Amendment 2 Final.pdf

STATE OF WISCONSIN

DEPARTMENT OF TRANSPORTATION

Bid No. 510019 Addendum Number 02

PURCHASING

REQUEST FOR SOLICITATION ADDENDUM

WISDOT-CENTRAL PURCHASING

Digitizing Microforms

Date Issued 5/26/2017

Buyer Name MELISSA VIKEN

Buyer Telephone (608) 266-0709

Bid Must Be Received No Later Than

Date 6/9/17 Time 2:00 PM

PLEASE READ ALL INSTRUCTIONS CAREFULLY

THE FOLLOWING CHANGES ARE HEREBY ADDED TO AND MADE A PART OF

(INVITATION TO BID NUMBER 510019)

AMENDMENT TWO HAS BEEN POSTED. THIS INCLUDES ANSWERS TO

PROPOSER SUBMITTED QUESTIONS. PROPOSALS ARE DUE BY 2:00 CT

ON JUNE 9, 2017

I/We certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor, or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids of any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions, and specifications required by the State of Wisconsin in this request for bid and all terms of our bid.

(Authorized Name - Type or Print) (Authorized Signature)

(Title) (Telephone) (Date)

T202 10/2002

Amendment 2 – RFP 510019 – Digitizing Microform Proposer Submitted Questions & Answers

Note to all Proposers:

Scanned samples should be returned no later than June 9, 2017 (RFP due date) via FTP. If you do not have an FTP site available for this purpose, contact Melissa.Viken@dot.wi.gov for instructions on submitting samples via a secure WisDOT FTP site.

Question Answer

On the RFP it mentioned included metadata and include metadata. Will any metadata for any of the rolls of film be included with the film or all metadata must be pulled and keyed by the vendor from the images?

Metadata must be identified and keyed by the vendor from the images

Is each image to have metadata or is it possible to have a multiple PDF with several images that would pertain to one set of metadata.

Different business areas will have different requirements. For the sample each image is to have metadata.

The Real Estate micro film reels need to be processed so that each document (typically 2 pages/images) is saved as a single PDF with a specific name.

Land Acquisition Documents and Land Sale Documents seemed to be intermixed within a record set on the sample roll of film. Will they be intermixed on the rolls you have or will they on separate rolls of film Reason for the question is you are wanting the Parcel documents and Land Sale documents are to be scanned at 300dpi and Project Documents (plat maps) are to be scanned at 400 DPI.

This will require everything to be scanned at 400dpi and the Parcel & Land Sale documents downscaled to 300dpi.

The sample that was provided is an actual copy of production roll. For Land Acquisition Documents and Land Sales Documents and other types of rolls it can be expected to be an inter-mix of documents and document sizes. Yes, the instructions state that project documents are to be digitized at 400 dpi and the Parcel and Land sale Documents downscaled to 300 dpi.

RFP states that a PDF will be created that contains header image from the reel and project documents. If so this would require additional measures to pull the project header images and join them with the reel header in a separate PDF. Does this mean a PDF that contains the reel header sheets along with each project header sheet on the reel?

The header referred to in the RFP is simply the first image on the reel for a project. It typically lists a project id number, the highway number and county name.

Project header sheets on the sample roll sometimes contain more than one project number, along with additional numbers not detailed in the RFP. What are you asking the vendor to key?

All project numbers are to be captured.

There are often related projects. If 8-digit numeric numbers exist for the project, the lowest number should be used. If only alpha project numbers exist, the first alpha sorted number should be used. We may need to discuss the best way to save the other numbers as metadata.

mailto:Melissa.Viken@dot.wi.gov

Are we creating a separate folder for each project with separate PDF documents for each parcel document within the project?

Yes, all documents for a project should reside in a single folder

Are we outputting and indexing each parcel Land Acquisition document set and Land Sale document set separately?

Yes, each document should be index separately.

On page 11 of 32, Section 1.3.3 Current Operations (history and background) DTSD Bureau of Technical Services, Real Estate…

Can you please confirm the number of 35MM slides to be scanned for the Bureau of

Highway Maintenance?

Can you please confirm the number of microfiche cards to be scanned for Division of

Motor Vehicles?

For the Division of Motor Vehicles can you confirm that the number of indexed records and image files to be created is 310,407,552 records? If not what is the actual number of indexed records and images files expected to be generated from the microfiche?

Can you please confirm the number of aperture cards to be scanned for the Division of Business?

These are estimates provided by business areas to provide a range and types of fiche that DOT has at this time. While the indexing needs for each program area have not been determined at this time, any hourly rates submitted would apply to any future work, with the understanding that the actual number of hours necessary to complete the scanning will vary by area, depending on the complexity and volume of each project.

We discovered court documents with names and related data that do not match the parcel number, and appear to belong to a different parcel. How do you want the vendor to handle such cases?

This is an example of non-typical data referred to in 1.1.3.2(C)

If a plat map is found within a parcel document, should it be moved to the PROJ document?

If the plat map is part of the parcel document, no. If the plat map is imaged in the wrong place on the reel, yes.

Ozaukee County appears to have begun on a different roll (the header sheet reads “continued”, and the first parcel number is #28). How do you want the vendor to handle such cases?

PDFs and folders are to be organized by project number and parcels. The county name is metadata for the project number

How is the ‘metadata’ file used, does it play a role in an import protocol?

Yes, the metadata file is used to add metadata to the document when WisDOT loads information into its systems

If a parcel number contains both Acquisition and Sale documents, must those types be scanned and indexed separately?

This is an example of non-typical data referred to in 1.1.3.2(C)

If the exported file is named only after the project number and parcel number, will the vendor need to create steps to prevent overwriting?

Yes, vendor is expected to provide quality control and accurate information.

Acquisition and Sale PDFs will be stored separately. In the case of duplicate acquisition project/parcel or Sale project/parcel, PDFs should be appended to already scanned PDFs. Also see 1.1.3.2(C)

How do we scan and index a parcel number that appears multiple times with the suffix ‘Alt’ or ‘Rev’?

PDFs should be appended to already scanned PDFs. Also see 1.1.3.2(C)

Are you looking for COTS or Customized Software? This RFP is for scanning and indexing services. We are not intending to purchase software as part of this solicitation.

How many users would access the system? This RFP is not for access to a system. Access to an FTP or document pick up place then if could be multiples depending on business area needs.

How many records do we need to manage? This RFP is for digitizing microforms.

Estimated counts of microforms is provided on pages 12 – 14 of the RFP. Records per microform is a large number and cannot be identified.

Are the documents in electronic format or hardcopy?

Is any scanning service required?

The RFP is for digitizing microforms.

Documents are not in an electronic format but are on microforms media. Digitizing services are required vs scanning services.

What are the indexing criteria? How many fields do we need to index for each file?

Please refer to the instructions for performing sample scans for detailed information. The number of records that should be scanned and indexed is up to the proposer, but should include enough data to allow WisDOT to evaluate the proposers understanding of the project and quality of the provided digitized record.

Are there any Retention schedules? If not, how would they be properly disposed of?

Retention of document and disposal is not part of this RFP, all documents are to be provided back to WisDOT for proper management.

Can you please inform us about the existing system?

How are you managing the documents?

These are microforms that reside at WisDOT.

Please clarify- “An MBE means a business certified, or certifiable, by the Wisconsin Department of Administration under Statute 560.036(2). Authority for the Minority Business Enterprise (MBE) program is found in Wisconsin Statutes 15.107(2), 16.75(3m), and 16.755.” We are not Wisconsin-certified Minority Business Enterprise (MBE). We are an MBE certified for Michigan. Can we bid for this opportunity?

Yes.

Does the County require all formats to be converted into OCR... Microfilm, Fiche documents?

Requirements may vary per business area.

For sample provided please follow the instructions where OCR is required and not required.

Is this a new requirement? If not, can you please provide the name of the Vendor, the current contract value and eligibility criteria to re-compete?

This is a new process and there is not current vendor that provides these services.

WisDOT is divided into five divisions, each with different types of microforms, as well as different requirements for indexing and file naming after conversion.” Do we need to collect all the documents from different locations? & after scanning, do we need to submit them all on/at the same location

Yes, there is a potential that items will be collected from multiple offices and WisDOT would require that material is provided back to those offices.

In attachment E the Cost Proposal, the quantity of rolls for the combination of 16mm and 35mm adds to 600 rolls. In the rfp description section 1.3.3 ; 300 rolls for DTSD- Bureau of Technical Services, 700 rolls are listed for DTSD-BOS and 1600 rolls under DTIM.

Could you please clarify the quantity.

Quantities on the Cost Proposal are for scoring purposes only. The quantities in section 1.3.3 are accurate estimates of actual film. Please review section 1.3.1 for project information.

On the cost proposal microfiche cards are listed at 100,000, and under the section 1.3.3 it states under the Division of Motor Vehicles it states 310,407,552 records. Could you please clarify.

section 1.3.3 are accurate estimates of actual film. See section 1.3.1 for information on project scope.

On the cost proposal microfiche cards are listed at 100,000, and under the section 1.3.3 it states under the Division of Motor Vehicles it states 310,407,552 records. Could you please clarify.

Quantities on the Cost Proposal are for scoring purposes only. The quantities in section 1.3.3 are accurate estimates of actual film. See section 1.3.1 for information on project scope.

In section 1.3.3 under the division of Motor Vehicles section it mentions over 1 million cities on film. How many microfiche per city?

section 1.3.3 are accurate estimates of actual film. See section 1.3.1 for information on project scope.

Could you provide a scanned copy example of the microfiche and aperture cards? A scanned or Xerox copy of the microfiche sheet will not show the information contained but will allow the proposers to view the microfiche layout and the type of fiche to be able to provide accurate cost for scanning and indexing.

Scanned examples will be posted in the form of an Amendment on 5/30/17. Please check VendorNet.

Could you describe the format of the microfiche sheet? COM generated sheets have 269 images or jacket fiche have 54 images per sheet.

Amendment 3 will be posted on5/30/17, and will contain additional information.

If a file has multiple parcel numbers on one page, how should that be indexed?

This should not occur. If it does it is an example of non-typical data referred to in 1.1.3.2(C)

To confirm this RFP is based on the services needed for the DTSD Bureau of Technical Services, Real Estate 300 rolls of 16mm microfilm to be digitized, correct?

All the other divisions listed in the RFP may require services, but is not guaranteed?

Correct.

Should the microfilm be scanned in black and white or grayscale?

Rolls for DTSD- Bureau of Technical Services are to be scanned in black and white.

Will all reels have horizontally flipped images?

Yes it can be expected that reels will have different sizes.

It is possible that errors were made in the microfilming process. Images may be flipped and will need to be corrected.

Do the reels have both Land Acquisition and Land Sales on one reel or are they separated by reels? As in, only one type of documentation per reel.

Some reels will have both Land Acquisition and Land Sales on one reel

Can companies from Outside USA can apply for this? Can we perform the tasks (related to RFP) Outside USA? Do we need to come over there for meetings?

See Mandatory requirement 4.1.4. All services must be performed in the United States.

Can we submit the proposals via email?

No, email submissions of the RFP are not allowed.