B-21035 QandA Microfilm Storage and Duplication~1.docx
DOCX document 23 KB Posted
- Attached to
- Microfilm Storage and Duplication
- Solicitation number
- 21-506ALPLM-ALPLM-B-21035
- Issued by
- St. Clair County, Illinois
About this file
This document is an Invitation for Bid (IFB) for Microfilm Storage and Duplication Services issued by the Abraham Lincoln Presidential Library and Museum (ALPLM) of the state of Illinois. The contract will have an initial term of 5 years, with the option to renew for up to an additional 5 years, for a maximum total term of 10 years. The key services requested include monthly storage of microfilm reels, creation and delivery of positive reel copies for patron orders, digitization of 35mm negative polyester microfilm reels, and conversion of acetate microfilm reels to polyester. The estimated quantity of reels over the initial 5-year term is 350,000, with an average of 70,000 reels per year. Bids are due by the date specified in the solicitation.
Regarding pricing, the IFB includes detailed line items for the various services, with pricing required for the initial 5-year term and the 5-year renewal term. No BEP Utilization Plan or Veteran Small Business Utilization Plan is required for this bid. The ALPLM expects the need for offsite microfilm storage to continue indefinitely, and will competitively procure these services again when the current contract term expires.
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Other files
| File | Type | Posted |
|---|---|---|
| B-21035 Backstage Notice of Award Corrected.pdf | ||
| Forms A Section V.18.1~5.doc | DOC document | |
| Attachment - Notice of Electronic Submission Only v.20.2~1.pdf | ||
| B-21035 Backstage Notice of Award unsigned~1.pdf | ||
| Forms B Section V.20.1~3.docx | DOCX document | |
| Microfilm Storage IFB Final.docx | DOCX document |
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Text version
B-21035 Microfilm Storage and Duplication Services IFB Vendor Questions and Agency Responses
1. Question: The pricing line items in section 2.1.2 of the IFB attachment do not match the pricing line items of the BidBuy items tab. Which pricing format is correct?
Answer: Both sets of items have been changed. Section 2.1.2 of the Microfilm Storage IFB Final.docx attachment is hereby replaced with the following (NOTE: Portions that have changed are highlighted in yellow below). Line items in BidBuy have been modified in Amendment 2 to mirror the revised section 2.1.2 below.
2.1.2 Pricing shall be submitted in the following format:
| Years 1-5 |
| Item |
| Est. Quantity (Estimated amount over 5 years) |
| Unit Price |
| Total Price |
| Per reel price to properly identify the base of each reel (polyester or acetate). |
| 57,000 |
| Monthly storage price per reel |
| 4,200,000 (70,000 x 60 months) |
| Per reel price to create and send copy of positive reel for ALPLM orders |
| 5,000 |
| Per page price to digitize a 35mm reel of negative polyester film |
| 100,000 |
| Per reel price to convert acetate reel to polyester |
| 35,000 |
Total
Years 6-10
| Item |
| Est. Quantity (Estimated amount over 5 years) |
| Unit Price |
| Total Price |
| Monthly storage price per reel |
| 4,500,000 (75,000 x 60 months) |
| Per reel price to create and send copy of positive reel for ALPLM orders |
| 5,000 |
| Per page price to digitize a 35mm reel of negative polyester film |
| 250,000 |
| Per reel price to convert acetate reel to polyester |
| 500 |
Total
2. Section “Brief Description” – The resulting contract with the awarded Bidder shall have an initial term of five (5) years. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions exceed ten (10) years. 30 ILCS 500/20-60. Subject to the maximum total term limitation, ALPLM has the option to renew for the following terms: up to 5 additional years.
· Question: Does the library intend to continue storing microfilm after the 10 year period?
· Answer: At this time, ALPLM expects the need for offsite storage to continue indefinitely. If offsite storage is still needed near the end of the five-year term (or any renewal period), ALPLM would follow the Illinois Procurement Code and competitively procure the services needed.
3. Question: Can the Library provide an approximate date as to when the project is expected to begin?
Answer: July 1 with current inventory being sent over a 12 month period, new inventory being sent monthly.
4. Question: What will be the approximate number of reels in each shipment that is sent to the vendor for storage?
Answer: Initial inventory will be sent as the microfilm is cleaned, with the hope of the entire existing collection being received by the vendor by June 30, 2022. The existing inventory will be sent by the cleaning vendor as it is cleaned. Monthly shipments will be sent by the ALPLM (roughly a banker’s box full monthly).
5. Question: What will be the frequency of microfilm shipments that will be sent to the vendor for storage?
Answer: After initial inventory has been received, a monthly shipment will be sent with that month’s filmed reels.
6. Question: Does the storage facility need to be the same building as where the duplication and processing takes place?
Answer: No, the facilities can be separate.
7. Question: On average, how many patron requests for service copies does the Library receive on an annual basis?
Answer: Average up to 2018 when we stopped duplicating it was 40 reels a year for patron orders
8. 1.2.2 – Inventory Microfilm: Once the reels are received at the storage facility they will be inventoried, and an assessment will be conducted on each reel to determine its base. While performing inventory the vendor may add their own identification numbers to the microfilm boxes. The vendor will provide the ALPLM with a listing of the reels by base type.
· Questions
· Will the vendor need to inspect and evaluate each reel to determine the base, or will the Library provide a list as to which reels are acetate and which reels are polyester?
Answer: The vendor will be responsible for determining acetate vs. polyester, the ALPLM has not determined this information.
· If the Library is providing that list, will acetate reels and polyester reels be shipped separately?
Answer: These will not be shipped separately as we do not know this information regarding the current collection of negatives. New negatives that are sent will all be polyester.
· If the vendor will be responsible for evaluating each reel, does the Library expect a separate line-item area for pricing this service?
Answer: See question 1 and the corresponding answer above, which changes the pricing format requested.
9. Description
· 1.1 Please confirm that the entire collection includes microfilmed newspapers. If other content is on the film, what is the nature of the types of content on the film (books, correspondence, clippings, etc.)?
Answer: The overwhelming majority of the collection is microfilmed newspapers, there are a few that contained microfilm manuscripts but it is a small number (less than 50).
10. 1.2.8 – The RFI reference to NDNP is in the Tech Notes – it is not clear that there is a conversion component to the work. Please confirm the digitization includes conversion that requires NDNP deliverables (METS/ALTO, PDF, JP2, TIFF).
Answer: Yes, digitization requires NDNP deliverables
11. Digitization vendors typically price services on a per-page basis as a unit of measurement; will per page unit pricing be acceptable? If not, please provide the number of pages per foot.
Answer: As this number will vary, especially with the older reels, per page unit pricing is appropriate. The pricing table has been updated.
12. Can the Library confirm that all digitization will be done from duplicate copies created in-house by the storage vendor?
Answer: Yes, digitization will be done from duplicate copies created in-house by the storage vendor.
13. What reduction ratio was used for microfilming the newspapers?
Answer: This is unknown.
14. Can the vendor assume each reel contains at least 18” of blank leader before the first frame on the reel, and at least 18” of blank film after the last frame on the reel?
Answer: Yes
15. Can the Library confirm that the reels contain technical targets that contain the reduction ratio?
Answer: The technical targets do not contain the reduction ratio
16. Can the Library provide an approximate date for when the digitization part of the project is anticipated to start?
Answer: We do not have an anticipated start date. Digitization will be discussed once all the negative reels have been converted from acetate to polyester.
17. Question: 1.6 – Subcontracting is allowed. Are there any restrictions for transferring the digital images for subcontracting work off-shore?
Answer: Transfer of digital images for subcontracting work off-shore is not prohibited for this contract. However, the location and value of services to be performed must be disclosed in Bidders’ response to section 1.8 of the IFB.
18. Section 3, Part C.2 – References
· Question: Is a separate form needed for references? How many references are needed for this submission?
· Answer: References are not required for this bid.
19. Question: Can it be confirmed that both a BEP Utilization Plan and Veteran Small Business Utilization Plan are not needed for this bid?
Answer: Correct. The BEP Utilization Plan and Veteran Small Business Utilization Plan are not required for this bid.
20. Question: Can additional documentation (appendices) be added to the bid as needed to support vendor’s planned workflows?
Answer: Yes.
21. Question: Can the estimated quantity of reels over five years (350,000) be assumed to be a 70,000 reel per year average?
Answer: We anticipate an average of 70,000 reels during the initial term and 75,000 reels during the renewal term. Refer to question 1 above and note the clarification of monthly costs for storage and revised estimated quantities.
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