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HomeMy WebLinkAboutCity of Diamond Bar RFP -MonMass, Inc resposne.pdf REQUEST FOR QUOTATION PROPOSAL PRESENTED TO City Of Diamond Bar Friday, September 4, 2024 2 | Copyright © 2024 GHIT & Access - Confidential Contents of Proposal Cover Letter September 4, 2024 City of Diamond Bar Attn: RFP Review Committee Diamond Bar, CA 91765 Dear RFP Review Committee, MonMass, Inc. (dba GHIT Digital) is pleased to submit our proposal in response to the City of Diamond Bar's RFP for City-wide Scanning Services. GHIT Digital, women & minority owned small business, is a leading provider of digital transformation, content services, and document management capabilities. As the PRIME vendor, we are uniquely positioned to manage this project effectively. For more information about GHIT, please visit www.GHIT.Digital . In collaboration with our delivery partner, Access - the largest privately-held records and information management (RIM) services provider in the world, we are presenting a strategic solution and roadmap through this RFP that aligns with and supports the City of Diamond Bar’s goals and objectives. ‘Access’ brings transformative services, expertise, and technologies that enhance organizational efficiency and compliance by managing and activating critical business information. For more information about Access, please visit www.AccessCorp.com . Together, GHIT Digital and Access will ensure the successful execution of this project. We will provide the necessary staff to pick up, scan, and deliver documents back to the City, whether they are letters, memos, maps, drawings, brochures, photographs, or plans. Our goal is to help the City reduce paper record storage and electronically store documents within your document management system, Laserfiche. Our proposal includes budgetary pricing based on our current understanding of your information management initiative. We are confident that our combined experience and commitment to excellence position us as your best choice for this project. We are dedicated to building a long-term partnership that addresses both your current needs and any future requirements. Please note that all conditions proposed in this response are valid for a period of at least ninety (90) calendar days. Should you require any clarification on any aspect of this proposal, please do not hesitate to contact me directly. Warm regards, Monika Vashishtha Monika Vashishtha President Mobile: 646.734.6482 https://www.GHIT.Digital 3 | Copyright © 2024 GHIT & Access - Confidential Contents of Proposal Access Cover letter Access Project team/ Firm’s Experience Budgetary Pricing Access Methodology Digitization overview Insurance Consulting Services Agreement 4 | Copyright © 2024 GHIT & Access - Confidential City of Diamond Bar Transition B.MonMass, Inc (dba) GHIT and Access Project Team MonMass Inc, operating under the brand name GHIT Digital (www.ghit.digital) is a domain focused IT Services & Digital Transformation firm headquartered in New Jersey, USA. We are a Small Business, Minority and Women Owned Business (MWOB) certified firm, proudly representing diversity and inclusion within the technology and consulting industry. Team GHIT works on strategic IT Projects for Government, HealthCare, Insurance and Technology clients. With a strong foothold in software product implementation and a strategic partnership with Access, Inc., we are uniquely positioned to address client’s ask and expectations with tailored solutions and exceptional services. Key Personnel Stakeholders •Monika Vashishtha, Client Partner and President (GHIT Digital) Monika is an esteemed Program Director with over 25 years of experience. Armed with an MBA and an illustrious global career that includes pivotal roles at NBCUniversal and Thomson Reuters, Monika stands as a beacon of leadership and expertise in the realm of digital transformation, change management, and program delivery. She will be responsible for managing the account and relationship with City of Diamond Bar, CA. Our Sub Contractor and Delivery partner – ‘Access’ Access is the largest privately held information management provider in the world. Access offers the highest quality service and take great pride in our commitment to exceeding the expectations of our clients every day. Access serves over 39,000 clients across 140+ secure records center locations in every major North American market. Key Personnel and Stakeholders •Heather Wolff, Project Manager •Eric Schmitz, Regional Director Conversion Services •Chris Hoffman, Facility /Operations Resumes of Key Personnel are attached at the end of this document 5 | Copyright © 2024 GHIT & Access - Confidential City of Diamond Bar Transition C. Firm Experience 1. Information Management Access is the largest privately held records and information management services provider in the world. A trusted partner to clients spanning multiple industries and markets, Access’ complete suite of services includes records storage and document management, data protection, digital conversion of both paper and microform originals, digital access solutions, secure destruction and information governance and compliance consulting. The valuable business services Access provides allow clients to focus on their core businesses while reducing the costs and risks associated with information retention, distribution, management and final disposition. Access provides integrated information management services across the entire information lifecycle. Clients partner with us to reduce risk, increase compliance and create efficiency. With our expertise in technology and superior service, Access clients are able to advance the way they manage their information. Our best-in-class Access team provides end-to-end support in governing, managing and protecting your information. Access’ full-service information management solutions include offsite storage, scanning and digitization services, information governance, digital document management and secure destruction services according to client retention schedules. 2. Security The security of the City of Diamond Bar’s information is a top priority for Access. Each Access center follows stringent facility, physical document, system, and personnel security protocols, protecting our many clients who fall under strict regulatory restrictions regarding records and information. Access is PRISM Privacy+ Certified and AAA NAID (National Association for Information Destruction) Certified, ensuring compliance with the most rigid operational security procedures in the industry. Access implements the latest fire suppression technology and high security, restricted access. 3. Project Management Office Access has a dedicated Project Management Office (PMO) to facilitate the transition process and will help the City of Diamond Bar manage the budget and timeline on the transition project through detailed communication and excellent service. With decades of experience, our expert team is committed to your success and will bring a disciplined approach to the transition, leveraging project plans built upon best-practices and tailored to your project. 6 | Copyright © 2024 GHIT & Access - Confidential City of Diamond Bar Transition 4. References Access is the largest privately held information management provider in the world. We are privileged to serve over 39,000 Clients managing over 81 million cubic feet of box storage. We value our relationship with each of those Clients and do not share their contact information as references during RFQ/RFP processes. If Access is selected to move forward in the procurement process, we will provide the requested contact information. In the interim, please see our Client Case Studies on our website: https://www.accesscorp.com/case-studies/ . 7 | Copyright © 2024 GHIT & Access - Confidential City of Diamond Bar Transition D. Methodology/ Project understanding City of Diamond Bar has approximately 15,000 images in 250 files. 10,000 are standard size and 5000 are large format. 1. Ability to pick up and transport documents to a scanning facility. Access’ Meranda Valley facility is designed specifically to meet the highest industry standards for the protection of business information. This includes high security, restricted access, security cameras, and the latest fire suppression technology. Transportation is provided using secure vehicles and highly trained transportation specialists. Access utilizes fuel-efficient, company-owned or leased delivery vehicles that include intelligent transportation routing (point to point GPS tracking) which can be monitored 24/7. Our tracking system allows for tracking capabilities such as where vehicles are, if vehicles are turned off/on and how long they've been stationary, speed at which they are traveling, driving habits, etc. Vehicles are secured at all times and operated by company Team Members only. Pre-trip safety checks are performed on vehicles on a daily basis. Chain of custody is established at time of pick up. 2. Capable of secure document scanning and storage. Access maintains a comprehensive security program that monitors our facilities including police, fire and intrusion detection systems on a 24 hour basis 7 days per week. Systems include door contacts, motion sensors, glass break sensors, security cameras (inside/outside), DVR recorder with minimum of 90 days footage. No single person has access to any Access facility without key fob access. At all times on Access property, every person must have a badge. Team Members must wear issued Access Team Member badges. Visitors must wear issued visitor badges. When visitors arrive, there is a single point of entry where a visitor must show government ID, sign non-disclosure agreement, sign visitor log, receive a visitor badge, and be escorted at all times. Absolutely no unauthorized visitors are allowed into the facility without following these procedures. Access has invested in additional video surveillance and key card readers to restrict access from the office area into the record center. Access to equipment and secure areas are highly restricted. 3. Access will work closely with City of Diamond Bar to onboard your physical information. Access uses barcode labels unique to track and maintain the chain of custody of your materials for container inventory tracking. Access shall prepare documents for processing. Removal of staples, clips, fasteners, or other binding materials. Repair torn pages. Reassemble Records After Scanning. Plans shall be re-rolled unless instructed otherwise by the City. All records to be scanned at a minimum of 300 DPI, black & white, and/or grayscale and/or color to match original in PDF format unless otherwise agreed upon by the City. Images shall be de-skewed to the best possible alignment and auto-rotated (in readable format) in City’s Electronic Document Management 8 | Copyright © 2024 GHIT & Access - Confidential City of Diamond Bar Transition System. Black borders shall be removed. Should multi-page file exceed the limit, file shall be divided into smaller components. Quality inspection of documents shall occur at the time of scanning. Illegible images shall be rescanned by the Consultant at no charge so that the document is as legible as the original. Optical Character Recognition (OCR a. All records shall be named and indexed according to conventions determined by the City. Fields may change based on the document type. Approval of Document types and index fields are needed for scanning. The scanned PDF images and a text file which will include the index values will be delivered on a labeled Hard Drive. b. The index values will be formatted to successfully import into the City’s Electronic Document Management System. Access shall ensure digital entries accurately match the scanned hardcopy record at the time of scanning and ensure the appropriate references are in place. Consultant shall provide ongoing quality assurance/quality control (QC/QA) and review of records indexed. Records may not leave the State of California. No national or international services are permitted 4. Destruction of aged documents as instructed. Access provides secure shredding of cartons or files with Certificates of Destruction available. 5. Supplier responsibilities a. Transports documents to scanning facility b. Preps documents for scanning by removal of staples, clips, fasteners, or other binding materials c. Scan d. Quality assurance check e. Upload to a Cloud site or provide a disc for City’s repository f. Return Documents to City Access provides secure shredding of cartons or files with Certificates of Destruction available. 9 | Copyright © 2024 GHIT & Access - Confidential Detailed Pricing Proposal - Total $48,305 Based on our current understanding of your project, Access is pleased to provide the pricing information below for budgetary pricing purposes. Upon formal approval of the project, we welcome the opportunity to further review the details of the project scope and timeline. Services Description Unit Price Unit of Measure Est. Quantity Project Total Pick-up charge (per pick-up) $85.00 Trip 1 $85.00 Delivery charge (per delivery) $85.00 Trip 1 $85.00 Project Set up Charge $5000 Project 1 $5000 Pre-scanning document preparation $ Sheets 15,000 Waived Full Color 8.5 x 11 (20% double sided) $2.345 Sheets 10,000 $28,140 Full Color Oversized (Architectural) $2.999 Sheet 5,000 $14,995 Page rotation, File re- assembly $ files 250 Waived Metadata Entry $ Sheets 15,000 Waivied OCR Conversion, Data Transfer QC check $ Sheets 15,000 Waivied Additional Destruction of carton $5 Per cubic feet ? ? 10 | Copyright © 2024 GHIT & Access - Confidential Insurance Proof of insurance requirements addressed in the professional services agreement of this Request for Proposal shall be submitted by MonMass, Inc. upon execution of the contract as defined under the City’s existing purchasing Ordinance. “Certifying that the required insurance coverage will be obtained & submitted by the MonMass, Inc., and MonMass, Inc understands said coverage is prerequisite for entering into an agreement with the City”. 11 | Copyright © 2024 GHIT & Access - Confidential Consulting Services Agreement Sample Agreement – Read and Understood. Team GHIT is certifying that in principle we agree to the term and Conditions of the City’s Consulting Services Agreement Having said that we have made minor edits that does not make any material change to the contract. Red lined copy of the agreement from our end is attached for your review under the ‘supplemental documentation’ tab on the submission portal RESUMES Monika Vashishtha (MBA, PMP, ITIL, 6 Sigma) - page 1 Monika Vashishtha (MBA, PMP, ITIL, 6 Sigma) Millville, New Jersey, United States monika@GHIT.digital 646.734.6482 linkedin.com/in/monika-vashishtha Summary GDIT Digital is Gov-Health-IT focused, women & minority owned American firm with sweet spot into Digital Services, Cloud Services, Data Services & Infrastructure Services. Our GTM strategy is “Sell-to” & “Sell-with” Clients & Partners. Experience President MonMass, Inc. Feb 2022 - Present (2.5 years) MonMass, Inc. is a domain focused, future ready, boutique IT Services & Digital Transformation firm. We are a small business from New Jersey, USA. Diversity, Inclusion, and Growth is our Mantra. MonMass works on strategic IT Projects for Government; HealthCare; Gov-Health, SLED and Technology clients. We are nimble, scalable and sell & deliver with Platform Partners & Delivery Partners. Out niche capabilities include Agile Project Management, Infrastructure Services, Data Services, Cloud native Data and Apps Implementation, Integration, Migration, Security & Optimization. MonMass, Inc. endeavors to work on your strategic IT Projects or tactical Staffing & Consulting requirements related to NAICS codes 541511, 541512, 541330, 541618. Technology IPMO Program Manager, Operations & Technical Services; Enterprise Biz Partnership NBCUniversal Jan 2015 - Dec 2021 (7 years) Digital Transformation Change Management Program Management Technology Transformation Management Program Manager - Global Change Management Group Thomson Reuters Apr 2010 - Jan 2015 (4 years 10 months) •End to end planning and implementation within agreed budget and timescales Monika Vashishtha (MBA, PMP, ITIL, 6 Sigma) - page 2 • Partner with the Business, Technology and Functional teams to deliver Complex Programs • Support business readiness and deployment activities (transition planning, contingency planning, front line support, command center and business normalization) • Manage and report on overall project delivery, status, resources, change controls and risks • Manage the human element of change • Develop trusted relationships with stakeholders and customers. • Manage Business Continuity (disaster recovery) plans throughout program milestones • Measure and assess readiness and adoption via metrics Senior Project Manager, Customer Service Improvement Thomson Reuters Dec 2005 - Mar 2010 (4 years 4 months) Using six sigma methodology managed and delivered various customer service improvement projects for internal functions and processes within Thomson Reuters. Key responsibilities included: • Identifying areas of poor resolution performance within different business functions, addressing reasons for poor performance and using 6 sigma techniques to deliver sustained process improvements • Deliver measurable benefit as defined in the business plan • Deliver service awareness training to resolver groups • Organizing, planning and executing office moves. Worked along with technology and business teams to develop and implement comprehensive project plans to move key technology, telecom and other critical business equipment to a safe and secured environment Customer Support Manager, South Asia Thomson Reuters Apr 2003 - Nov 2005 (2 years 8 months) • Set up the infrastructure and team of customer service for Reuters, South Asia • Managed budget over $2M and a high performing and knowledgeable team responsible for supporting customer service operations across South Asia. Reporting to Head Customer Service Asia and part of the top management Executive Team, South Asia • The scope of profile was to deliver an excellent customer service experience to support customer re-tention and enhance Reuters value proposition. • Key responsibilities included: o Maintaining and improving demanding customer service targets o Recruiting, coaching and mentoring staff to deliver excellent customer service o Adherence to global SLA’s and processes o Design and implement process improvements. o On the global panel for ‘Customer Problem Management’ and ‘champion’ for Monika Vashishtha (MBA, PMP, ITIL, 6 Sigma) - page 3 implementing CRM Siebel processes for various functions within South Asia Head - Customer Service Bharti Airtel Mar 2002 - Apr 2003 (1 year 2 months) • Managed and led the team responsible for operations / customer service for Western India reporting directly to the COO • Set-up the entire customer care team inclusive of 120 agents (in-house) call center / 60 agents (out-sourced) call center / 120 retail franchise team • Customer retention and managing churn within desired percentage • Responsible for managing the overall international benchmarked quality scores (C-SAT & VOC) for the customer care function of the company Director - Business Development Zenta Technologies Pvt Ltd. Feb 2000 - Mar 2002 (2 years 2 months) • Managed the business development & marketing team for national and international businesses and reported directly to CEO • Set up state-of-the-art 400 agent international call center with focus towards outbound activity in the telecom and financial services sector • Responsible for new businesses, strategic tie-up & negotiations • Spearheaded the marketing initiatives and brand building of Zenta Technology through web marketing, designing of website & brochures • Actively involved in recruitment / training • Analyze customers process migration requirements and documentation Manager - Customer Service Thomas Cook Group plc Jan 1997 - Mar 2000 (3 years 3 months) • Developed comprehensive processes for the Call Center & Global Services function and integration with the existing product lines of Thomas Cook - Foreign Exchange, Travelers Checks, VISA Travel Money • Lead a team of 25 Customer relation executives / supervisors and ensured achievement of agreed service levels and revenue targets Finance Officer T-Series Apr 1995 - Jan 1997 (1 year 10 months) • Preparation and presentation of finance proposal for projects to financial institutions for Term-Loan and working capital • Designed Management Information System (MIS) for senior management Education Indian Institute of Planning & Management (IIPM) - New Delhi Monika Vashishtha (MBA, PMP, ITIL, 6 Sigma) - page 4 Master of Business Administration - MBA, Finance and Financial Management, Business Administration and Management, General 1993 - 1995 Hindu College, Delhi University BA (Hons), Economics Hons 1990 - 1993 Delhi University Bachelor's degree, Economics Project Management Institute, USA PMP Skills Operations Management • Customer Relationship Management (CRM) • Sales • Government • Nonprofit Organizations • Sales Operations • Artificial Intelligence (AI) • SLED • GHIT • Cloud Computing ERIC G. SCHMITZ Equipped with extensive leadership experience spanning sales, operations, marketing, and client relationship management, including a successful track record of exceeding revenue targets and expanding market shares for organizations. Adept at regional business expansion and stagnant-account turnaround. Combines business-to- business sales and client relations management experience with expertise in new market development, communications, and strategic planning. Professional History ACCESS INFORMATION MANAGEMENT Jan 2024-Present Enterprise Director, Access Unify Jan 2024 – Present Responsible for managing net new and existing sales in the Enterprise division for the Access Unify Software Service and Conversion Services ⎯ Partner with internal resources to drive value and subject matter leadership ⎯ Consult and sell across all industries to organizations over $1 Billion in revenue ⎯ Oversee Unify P&L statements and Financial Models NEWGEN SOFTWARE March 2022-Jan 2024 Regional Sales Manager March 2022 – Present Responsible for managing net new, OEM and strategic account sales in the Insurance, Healthcare Payer, Manufacturing, telecom, technology and Government industries for the United States. ⎯ Manage a team of Business development reps, Solution Architects, Partner Managers and Customer Success in the US. ⎯ Helped finalize new technology partnerships with Guidewire and Duck Creek. ⎯ Created and managed go-to-market strategies for my territory for pipeline growth. ⎯ Worked with Marketing to help create content and messaging for email and calling campaigns ⎯ Worked with Global GSI partners to find and manage new software opportunities from their customer base. ⎯ Hit quota after 1st full year of $3 million selling to a large P&C Insurance carrier. OPENLEGACY September 2021-March 2022 Global Director, Technology Partners September 2021 – March 2022 Responsible for defining the OEM/Reseller partner business model, strategy, and licensing. Targeted with finding new technology partnerships and expanding current partnerships while selling private label offerings through these partnerships. ⎯ Onboarded 3 new strategic partnerships within the first quarter of employment including the largest partnership to date. ⎯ Tripled the OEM partner and sales opportunity pipeline in 4 months. ⎯ Re-established several current partnerships including expanding our product offering on their Marketplaces. ⎯ Managed Global Business Development reps to increase and manage pipeline and appointment setting. HYLAND SOFTWARE, INC. August 2011-August 2021 Senior Account Executive, OEM Sales April 2019 – August 2021 Responsible for defining the OEM partner business model and strategy and engaging key strategic accounts. Answerable for sustaining and uplifting business into business sales while managing relationships with partners adding high-levels of value to their technology offerings. ⎯ 2019 President’s Club Earner producing over $3 million in software revenue and achieving over 150% of goal. ⎯ 2020 President’s Club Earner producing over $3.2 million in software revenue and achieving over 165% of goal. ⎯ Assisted in developing and executing pipeline strategy for a newer sales department which lead to the team achieving over 120% of pipeline quota in 2019 and 200% in 2020. ERIC G. SCHMITZ Professional History – Continued ⎯ Worked on building relationships with potential OEM partners through a multi-channel approach including conferences, email and social media marketing. ⎯ Aligned with Product Management and Development to influence product roadmap and enhancements. Channel Strategic Account Manager August 2011 – March 2019 Develop and grow Solution Provider’s OnBase business. Work hand and hand with these Solution Providers become best of breed sellers and supporters of the OnBase solution. ⎯ 2018 exceeded add-on partner MBO at 177% of revenue target ⎯ 2016 President’s Club Earner selling $3 Million in OnBase software ⎯ Solely dedicated to growing Hyland’s US and Canada relationship with Xerox and their subsidiaries from August 2014 – 2018. Managed a 4-person team to cover this relationship for 4+ years ⎯ Managed Xerox to approximately 1050% software sales increase from 2015 to 2016 ⎯ Developed and executed strategic initiatives to grow and maintain pipeline including but not limited to webinars, awareness campaigns, lunch and learns, partner and customer facing events ⎯ Helped structure and implement onboarding programs for newly recruited OnBase Solution Providers ⎯ Has assisted in selling solutions into several Fortune 500 and large public institutions such as General Mills, Commercial Metals Company, Applied Materials, Marriott, Enterprise Holdings, Commonwealth of Kentucky and the University of Hawaii CHAMPION PERSONNEL SYSTEM, INC. October 2010-August 2011 Business Development Manager Develop and maximize the company’s market share and sales volume among existing and potential clients for a Cleveland, Ohio based recruitment and staffing services firm. ⎯ Responsible for business-to-business sales utilizing firm leads and self-generated leads ⎯ Established relationships with 44 new clients, representing a New Account increase of 400% since 2008 ⎯ Implemented process to revive Stagnant Accounts, equating to a profit increase of 20% ⎯ Developed and executed new marketing strategies to inform current and potential clients of company services ⎯ Structured and employed electronic-format lead tracking for firm-wide use, which was subsequently transitioned into PC Recruiter by CEO ⎯ Implemented in-person business-to-business sales strategies to reach new clientele, resulting in New Account increase of 40% ASPIRING ATHLETES, INC. January 2007-September 2010 Client Relations Director (Promoted April 2010) Built and managed client relationships to drive sales growth by providing athletic training, coaching, and college placement advice to perspective and existing customers for an Ohio based athletic company. Handled all client relations and customer service needs for 550+ clients. Westside Sales Manager (Promoted June 2009) ⎯ Responsible for growth of Westside market and organizational expansion into the Eastside market ⎯ Recruitment and retention resulting in 250% company growth from 2009-2010 ⎯ Top Record and Gross Salesman 10 out of 12 months General Manager – Business Operations (January 2007) ⎯ Implemented internal day-to-day operations and business platform ⎯ Drove sales, recruitment and retention of clients and teams ⎯ Managed 25 trainers, 16 coaches, and 5 full-time staff members ⎯ Employee of the Year Award 2009 ERIC G. SCHMITZ Professional History – Continued ABOUT FACES MODEL & TALENT AGENCY, ELITE MODELS May 2006-December 2006 Model/Actor ⎯ Starred in regional commercials and employee training videos for McDonald’s Corporation ⎯ Promotional model at various conventions and tradeshows for Cadillac, Gatorade, Nicorette, and Soy Joy ⎯ Attended numerous corporate events as the head regional Chik-fil-A mascot Education/Activities B.S. in Psychology, Notre Dame College (2004-2005) ⎯ Assistant Baseball Coach/Recruiting Coordinator 2005 ⎯ Varsity Baseball, All AMC, Honorable Mention All Regional VI 2004 Psychology Major, Cleveland State University (2001-2004) ⎯ Varsity Baseball, All Horizon Tournament Team 2003 Frontier League Professional Baseball, Traverse City Beach Bums (2005)