Addendum_1_bid_236_24.pdf
PDF 46 KB Posted
- Attached to
- Document Scanning Services
- Solicitation number
- Bid 236-24
- Issued by
- Merrimack County, Concord City, New Hampshire
About this file
This document is an Addendum to Bid Invitation 236-24 issued by the State of New Hampshire Division of Procurement and Support Services. The bid is for Document Scanning Services, where the State is accepting bids to scan documents ranging from 20 to 1,000 pages per file. The documents will be provided in banker's boxes, with up to approximately 25 files per box, and the vendor will be responsible for coordinating and paying for the pickup of the documents. The documents can be scanned at the vendor's location within any U.S. state, and the scanned documents will be retrieved by the State via secure transfer, CD/DVD, or USB drive. The bid closing date is May 8, 2024, at 1:30 PM. The State will provide a manifest of all files within each box to the awarded vendor, and the vendor's preferred method of sealing the boxes should be included in the bid submission. The scanned documents will be retained according to the State's records retention policy, and the State is unfamiliar with the FADGI scanning specifications.
The pricing terms and funding requirements are not explicitly stated in this addendum. However, the document indicates that the State has a loading dock available for pickup of the documents, and the boxes will not be palletized by the State.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Addendum_4_bid_236_24.pdf | ||
| attachment_1_bid_236_24_Offer Sheet rev.xlsx | XLSX spreadsheet | |
| bid_236_24.pdf | ||
| Addendum_2_bid_236_24.pdf | ||
| Addendum_3_bid_236_24.pdf |
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Text version
STATE OF NEW HAMPSHIRE
DIVISION OF PROCUREMENT AND SUPPORT SERVICES
BUREAU OF PURCHASE AND PROPERTY
STATE HOUSE ANNEX
25 CAPITOL STREET
CONCORD, NEW HAMPSHIRE 03301-6398
Date of Change: April 26, 2024
ADDENDUM # 01 TO BID INVITATION 236-24
DATE AND TIME OF BID CLOSING: 5/8/2024 1:30 PM
FOR: Document Scanning Services
Question 1: Is the State accepting of shipping the documents to the vendor utilizing a third party carrier if the vendor coordinates and schedules the pickup?
State Response: Yes; The State will accept third party carriers, but it is up to the vendor to coordinate these services if they elect this option, as well as be financially responsible for this service.
Question 2: Please share how many files are in each box that need to be picked.
State Response: Up to approximately 25 files will be in each box.
Question 3: Please share how many pages are in each file.
State Response: There is a variation on how many pages are in each file which ranges from 20 to 1,000.
Question 4: Are there documents larger than 8.5 x 14 inches? If yes, please share the quantity.
State Response: There are no documents larger than 8.5 x 14 inches.
Question 5: Can the documents be scanned at the vendor's location?
State Response: The intent is for the documents to be scanned at the vendor's location.
Question 6: Can the vendor scanning location be outside the state of New Hampshire?
State Response: The vendor’s scanning location may be within any state of the US.
Question 7: Will the state provide a spreadsheet of the manifest for the boxes with the folders?
State Response: Yes; a manifest of all files within in each box will be provided to the awarded vendor.
Question 8: Do we need to provide a load file such as a CSV or XML with the images and metadata?
State Response: The files shall be provided as outlined in paragraph 26 of the bid document.
Question 9: Do the physical folders containing the documents need to be scanned as well?
State Response: The file folders do not need to be scanned. However, the page stapled to the inside of each folder needs to be scanned with the rest of the documents within the folder.
Question 10: Will there be any documents larger than 11x17 inches?
State Response: There are no documents larger than 11 x 17 inches.
Question 11: Will there be any bound materials or oversized documents that may need to be digitized?
State Response: There are no bound materials or oversized documents that need to be digitized.
Question 12: Is the state looking for the documents to be hosted for Search and Retrieval or just potentially a secure transfer?
State Response: The intent is for the scanned documents to be retrieved via secure transfer, CD/DVD, or USB drive.
Question 13: Are the records being scanned considered permanent records, historical or archival?
State Response: The scanned documents will be retained according to State policy for records retention.
Question 14: Is the State of NH adopting the FADGI scanning specifications for records like the State of MA is doing?
State Response: The State of NH is unfamiliar with this process. This process may be different between State Agencies.
Question 15: Will the boxes be palletized?
State Response: The boxes will not be palletized by the State.
Question 16: Is there a loading dock or raised loading dock?
State Response: The State has a loading dock.
Question 17: Will the boxes be sealed and already packed?
State Response: The files will be packed in banker’s boxes. Please provide the vendor’s preferred method of sealing with the bid submission.
PURCHASING AGENT: JONAH ROSA
Email: NH.Purchasing@das.nh.gov
NOTE: ALL CHANGES TO BID SOLICITATION NOTED IN ADDENDUMS WILL SUPERSEDE
PREVIOUSLY SUBMITTED DOCUMENTS AND MUST BE SUBMITTED WITH THE BID. ALL OTHER
SPECIFICATIONS REMAIN UNCHANGED AND VALID.
RESPONDENT BUSINESS NAME: ______________________________________________________________
ADDRESS: __________________________________________________________________________________
PRINT NAME: __________________________________SIGNATURE: ________________________________
TEL. NO.____________________________ EMAIL ADDRESS: _______________________________________
Please visit: https://das.nh.gov/purchasing/vendorresources.aspx (click on “Bid and Proposals”) for complete bid and addendums.
mailto:NH.Purchasing@das.nh.gov https://das.nh.gov/purchasing/vendorresources.aspx
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