Extended Support Renewal

\n\nDepartment Office/Division /Program: a of State, Bureau of Motor Vehicles, Information\nDepartment Contract Administrator or | Chris Johnson, Deputy Secretary of State\nGrant Coordinator: | Chief Information Officer\n\n(If applicable) Department Reference\n\n#:\n\nRBB NR un, % DE BETTEN SET\nCONTRACT Proposed Start | 5,4,2024 Proposed End | \u201e30/2025\nDate: Date:\n\nOriginal StatDate | | Effective Date:\nAMENDMENT previous End Date: | NewEnddte| |\n\nProject StartDte: | | GintSatDte: \u2014\u2014 |\n_ Project EndDate:| | GrantEndDate \u2014\u2014\n\n. Kofax Inc\na a 15211 Laguna Canyon Road\nity, State: | |\u201a\\ine, CA 92618\nBrief Description of\nGoods/Services/Grant: ESNOSUSUppOR rennen\n\nPART Il: JUSTIFICATION FOR VENDOR SELECTION\nCheck the box below for the justification(s) that applies to this request. (Check all that apply.)\n\nH. State Statute/Agency Directed\nI. Federal Agency Directed\n\nK. Client Choice\nL. Other Authorization\n\nREV 03/12/24 Page 1 of

3\n\nc\nc\nc\nSI irgend Qusinen |\nc\n" "DocuSign Envelope ID: B257C2BE-F263-4095-95E7-10BFCAB9D735\nProcurement Justification Form (PJF)\n\nPlease respond to ALL of the questions in the following sections.\nPART Ill: SUPPLEMENTAL INFORMATION\n1. Provide a more detailed description and explain the need for the goods, services or grant to\nsupplement the response in Part I.\nThe Maine Bureau of Motor Vehicles digitizes motor vehicle documents through a process known\nas document management, which requires the scanning of documents. We use 2 products in\nconjunction with each other, OnBase and Kofax. By digitizing its documents with Kofax, the Bureau\nof Motor Vehicles can realize considerable savings in time personal costs and paper.\n2. Provide a brief justification for the selected vendor to supplement the response in Part Il.\nReference the RFP number, if applicable.\nThe document management process currently used at the Bureau of Motor Vehicles is to digitize\nbureau documents using scanned images. Kofax allows for better data entry tools and works in\nconjunction with our database application OnBase and our in-house BMV applications. The digital\ndocuments are critical to streamlining processes at the BMV and the timely access by law\nenforcement and the courts who are dependent upon the data that the bureau generates in its\ncurrent form.\n3. Explain how the negotiated costs or rates are fair and reasonable; or how the funding was\nallocated to grantee.\n\nThe saving derived from digitizing documents is considerable as compared to copying paper\ndocuments and emailing the documents to people. The maintenance and support for the document\nscanners being requested is significantly less than purchasing new document management\nequipment that would have to be adapted to BMV processes. The rate directly from the parent\ncompany Kofax are the same or cheaper than going through a reseller.\n\n4. Describe the plan for future competition for the goods or services.\n\nThe Office of Information Services could be open in the future to a competitive bidding process for\nsoftware and hardware. When Information Services did go out to bid previously there were no bids\nsubmitted\n\nPART IV: AMERICAN RESCUE PLAN ACT (ARPA) / MAINE JOBS & RECOVERY PLAN (MJRP)\nDoes this request utilize ARPA/MJRP funds?\n\nU Yes, MJRP funds (023) - If Yes, please attach the approved Business Case(s).\n\nU Yes, ARPA funds (025) - If Yes, please be aware of the requirements from awarding federal\nagencies.\n\n&X No - If No, proceed to Part V.\nIN |\n\nPART V: CONFLICTS OF INTEREST (COl); CONTRACT WITH THE STATE\n\nDoes the requesting Department signatory understand and acknowledge Maine\u2019s COI Statute?\n\nX Yes, the requesting Department understands and acknowledges MRS Title 5, 818-A, 2.\n\nREV 3/12/24 Page 2 0f3\n" "DocuSign Envelope ID: B257C2BE-F263-4095-95E7-10BFCAB9D735\n\nPART VI: APPROVALS\n\nSignature of requesting\nDepartment\u2019s Commissioner\n(or designee):\n\nProcurement Justification Form (PJF)\n\nThe signatures below indicate approval of this procurement request.\n\nOhnchophen 2[(\n\n3/14/2024\n\nTyped Name: | Christopher K. Johnso y Date:\nSignature of DAFS DocuSigned by:\nProcurement Official: em Lrioka\nEA813178102243C...\nTyped Name: |Joseph Zrioka Director of IT Procurement Date: 3/23/2024\n\nREV 3/12/24\n\nPage 3 0f3\n"