DYS Scanning project Questions.pdf
PDF 434 KB Posted
- Attached to
- DIGITAL SCANNING SERVICES
- Solicitation number
- IFB1 IKAA 2019000237 3
- Issued by
- Pueblo County, Colorado
About this file
This is a Questions and Answers document for IFB 2019000237 issued by the Colorado Department of Human Services, Division of Youth Services (DYS), regarding digital scanning services. The project involves scanning and indexing approximately 1,200+ boxes of youth case files currently stored across multiple DYS facility locations. The documents are ready for pickup and scanning, with the state requesting an anticipated start date of May 2019. Documents are to be indexed by unique Trail ID Number along with youth name and date of birth, with files named according to the specified convention. All documents require preparation including removal of fasteners, staples, and post-its, with 80 percent of pages being double-sided. The vendor must provide indexed digital documents in a folder structure following the location system for each facility. The state does not require OCR conversion, reassembly of original documents, or special handling for older materials, as documents are in good condition. Short-term storage of original materials is required for 45 days following completion of the entire project. The bid was due May 3rd at 10:30 AM, with no extension granted.
Pricing shall be submitted on an all-inclusive per-image basis to enable consistent comparison among vendors, with optional separate pricing for document shredding that must be 100% NAID certified. The incumbent vendor is the State's internal IDS (Integrated Document Solutions) department, though the state received a waiver to utilize an external company due to project size. The Division currently uses the State's Electronic Data Warehouse (EDW) through IDS for storing scanned documents. FISMA certification is mandatory for all scanning equipment and software; the state will not accept equivalent certifications such as SSAE-18, SOC2, HITRUST, or PCI DSS. Vendors must ensure secure transportation complies with HIPAA, FERPA, and CICJIS confidentiality requirements. The state requested a summary list of contents database file including facility name, date range, and Trail ID information for each box.
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| File | Type | Posted |
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| IFB Final.pdf |
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Questions and Answers IFB 2019000237 Digital Scanning Services
1. Can the boxes be picked up one time, from each location? Yes, depending on the vehicle the vendor is utilizing. The boxes are in storage in each of the locations and will be ready for pickup upon arrival.
2. Are the boxes ready for scanning now? Yes
3. What is your timeline to start scanning? May 2019
4. Are you currently working with a vendor for scanning? Not beyond the State's internal IDS department. Due to the size of this job, we received a waiver to utilize a company outside of
IDS.
5. How are you expecting to receive pricing for the scanning? You might receive pricing in a variety of formats that are hard to compare company to company? An all inclusive cost “per image” would be recommended, so that vendors price this project without unknowns, such as “hourly document preparation”, indexing “per keystroke”, or a cost per box? A per image price quote for the scanning.
6. Do you need a price for document shredding? Per box? This can be added into your quote, separate from the general scanning job however the shredding must be 100% NAID certified.
7. What are your expectations for short term storage, after completion of the scanning? 45 days following the completion of the entire scan project (including delivery and receipt of the final scanned QC'd documents).
8. It states files will be indexed by Trail ID Number. Will the department provide an Excel/CSV file with additional index data for last name, first name, and DOB and corresponds with the Trail ID Number? Each paper file has the youth's Trails ID number, name and DOB on the top of the file.
A separate excel/CSV file with the data will not be provided.
9. Is each Trail ID # unique? Can you please provide an example of a Trail ID #? Yes, each Trails ID # is unique and is assigned to an individual youth. One youth may have more than one file (may have been placed at more than one youth center). Example: 2223047
10. What the average # of pages for each youth file? An “estimate” is fine. They vary widely. A detention file for a youth average around 25 pages. A youth that is committed to us can be from 600-1000 pages.
11. If scanning is done on stand-alone, non-network connected/internet connected PC’s, would the FISMA audit be required? We have never seen this asked for on a bid and would be surprised if many scanning companies have this certification? FISMA Certification is required.
12. Do we need to provide the digitized documents in specific folder structure? Follow the locations identified system for each folder. Start with left side of folder and move to the right side of the folder for each youth provided in each box.
13. Do we need to apply any naming convention to files? Yes, at a minimum, Trails ID, Last name, first name, DOB
14. Are all documents prepared and ready for pick up at one time or will multiple trips need to be made? One trip will need to occur to each location listed. Please see response to question #1.
15. Do you need to OCR the documents? No
16. Is there any expected timeframe within which you would like this system to go-live? As quickly as possible.
17. What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.) Yes, each box will require the removal of fasteners/dividers/staples/unfold larger than 8 1/2 x 11 sheets of paper.
18. What level of reassembly is required? (Do we need to apply to fasteners, post-it’s and rearrange the documents in the same order after scanning?) None
19. Will the very old documents need special care or are the old documents? What are the conditions of the documents? No, there are no old documents that need special care. The condition of the documents we have viewed are in good condition. Unknown condition on all 1200+ boxes.
20. Is there any specific time frame is the conversion to completed? A- Same as #16, as quickly as possible.
21. Is this a new requirement? If not, can you please provide the name of the vendor who is currently performing the work? No. Internal State IDS (Integrated Document Solutions).
22. What scanning and indexing equipment and software, if any, is the County currently using? The
Division of Youth Services is currently utilizing the State’s EDW (Electronic Data Warehouse)
23. How does CDHS staff store currently scanned documents? In the Electronic Data Warehouse through IDS.
24. Can you please provide us a pricing format to enable us to give you pricing as per your requirement? or Shall we prepare it ourselves? Prepare yourself utilizing the per page requirement listed in the IFB.
25. Is there any requirement of destruction? Do we need to provide pricing for storage and destruction services? Please see the answers to questions #6 and #7. Currently DYS utilizes Shred It with a Certificate of Destruction provided to the DYS Records Unit. Shred It is 100% NAID certified.
26. Will the CDHS require an index database file? In what format? Yes. Summary List of Contents
(e.g. Gilliam Youth Services Center, date range of box context or alpha contents along with Trails ID, Last name, First name, DOB—as listed in response to #13).
27. “All other media is to be returned to DYS” do we need to scan only documents or any media files
(Microfilm, Microfiche) also? Only documents. Any other media shall be returned to DYS.
28. Are there Docks at all locations for truck access? Where in the facilities are the boxes located?
Unknown whether all facility locations have a dock access at the location of the files. The files are located in one general area of the facility (together-not spread apart).
29. Can we perform service one location at a time or did you want them all picked up at once?
There may be two or more location pickups at a time, depending on the timeline provided by the vendor. The goal is to make the files accessible for the longest period of time.
30. Do you have a gauge of how long you think is “short term” storage? Approximately 45 days after completion of the full scanning job.
31. Are these documents mainly single sided pages or double? Percentage of each? A – 80 percent two sided.
32. CBPS is considering bidding on the Colorado Department of Human Services scanning bid. We do have a question in regards to FISMA. We have several certifications that are equivalent to FISMA in regards to their stringency, would any of the below be considered in lieu of FISMA?
SSAE-18 Type II SOC1 and SOC2 attestations HITRUST Certification (for HIPAA) HITRUST letter of certification for NIST Cybersecurity Framework PCI DSS Level 1 Service Provider certification
Response: No, FISMA certification is required.
33 (you list as #28). If all materials are already boxed, can vendor organize a secure commercial transportation option for pick-up by location? Not all secure commercial transportation aligns with security practices for HIPAA, FERPA and CICJIS requirements for confidentiality. If the secure commercial transportation company utilized is approved for such file transfers, yes.
34 Would your office grant a week extension to allow adequate time from issuance of Q&A to finalize proposal responses? No
35. Bid Is Due May 3rd @ 10:30 AM
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