This is with regard to your requirement for Document Imaging Services. A: You are not required to attend the bidder's conference on 4/18.

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1 This is with regard to your requirement for Document Imaging Services. Could you please help me with the following questions: Q: Whether companies from Outside USA can apply for this? (Like, from India or Canada) A: Companies outside the USA may apply. Q: Whether we need to come over there for meetings? A: You are not required to attend the bidder's conference on 4/18. Q: Can we perform the tasks (related to RFP) outside USA? (Like, from India or Canada) A: Due to the nature of the documents being imaged, we will not allow documents to leave the USA. Q: Can we submit the proposals via ????? A: Yes, we will accept proposals via . Q: Will we be able to see pictures of the materials that you want to scanned so we can access their condition? A: We will be taking pictures and posting them on Rhode Island Housing and State of Rhode Island's websites. Q: Will your organization provide a system for the filing and organizing of the scanned documents? A: The loan documents will be indexed by loan number and borrower name. We have not finalized the architectural document indexing, but could include project name, project number and address. Q: Site Visit Is it Mandatory or optional? A: The site visit is optional but you can call into our conference line at and enter Call ID Q: Minority or women employee state certification - Do you accept only RI or are other states acceptable? A: Other state certifications are acceptable.

2 Q: Please specify limitations if any in having this project work done outside Providence or RI. A: Work must be done within the United States. Q: Project A - Please specify if the documents are generally in good condition fit for auto document feeder scanning. Please estimate a % of pages that require manual or special handling. A: Generally, the documents are in good condition. There will be prep work, such as removing staples, post it notes, etc. Q: Please specify if there are color pages and how they should be handled. A: There should be no color pages, if there are, they can be imaged in b & w. Q: Document Indexing - Please specify exact criteria for both projects A and B A: Project A - All loan folders will be indexed by loan number and borrower name. Project B -We have not finalized the architectural document indexing, but could include project name, project number and address. Q: Indexing is typically at the document level - You have specified 3.8 million pages for Project A - Please estimate the approximate number of total documents. Do you have an estimate of pages per document? Please specify indexing criteria as well estimated documents for Project B. A: Project A loan folders vary in total number of pages, but they are all indexed by loan number and borrower name. Project B architectural plans vary in total number of pages; we have not finalized the architectural document indexing, but could include project name, project number and address. Q: Document Types Please specify how many document types exist and the related indexing criteria for each doc type. A: The loan documents will be indexed by loan number and borrower name. We have not finalized the architectural document indexing, but could include project name, project number and address. Q: Document Reassembly - Should the pages be reassembled as received or can they be reassembled in the same order without any staples/bands etc A: The pages should be reassembled and put back into the folder, no need to add staples/bands etc.

3 Q: Return or Disposition - Should we quote based on returning the documents OR disposition / shredding? Please give clear direction since this is a factor in pricing. A: We have not determined the file disposition of these documents. Please provide options and pricing. Q: Evaluation Criteria Please specify the weightage for each of the mentioned criteria. A: TBD Q: Should the vendor s price be one amount for the entire estimated page counts OR should it be per page? A: Since the number of pages for both projects is an estimate, please breakdown the price by cost per page. Q: We recommend you provide a pricing matrix for quotes that will help all vendors use the same format. We suggest you request pricing per page for Scanning, pricing per document for Indexing, and a line item for other charges if any. A: We will take this suggestion into consideration.

4 April 19, 2016 Answers to questions posed at bidder s conference: 1. Number of 1 st mortgage loan files (located on 6 th floor) 6, Number of 2 nd mortgage loan files (located on 6 th floor) 7,197 Additional questions since conference: Q: We wanted to inquire with you to see if the board would entertain an onsite document storage program rather than a pick up and drop off scenario? A: Yes, we would consider this option. Q: If you do require shredding how long would you required vendor to hold the paper before shredding? A: We have not determined what will be done with the documents after imaging. Q: If you do require shredding would sending the deliverable back in an encrypted hard drive overnight via FedEx be acceptable? A: Uploading documents to a secure FTP site would be preferable. Q: Is a password protected link acceptable for document request? A: Are you saying that a requested document would be scanned and available for viewing via a protected link? Q: We typically do a 4 hour document request if requested in the am and next day if in the afternoon. Is this fast enough or did you need a different turn time on document request? A: Yes this is acceptable. Q: Do you have any specific instructions for the proof of concept? A: We would define requirements once a vendor is selected as a finalist. Q: What % of the total documents from project A are in the database? A: 100%

5 Q: What % of total documents from project B are in the data base? A: Currently, they are not in a database, but a listing could be developed. Q: How many references do you require? A: 3 References Q: Do you have a raised loading dock for pick up? A: No Q: Can you explain what type of access dock you have for loading onto truck? A: Rhode Island Housing is located in the downtown area of Providence. We do not have a loading doc. We have an oversized back elevator, but the exterior door to the building will not accommodate a palette. There is limited parking on the street. Q: Do you have any microfilm you would like to get converted to digital? if not in this project in the future? A: We do have microfilm; we have not discussed the need to convert. Q: How many references do you require? A: 3 References.

6 April 26, 2016 Q: Can you provide a sample barcode that is needed for the Xerox Docushare Import? A: A sample of the bar coding has been placed on the website. Q: How many images per document on average? A: An approximate average is 350 per loan folder. Q: For Project B have you had the chance to finalize what your index values will be and if not when can we expect to get that info. Please categorize our electronic copies of plans & specifications as follows: 1. Development Name 2. Development Address or Addresses 3. Listing of Drawings Included in Set 4. Drawing Set Date 5. ID whether "As Built Set" or "Contract Set" 6. Project Manual/Specifications with Date Q: When asked about request I heard 5 a day and then probably less than that. Can you clarify on average how many document request you may have a day please? A: It would depend upon how long and how many files you retain at one particular time. The likelihood of a file being requested out of a small number of files you have is extremely small. Q: In the meeting I believe you said about 6 month turn time is that still correct and if not what would you like the turn time to be? A: Yes that is correct. Q: Not including Project B for this question you seem to have an estimated 15in equivalent 1,341 boxes at our estimations. So is it safe to say that you would give us about 223in boxes a month for 6 months? A: As an estimate, yes until the project is completed. Q: Would you consider about in boxes a month for 3 months? A: We would prefer not to have that number of boxes off site at one time. Q: What is the minimum amount of pickups can we do? A: Unlimited

7 Q: Is it correct that the vendor will be boxing the documents when we do the pick up? A: Yes along with Rhode Island Housing staff member. Q: Will we be inventorying and documenting the loan number and borrower name for every file that leaves the building? A: Absolutely Q: Please confirm in project A that each folder will be one multipage.pdf document? A: During the bidder s conference, we spoke about the need to have a left and right side of the physical file separately which would be searchable. Q: Please confirm you want OCR on project A? A: Yes, it needs to be searchable. Q: Please review again what file format you need in project B,,PDF,.JPG,.TIF? A: Please use a TIF file format in 300 dpi. Q: In project B do you need gray scale, bitonal? A: Just B & W Q: Please confirm if we need to scan post it notes or not? A: No Q: Please confirm if we need to scan envelopes or not? A: No Q: Please confirm if we discard post it notes and envelopes? A: Our preference is that they be put back into the loan file, under the right side group of documents for retention. Q: If you do not shred them and decide to store them does it have to be local or can storage be out of state at an official storage facility? A: The file retention has not been determined as of yet.

8 Preparation (Project A) Q: Could you please read the description below (which describes the level of effort required to prepare the mortgage files before imaging), and confirm which best represents the documents for project A? A: Light Preparation Light preparation - is defined as having lightly fastened documents (less than 1 fastener every 20 pages); 99% bond paper, 99%+ letter size and less than 1% require repair or mounting to the carrier sheets. Less than 5 manual sorts. Less than 1% out-sort (non-scan documents). Medium preparation - is defined as having moderately fastened documents (less than 1 fastener every 5 pages); 95% bond paper, remaining office type documents; 95%+ letter size and less than 1% require repair or mounting to the carrier sheets. Between 5 to 10 manual sorts. Less than 1% out-sort (non-scan documents). Heavy preparation - is defined as having heavily fastened documents (more than 1 fastener every 5 pages) including documents contained in envelopes which require opening and extracting; 80% bond paper, remaining office type documents; 80%+ letter size and less than 2% require repair or mounting to carrier sheets. Preparation (Project B) Q: Can you please confirm if the wide format drawing which are bound can be guillotined or have the bindings removed? There are vastly differences in costs if bindings cannot be removed and we wanted to understand if this was an option. A: The drawings cannot be guillotined for fear that the images would be destroyed, however, the bindings can be carefully removed, but the pages need to be rebound. Barcode Sheets (Project A) Q: Can you please confirm if the barcode separator are to remain with the image or to be dropped. A: Retained

9 Q: Question concerning the cover sheet We collect the folder metadata onsite and use a unique field (barcoded number) for inventory tracking and carrying the folder metadata through the scanning process. Our end cover sheet for each document in the folder is done onsite. So a barcode(s) is placed and the metadata captured onsite. This way the Housing Authority has a complete and accurate inventory of what has left the site before it leaves the site. Our scanning cover sheet then only requires one barcode and relevant metadata is with the single barcode and thus the file at a document level. We find this a more accurate and efficient way to process a project. Would such a cover sheet be acceptable for this project? A: Yes

10 April 27, 2016 Q: You said during the conference that files could be imported to DocuShare using some sort of load file and a collection of sequentially named image files. Usually this load file would appear as a formatted text file, spreadsheet or CSV file that connects index information with each file name. If this is true, are the proprietary Xerox Docushare barcoded coversheets an essential element? We can add our own tracking barcode to each file during intake, which would serve as a cover sheet and would be connected to all of the demographic info (loan number, name and even box number if desired). We would then capture all of these details during scanning and would manually index the section field (left, right, assistance 1 ). We can export the images with sequential numeric naming conventions and provide a load file in whatever format you request. The Docushare barcode tools are intended to improve efficiency when scanning to the DocuShare product, but for a company that doesn t use the Xerox tools, this would add a lot of work and cost to the project. Would this be an acceptable alternative to using the proprietary docushare barcode coversheets you provided as a sample? A: I am not sure your suggestion works, but would be open to testing. Q: Are the barcodes the only way to import files into DocuShare? If not, are they essential at all, as long as we can provide sequentially named image files and a database of index values associated with each image file formatted for a DocuShare upload? A: I m sorry, other than the barcodes and a manual drag and drop, I don t know if there are other ways to import files into DocuShare. Q: Can you share a sample load file for DocuShare with specific formatting? For example, if we delivered 3 image files: PDF, PDF and PDF, and each has index values for name, loan number and section, how does the load file that is delivered with these image files need to appear? A: I believe the first page of the image needs to contain the index values.

11 April 28, 2016 Q: During the bidders conference a file count of 5-10k loan files was provided and in the Q/A document a breakdown of 1 st and 2 nd is provided can you clarify the estimated total of loan files we should use? Also are we still to assume an estimated total of 3.8M pages with 10% duplex? A: Please use the following numbers as previously provided in this document. Number of 1 st mortgage loan files (located on 6 th floor) 6,290 Number of 2 nd mortgage loan files (located on 6 th floor) 7,197 The estimated total for project A still remains at 3.8M pages with 10% duplex. Q: For Project B what is the file format and dpi to be used? A: Please use a TIF file format in 300 dpi.