Addendum 2_Bidder Questions.docx

City of Waycross Bid #FY24-13 Digital Scanning & Imaging Services Bidder Questions Addendum #2

**In Addendum #1 the deadline was extended to May 24, 2024, at 2:00 pm. The new closing date of this bid is Monday, May 29, 2024, at 10:00 am.

**The vendor's facility must have a building-wide fire suppression system. This system must pass a site inspection by City Officials.

The vendor facility must have a building-wide method of fire suppression.

What is the actual size & box volume of the paper files the City of Waycross would like vendors to bid on the conversion of this imaging project? (IE-1,000, 3,000, 5,000 of 1.2’ boxes, etc.)

There are around 18 filing cabinets (some four and some five drawers) and around 7 boxes of plans holding around 100 plans each varying in page number and size.

Can the City of Waycross provide a general estimate to all vendors on their expected volume of large format drawings? It would be extremely helpful to all of us to have this volume when speaking about the proposed project plan.

7 boxes of plans holding around 100 plans each varying in page number and size.

Can the City of Waycross provide any volume on the microfilm you’ve accumulated that needs to be converted for all bidders?

The City will not need any microfilm to be converted.

Is there a blip or separator page on the 16 mm microfilm showing where each document starts and stops?

The City will not need any microfilm to be converted.

Since there are multiple depts. and document types to convert, will the City of Waycross provide those specifications to all contractors prior to accepting bids? (There was a reference to each dept. having specific requirements but no detail on the RFP) This bid will focus on our Community Improvement and Engineering departments.

Has the City of Waycross determined what will be the final dispensation for your files once the digital images are converted, delivered, and verified as received? (IE-Destruction after 90 days, return of files, long term storage) Return the files.

Is there a specific completion date or compelling event that vendors should speak to in our project completion date?

There is not a specific completion date or event. We would like the project completed as soon as possible.

The question regarding output or type of file was stated that all digitized documents would be to PDF with OCR. Is that correct?

Yes Given that the city is transitioning to Tyler software what if any changes in output are required?

Our server vendor will transfer files in CSV and PDF format.

What is the total estimated number of drawing plans in the basement per the inventory document discussed during the site visit. Will you provide us with a copy of the inventory for pricing purposes?

Roughly 1000 What is the estimated 15" cubed box count or linear file inches for the following depts? Can you also indicate file type i.e. ordnance, meeting minutes etc...quantities if there are differing types.

This bid will focus on our Community Improvement and Engineering departments.

What are the required indexes for each department’s files? Please indicate a number of fields...if there are multiple types of records as discussed with the city clerk. Please indicate file type ie ordinance, meeting minutes, etc., and the respective indexing fields for each as well as the respective PDF file name desired.

This bid will focus on our Community Improvement and Engineering departments.

During the discussion of Community Planning documents, involving indexing and file naming. The digitized documents are to be indexed and file tree pdf names for the basement plans and the file folder plans:

Large format plans in the basement to be file pdf named: Street address and type (plans). Example 102 Avalon Plans We would like the street listed first, then the property number. Example: Pendleton Street 417 With only one Index field: street address We would like the street listed first, then the property number. Example: Pendleton Street 417 B. File documents:

We would like the street listed first, then the property number. Example: Pendleton Street 417

File folder documents and large format drawings within file to be separated and scanned as two individual multipage PDF with OCR. File named by address for standard file documents with index of street named and large format PDF to be named address and drawings and indexed by street address.

We would like the street listed first, then the property number. Example: Pendleton Street 417 File folder standard documents file name example: 102 Avalon.pdf Example: Pendleton Street 417 Large format file name Example: Pendleton Street 417 Street address and type (drawings). Example 102 Avalon drawings.pdf Avalon Place 103 File disposition: once documents are prepped and digitize, you require all documents to be returned to file folders (no bindings) just loosely in file folders and in respective boxes.

Yes Large format plans and binders and spiraled books? Following digitization plans are to be rolled and rubber banded, books and binders are to be rubber banded and placed back in boxes for return is this acceptable please clarify the requirement to ensure it is addressed correctly?

Yes Information written on file folders was requested to be scanned, is this correct?

Only scan the file folder itself if notes are written on the folder.

Large format certification stamp on the backside of the last page and or first page, is that to be included or excluded in the scanning, it was stated not required but would verify during the meeting with the department director.

Not Required On Page 6 …TRANSPORTATION OF DOCUMENTS: If magnetic media is involved…... What type of magnetic media are in the files there were none that were viewed during site visit? If magnetic media how often is this kind of media present, would the items on the magnetic media need to be off-loaded and added to the file it came out of. What types of magnetic media are known? Please estimate a quantity if known?

There will be no magnetic media.

On Page 6…TRACKING AND INVENTORY, Will the City or Vendor create a manifest of all files in each box prior to pick-up? Will the front of the box list the first & last file in the box?

Yes Will there be microfilm to be scanned as a part of this project?

There will not be any microfilm scanned as a part of this project.

All other requirements, terms, and conditions of the RFP remain unchanged.

The addendum page must be signed and returned with your bid/proposal to acknowledge receipt of this addendum.

Company Name: ____________________________________________________

Authorized Signature: ________________________________________________

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