Addendum 1 - Bid Specifications (Updated Pages).pdf

Inc. Village of Garden City Digital Scan Capital Project 2019

#5

16 mm –

200 rolls

32 mm –

Rolls of Film scanned at (up to size 11”x17”) **

**Grayscale / Black & White **

All Phases

For ___________________________________________

Dollars Cents

16 mm

32mm

#6

Rolls of Film scanned at (up to size 11”x17”) **

**Color ** Alternative

#7 1

Pickup and Deliveries, including supplies

WHERE APPROXIMATE QUANTITIES ARE CALLED FOR, PAYMENT SHALL BE MADE ON THE BASIS OF THE UNIT BID PRICE STATED ABOVE. IN

SUCH CASES, THE AMOUNT IN THE RIGHT-MOST COLUMN ABOVE REPRESENTS THE APPROXIMATE TOTAL PRICE BASED ON THE UNIT BID PRICE

MULTIPLIED BY THE APPROXIMATE QUANTITIES LISTED IN THE SPECIFICATIONS

TOTAL BASE BID $ ____________________________________

In Words: _____________________________________________________________________________________

TOTAL BID WITH ALTERNATIVES $ ____________________________________

In Words: _____________________________________________________________________________________

Within fifteen (15) days after acceptance of this bid by the Village, the undersigned will execute the Contract with the Village and furnish the required bonds and insurance.

Name of Company ___________________________________________________ Date ___________________

By ________________________________________________________________________________________

[ORIGINAL SIGNATURE ONLY] [Title] [PRINT]

Address _________________________________________________________________________________________________

Telephone______________________________________ Fax _________________________________________

Federal Employer Identification Number _____________________________________________________________________

#4 4,000

Large Format Plans scanned at (all size exceeding

11”x17”) ** Color ** Alternative

For _________________________________________

#5

Rolls of Film scanned at (up to size 11”x17”) **

**Grayscale / Black & White **

#6

Rolls of Film scanned at (up to size 11”x17”) **

**Color ** Alternative

#7 1

Pickup and Deliveries, including supplies

WHERE APPROXIMATE QUANTITIES ARE CALLED FOR, PAYMENT SHALL BE MADE ON THE BASIS OF THE UNIT BID PRICE STATED

ABOVE. INSUCH CASES, THE AMOUNT IN THE RIGHT-MOST COLUMN ABOVE REPRESENTS THE APPROXIMATE TOTAL PRICE BASED ON

THE UNIT BID PRICE MULTIPLIED BY THE APPROXIMATE QUANTITIES LISTED IN THE SPECIFICATIONS.

TOTAL BASE BID $ ____________________________________

In Words: _______________________________________________________________________________________

TOTAL BID WITH ALTERNATIVES $ ____________________________________

In Words: _______________________________________________________________________________________

SPECIFICATIONS

SECTION I – DOCUMENT CONVERSION SERVICES

PROJECT OVERVIEW AND SCOPE

The Incorporated Village of Garden City is interested in having certain Village records scanned and indexed. We would like to start with all the permanent records for the Clerk’s office in the Village Hall downstairs Storage B and the Cage (Estimate 436,000 files)

All Files will need to be indexed. Please see other indexing information on the following page. All of the Files contain various size business documents from mostly 8.5” x 11”, 8.5” x 14” and 8.5” x 17”.

Vendor will provide Quality Control (QC) on the scanned images. It must be done during the scanning process where each image being scanned is being viewed and then after scanning the document, re-verified in your Document Capture Software Module to ensure quality control.

The Village of Garden City has the following Files which we would like to have scanned and indexed. We are providing you an

ESTIMATE of our records and estimate the following volumes of work:

All Permanent Records in Village Hall downstairs Storage B and the Cage which includes the following (Phase I):

Approximately 300 bankers boxes

Approximately 400 Rolls of Microfilm (black and white or color to be determined)

Approximately 500,000 Business Documents (black and white or color to be determined)

Approximately 4,000 Business Documents (Large Scale) (black and white or color to be determined)

Index by 1. Subject (Name of File) 2. Date and 3. Department

In order to provide for secure backup and to facilitate authorized access to these records without degrading the originals due to handling the Village recognizes the need for a digital conversion.

CONVERSION PROCEDURES FOR SCANNING ALL FILES

Vendor will provide boxes and pack up the Files from the Village of Garden City.

Vendor will transport the Files to their facility.

Vendor will create an inventory/manifest of the Files in each box including the box number and document identifier at the time of packing the files. Boxes and files should be labeled with barcodes to enable proper tracking, maintain chain of custody and to fulfill timely FOIL requests. Standalone document(s) or separated drawing rolls are to be indexed as sets.

Vendor will index the Files and folders by 1. Subject (Name of File) 2. Date and 3. Department.

Vendor will create a Barcode Separator Cover Sheet for each File.

Vendor will prepare the documents for scanning which includes pulling all staples, paperclips, taping torn documents and unfolding documents so they are flat and ready to be scanned. These files will require quite a bit of preparation.

Vendor will scan all documents at a minimum of 200 DPI and will provide the best possible image for each page unless otherwise agreed upon in written format.

Vendor will scan all documents in black and white or gray scale, unless otherwise elected by Village on alternative bid quoted which all documents will need to be scanned in color or mixed settings. These include color pictures and large format plans that have color edits. To be determined at kickoff time.

Upon completion of the scanning process, a final quality control check will be performed. All images will be reviewed for image quality. Any problems discovered with image quality will be corrected other than those affected by the quality of the original document.

The Quality Control check should be a separate process from the scanning process. Reviewing images at time of scan is not sufficient. 100% of the images should be reviewed for image quality and document integrity. Document integrity is critical to ensuring that all documents are in the proper order and in proper file. It is possible that documents were originally placed in wrong file. The Vendor’s QC process should catch those and place them in the correct file.

Vendor will create PDF files of the original TIFF files as the final output unless such file is needed by Village software.

Vendor will create a format for Images and Indexes to meet the specifications which the Village of Garden City already has in their imaging system. Vender will be responsible to coordinate integration of files with Village system at all phases.

Vendor will output and deliver the images back on a hard drive(s).

Vendor will then deliver all images, indexes and hard drive back to the Village of Garden City for uploading into the

Village’s current Document Imaging System.

Vendor will provide regular reporting of actual number of files and pages scanned on a monthly basis and submit summary report with billing every two months.

Vendor may need to provide files to the Village of Garden City that have not yet been scanned but are in Vendor’s possession to fulfill FOIL requests. Vendor can choose to provide either the hard file or scan and deliver the file electronically. The file must be delivered within 5-7 business days.

SECTION II – DOCUMENT CONVERSION COST- PHASE I

All Permanent Records in Village Hall downstairs Storage B and the Cage (PHASE I*) *This phase is to commence in the current fiscal budget year of 2019-2020.

# Description Final Unit Cost Estimate Total Cost

1 500,000 Business Document images scanned at (up to size

11”x17”) ** Grayscale Image / Black &White **

$ _______per image $

2 500,000 Business Document images scanned at (up to size

11”x17”) ** Color ** Alternative

$ _______per image $

3 4,000 Large Format Plans scanned at (all size exceeding

11”x17”) ** Grayscale Image / Black &White **

$ _______per image $

4 4,000 Large Format Plans scanned at (all size exceeding

11”x17”) ** Color ** Alternative

$ _______per image $

5 200 16mm Rolls and 200 32mm of Film scanned at (up to size 11”x17”)

**Grayscale Image / Black & White**

16mm $ _______per image

32mm $ _______per

6 200 16mm Rolls and 200 32mm Rolls of Film scanned at

(up to size 11”x17”)

**Color** Alternative

7 Pickup and Deliveries, including supplies $ __________ total $

Estimated Total $

Important Note 1: The above Business Document per Image Scan Price must include the following;

1. Indexing each File (Documents & Large Format Plans).

2. Scanning color originals in color when needed or as directed.

3. Review of 100% of images for image quality and document integrity

4. Delivering files in Vendor’s possession to fulfill FOIL requests within 5-7 days. Files may be scanned and delivered electronically.

5. Hard Drive to Deliver Images back to the village.

6. Labor to pack the files into the boxes onsite at the Village of Garden City Clerk’s Office.

7. Provide an excel spread sheet identifying inventory being taken off premise and returned.

8. Regular reporting of actual number of files and pages scanned.

Important Note 2: The above volume of work is very difficult to estimate and is understood by the Village. Because they are

Clerk’s Office files which contain both standard size business documents as well as many different size Large Format Plans, we are expecting a different final price. Depending on the size of a plan they can be folded up multiple times and could take up the space of 8, 16 or 32 regular size documents based on how many times they are folded. Acceptance of Vendor for this project will be based on a per unit price instead of the overall cost of the entire project, though the estimate total cost will be a factor.

Important Note 3: The Village currently uses Laserfiche, and the chosen Vendor must be familiar with the software’s format.

All images must conform to that format upon delivery and integration into the system which must be provided by the chosen

Vendor. At the discretion of the Village, the Vendor can also utilize the Village software (Municity) to integrate PDF images.

Coordination with the Village will be required to ensure delivery and integration with either system.

Important Note 4: No documents, folders, binders or books are to be shipped or sent out of the United States at any time.

Documents shall also remain within custody of the Vendor at all times.

Important Note 5: No scope or any part of this contract shall be sub-contracted out to any other party, unless prior written consent of the Village is first provided.

Important Note 6: This is a projected three-year (3 year) phased project. Price per unit is to remain the same as bid for all phases of the project regardless of the passage of time.

Important Note 7: Bounded books, reports, etc., are to be dismantled and then bounded back together in the same order.

Important Note 8: During bid process, one mandatory site visit will be required for all vendors to inspect and review all documents to be scanned, their locations and conditions in order to provide an accurate cost unit with their submission. Any and all questions individually asked will be sent to all bidders prior to final bid submission. Date(s) of mandatory site visit is as follows:

Tuesday, December 10, 2019 at 10:00 AM

Alternate Date visit;

Wednesday, December 11, 2019 at 10:00 AM

No other dates will be available.

The above and below volumes of work to be scanned are only an ESTIMATE. Actual number of images scanned is to be totaled and provided to the village in detail for price verification.

# Description Final Unit Cost Estimate Total Cost

1 500,000 Business Document images scanned at (up to size

11”x17”) ** Grayscale Image / Black &White **

$ _______per image $

2 500,000 Business Document images scanned at (up to size

11”x17”) ** Color ** Alternative

$ _______per image $

3 4,000 Large Format Plans scanned at (all size exceeding

11”x17”) ** Grayscale Image / Black &White **

$ _______per image $

4 4,000 Large Format Plans scanned at (all size exceeding

11”x17”) ** Color ** Alternative

$ _______per image $

5 200 16mm Rolls and 200 32mm of Film scanned at (up to size 11”x17”)

**Grayscale Image / Black & White**

6 200 16mm Rolls and 200 32mm Rolls of Film scanned at

(up to size 11”x17”)

**Color** Alternative

7 Pickup and Deliveries, including supplies $ __________ total $

Estimated Total $

End of Document