Prescott



962025-571500ADDENDUM #2 CITY OF PRESCOTTRequest for ProposalsSCANNING SERVICESCITY OF PRESCOTT, ARIZONAPREPARED BY: Community Development DepartmentDue Date: June 28, 2018Contact: Darla Eastman, Community Development Administratordarla.eastman@prescott- or (928) 777-1205.201 S Cortez Street, Prescott, Arizona, 86303The answers to the questions are in RED colored font:“Exhibit A” referenced on page 7 Item 1 of the attached bid package. Exhibit A is an attachment to the Scanning Services contract which will be prepared by the contractor in cooperation with the City representative (Scope of Work). Reference to how the City wished to have the documents indexed for easy document look-up. Do you want Indexing, and if so how many and what would the indexes be? The indexing will be the files labeled by address. Do you have an Electronic Content Management (ECM) System installed, and if so, what system is it? Hyland OnBaseOn page 4, under “Guidelines for Proposal Preparation”, Item # 6 it states that the Proposal shall be limited to no more than 2 pages not including the fee schedule. Yet on page 5 under “Criteria for Selection”, it states that “The City intends to select a Company based on qualifications, experience and ability to meet the project schedule and turn-around times”. I believe for us to best show these things, it will take more than 2 pages. For example it would be more than 2 pages just for the resumes of the key members of our staff that would manage the conversion process, and if write-ups on some of our reference successes were to be included it would be additional pages. Will you consider allowing more than 2 pages plus the fee schedule?If you would like to include additional pages, you are welcome to do so.On Page 3 of the RFP, under "Qualifications" it states "Minimum dpi for black and white scans shall be 400 dpi and minimum dpi for color scans shall be 600 dpi". Using these dpi requirements will lead to a need for an extremely large and unnecessary amount of your disk storage to be used to store the converted images. We have bee doing scanning conversion services for over 22 years and have never used black and white scans at 400 dpi (normally at 200 or 300 dpi), nor 600 dpi for color scans. (normally at 300 dpi) we suggest that this requirement be changed. On page 3 of the RFP under "Guidelines for Proposal Preparation", it states "The Proposal shall be limited to no more than 2 pages not including the fee schedule." If you truly wish to understand a vendor's qualifications, this restriction needs to be expanded to at least 6 to 8 pages.The City has used these qualifications under Page 3 of the RFP with past projects and our IT department supports this plan. The City must follow the Arizona State minimum standards which reads records with a 31 years or longer total retention period must be scanned at the higher resolution, please see the highlighted text on page 5 in the attached document.Is there a fee schedule included in the bid package? No Recount of the approximate number of documents to scan? The original document estimate is approximately 700,000. This number is only for the building permits (in the small envelopes) as provided as an example in Addendum #1. Use of a courier such as FedEx, YRC, UPS, etc. to transport the documents??Yes, however, you will need to provide staff to box up and label the documents.Rough breakout of the 700,000 images by page size? 80% of the documents are 8 ? x 11. See below.? The remaining are 11 x 17, or other odd shaped documents to show the outline of a property.Could you estimate the number of multi-page documents?? Same as answer to question #2.The digital files named? Yes, each file will be named by address.Unit costs for:Preparation Yes.Scanning Yes.Quality Control Yes.Indexing (file naming)? Yes.Approximate number of black and white copies and color copies?There are approximately 95% black and white copies and 5% color.Vendor from out of state bid on this project? Yes. If so, can we be awarded this project? Yes.City be willing to pack these documents for pick up via a common carrier? No, the vendor will need to provide staff to box up and label the boxes.Pick up the entire project at once? Yes.A current vendor performing these or similar tasks? No. If so can we see the current contract? n/aFor the insurance requirements, can we waive the errors and omissions / professional liability insurance as this project is not a professional service? No, this is canned language in the agreement approved by the City’s Legal Department. ................
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