2022-17 Addendum 1 100422.pdf

RFP #2022-17

Portage County Document Scanning & Services

ADDENDUM 1

Date=10/04/22 The following changes are hereby added to and made part of Proposal #2022-17 Revisions, Clarifications, Questions, and Answers:

Revisions to RFP:

1. Whether companies from Outside USA can apply for this?

(like,from India or Canada)

A. Companies from outside the USA may propose but the County feels that the proximity the Midwest United States may play a role in the ability and pricing to complete the work unless the vendor has solutions that involve a mobile scanning platform, or other yet unknown solutions.

2. Whether we need to come over there for meetings?

A. There may be some face to face requirements. At this time there are none planned but the county has indicated the potential for meetings in sections 1.4 and 3.6

3. Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

A. Yes

4. Can we submit the proposals via email?

A. No, please see section 2.3

5. In reference to page 28 of the RFP, the project timeline is listed as 4-6 weeks. Is this expected timetable for the sample project (Portage County Sanitary Permits) listed on page 25, or for completion of all projects listed on pages 13 and 14 (Sanitary Permits, Zoning Permits, BOA Appeals/Petitions, P&Z Requests, and Major Subdivision Files and Petitions for Modifications)?

A. Timeline is for just the sample project.

6. Could Portage County provide the contact info for their IMS21 vendor? We would like to discuss the potential possibilities in regards to RFP item 5.3.3

A. IMS is now owned by MHC (previously Vanguard). For IMS Tech Support fill the form, or email us at helpdesk@vansystems.com, or call 800.445.1418

7. Do files need to be returned after scanning or will vendor provide shredding service?

A. For purposes of the sample bidding project in Attachment F of the RFP; the additional notes state “Considerations for option to return boxes of hardcopy documents. Documents will need to be returned but not necessary to have them back in the folders.” The Department may mailto:helpdesk@vansystems.com choose to utilize shredding serviced from the vendor at a later date. The cost of these services can be outlined in 6.1 of the RFP.

8. -What are the # of file requests for each category per week or per month?

A. The Sanitary files would have the greatest potential for demand at approximately 10 per week in busy times. The other subcategories would likely have a demand of 1-2 per week.

9. Can a specific (complete) index sample for each category be provided?

A. Listed below are some example file names for each category. Some short descriptions for zoning and sanitary permits may be defaulted to a specified list. Also attached (Exhibit 1) is a tax parcel identifier diagram which breaks down the meaning and location of the tax parcel numbers as it relates to municipality code, town, range, section, quarter/quarter or government lot requested in the supplemental database table.

1.1.1. Objective/Needs

P&Z files need to be converted to a PDF format and appropriately named using a naming scheme format provide by P&Z. The contractor will also need to provide a database table of the named pdf files with columns representing the name of the file tax parcel number, file name/permit number, description along with municipality code, town, range, section, quarter/quarter.

4.3.1 Sanitary Permits:

• Product will be a pdf file of each permit named with (tax parcel #) (permit #) (short description).pdf;

• Example 016250708-10.02 (49)22-155 Plumber Transfer.pdf

4.3.2 Zoning Permits:

• Product will be a pdf file of each permit named with (tax parcel #) (permit #) (short description).pdf;

• Example 016250626-10 ZP-2022-245 Dwelling.pdf

4.3.3 BOA Appeals/Petitions:

• Product will be a pdf file of each file named with (tax parcel #) (permit #) (Type of Request and short description).pdf;

• Example 016250626-10 PET-2022-245 Variance from Highway Setbacks.pdf

4.3.4 P&Z Requests:

• Product will be a pdf file of each file named with (tax parcel #) (permit #) (short description).pdf;

• Example 016250626-10 REQ-2022-245 Agricultural to Industrial.pdf

4.3.5 Major Subdivision Files and Petitions for Modifications:

• Product for Subdivision files will be a pdf file of each file named with (Municipality, Town, Range, Section, Quarter/Quarter) (subdivision name) (short description).pdf;

• Example 01625062610 BoulderHeights 10 Lots.pdf

• Product for Petition for Modification files will be a pdf file of each file named with (tax parcel number) (permit #) (short description).pdf;

• Example 01625062610 MOD-2022-245 Modification 300’ Access Seperation.pdf

10. Sanitary Permits:

a. What percentage of backsides are there for this category?

ANS. Unknown

b. Is each folder one permit # or are there multiple permit #’s per folder? If so, what is the average # of permit #’s per folder to be indexed?

ANS. See sections 1.3.1 and 4.3 of RFP.

c. Can Portage provide a database of index fields for match and merge capability to assist with index costs?

ANS. See RFP

d. Please provide a complete index sample for Sanitary Permits.

ANS. See 9. Above.

e. What # of oversize plans should vendor bid on for this category?

ANS. See sections 1.3.1 and 4.3 of RFP

11. Zoning Permits:

a. Are the microfiche original or duplicate fiche?

ANS. Unknown

b. What is the image reduction of the images on microfiche?

ANS. Unknown

c. Do the majority of fiche have 30 or fewer images?

ANS. Unknown

d. Is the index information on the fiche header? Or does every image need to be viewed?

ANS. Unknown

12. BOA Appeals/Petitions:

a. What percentage of backsides are there for this category?

ANS. Unknown

b. Are the 10x12x15 boxes used for storing these records? 3,750 pages per box as noted in bid would not be able to store this volume.

ANS. This estimate per box may be in error. Use the following to estimate:

• There are 17 legal size drawers of historic BOA files. Estimate 150 files per drawer average and 50 pages per file. File drawers average 24” filled.

c. Based on specs provided, there are only 2,550 indices for this category. Is this correct?

ANS. Unknown

d. What is the average total character count per index for the BOA Appeals/Petitions category? (For index quoting purposes)

ANS. Unknown

e. Please provide a complete index sample for BOA Appeals/Petitions.

ANS. See 9. Above.

f. What # of oversize plans should vendor bid on for this category?

ANS. See sections 1.3.1 and 4.3 of RFP

13. P&Z Requests:

a. Are the 10x12x15 boxes used for storing these records? 3,500 pages per box as noted in bid would not be able to store this volume.

ANS. This estimate per box may be in error. Use the following to estimate:

• There are 7 drawers of historic P&Z Requests. Estimate 150 files per drawer average and 50 pages per file.

b. Based on specs for this category, are there 1,050 total indices for P&Z Requests?

ANS. Unknown

c. What is the average total character count per index for the P&Z Requests category? (For index quoting purposes)

ANS. Unknown

d. Please provide a complete index sample for P&Z Requests.

ANS. See 9. Above

e. Ideally, what field(s) need to be hand keyed and what data can be used for data sharing? Is there a unique field that would tie in the other related data?

ANS. Unknown

f. What # of oversize plans should vendors bid on for this category?

ANS. See sections 1.3.1 and 4.3 of RFP

14. Major Subdivision Files and Petitions for Modifications:

a. What percentage of backsides are there for this category?

ANS. Unknown

b. What is the average total character count per index for the Major Subdivision Files and Petitions for

Modifications category? (For index quoting purposes) ANS. Unknown

c. Based on specs, there are a large # of oversize drawings for this category. What # of oversize plans should vendors use for quoting purposes?

ANS. See sections 1.3.1 and 4.3 of RFP

d. What is the average total character count per index for the Major Subdivision Files and Petitions for

Modifications category? (For index quoting purposes) ANS. Unknown

e. Please provide a complete index sample for Major Subdivision Files and Petitions for Modifications?

ANS. See 9. Above

*******End of Addendum 1********

TOWNSHIP CODES:

002 ALBAN

004 ALMOND

006 AMHERST

008 BELMONT

010 BUENA VISTA

012 CARSON

014 DEWEY

016 EAU PLEINE

018 GRANT

020 HULL

022 LANARK

024 LINWOOD

026 NEW HOPE

028 PINE GROVE

030 PLOVER

032 SHARON

034 STOCKTON

TOWN RANGE SECTION

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02 NW NE

03 SW NE.

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06 NW NW

07 SW NW

08 SE NW

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102 AMHERST

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151 MILLADORE

161 NELSONVILLE

171 PARK RIDGE

173 PLOVER

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176 ROSHOLT

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191 WHITING

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281 Stevens Point

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15 16

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Subdivisions

Exhibit #1

2022-17 Addendum Exhibit 1