DOS-ITB-24.25-017 Addendum No. 2.pdf

DOS-ITB-24/25-017 Addendum No. 2 Page 1 of 9

Invitation to Bid Addendum Acknowledgement Form

Department of State R.A. Gray Building 500 South Bronough Street, Room 428 Tallahassee, Florida 32399-2150

SOLICITATION TITLE:

SOLICITATION NO:

Microfiche Imaging Conversion

DOS-ITB-24/25-017

Proposals DUE:

December 11, 2024 2:00 P.M.(Eastern StandardTime) and may not be withdrawn within: 180 Days after such date and time.

ADDENDUM No. 2 DATE:

This Addendum Acknowledgement Form shall be signed an authorized company representative, dated and returned with the proposal.

This Addendum now becomes a part of the original RFP. RESPONDENT NAME:

RESPONDENT MAILING ADDRESS:

CITY – STATE – ZIP: *Authorized Representative’s Signature

PHONE NUMBER:

TOLL FREE

NUMBER:

*Name and Title of Authorized Representative

FAX NUMBER:

EMAIL ADDRESS: *This individual must have the authority to bind the

Respondent.

FEID NO.:

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

Date:

DOS-ITB-24/25-017 Addendum No. 2 Page 2 of 9

RON DESANTIS

Governor

CORD BYRD

Secretary of State

ADDENDUM NO.2 TO THE FOLLOWING

INVITATION TO BID

MICROFICHE IMAGING CONVERSION

SOLICITATION NO.: DOS-ITB-24/25-017

Date: December 4, 2024

To: Prospective Respondents to Solicitation No.: DOS-ITB-24/25-017

From: David Shufflebotham, Procurement Officer

Subject: Vendor Questions and Department Responses to Questions

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES (F.S.) (AS ALTERED BY SUBSECTION 110.123(3)(D)4, F.S.), OR

FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE

TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS

UNDER CHAPTER 120, F.S.

This Addendum includes the following:

1. Written Responses to Written Questions

The questions are reproduced in the exact format in which they were submitted.

Answers to these questions will be posted as an Addendum on the Vendor Information Portal (VIP) in accordance with Section 2.5 Timeline of Events.

DOS-ITB-24/25-017 Addendum No. 2 Page 3 of 9

Questions and Responses:

Question

ITB

Section

ITB

Page #

Vendor Question Department Response

Attach. B, Statement of Work/Specifications

Page 25-29

How many images are on each microfiche card?

Each microfiche has 5 rows, each row can contain up to 13 frames. There can be 1 frame to 65 frames, it depends on the number of filings submitted by the entity.

Section 2.5

Timeline of Events

Can we submit a proposal if we are not able to do a site visit on Nov 15th?

The site visit on November 15, 2024 at 10:00 a.m. was mandatory. Bids will only be considered responsive, and eligible for consideration, from those Vendors attending the pre-bid site visit at 10:00 a.m. Please see Section 2.3 Pre-Bid Site Visit (Mandatory) of ITB.

Section 2.5

Timeline of Events

Can we attend the mandatory pre-bid meeting remotely? If yes, please share conference call/webinar details.

No, the pre-bid site visit is in-person only.

Attach. B, Statement of Work/Specifications

Page 25-29

If the award of this contract is determined primarily by price, would you be open to allowing the records to be transported within Florida to the vendor’s location, should the lowest bidder be situated outside of Tallahassee?

No, the work shall be completed in Leon County, FL, see I. Overview on page 26 of the ITB.

5 Form 3 -References Page

May vendors use the Florida Department of State as a reference if they have worked on other projects in the past with this entity?

No, The Department of State can not to be used as a reference.

Attach. B, Statement of Work/Specifications

Pages 25-29

Please clarify the type of microfiche (e.g., jacketed, duplicate, COM, 16mm, 35mm).

The microfiche is jacketed and 16mm.

Attach. B, Statement of Work/Specifications

Pages 25-29

Please clarify the average image count per microfiche card

See Question #1. There are too many variables to obtain an average image per microfiche.

DOS-ITB-24/25-017 Addendum No. 2 Page 4 of 9

8 N/A N/A

Was this work previously contracted?

If so, who was the previous vendor, and will the State provide a copy of that contract?

Yes, the previous contract was awarded to the Crowley Company.

Attach. B, Statement of Work/Specifications

Pages 25-29

Will the State provide photographs of representative samples of the inventory (with some documenting the storage method)?

Pictures can be taken during the site visit November 15th.

See page 27 and 28 for storage method

Attach. B, Statement of

Work/Specifications Section 1. Overview Deliverable Table, Task 1

Page

What is the monthly delivery amount of microfiche?

This is determined by the amount the vendor is able to process in a month. From the bid is awarded until June 30 the conversion can continue until the appropriated funds are exhausted.

Attach. B, Statement of

Work/Specifications Section 1. Overview

Transportation

Page

Can we Pickup Up once a Year?

No. If the vendor is working offsite in Leon County, the vendor should pick up monthly in an estimated amount that can be converted in that month.

Attach. B, Statement of

Work/Specifications Section 1. Overview

Microfiche

Page

What is the average number of images per microfiche?

Please see Question #1.

Attach. B, Statement of

Work/Specifications Section 1. Overview Deliverable Table, Task 3

Page

Is everything we need to index on Title of Microfiche?

See Task #3 Page 28, 6 or 12 digit document number with description of “Filings Prior to 1997”

Attach. B, Statement of

Work/Specifications Section 1. Overview

Microfiche

Page

Will be getting the Diazo copies of Silver original copies?

The micro fiche jacket contains Diazo copies

Attach. B, Statement of

Work/Specifications Other

Pages 25 - 29

Since the sample provided was a dark background with white lettering, will the scanned images need to be reversed, so it

Once converted, the images have the white background and black lettering. There are some old records that due to the way they were archived may need to be reversed.

DOS-ITB-24/25-017 Addendum No. 2 Page 5 of 9 would be a white background with black lettering?

S16

Attach. B, Statement of

Work/Specifications Other

Page

Can services be provided out of State?

Please see Question #4.

17 Other N/A Can we get an extension

This contract will have three (3) – one (1) year renewal options depending upon if the Legislature appropriates funds that may be used for a renewal of the Agreement entered into as a result of this ITB, the parties to the Agreement may mutually agree to such a renewal no later than June 30, of each year. Any renewal shall be at the same cost as the initial term of the Agreement entered into by the parties as a result of this ITB.

Please see Section 1.4 Renewal Option(s) of the ITB.

Attachment B, Statement of Work, II. Deliverables, Performance

Measures, Financial Consequences

Pages 26-29

Regarding Deliverable #2: Conversion of Microfiche: There are many situations that can cause delays.

Does the penalty apply if the customer causes the delay?

No, the financial consequences are applicable only to the vendor’s performance.

Attachment B, Statement of Work, II. Deliverables, Performance

Measures, Financial Consequences

Pages 26-29

Regarding Deliverable #2: Conversion of Microfiche: can the expected monthly volumes be an agreed-upon amount by the vendor and the customer?

Please see Question #10

Attachment B, Statement of

Work/Specifications

– General

Pages 25-26

Please verify all Microfiche is 16mm Jacketed Silver Microfilm.

Please see Question #6.

Attachment B, Statement of

Work/Specifications

– General

Pages 25-26

Please verify the average Microfiche Jacket contains approximately 22 images and consists of one index field that is

Please see Question #1

DOS-ITB-24/25-017 Addendum No. 2 Page 6 of 9 located on the Microfiche Header.

Attachment B, Statement of

Work/Specifications

– General

Pages 25-26

Please verify there is no vinegar syndrome or any other contaiments on the microfiche (i.e. Redox, etc).

The Division is not aware of any issues with vinegar syndrome.

Attachment B, Statement of

Work/Specifications

– General

Pages 25-29

Does the State provide tables or desks for onsite digitization for the vendor’s use?

Yes, the Division of Corporations has designated space on-site for the vendor to use.

Attachment B, Statement of

Work/Specifications

– General

Pages 25-29

For a vendor who performs onsite, will space provided by the State for the conversion services be recommend and only accessible by the selected vendor?

No, the designated space for the vendors will be accessible to DOC staff as well.

Section 1 – Introduction; item

1.4 Renewal

Options

As this contract has an option for renewal for multiple years, should the vendor assume the state plans to convert all 2 million identified Microfiche under this contract?

See Page 5, 1.4 Renewal Option. It is our desire to convert all microfiche, however this is dependent on the appropriation of funds by the Legislature.

Attachment G and

PUR 1000

Page

In the event of conflict between the terms of Attachment G – Sample Contract and PUR 1000 General Contract Conditions, what is the order of precedence?

The contract between the vendor and the Department of State will take precedence over any conflicting terms in the PUR 1000, to the extent any exist.

Attachment B, Statement of

Work/Specifications

– General

Pages 25-29

How much space will the State provide to the vendor that plans to perform the services onsite? Please verify the State will work with the vendor to ensure adequate Electrical is available in the area?

Two locations were shown during the onsite visit. The area near the microfiche is limited, currently there are 3 work units available and we can explore adding 1 more work station. The larger training room should accommodate 14 workstations. Adequate connectivity and electrical will be available in either area.

DOS-ITB-24/25-017 Addendum No. 2 Page 7 of 9

28 N/A N/A

This project, Phase 1 was awarded to another contractor for the work performed in 2024. Are there any issues that need to be addressed that were identified in Phase 1?

Any issues identified in Phase would have been included in the current ITB

Section 1 – Introduction

This will be Phase 2 of the project. Will each Phase be bid separately until all 2,000,000 microfiche are converted? And if not, can this contract continue into Phase 3, 4 & 5 continuously or will the work have to be performed each fiscal year between January 1 and June 30?

Please see Question # 17 and 25.

Attach. B, Statement of

Work/Specifications

What type of connectivity will there be available for the equipment utilized by the contractor?

Internet, Firewall & the ability to access our system via VPN?

There will be no connectivity to the Department, the scanned images (product) will be delivered via secured hard drive.

Indexing, will be limited to a corporation name and/or number and is it on each microfiche?

Please see Question #13

Attach. B, Statement

Hours of Operation for the on-site crew will be Monday-Friday 8:00 a.m.-5:00 p.m.?

Yes

Attach. B, Statement

Requests that are made for retrieval each work day, will the contract staff just retrieve from the microfiche we are currently working and hand off the requested fiche to State of Florida personnel or will we be

Assumption this would be for work performed off site, the preference would be to scan a copy of the converted fiche and email it to the Division

DOS-ITB-24/25-017 Addendum No. 2 Page 8 of 9 required to process the request?

Will we be required to upload the database created or will State of Florida personnel handle the upload process once the fiche are converted and the quality control and index have been completed?

The Division will handle the upload process once the quality control and index have been completed.

35 N/A N/A

Will you provide a list of the companies present at the mandatory pre-bid meeting?

The following vendors attend the mandatory site visit on November 15, 2024 at 10:00 a.m.:

1. The Crowley Company (Incumbent)

2. OpenText

3. DMI

4. Property Insight

5. Iron Mountain

6. Stevens and Stevens

7. BMI Imaging Systems

8. Exela Tech

9. Novitex Government Solutions

10. Vastec

11. Image One Corp

36 N/A N/A

What days and hours of access will onsite technicians have to the microfilm collection?

Please see Question # 32

Attach. B, Statement

Page

May scanning be performed offsite if record requests are delivered within 4 business hrs?

Please Question #4.

Section 1 - Introduction

This is Phase 2 scanning microfiche.

How many FICHE were scanned in Phase 1?

264,337 jacketed fiche were converted. Noted this Phase did not begin until later than the anticipated start to this Phase

Section 1 - Introduction

How many IMAGES were scanned in Phase 1?

Please see Question #38

DOS-ITB-24/25-017 Addendum No. 2 Page 9 of 9

40 N/A N/A

Once scanned, may electronic images go to vendors USA facility for further processing?

Please see Question #4

41 N/A N/A

May vendor bill monthly for completed and delivered scans to the State?

Monthly, the State would pay for those determined to be complete

Attach. B, Statement

Who will be responsible for uploading scanned images to the SUNBIZ website?

Please see Question #34

Attach. B, Statement

SUNBIZ scanned images seem to be PDF format. Would the State prefer PDF files?

See page 27. Deliverable #2 image be a TIFF, from the TIFF we also offer in a PDF

Attach. B, Statement

If PDF, would the State prefer them to be OCR full text searchable?

Please see Question #43

Attach. B, Statement

Does the State desire greyscale or B&W scanning? (We recommend greyscale.)

Black and White scanning is desired.