ADDENDUM NO. 1. April 26, 2017 FOR THE REQUEST FOR PROPOSAL (RFP) NO DOCUMENT SCANNING SERVICES

Transcription

1 ADDENDUM NO. 1 April 26, 2017 FOR THE REQUEST FOR PROPOSAL (RFP) NO DOCUMENT SCANNING SERVICES NOTICE is hereby given that the following changes and clarifications have been made to the bidding documents of the above referenced project. All other terms and conditions remain unchanged. Question 1: Answer 1: Do the plans need to be scanned in color or black and white? Black and white. Question 2: City has one Excel database and one Access database listing all plan checks. What data is in these databases? Answer 2: A snapshot of each database has been attached. Question 3: Is the plan check number also the permit number? Answer 3: No. Plan checks and permits are issued their own unique number. The numbers are 8-digits with the first four digits indicating year and month. Example 1: plan check number was issued in April Example 2: permit number was issued in December Question 4: Answer 4: Question 5: Answer 5: Question 6: Answer 6: Question 7: Answer 7: Do the documents to be scanned include approval date? No, the plans to be scanned are finals. How many people will have access to the scanned documents? Approximately 15 people. Are there duplicate plans? There may be a few duplicate plans but the amount is insignificant. Does the City want to scan miscellaneous files (i.e. correspondences)? Yes, all documents enclosed in plans should be scanned. Question 8: For large format plans, does City want to bookmark each sheet? Answer 8: No, however the City wants pricing for 1) scanning without bookmarking each page and 2) scanning and bookmarking site plan, floor plan, and structural plan. Question 9: Answer 9: Does City want text searchable? No. Question 10: Commercial buildings are typically older with multiple improvements, how would each improvement be unique? Answer 10: Each improvement has its own plan check number. Question 11: Does the plan check number relate to the date?

2 Answer 11: See Question 4. Question 12: Will City s IT be involved? Does the City s IT require any information regarding the scanning and could storage? Answer 12: Yes, the vendor will work with IT to transfer plan files to Onbase. Question 13: What is the City s end goal so firms can propose right system? Answer 13: City will use Onbase as its vehicle for viewing scanned documents. Vendor will provide the scanned files to the City, and the City will upload the files into Onbase. Vendor will not be given access to the City s Onbase system. Question 14: In the pre-proposal meeting, there was discussion of the City creating quantities for vendors to bid upon. What are these estimated quantities? Answer 14: The following are the quantities of documents to be scanned that all vendors should use to estimate costs. 130,700 Estimated total pages of large scale plans (24 x 36 ) (30 x 48 ) (36 x 48 ) 330,000 Estimated total pages of 8-1/2 x 11 pages of back up documents Question 15: Will the plans and documents that the selected vendor receives all be scanned? Answer 15: Yes, vendor will scan all plans and documents. Vendor will not need to review or decide which plans need or do not need to be scanned. Question 16: How will plans be packaged and transported? Answer 16: City will package the plans in boxes and vendor will arrange for the transportation of plans to and from the scanning facility. City will create a manifest of the boxes before vendor picks up the documents. Question 17: Will the City need to access plans during the scanning process? Answer 17: If the scanning process, including the transportation time, takes less than three weeks, the City does not need access. If the time for scanning and transporting is greater than three weeks, the City will expect the physical plan(s) to be returned or a digital scan of the plan(s) to be sent within five working days. Question 18: How are the plans organized in storage rooms? Answer 18: Plans are organized by plan check number. Question 19: Can plans be scanned out of state or country, and will agency allow for onsite scanning? Answer 19: City will not authorize plans to be scanned outside of California. City will not allow for onsite scanning. Questions 20: Will City allow documents to leave the country or to allow individuals outside of the US to perform indexing services? In other words, can we perform the post scanning tasks (like image enhancement procedures, indexing, orientation, etc.) in our India based facility? Answer 20: City will not allow the original plans and documents to leave the country. City will allow for post scanning tasks such as indexing services to be perform outside of the US. Question 21: Will plans be recycled immediately after scanning or will they need to be returned to the City? In other words, will all originals be returned to their originating location?

3 Answer 21: found. Original plans will need to be returned to the City in the same room that they were Question 22: What is the City s timeframe? Answer 22: Timeline is outlined below. The City is flexible to the time listed so long as the vendor can provide original plan or scanned file per Question 19. Priority Level Plans location Deadline Priority 1 Community Development 2 months after Notice to Proceed Department (Room 12) Priority 2 Basement closet 3 months after Priority 1 is completed Priority 3 Basement large storage room 6 months after Priority 2 is completed Question 23: Will the vendor performing the work be picking up and producing in portions or will the vendor doing the work be picking up and producing the entire collection? Answer 23: Vendor will be picking up the plans and producing the scans in phases. Question 24: What resolution and format are we current scanning at? And what resolution and format does City want the plans and documents to be scanned at? Answer 24: City is currently scanning residential plans at dpi and PDF. City is not currently scanning commercial plans. City wants vendor to scan commercial plans and documents at 600 dpi for grayscale and PDF and PNG. Question 25: What scanner is the City currently using? Answer 25: HP Design Jet T2530 Question 26: Will there be a piggyback clause for other departments? Answer 26: The professional service contract contains additional services language that lends itself to the piggyback clause. In the event that additional scanning is required, the work can be added as long as the work is authorized by the City. Question 27: Does the City have an approved budget for this project? Answer 27: Yes. Question 28: How will the plans in the three locations be accessed? Answer 28: Plans located in the basement can be accessed by two stairways, one passenger elevator, and one freight elevator. Plans located in the Community Development Department (Room 12) can be accessed by the department doors. Question 29: Would City confirm that a vendor may submit multiple pricings for different workflows? Answer 29: Please do not submit multiple pricings. Question 30: Is on-site scanning an option? Answer 30: No. Question 31: In RFP, index field list has been supplied. Please provide us with length of each index field. Answer 31: See Question 2 and below.

4 Field name APN Address Permit Number Length 9 digits 5 digits and 15 characters 8 digits Question 32: For indexing the address, do you need just the street number and address indexed? Answer 32: Yes. City will not need directional (N, E,W, S), or street qualifier (Blvd., Ave., etc). Question 33: Number pickups needed on daily/weekly/monthly basis? Answer 33: Pickup will not occur on a daily basis. City will coordinate with selected vendor on the weekly or monthly pickup. Question 34: Per RFP, it is mentioned that we need to store the output data in the vendor database for retrieval, etc. Confirm whether vendor needs to send the output data to the client? If so, please provide with delivery of the output data to Norwalk? Answer 34: Yes, vendor will send output data to the City. Recommend files delivered on an external hard drive. Question 35: What is the document pick-up location address? Answer 35: Norwalk City Hall, Norwalk Boulevard, Norwalk, CA Question 36: What is the retention period after vendor completes the process and return shipment of the documents/form/return/application? Answer 36: 90 days Question 37: Regarding returning documents, does vendor need to send the paper clips, boxes, and additional belongings to the City? In other words, does City require all plans and documents to be re-bound? Answer 37: The plans and documents do not have to be re-bound. City does not want paperclips nor the plans restapled. However, plans should be folded or rolled in their original order. Question 38: Does City have any disaster recovery requirements? Answer 38: None at this time. Question 39: Are there any specific security requirements that vendor need to be compliant with? (i.e. PII compliance, NIST). Answer 39: None at this time. Question 40: Confirmation on training to Norwalk? Answer 40: As the City will use its current Onbase system, vendor will not need to provide training to the City. Question 41: Of the estimated 4,600 total plan sets, how many are in the Excel file, and how many are in the Access Database? Answer 41: Excel has approximately 2,000 and Access has approximately 1,800. Question 42: And of the plans that are in either database, are the addresses formatted in the database as they will be required for indexing the plan sets? So, are the street number, street

5 directional (N,S,E, or W), street name, street qualifier (Blvd., Ave., etc.), and unit number (apartment number) in the database as separate fields, or are they all lumped into a single field? Answer 42: Yes. Question 43: Do the large drawings need to be integrated into the electronic file exactly in the order that they appear in the hard-copy file (do they need to be collated), or can the large drawings be put at either the front or back of the electronic files? or perhaps put in a separate file? Answer 43: Yes, the pages in the electronic file should match the hard-copy file. Only the backup can be in a separate file. Question 44: Will City provide with volume or percentage details via handwritten paper and system printed paper? Answer 44: It is unknown how many details are handwritten. Plans made prior to 2000 may have handwritten details. Question 45: We process a sample based on the scope of work for customer approval before we produce the entire collection. Will the City of Norwalk be opposed to this process? Answer 45: No, the City is not opposed. Question 46: Does the City have digital files on their server that will need to be renamed and indexed? Answer 46: No. Question 47: In order to receive the best solution from a large group of experienced conversion vendors can the agency consider allowing vendor to call into the meeting in lieu of physically attending the meeting? Answer 47: Per Section I.D.2, attendance at the meeting is mandatory. Question 48: The SOW seems to indicate that the agency is looking for scanning, advice on how to scan and a content management system. Would the City consider moving the software to an optional item so that a highly competent and lower cost scanning vendor is not overlooked because of a feature we cannot predict would be desirable to the agency? Answer 48: City will use Onbase software for viewing documents. Question 49: A not to exceed fee schedule with hourly billing rates is extremely rare in the conversion service industry, primarily because it is impossible to predict the amount of documents and labor to complete the entire archive. Can the agency consider performing an assessment based on vendor guidance to determine a fair estimate of quantities and list a fees schedule based on unit pricing? Answer 49: Yes Questions 50: Can the agency provide points to each evaluation criteria so vendors can understand the agency desires and tailor their proposal and processes to meet the agency desires and/or can be respond with a base solution that meets the minimum requirements with options for higher levels of accuracy or options like on site scanning? Answer 50: Qualifications of the Firm (15) Proposed Team and Organization (10) Detailed Work Plan (35) Fee Proposal (35)

6 Question 51: Can we submit the proposal via ? Answer 51: No. Per Section I.E.3., vendor must submit one original and 2 copies of its proposal in a sealed package. Question 52: Can City provide the sign-in sheet for attendees to the pre-proposal meeting held on April 19, 2017? Answer 52: See attachment.

7 Screenshot of Access Database Valuables: Plan Check, Street Number, Street Name, Addt l, and Project Name Screenshot of Excel Database Valuables: Plan Check Number, Street Number, Street Name, Addt l, Project Name

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