with the single year renewable contract years, which are renewed at the discretion of MHMRA. Question(s): 17. On pg. 12 7, are there any specific requirements that you are looking for in the SOC Type 2 Audit Report? (b) Can it be submitted upon reward of the contract? Answer(s): It must include Security/Privacy Systems; (b) No Question(s): 18. On pg.13 7, what percentage of the documents do you believe will require any of the four (4) steps listed? (b) Does the Bates number need to be on the original? (c) On the image? (d) And on the blowback? (e) Also, any thoughts as to the frequency of these requests? Answer (s): 2%; (b) No ; (c) No ; (d)yes ; (e) No Question(s): 19. Pg & 2, will MHMRA provide the documents scan ready without staples? And, with barcode pages and separator sheets? What style of barcode will be used (eg. 3 of 9)? (b) Will do our best to provide staple free documents Barcode Sheets Yes, Separator Sheets Yes, however, the barcode sheet is the separator sheet. (c) Not sure yet. Question(s): 20. Pg. 14 last, what is the length of time you anticipate the vendor storing all 5,000,000 documents? Answer(s): 90 Days Question(s): 21. Pg. 15, 4 th from the bottom of the page, can you please clarify if ANY x-rays will be part of this project since discussions from the RFP meeting led us to believe that would not be a requirement. Answer(s): None will be part of project at this time. Question(s): 22. Pg. 15 last, will a dataset need to be created to accompany the image files or will the renamed image suffice Answer(s): Renamed image will suffice. Question(s): 23. Pg. 16, COPYING, GENERATION OF PAPER COPIES section, what are the anticipated volumes that will require this effort? Answer(s): 1000 pages a year Question(s): 24. Pg. 18 6, Please elaborate on the Schedule for pick-up and delivery of the documents, daily, weekly, bi-weekly, monthly, etc.. Answer(s): MHMRA is planning to have boxes ready for pickup on Friday evenings by 4:30pm. The contractor shall pick them up, scan, and return all boxes and electronic format the following Monday morning at 8:00am. In addition, there can be overnight scanning. Contractor can pick up boxes Monday Thursday at 4:30pm, scan, create digital format, and return both to MHMRA at 8:00am the next day. 3 05/21/14

4 Question(s): 25. SECTION 1 SECURTY Page 12 of RFP In this section detailed security requirements are outlined. However, in the Vendor Meeting it was stated that all documents in the position of contractor will be scanned and returned to MHRMA the next business day. 1. Are all of the security requirements stated in the RFP still relevant? 2. If no which of these requirements will still be required? Answer(s): MHMRA requires that the documents be secured in transit and secured in place when in the possession of the vendor Question(s): 26. SECURITY Page 12 The RFP requires 4 scanners at 24x7 scanning operations. In the Vendor meeting it was stated that all material picked up will be returned to MHRMA the next business day. Is a 24x7 operation still a requirement? Answer(s): Overnight or weekend processing is required Question(s): 27. SECTION 2 SCOPE Page 13 The RFP requires digital scanning, OCR document processing In the meeting it was stated that OCR was not required but could be bid as a separate Optional Item. Is it correct what was stated in the Mandatory RFP Project Meeting? Answer(s): OCR is not a required component, but can be quoted as a separate optional item Question(s): 28. SCOPE Page 13 The RFP requires Bates serial numbering, Xerographic generation of blowback hardcopies from furnished digital copy. In the meeting was stated that all materials were to be picked up one day and return by start of business the next day. Will the hardcopy blowback still be required? Answer(s): This is correct, however in some cases the charts could be processed over a weekend. If a special copy is needed as an emergency, provision will be made with the selected vendor on how to get it to MHMRA. However, all charts / documents are to be returned in its original state. Question(s): 29. QUANTITY Page 13 Approximately 5,000,000 documents as stated in the RFP. In the meeting it was stated that there were approximately 5,000,000 pages not documents. (b) Are these pages single side pages? (c) Do you have an estimate of the total number of documents? Answer(s): Pages is correct, no routine hard copies are required; (b) Yes ; (c) Not at this time Question(s): 30. Are all scanned document will be in Multi page TIFF format? as stated Question(s): 31. Will magnetic media be permitted as the media to return the scanned documents? Answer(s): Prefer not, but open to discussion with vendor of choice 4 05/21/14

5 Question(s): 32. MHMRA TO FURNISH & CONTRACTOR TO FURNISH Page 14 In this section the RFP requires the contractor to have secure storage for all 5,000,000 documents. In the meeting it was stated that all documents will remain with MHMRA until picked up by the contractor and the contractor must return the picked up documents the next business day. This will include the source documents and the scanned images. Is it correct what was stated in the Mandatory RFP Project Meeting? (b) It is still a requirement to have secure storage for all 5,000,000 documents? (c) Could you please clarify what will be the max number of documents in the contractor position (possession?) at a time? ; (b) Not at one time, as the volume will be staged over some time, likely several weeks ; (c) To be determined based on capacity, prep required, etc. Question(s): 33. Digital Scanning Page 15 This section describes the contractor as having to capture data during the scanning process (typically one global identification field, at no additional cost to MHMRA of Harris County) and also to name the created TIFF/PDF files in accordance to furnished instructions and/or naming convention. Could you please clarify the process to capture data during the scanning process? Manual based on what? Barcode Reading? Other? (b) Could you please clarify/describe the process to name the files? Answer(s): There will be a barcode separator for each document identifying the client, the document type, etc. This document is also to be scanned into the record ; (b) unspecified as long as the unique identifier for each document is maintained Question(s): 34. DOCUMENT PROCESSING Page 16 This section describes the contractor having the responsibility of prepping the documents for scanning. In the meeting it was described that MHMRA will prep all of the documents into Banker Boxes separated by individual sheets with bar code information. This bar code information will serve as the document separator sheets. The contractor will after scanning place the documents in the same sequence in the Banker Boxes as they were received and return the boxes to MHMRA. Is it correct what was stated in the Mandatory RFP Project Meeting? (b) Will the contractor be doing the document preparation or MHRMA will do it? (c) Are all the banker boxes, used for storage and transportation of the documents, being supplied by MHRMA as stated in the meeting? Answer(s): Preparations will be done by MHMRA. It is permissible for the vendor to quote prep as an option; (b) MHMRA will do, however, contractor can quote as an option if they wish; (c) Boxes will be provided by MHMRA. Question(s): 35. DOCUMENT PROCESSING Page 16 - This section describes the contractor as having the responsibility of re-assembly of the documents including binders, staples, etc. In the meeting it was stated that all the contractor was responsible for was to return the documents in the same order in the boxes as they were received. Is it correct what was stated in the Mandatory RFP Project Meeting? (b) Will it be necessary any kind of post scanning document preparation by the contractor? Answer(s): This is not quite accurate, what was said at the meeting was that the documents should be returned in the boxes exactly (order, etc.) as they were taken each box containing the same records, etc.; (b) No 5 05/21/14

6 Question(s): 36. DOCUMENT PROCESSING Page 16 - This section describes the contractor as having to scan any pages containing Post-it Notes twice once with and once without the Post-It Notes. In the meeting it was discussed and stated that the documents will not have Post-It Notes, they should be removed by MHRMA during document preparation. Is it correct what was stated in the Mandatory RFP Project Meeting? (b) If a page with Post-it Note is found, the note will be removed and the page and the note will be scanned separately. Is this correct? Answer(s): This is correct, however if a post-it were to make it through, it should be handled as a two pages of the same document; (b) yes, as two pages of the same document Question(s): 37. DOCUMENT PROCESSING Page 16 - This section describes many types of document types, folders, envelops, x-rays, notes, small stock, etc. In the meeting it was discussed that the documents will all be standard size pager: 8-1/2'' x 11, 8-1/2'' x 14'' or 11'' x 17''. Is it correct what was discussed and stated in the Mandatory RFP Project Meeting? (b) If not what other types of items will be scanned and their percentage of the overall? Question(s): 38. DOCUMENT PROCESSING Page 16 - Material furnished on unusually small stock (receipts, match book covers, personal checks, etc.) must be reproduced individually on 216 x 279 mm (8½ x 11 ) sheets unless otherwise indicated. Contractor may image more than one small stock item per sheet as appropriate. Is the term reproduced referring to Xerographic copying? Will this reproduction process be done by MHRMA or the contractor? Answer(s): this is part of the scanning process. If an oddsized document were to be included-such as the post-it notes mentioned previously, they are to be processed to fit on an 8.5x11 page Question(s): 39. Is the plan to scan to multipage tiff and break up by bar codes? Question(s): 40. Are we still looking at approximately 13 different doc types? Question(s): 41. Photo s only in color, correct? Answer(s): Photos are to be the only color Question(s): 42. During the first phase of scanning, (the estimated 750,000 pages), would a rolling basis weekly or every 3 to 4 days work? I know these are active patient files, but if they are produced on a rolling basis, it would be a small population on each transfer. I have experience with working with active files and will make a recommendation in the proposal. most likely Question(s): 43. On the remaining 4,250,000 pages, would these also need to be ran on a rolling basis? It seemed from the meeting that may be the case, but the RFP speaks of storage, storage is just for the amount being handled in each batch until they are returned 6 05/21/14

7 Question(s): 44. Once all documents have been scanned, is there a document destruction plan for the hard copies, or will they continue to be maintained. (The reason I am asking is the constant cost of space). Answer(s): This has not been decided and will not be a part of this project Question(s): 45. Would you be interested in contracting (our employees) to help assist with the document pre- prep stage? That can be time consuming. I can offer within the proposal. I didn t know your bandwidth at MHMRA, so it may not be an issue. Answer(s): This can be quoted as an option and we will consider Question(s): 46. The RFP mention 3 shifts with a minimum of 4 employees working this project. Is there some flexibility, so long as there is an equivalent? Answer(s): So long as there is a shift overnight so that we can get the paper back as discussed (over night or over weekend) Question(s): 47. Would secured rooms suffice instead of containers for the storage of boxes? Answer(s): Possibly, vendors may provide the specifications Question(s): 48. The meeting spoke of scanning to multi page tiff, but is also speaks of textsearchable pdf s. Do you want in both formats? Answer(s): Multi-page TIFs OCR can also be quoted as on option or we may do that in house Question(s): 49. Will these pages need to be electronically bates numbered? Answer(s): Question not clear, however, vendor can provide their own expertise on what might be better Question(s): 50. If the pages are going to be pre prepped before being scanned, do we send back exactly the way we receive them? The RFP speaks of reassembly and I just want to clarify Answer(s): Reassembly, if needed, so that they return exactly as they were sent Question(s): 51. How long do you expect the provider to archive your files once they have been delivered back to MHMRA? Answer(s): Negotiable, however, for the duration of the contract is expected This clarification letter is hereby incorporated in the Request for proposal document and shall supersede any previous specifications or provisions in conflict with the letter of clarification. All prospective vendors are directed to respond accordingly. By submitting a proposal on this project, vendors shall be deemed to have received this Letter of Clarification and to have incorporated it into its proposal. Please contact MHMRA of Harris County, Texas, Purchasing Department at (713) /21/14