Bidder Questions_Scanning And Digital Imaging.docx

City of Waycross Bid #FY26-01 Scanning & Digital Imaging Services Bidder Questions

· Do you have document types and volumes you can provide as well as naming/formatting requirements?

The documents will consist of 8x11 to legal to plans 24x36. Aprox. 19 4-drawer filing cabinets and 7 big boxes of plans. They will be scanned by address.

· Are you establishing a Contract Vehicle for future opportunities?

Not at this time.

· How are the documents currently stored (e.g., folders in boxes, flat files, bound volumes)?

Currently file folders are in file cabinets and plans are in large boxes.

· Are the records organized in a way that would support consistent indexing (e.g., labeled folders or tabs)?

Folders are labeled by address, and plans are labeled by address.

· Do you expect folder-level indexing or document-level indexing?

Document level

· Is there a specific timeframe in which Waycross would like the digitization completed (e.g., within 6 months or 1 year)?

6-8 months

· Do you have an estimated page count for regular size images and oversized images for your to base our pricing on?

We do not have an estimate on regular size images but there are approximately 1000 building plans.

· Does the City accept progressive (monthly) billing?

Yes.

· Can you provide a general estimate of the number of physical pages to be scanned?

Approx. 150,000 – 250,000

· Can you provide a rough estimate of the number of large format Drawings and maps?

Approx. 1000 plans

· How wide are the file drawers in inches?

The file drawers are each 14 to 15 inches wide.

· Will there be a contact person available during the project who is familiar with the specifics of the document types being scanned, to help with questions?

Yes, Marc Hawkins the Community Improvement Director.

· What Is the anticipated turn time for this project?

As soon as possible.

· Does the City have a master listing of the files for this project?

We do not.

· Does the City want both TIFF and PDF/A images created from the scans?

Please provide a price for both.

· Is the city open to considering the benefits of other, possibly better, content management systems?

Yes, but not in this fiscal year.

· Can you estimate the number of City locations housing documents for the Vendor to pick-up?

One location, two floors.

· Are the large format documents loose, or in tubes? Are they folded?

They are rolled in boxes.

· Are the standard size documents in boxes, with labels?

They are in filing cabinets, in individual folders labeled by address.

· Who is the current incumbent?

There is not an incumbent.

· When does the current contract end?

N/A

· Are any bridge contracts in place that extend the current contract?

N/A

· What are the last contract award number and total award amount?

N/A

· Does the service provider need to be located within the state of Georgia, and is registration required prior to proposal submission or only upon contract award?

No

· Do you have any local preferences that we should be aware of?

No

· Is offshore support permitted for this engagement?

The service provider must be based in the United States.

· Will a digital signature be acceptable for document signing, or is an ink (wet) signature required?

Digital or ink document signing will be accepted.

· Are international client references acceptable?

References may include international clients references but must also contain U.S. companies.

· Will the City accept the materials being transported and the work being performed out of State?

Yes, but not out of the country.

· What are the addresses for City locations where the items are currently at?

City Hall-417 Pendleton Street, Waycross, GA 31501

· Will the vendor need to package any of the items, or will the City already have them packaged?

The vendor will need to package them.

· Are the items on pallets currently? If not, will the City put the items on pallets?

No, the items are not on pallets and the City will not put them on pallets.

· Will all items be available for pick up all at one time?

Yes

· How often will the items be provided to the vendor?

The items will be provided for one pick up.

· Will a price sheet created by the proposer be acceptable or will the City provide one?

We will accept a price sheet created by the proposer.

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