Addendum 1 - Additional Questions.pdf
PDF 485 KB Posted
- Attached to
- Digital Scanning Capital Project State and local contract opportunity
- Solicitation number
- 2061070
- Issued by
- Nassau County, New York
About this file
This document is an Addendum to the Village of Garden City Digital Scan Project, which is a request for services from the Village Clerk's Office. The project involves scanning physical documents and microfilm records, which are stored in banker-sized boxes containing a mix of paper sizes and colors. The scans must be in PDF format, with color pages in color and black and white pages in black and white. All items must be returned to the boxes in the same order. Only boxes labeled "PERMANENT" are to be scanned. The project includes approximately 200 rolls of 16mm microfilm and 200 rolls of 32mm microfilm, with the file name and date information to be captured at the box level. The bid specifications have been updated to provide more details on the number of documents and microfilm to be scanned. Phases of the project are to be determined. Questions from bidders must be submitted by December 13, 2019, and the Village will award the contract to the lowest responsible bidder.
The Addendum provides additional clarification on the project details, including that the documents are stored in the basement of the Village Hall, with an elevator available to transport the boxes to the lobby for pickup. The boxes not stored at Village Hall will be brought there for pickup. The Village Clerk's Office has a list of the boxes and their contents, which can be provided to the awarded bidder. The project is solely for the Clerk's Office, and any additional scanning work will be a separate project.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 02-06-20.pdf | ||
| Addendum 2 - Digital Scanning Capital Project.pdf | ||
| Bid Specifications - Digital Scanning Capital Project.pdf | ||
| Addendum 1 - Bid Specifications (Updated Pages).pdf | ||
| Addendum 2 - Final Questions.pdf | ||
| Tab Sheet - Digital Scanning Capital Project.pdf | ||
| Addendum 1 - Digital Scanning Capital Project.pdf |
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Village of Garden City Digital Scan Project
Village Clerk’s Office December 10, 2019 December 11, 2019
Additional Information Post Walk-Through:
All boxes are banker box size.
Boxes contain a mix of paper sizes as well as a mix of color and black and white documents.
There is no way to know what sizes are in each box. Most will be letter, legal, and 11” x 17”, but there are some that are larger. There should be very few, if any, wide format drawings.
Boxes have slips on the outside that detail what is inside each box with a date range of ALL of the documents.
When items within the boxes are scanned, we need the specific information for each file – department, subject, file, and date on a single box level.
Scans must be in PDF Format.
Color pages are to be scanned in color and black and white pages are to be scanned in black and white.
All items are to be put back into their boxes exactly the way they were taken out.
Only boxes that are labeled PERMANENT are to be scanned.
Most boxes are in the basement of Village Hall. There is an elevator that can be used to take the boxes to the first floor lobby where they can be taken out through the front door.
The boxes that are not at Village Hall will be brought to Village Hall for pick up.
Boxes can be removed on different days upon scheduling with the Village Clerk.
Boxes cannot be taken via a courier.
The Clerk’s Office has a listing of the boxes and what they contain which can be emailed to you upon request after the bid has been awarded.
The Village will consider all bids and will award to the lowest responsible bidder.
There are some microfilms that need to be scanned.
o 16mm – approximately 200 rolls o 32mm – approximately 200 rolls
The microfilms will be boxed up for removal for scanning
The microfilms have the name of the file and date on the box – this is the information needed to be entered on a single box level.
The bid specifications (page 39) have been updated to be more concise regarding the number of documents and film to be scanned.
Phases are to be determined.
Previously Asked Questions
Are you or someone else receiving questions via email?
o The Village Clerk is receiving questions via email at kaltman@gardencityny.net.
Is there a due date for questions?
o All questions must be received by Friday, December 13, 2019.
Do we need to know which date to visit?
o No mailto:kaltman@gardencityny.net
Could you estimate the number of file folders, documents, and the number of individual images?
o No
Could you estimate the number of images per Microfilm reel?
o Not known
Are we correct in assuming the folded large format images are placed along with business documents in file folders?
o Yes
Page 41 – Could you estimate the number of bound books and reports? If they are not all business size, would you please estimate the percentage of oversize?
o No
Do you want documents reassembled, re-stapled, etc.?
o Yes, reassembled. They do not need to be stapled or rebound as long as the files are together and in the same order.
Wide format drawings, instead of single sheet drawing counts, quantify drawings by sq ft.
o We are unable to quantify large format drawings by square feet.
Phases included are Clerk’s Office, Planning Office, ????, Police Department?
o This project is SOLELY for the Clerk’s Office. Any additional scanning will be separate project put together at a later date.
File details come from the government source that posted it. Updated .