BL058-21 Addendum #1

August 3, 2021

ADDENDUM #1

BL058-21, Provision of Scanning and Indexing Historical Court Documents

QUESTIONS & ANSWERS:

Q1. The Scope of Work states that the files cannot leave the state of Georgia. Is this a firm requirement? Can qualified out-of-state vendors be considered?

A1. Qualified out-of-state service providers will be considered if they are able to meet the 24-hour turnaround requirement when requested. Vendors may return the original copy or submit a digitized copy of the requested record to meet the requirement.

Q2. Is it possible for vendors to perform the scanning at the County Records Center or another

County building?

A2. Neither the Clerk of Court nor Records Management have any available space to provide on a continued basis. The County cannot provide access to other facilities that can be secured on a continued or as needed basis for the term of the contract or meet security, fire, water, smoke and other control requirements for records while they are being housed there.

Q3. Can vendors pick up all of the documents out of the state of Georgia in a single trip? If no, how many trips are required?

A3. The awarded service provider will coordinate document pick up with the Clerk of Court and

Records Management. The Clerk of Court will determine how many boxes may leave the premises at a time. Boxes will be packed on a pallet, with 36 boxes on each pallet. Each pallet will be shrink-wrapped and will include an inventory sheet.

Q4. What is the expected period of performance?

A4. The contract will begin upon award, with the initial term lasting for one (1) year. There are four (4) options for renewal after the initial term. Workload will be reevaluated annually until all documents have been processed.

Q5. Does the awarded service provider need to apply any naming conventions to files?

A5. The case number, with dashes, shall serve as the file name. (example: 20-M-00234)

Q6. Does the awarded service provider need to provide digitized documents in a particular folder structure?

A6. Folders should be labeled as Magistrate with a sub-folder for each calendar year.

Q7. Do digitized documents need to be re-stapled, clipped, etc.?

A7. No

Q8. Are any of the boxes or documents barcoded?

A8. Some of the boxes may be barcoded for Records Management inventory purposes.

Q9. Are any of the documents hand-written?

A9. Many of the documents contain hand-written information.

Q10. Would the County consider a delivery schedule of every other week instead of weekly?

A10. The awarded vendor shall comply with weekly deliveries unless otherwise agreed upon by the

County. Any changes in delivery schedule will need to be approved by the County.

Q11. Are there index values for the files and is an electronic copy available?

A11. Yes, the electronic copy of the index values will be provided to the awarded service provider.

Q12. Does the label on each box need to be captured? If there is writing on the file folder, does that need to be captured?

A12. No, the label and any writing on the folder do not need to be captured as they are not part of the record.

Q13. Is any Optical Character Recognition information needed?

A13. The case number will serve as the file number.

Q14. Should destruction of documents be included in the pricing?

A14. No, document destruction will not be included in this bid. All documents are to be returned to the

County for proper destruction.

Q15. Do documents need to be scanned in color?

A15. The documents do not need to be scanned in color.

Q16. What is the average number of pages per Magistrate file?

A16. Per the invitation, page number estimate is based on 10, standard letter size pages, single side, per file. Estimated quantities are not guaranteed and quantities for the upcoming year will be addressed with the awarded vendor at each renewal option. Some of the early 1980s files are legal size pages that can be scanned to fit a standard letter size page.

Q17. Pertaining to the indexing, where would the information be in the file? Folder, first page or do we have to search the document?

A17. Indexing information should be found on each page of the file. Example: Summons, Sheriff’s Entry of Service, Answer. Indexing for untitled or unlabeled documents will be addressed with the awarded service provider.

Q18. Section D, number 2 states document prep on site. Can the selected vendor choose to take the records off-site in the state of Georgia?

A18. Yes, vendors must perform all work off-site. Documents will be packed on a pallet at the Gwinnett

County Records Management Center, with 36 boxes on each pallet. Each pallet will be shrink-wrapped and will include an inventory sheet. The awarded service provider shall be responsible for document pick up. Section D, number 2 should read “Service provider shall be responsible for off-site document prep and imaging, with the exception of bound newspapers.”

Q19. Regarding Section D, number 2; can you elaborate on bound newspapers? Can we unbind them for scanning? What are the sizes of the pages? What are the index values? Can this be added to the pricing pages larger than 11” x 14”?

A19. There are no newspapers included in the files. Bidders should provide pricing as requested in the Bid Schedule and should not write in additional fees not requested.

Q20. Does the County have a database to assist with the Indexing?

A20. The inventory of each box contains the beginning and ending case numbers. The Case

Number/Plaintiff Name/Defendant Name exist in the case files.

Q21. Can you extend the response deadline to August 25th?

A21. The bid deadline will not be extended. Bids are due by 2:50 PM on August 11, 2021.

Q22. Can we submit our bid response by email?

A22. No. Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and Company Name. Bids will be received until 2:50 P.M. local time August 11, 2021 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this date and time will not be accepted.

Q23. Does the County have an electronic file that can be provided to the vendor that contains the Case

Number as the primary key, cross-referencing the Plaintiff and Defendant names so that indexing operators do not have to manually key those names?

A23. There is an electronic inventory of case files for each box that can be provided to the awarded service provider, but it does not include the Case Number as the primary key, cross-referencing the Plaintiff and Defendant names.

Q24. Is this a re-bid of an existing contract?

A24. No, this bid is for a new project.

Q25. Does the county already have a manifest of what’s in the boxes? If so, is that manifest written or on a spreadsheet?

A25. There is an electronic inventory of case files for each box that can be provided to the awarded service provider.

Q26. Do the data fields in the manifest match the bid requirements (Case Number/Plaintiff Name/

Defendant Name)?

A26. The inventory of each box contains the beginning and ending case numbers. The Case

Number/Plaintiff Name/Defendant Name exist in the case files.

Q27. Regarding document sequencing, does the service provider need to reorganize your files following the instructions below? Or will one pdf of the case file contents (all pages scanned in sequence as found in the folder) be acceptable?

A27. Yes, the awarded service provider will need to follow the specific sequencing instructions as laid out in the invitation to bid. One PDF per case file is acceptable for Magistrate case.

Q28. Can you confirm that the awarded service provider shall compare each printed page to each scanned page in a side-by-side comparison for accuracy?

A28. Yes

Q29. What is the name of records management software you will be using to store these files?

A29. Odyssey by Tyler Technologies

Q30. Do the files contain fingerprint cards? If so, is the quality of the fingerprint scan important?

A30. Magistrate files do not contain fingerprint cards. State/Superior Court files may contain fingerprint cards, but this will be addressed with the awarded service provider upon renewal.

Q31. Do the files contain images (such as driver’s licenses, booking pictures, crime scene photos, etc.)?

A31. Magistrate files do not contain images. State/Superior Court may contain images. This will be addressed with the awarded service provider upon renewal.

Q32. Will the Clerk of the Courts be providing a data file with files per box to validate?

A32. The Clerk of Court will share an electronic inventory of case files with the awarded service provider.

An inventory sheet will be included with each box.

Q34. How is the data to be delivered? CSV file? Are images delivered as 1 PDF/A per folder or multiple PDFs (Complaint, Cert of Service, Answer, Judgement, Misc (i-iv))?

A34. For Magistrate files, one PDF per folder is acceptable. As we progress into State/Superior Court cases, each document within the case file will need to be a separate PDF.

Q35. Will the awarded service provider be required to include an Imaging Control Log for each box of files detailing the page counts prior to prep and placing a control sheet in each box?

A35. Yes, the control log is what supports and documents the quality control process. The image control log is used in each phase: PREPPING: Documenting each case number and number of pleadings (inventory); SCANNING: Used to ensure your scanning every case file and pleading that was prepped; QUALITY ASSURANCE: Documents any errors and corrections. 100% verification all documents are imaged properly.

Q36. What organizational goals are behind this bid?

A36. The County wishes to purge paper files from the Records Management Center.

Q37. Has the County seen any demonstration of any solutions available in the marketplace?

A37. No

Q40. Will our job tracking logs suffice for the control log requirement?

A40. Yes, if the tracking log contains the Prepping, Scanning, and Quality Assurance phases and can be used to document and verify each phase was completed in accordance with scanning requirements.

Q41. Do landscaped documents require rotation?

A41. Yes

Q42. Can we get an example of descriptions and format that meets the requirement for corrections made in referencing the Imaging Control Log? Is this needed for all corrections of an individual image at the quality control step?

A42. Examples include missing pages, blank pages, too dark, too light, low density and clarity. The quality of the image is a critical component of digitizing documents with the intent to discard the original hard copy.

Q43. How soon after the bid is awarded will the workload/production schedule be determined?

A43. The production schedule will be coordinated with the Clerk of Court. The County expects work to begin before the end of the calendar year.

Q44. Is there currently a file-by-file index in Excel or other digital format that can be provided for each file in every box? And if so, can that be provided to the awarded service provider?

A44. There is an inventory of what is in every box with beginning and ending case numbers.

Q45. In the Technical Specifications section B.3 it states images should be converted to PDF/A but in

B.4 it states they should be PDF/ATIFF or TIFF IV. Which is preferred?

A45. PDF/A is the preferred format.

Q46. It was indicated that the scanned data would need to be uploaded to an FTP. Will there also be a need for secondary data storage on an external hard drive?

A46. No, the Clerk of Court will back up the digitized images to their system once received via FTP.

Q47. What percentage of the documents are duplex (two-sided)? What percentage are in color?

A47. Exact percentages are unknown. Most documents are one-sided. Scanning in color is not required.

Q48. Can you explain how the five document types are identified with regards to Document Sequencing

(i. Complaint, ii. Certificate of Service, iii. Answer, iv. Judgement, v. Miscellaneous)?

A48. The first four should be labeled as such. “Judgement” may also be labeled “order.” All unlabeled documents fall under miscellaneous.

Q49. What is the average number of Defendants and Plaintiffs per document?

A49. Most documents contain one plaintiff and on defendant per case file.

Q50. Can the Clerk of Court provide the estimated year that the required indexing information stopped being handwritten?

A50. An estimate cannot be given. There may be a substantial percentage of cases where pleadings are handwritten.

Q51. Bid Preparation: Would the County be willing to accept electronic signatures to simplify internal approval processes and collaboration amongst prospective bidders who may be working remotely?

A51. Yes, electronic signatures are acceptable.

Q52. Can the County provide the file format and import functionality supported by the existing case file record system?

A52. Files should be in PDF/A format. The clerk of Court will be responsible for importing files into the file record system.

Q54. How many fasteners per 10-page file would normally be encountered? Are these in manila folders, manila folders with Acco-fasteners, or another type of binding?

A54. There may be 1 or 2 documents that may be stapled per case file. There should not be other fasteners.

Q55. Is each folder already in the referenced sequence, or are the documents in any particular order?

Will the vendor be able to easily sequence the documents?

A55. The case documents in the case file may be in reverse chronological order (meaning judgment would be the first document you see).

Q56. Are there any living wage requirements that must be adhered to with performance of this contract and/or requirement to use Dept. of Labor Service Contract Act wages and titles?

A56. No

Q57. Would the County provide the Sample Contract referenced on page 21 for review prior to the bid submission deadline? If the Sample Contract will not be provided, would the County confirm that while the Sample Contract will form the basis of the agreement the County will be willing to negotiate mutually agreed upon terms to cover the services referenced in the IFB?

A57. A formal contract will not be signed for this bid. The invitation to bid, addenda, the service provider’s bid, the bid tabulation and award notice will become the contract.

Q58. Can papers be placed loose back into their folders as-scanned, or is full reassembly to their original state required?

A58. Documents may be returned to their folders as scanned. Reassembly is not required.

Q59. If digitized documents are in PDF format, does the County want searchable full-text PDF or searchable by indexed values only?

A59. The County wants searchable, full-text PDF files.

Q60. Please explain the intent of the requirement for documents to be returned within 24 hours of request. Is the County saying all records must be returned in 24 hours from request, or is this a provision to request file pulls specific to a case?

A60. This requirement is in the event a specific file (or document within a file) is requested by a consumer/judge/attorney. We need to have the file or its contents back to the County within 24 hours. A digitized copy of the copy is acceptable to meet the 24-hour turnaround requirement.

Q61. Are Case Number, Plaintiff Name, and Defendant Name the only index fields for Magistrate files?

How many average keystrokes are expected for each of the three index values?

A61. Yes, those are the only index fields for Magistrate files. Regarding keystrokes: Case numbers in

Magistrate court are typically listed as 2-digit year, dash, M, dash, and 5 digit number; State and Superior court case numbers are typically listed as: 2 digit year, dash, C (or A or other letter value), dash, 5 digits, dash, court division number (1-6 for State, 1-11 for Superior). Case names vary as they may be companies, D/b/a, Successors in Interest, or individual personal names. We cannot estimate an average case party name length.

Q62. Are there other case files other than Magistrate files? If yes, please provide index values for the other case types.

A62. Yes, the County anticipates State Court civil cases will be reached during the renewal option years.

Specific index values will be addressed with the awarded vendor at the necessary time. A bid of indexing State Court case per file, with up to 20 values, 20-50 values, over 50 values is acceptable.

Q63. Is the County looking for PDF/A-1a format in multi-page format? Does this mean single-page format unless the page is duplexed? Will duplexed pages need to include front and back side images as a two-image PDF?

A63. There should not be front and back pages to image. On the rare occasion that there are duplexed pages, a two-image PDF is needed.

Q64. Can you confirm the final disposition of the files? The awarded service provider will digitize the images and return them to the County, upon which they will be destroyed?

A64. Yes, once the files are digitized, the original hard copies will be shredded.

Q65. What is the budget for this project?

A65. A budget has been approved for this project. Please submit your most competitive pricing for this bid.

CLARIFICATIONS:

C1. There is limited space at the loading dock for document pick up and return. The awarded service provider will need to pick up and return documents in a vehicle no larger than a box truck.

C2. Bonds are not required for this bid.

C3. Pricing shall be submitted on the Bid Schedule as-is. Do not make additions to the Bid Schedule.

This addendum should be acknowledged in the line provided on the Bid Schedule. Failure to do so may result in your bid being deemed non-responsive.

Thank you, Jake Scarpone

Jake Scarpone Purchasing Associate II