24_07 ADD 2.pdf

ADDENDUM # 2

RFP #24-07

BLUEPRINT DIGITATION AND STORAGE SERVICES

Solicitation Released: January 26, 2024

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. CCPS has received questions for this RFP. The questions and the resulting answers are attached hereto as Exhibit 1.

2. CCPS is correcting the title of the RFP from Blueprint Digitation and Storage Services to Blueprint Digitization and Storage Services. CCPS is replacing the word Digitation with the word Digitization in all places listed in the RFP.

3. The Pre-Proposal Conference Agenda and Sign-in Sheet pertaining to this RFP are attached hereto as Exhibit 2.

Debra B. Brewer, Esq., CPPO Issue Date Director of Procurement-CCP

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any proposal to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any bid submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

2/22/2024 | 3:52:06 PM EST

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EXHIBIT 1

QUESTIONS AND ANSWERS

Question 1: Please clarify the scope of the initial project to be assigned. What are the requirements of the initial project; such as the volume of letter/legal-sized records, blueprint volume, transportation and deliverables? Will it be all 3 filing cabinets, 60,000 blueprints, and 200 binders?

Answer: Please refer to the RFP including General Information, pg. 10.

Question 2: For emergency document requests, would electronic delivery of digitized records be acceptable?

Answer: Yes.

Question 3: Can you be more specific as to the size of the filing cabinets? How many drawers per cabinet and the length of the drawers? Are the drawers full?

Answer: No. CPPS held a site visit to allow potential bidders the opportunity to view the storage area and the contents in its entirety. Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 4: The price sheet alludes to Land Deeds and Placards. Are these the contents of the filing cabinets? Do the cabinets contain project close-out documents such as specifications, correspondence, reports, etc?

Answer: File folder may contain a combination of documents. CPPS held a site visit to allow potential bidders the opportunity to view the storage area and the contents in its entirety. Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 5: Do the cabinets contain letter/legal records outside of the project binders, such as loose pages, or pages in folders or binders? If so, please provide an estimate of the number of folders and pages per folder

Answer: File folder may contain a combination of documents. CPPS held a site visit to allow potential bidders the opportunity to view the storage area and the contents in its entirety. Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

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Question 6: Do the project manuals contain: Folded blueprints? If so, are the project manual blueprints included in the estimated 60,000 blueprint count?

Answer: No, the project manuals are 8 ½” x 11” pages.

Question 7: Does the collection contain documents that are old/fragile (onion skin, photographs, carbon paper, receipts) that would require hand placing the documents on the glass? If so, what is the estimated percentage of poor-quality original s in the collection?

Answer: Yes, some blueprints are original vellum paper from the 1950s- 1960s. Percentage is less than 5%.

Question 8: Are all 60,000 drawings on hanging racks?

Answer: No, some are rolled with rubber bands.

Question 9: What percentage of the drawings will need significant taping/repair?

Answer: CPPS held a site visit to allow potential bidders the opportunity to view the storage area and the contents in its entirety.

Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 10: During the site visit, many records in addition to the hanging drawings are not currently in boxes. Please confirm the vendor is to box all records not currently in boxes

Answer: Please refer to RFP 24-07 including but not limited to Attachment A, Scope of Service, Section 1 and Section2, pages 60-61.

Question 11: Can all records be boxed and picked up at one time?

Answer: Pick up shall be arranged with CCPS after award. The number of trips shall be determined by the Proponent’s capacity.

Proponents should provide these details within Proponent’s response. Please refer to General Information, Section 10.2.3, Pages 15-16.

Question 12: Is a loading dock available?

Answer: Yes.

Question 13 If so, what are the truck-size limitations, if any?

Answers: Loading dock for pick up can accommodate up to a semi-truck.

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Question 14: Is the dock elevated?

Answer: Yes.

Question 15: Are shipping assets available, such as pallet jacks or forklifts? If not:

please describe the requirements for transporting the records from the records facility to the truck; e.g. – ‘records are on the first floor, transport them out the rear door to the loading area, ramp available to the loading area (or no stairs)’; or ‘records are on the third floor, a freight elevator is available, no ramp available to the loading area, approximately 10 steps of stairs to the loading area.

Answer: No.

Question 16: Can you please clarify to what extent of information to provide on the manifest?

Answer: School Name, Project Name, Year of Documents, Type of Document (i.e. blueprints, project manual, plat, asbestos documents).

Question 17: Do we provide a list of boxes and their general contents such as file/folders, drawings, deeds, or do we have to list every file in the box?

Answer: List every file in the box.

Question 18: Can packing supplies, labor, and transportation costs be broken out into a separate line item on the price sheet?

Answer: The cost sheet must be completed as requested on the RFP 24- 07 Attachment B, Cost Proposal Form, Page 62. Proponent may to submit an additional cost sheet with their response.

Question 19: Can it be broken out into boxes, packing labor, and transportation cost?

Answer: The cost sheet must be completed as requested on the RFP 24- 07 Attachment B, Cost Proposal Form, Page 62. Proponents may to submit an additional cost sheet with their response.

Question 20: Please confirm: Bi-tonal (black and white) scanning is the requirement. Color or grayscale scanning is not required but may be performed if necessary.

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

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Question 21: Please confirm blueprint images are to be reversed, resulting in the scanned images displaying black text on a white background.

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 22: For drawings, is the file creation requirement for single, or multi-page PDF files: one PDF file per page image, or one multi-page PDF file per set or division?

(Creating one PDF per page will allow users to search down to the sheet level, while creating a multi-page PDF will limit search capabilities to the project level. However, additional indexing would be required down to the page to include drawing number and drawing title.)

Answer: Yes, multi-page by division.

Question 23: For the project manual binders, please confirm the requirement is multi-page PDF files.

Answer: Yes, multi-page by division.

Question 24: Shall the vendor create one PDF file per project manual, or shall the vendor create multiple PDF files per project manual e.g. – create one PDF file per TOC entry, binder tab or binder section?

Answer: Multiple per project manual. Cover/TOC, Per division.

Question 25: Please provide file indexing requirements for drawings. We usually capture the following fields. Do you want the highlighted fields captured that go beyond the school name, date, and divisions?

1. Building Type (Elementary, Middle, High, Other Schools, Non-School Buildings, Stadiums)

2. Building Name

3. Building Code

4. Building Address

5. Project Name

6. Project Number

7. Date

8. Issue (As-Built, Permit, Bid, etc.)

9. Discipline

10. Drawing Number

11. Drawing Title

12. Floor

13. Author

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Answer: Please provide the following:

1. Building Type (Elementary, Middle, High, Other Schools, Non-School Buildings, Stadiums)

2. Building Name

3. Project Name

4. Date

5. Issue (As-Built, Permit, Bid, etc.)

6. Discipline

Question 26: What information is captured for the binders? We typically capture the following fields. Would you want the same?

1. Document Type (O&M, Submittal, Report, Correspondence, Etc.)

2. Building Name (if applicable)

3. Building Code (if applicable)

4. Building Address

5. Project Name

6. Project Number (if applicable)

7. Date

8. Document Title

9. Master Format Division

10. Author

11. Equipment Type

Answer: Please provide the following:

1. Document Type (O&M, Submittal, Report, Correspondence, Etc.)

2. Building Name (if applicable)

3. Project Name

4. Date

5. Document Title

Question 27: We often find a lot of duplicates in these collections. What do we do when we encounter duplicates or superseded (Design development

v. As-Built) drawings or binders? Are we to scan everything even if it is a duplicate?

Answer: CPPS requires all documents to be scanned regardless if they are duplicates.

Question 28: What information is captured for the Deeds and Placards?

Answer: Deed information and Plats.

Question 29 Can there be a separate line item added for indexing on the price sheet? For example, a cost for each field captured?

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Answer: The cost sheet must be completed as requested on the RFP 24- 07 Attachment B, Cost Proposal Form, Page 62. Proponent may to submit an additional cost sheet with their response.

Question 30: Can you please explain what you mean by drawings are to be bagged? Do you want the drawings in plastic bags or paper drawing bags? Can they be stored in boxes, not bags?

Answer: Yes, they can be stored in boxes.

Question 31: Please confirm or correct our understanding of the reassembly requirements:

1. Hanging drawings are rolled and bagged/boxed, not returned to hangars.

Answer: Confirmed.

2. Binders are not placed back on their three-ring binders, but are placed back inside the binder.

Answer: Placed back in 3-ring binder.

3. File folders, pages are placed back in the folders, but not restapled.

Answer: Confirmed.

4. If additional reassembly is required, can you please state what is required?

Answer: Project manuals are to be placed in labeled 3-ring binder.

Question 32: Please confirm that the document return location has a raised loading dock, and the vendor is to return deliver the records to the dock only (not transport records into a file room, storage racks, etc.

Answer: Yes, there is an elevated dock. Transport to the storage room in needed.

Question 33: Would the County consider modifying the cost proposal form to include:

a. Separate line items for three levels of document preparation:

a. light (little to work required)

b. medium (typical effort for scanning projects)

c. heavy (old, fragile, onion skin, mixed sizes such as drawings mixed with small documents)

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b. Separate line items for three levels of document re-assembly:

a. light (placing documents back in folders)

b. medium (placing documents back on three-ring binders)

c. heavy (restapling documents back to original state)

c. Separate line items for fragile/historic/delicate items that require scanning on the glass.

d. Separate line item for indexing per field captured?

e. Separate line items for

a. Drawing boxes

b. Banker boxes

c. Labor to box up the collection

d. Transportation

f. Separate line item for external hard drive?

Answer: The cost sheet must be completed as requested on the RFP 24- 07 Attachment B, Cost Proposal Form, Page 62. Proponents may submit an additional or alternate cost sheet with their response.

Question 34: Can we transport the records to Illinois to our secure conversion center?

Answer: Please refer to RFP 24-07, Attachment A, Scope of Services, Section 1, page 60.

Question 35: For the file cabinets included, are they 3, 4, 5 or other drawers per cabinet?

Answer: CPPS held a site visit to allow potential bidders the opportunity to view the storage area and the contents in its entirety.

Question 36: What is the depth of each drawer?

Answer: CPPS held a site visit to allow potential bidders the opportunity to view the storage area and the contents in its entirety.

Question 37: After scanning, do contents have to be returned to folders?

Answer: Yes.

Question 38: Are the blueprints, o Rolled?

o Flat?

o Hanging?

o Stapled as “sets”?

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Answer: Yes to all noted. The blueprints are in a variety of states.

Question 39: Are the project manual binders 3-ring binders? If so, what size?

Answer: CPPS held a site visit to allow potential bidders the opportunity to view the storage area and the contents in its entirety.

Question 40: Do the contents have to be replaced into the binders?

Answer: Yes.

Question 41: For the completion requirement, is the 120-days listed based on pickup date? Contract date? Some other date?

Answer: Date to be determine and coordinate by awarded proponent(s).

Question 42: What type of “bag” is required for the blueprints to be place into?

Answer: The bag should be at 3 MIL and cover the entire rolled set of drawings.

Question 43: Is the requirement that each drawing is to be placed in its’ OWN bag?

Answer Yes, each set (project) should be placed in an individual bag and then can be boxed with several others.

Question 44: Can the manifest of each box be returned AFTER we check them into our inventory system? Or is it required that we produce this manifest on-site prior to leaving?

Answer: No, please refer to RFP 24-07, Attachment A, Scope of Service, Section 2, Pages 60-61.

Question 45: The requirement for “… PDF files must be labeled with the NAME OF THE SCHOOL…..” – this seems to apply to the blueprints/drawings, but what about the naming for the binders?

Answer: Yes, this applies to the binders as well.

Question 46: The requirement that we ensure that EVERY document has been digitized and indexed – we can easily ensure that all FILES are processed based upon the manifest and our internal processes, however is it required that we provide the same level of confidence that every PAGE has been processed?

Answer: Yes, please refer to Attachment A, Scope of Service, Section 3, A, page 61.

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Question 47: Our business hours are 7:30 – 4:30 Central – is that acceptable?

Answer: CCPS operational hours are from Monday through Friday from 8:00 AM until 5:00 PM. EST. Proponents may access CCPS facilities during this timeframe.

Question 48: With regard to the requirement to “repair fragile and historical documents” – what percentage would you estimate need repairs performed?

Answer: Ten percent (10%).

Question 49: Section 10.2.6.2 Financial Information requirement - Will CCPS sign a non-disclosure agreement prior to submitting the formal response.

Answer: No.

Question 50: Is there any flexibility on the project completion time beyond 120 days?

Answer: Time is of the essence, however CCPS with discuss project timeline with awarded proponent(s).

Question 51: Can CCPS confirm the manifest information captured by the proponent will only be the information listed on the outside of the boxes?

Answer: Yes.

Question 52: Can CCPS confirm the Project Manuals will be scanned and indexed by tab (Ex. Section 1, Section 2, Section 3, etc.)?

Answer: Index by division. Cover/TOC and then by division.

Question 53: Ex.(Name of School, Location, Date(Year) and type of document)

Answer: This question is not understood.

Question 54: Will CCPS accept an alternate deliverable method instead of a USB flash drive (such as a secured hard drive or a web based hosting solution) for the PDF documents?

Answer: Yes, Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 55: Can you advise the indexing criteria for the Land Deeds and Placards?

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Answer: Index by property address and year of execution.

Question 56: At the pre-bid meeting it was revealed that sheet level indexing for large format documents was the preferred method. In RFP #24-07 Attachment A, Section 2h, it states that School & Date, along with the Divisions, are the required indexing. Can the Sheet Name be added to the requirements to provide clarify?”

Answer: School and date, along with the divisions.

Question 57: Just want to ask if this is referencing only to storage of documents during the conversion process? The Clayton County does not expect any digital storage or long term storage of these documents, correct?

Answer: CCPS does not anticipate long term storage.

Question 58: How many average pages per blueprint?

Answer: Approximately eighty (80).

Question 59: Will binders and folders need to be reassembled? If so please explain in detail.

Answer: Yes, please reassemble. Please place back into original packaging.

Question 60: Are the Blueprints / drawings packed now? Rolled, flat, folded, in cabinets, etc.? Please provide all details or pictures.

Answer: Please see Addendum 1 for photos.

Question 61: Does the County require any special treatment of Raised Seals on the Blueprints? (typically shading of the seal by pencil during the Document Preparation phase)

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 62: Are the Blueprints to be returned in bags to the County? If so are the bags expected to be placed within a box or pallet?

Answer: Please refer to RFP 24-07, Attachment A, Scope of Service, Section 3, Page 61. Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 63: To confirm, there is one location for document pick up and a

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Answer: Yes, please refer to RFP 24-07, Attachment A, Scope of Services, Section 2 and 3, pages 60-61.

Question 64: Can the Vendor move the Documents to a secure scanning facility in Illinois to complete this project?

Answer: Please refer to RFP 24-07, Attachment A, Scope of Services, Section 1, page 60.

Question 65: What is scanning DPI 300, 200 please explain?

Answer: Question is not understood.

Question 66: Does this mean everything is to be scanned in Color?

Answer: Question is not understood.

Question 67: Does the County desire any documents to be securely shredded after the scanning project is completed?

Answer: No.

Question 68: Is there a listing of any of the documents, that is a file containing the name of the file or document?

Answer: No.

Question 69: How did the County arrive at the 60,000 blueprints, were they hand counted or is there a inventory list?

Answer: This value was an estimated number.

Question 70: Is there a dock high loading area at the Pick up and the Drop off locations?

Answer: Yes.

Question 71: What floor are the records located on at the pick up location?

Answer: Ground floor of building with access to delivery dock.

Question 72: If the records are not on the ground floor at the pick up location is there an elevator to move the records to the ground floor?

Answer: N/A.

Question 73: Will the County have the records in boxes and bags on pallets at

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Answer: Please refer to RFP 24-07 including but not limited to Attachment A, Scope of Service, Section 1 and Section2, page 60-61.

Question 74: Does the County expect the vendor to remove the drawings and blueprints from the records room at the pick up location?

Answer: Yes, please refer to RFP 24-07, Attachment A, Scope of Services, Section 2, page 60-61.

Question 75: Do the Emergency Document Retrieval requirements on page 60, Item 2d refer to returning the Paper, the eDocs or Both? If Paper is to be returned, to what address?

Answer: CPPS will accept eDocs if available. If paper documents are being returned the return to address will be provided within the request for documents.

Question 76: Does the Content facility have a street-level loading dock? (K.W.

White Maintenance Complex located at 218 Stockbridge Road, Jonesboro, GA 30236)

Answer: No, there is elevated dock.

Question 77: Can you provide the schedule of days and hours when the Content Facility will be available to our workers to collect and manifest content to be digitized?

Answer: CCPS operational hours are from Monday through Friday between 8:00 AM until 5:00 PM. EST.

Question 78: For searchable PDFs, are you seeking the full OCR of each document or retrieval based on the indexing of meta data fields, or both?

Answer: Both.

Question 79: Once the documents are imaged, what is the expected state the documents should be returned to?

Answer: Documents are to be returned in the same state that they were taken with the exception of the repaired documents per Attachment A, Scope of Service, Section 1, c, page 60.

Question 80: Concerning the assembly/re-assembly and return of documents, do you want document separators removed before returning

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Answer: No.

Question 81: Does the Archiving location have a street-level loading dock?

(CCPS Morrow Annex located at 2260 Old Rex Morrow Road, Morrow, GA 30260)

Answer: No, there is an elevated dock.

Question 82: Do the physical documents contain all the index information requested in the PDF labeling? If the index information is not on the document, where will this be located?

Answer: Yes.

Question 83: Are the 60,000 blueprint documents single-page or multi-page? If multipage, how are they separated?

Answer: There is a combination. The blueprints and project manuals are multipage, bound or on hangers. The deeds, plats, etc. are single page.

Question 84: What condition are the paper documents in? Do they require repair?

Answer: Approximately ten percent (10%) of the blueprints require some repair.

Question 85: What condition are the mylar originals in? Do they require repair?

Answer: The originals are fair condition. Of the 10% of the documents that need repair they encompass approximately half.

Question 86: What percent of the total document volume to process is considered fragile?

Answer: Approximately ten percent (10%).

Question 87: In what manner or method are the fragile or historical documents currently being stored? (Tube storage, bagged, bound, etc.)

Answer: Bound, on hangers or rolled.

Question 88: In what manner or method are the Project Manual Binders bound?

(3 ring binders, fasteners, etc.)

Answer: Both.

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Question 89: What document types are expected to be scanned in color?

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 90: What document types are expected to be scanned in black and white?

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 91: Should each electronic image be compared to the physical document page? If not, what is the percent of page to image quality control that is expected?

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 92: How often and what frequency will CCPS be requesting physical copies of documents that are in-process of being imaged? (5 documents once per week, 20 document per month, etc)

Answer: Rarely, this request will be only on emergency basis.

Question 93: Since our office is local to Clayton (Norcross) would it be allowed to have this project picked up in stages or would it be preferred to be picked up all at once?

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 94: Would an option of having some work performed onsite at Clayton location, if shown that it can help with productivity be entertained?

Answer: Proponents are to provide the best solution for the requested scope to include recommendations for cost savings.

Question 95: Given that there was many vendors at the site visit, would it be possible to schedule an additional visit to give as accurate predictions of volumes as possible? This would benefit in giving as clear as response as possible.

Answer: No.

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EXHIBIT 2

PRE-PROPOSAL CONFERENCE AGENDA

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