F180273161_AddendumNo.1DEPSolicitationNo.2022014.pdf

DEP Solicitation No. 2022014 Addendum No. 1 Page 1 of 13

ADDENDUM No. 1

FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION

DEP Procurement Section

3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000

March 22, 2022

Addendum To: DEP Solicitation No. 2022014, entitled Digital Scanning and Indexing Services

The Department hereby answers questions posed by prospective Vendors. This addendum does not need to be returned with the response.

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

1. - - Are the items - microfilm - in rolls or microfiche?

Yes, there are three (3) duplicate versions of the items available on microfilm rolls, microfilm sheets, and microfiche cards.

2.

What is considered to be the 'condition' of the items -healthy or fragile? Any fundamental scratches to be repaired/recovered? How long they have been stored and their average 'age' of the items.

The items are in good condition and about 20 to 30 years old. No repair, scratch removal or other quality recovery is expected. Refer to Attachment 2 of the ITB.

3.

Where are they physically located? A/C room?

Warehouse? - accessible to truck load?

The items are physically located in an air-conditioned office building. Refer to Attachment 2 of the ITB.

4.

Is there a need to have the Digitization done at your facilities or can they be done elsewhere?

No, they can be digitized elsewhere.

5.

We would like to know whether the microfiche cards and microfilm strips can be shipped to our facility in Denmark for processing with proper insurance coverage?

No.

6.

Please confirm the exact list of data fields required on the final output, indicating data types (alpha, number, etc) The Department is not specifying the naming convention for the images. Images must be indexed to the Department’s permit record database.

7. - - Please indicate if we are allowed to ship parts of the collection out of State to accelerate throughput.

Addendum No. 1 Page 2 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

The Department prefers services to be performed within the state or region.

8.

Please confirm that no portion of the job must be performed on-site”.

Yes, no portion of the job must be performed on-site.

9. - - Besides the Oracle DB, is there any other source to verify index data ? Please tell us if they are in digital form or in another source (such as printed lists, catalogs or amendments to Oracle entries).

Yes, the index data is available in excel spreadsheet, and labels on storage boxes and cards. Refer to Attachment 2 of the ITB.

10. - - Would you provide digital files containing all index data required? (except perhaps for document sizes).

Yes, the Excel spreadsheet output of the database includes image size.

11. - - Are the Indexing Data to remain private in the USA ?

Meaning that no data can be exposed to another country for processing. Yes. The document images may contain confidential information in unredacted personal or bank checks that must remain confidential.

12.

Is it acceptable to split pricing into "standard' and "exception", to account for extreme cases of quality or integrity?

No, split pricing into “standard” and “exception” is not necessary due to the uniformly good condition of the physical records.

13.

Additional Information:

- Billing frequency.

- Deliverables frequency.

- Project duration

- Acceptance criteria.

- What guarantees are required from the Company providing the service?

Refer to Section 4. Scope of Work and Attachment 1, Draft Contract.

14.

4.3 -

Regarding “indexed in a Microsoft Excel (.xlsx) by Permit or File Number, Inactive File Number, Fiche Number, File Type (document or plan), and Image Number”

Addendum No. 1 Page 3 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

Please confirm all 5 indexes are your document indexes and do not include any number assigned to the document during the scanning process.

No, the Image Number is a new, unique number to be assigned to the document or plan image during the scanning process. It can be a sequential number and must be relatable to the database. The database includes counts of the images but not specific document or plan numbers, as in the highlighted fields below:

- PERMIT_NO

- INACTIVE_NO

- ROLL16

- BATCH16

- BEGINNING_16_IMAGE_NO

- ENDING_16_IMAGE_NO

- IMAGES16

- FICHE16

- ROLL35

- BATCH35

- BEGINNING_35_IMAGE_NO

- ENDING_35_IMAGE_NO

- IMAGES35

- FICHE35

- COMMENTS . ]

15.

4.3

Regarding “indexed in a Microsoft Excel (.xlsx) by Permit or File Number, Inactive File Number, Fiche Number, File Type (document or plan), and Image Number”

Does the Department intend the indexes to be part of the file name? e.g. Permit,Inactive,Fiche,Type,Image.pdf?

If yes, is your index delimiter a comma? If so, are there commas within the indexes?

No, not at this time. File names must be unique and relatable to the database. Including all or part of the indexes may be appropriate. The use of commas as delimiters cannot be confirmed at this time.

16.

4.3

Regarding “indexed in a Microsoft Excel (.xlsx) by Permit or File Number, Inactive File Number, Fiche Number, File Type (document or plan), and Image Number”

Will the Department accept automatically numbered/named documents, e.g. 000001.pdf contingent upon that data being included in the Microsoft Excel spreadsheet; for the purposes of cross reference?

See answer to Question No. 15.

Addendum No. 1 Page 4 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

17.

4.3

Regarding “indexed in a Microsoft Excel (.xlsx) by Permit or File Number, Inactive File Number, Fiche Number, File Type (document or plan), and Image Number”

Are document breaks clearly defined? Possibilities include static cover sheet or visually identifiable “first page” image or other.

See photographs of samples in Attachment 2 of the ITB.

18.

4.3

Regarding “indexed in a Microsoft Excel (.xlsx) by Permit or File Number, Inactive File Number, Fiche Number, File Type (document or plan), and Image Number”

Are indexes easily identifiable and clearly readable at the start of each individual document?

Yes, each sheet of microfilm strips and each microfiche card are labeled with index information at the top of the sheet.

See Attachment 2 of the ITB.

19.

4.3(d)

Prep generally refers to “document prep” which is a detailed page by page process to prepare paper to be scanned often times using a high-speed machine. Please define your use of prep in the sentence, “contractor shall keep a log of the number of documents prepped, scanned, and indexed.” We acknowledge that there are counts to be taken as prescribed under 4.3 part a. Contractor responsibilities.

“Prepped” refers to general handling of storage boxes and sheets to keep sorted and in order.

20.

Clarification of Executive Summary response: Section 3.4.1 limits the Executive Summary to two pages. Section 3.4.1.1 states the Executive Summary should include “key points” data. Section 3.5 specifies that responses should not include flashy graphics or marketing materials. Question:

Other GSA bids have requested a Capability Statement that effectively summarizes “key points” and covers all aspects of a Contractors qualifications for bids. Based on GSA suggestions and templates, those can include call-outs, text frames, and graphics. Is this an acceptable inclusion for page one as it does meet the criteria for “key points” data being requested, yet with framed statements it is certainly not in sentence format. Other requested information would be included on the second page.

Yes, as long as our requirements contained within are met.

21. - - Where will the indexing criteria (5 fields) be located on the cards and the film?

Addendum No. 1 Page 5 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

See Attachment 2 of the ITB. Sheets and cards are labeled on the top. The boxes of film rolls are also labeled and referenced to the database.

22.

Do you have duplicate microfilm rolls? Cost could be less to scan rolls than cards.

Yes, the original film rolls are available. See Attachment 2 of the ITB.

23.

Roll Film - Blipped Is the film “blipped” – meaning are there markers on the film which mark the start of a new document?

No, not that an untrained person could see. There is an approximate ¼-inch gap between each image.

24.

Micro Fiche Card/Document - Is each Microfiche card it’s own document or are there multiple documents within a Card?

See Attachment 2 of the ITB. There are multiple documents within a card.

25.

4.2 16

In the RFP Section 4.2 Definitions (p. 16) it is stated that each card is annotated with the index information. Does this mean there is a separate image on the fiche with the index data or is this annotated on the card/sleave of the fiche?

No, index data is associated with and annotated on the card/sleeve, not each image.

26.

4.3 17

Scanning What is the DPI to be used for capture?

The DPI used for capture is the vendor’s choice with the expectation that the resultant .pdf are both legible and sized to be efficiently downloaded from the Department’s OCULUS electronic document management system.

27.

Off-Site Can the capture be done off site?

Services cannot be performed on-site at the Department’s location and must be completed off-site.

28.

Delivery The follow are questions on the output:

a. Image is a searchable PDF – is this correct?

b. Is there a naming convention for the PDF?

c. Is the Index/meta data file to be XML, CSV or some other format?

d. Are we to deliver using an USB Drive/Hard drive?

e. Is this to be encrypted?

Addendum No. 1 Page 6 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

f. Is there a directory structure required for the USB/Drive

g. Can the data be shipped to State of FL – EPA via

SFTP?

a. Correct.

b. See answers to Questions No. 6, 14, 15, and 16.

c. Excel. Refer to 4.2 Definitions, page 16, Indexing.

d. Yes.

e. No.

f. No.

g. No.

29.

Database Does the State of FL EPA have a database for the fiche/film records?

Yes, data recorded in an Oracle database and an Excel spreadsheet.

30.

Can we pick up all the Microfilm/fiche in a single trip?

Yes. Materials are stored in two file cabinets, a large storage cabinet and 41 Banker’s boxes. See Attachment 2 of the ITB.

31.

Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project?

While we have budget authority to fund the project, a maximum dollar amount has not been determined at this time.

32.

Is this a new requirement? If not, can you please provide the name of the incumbent, the current contract value, and eligibility criteria to re-compete?

Yes, this is a new project and has not been contracted in the past.

33.

Are you looking for a specifically Florida local vendor?

See answer to Question Number 7.

34.

Can the June 15th timeline for project completion be extended?

No, not at this time.

35.

4.1 -

Section 4.1 Scope of Work indicates that there are 1,140,916 images contained on 28,301 16mm microfiche cards and sleeves and 151,459 plan images contained on 30,688 35mm microfiche cards and sleeves. There is no mention of 16mm or 35mm microfilm rolls for digitization.

Addendum No. 1 Page 7 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

Photos in amendment 2 reference 12 bankers boxes of 16/35mm microfilm rolls that are the original images of the documents and plans contained on the card and sleeves.

Can you provide clarification on whether the microfilm rolls will need to be scanned?

Microfilm rolls are one of three options that may require scanning (rolls, microfiche cards, sleeves of microfilm strips) for providing the Deliverables.

36.

Does the contractor/vendor have to reside in the State of Florida?

See answer to Question No. 7.

37.

What is considered to be a material aspect? IE: In order to be considered for Award, Responses submitted to the Department must conform in all material aspects to the requirements included in this ITB.

Material aspects are all requirements of this solicitation that are either required by statute, affect the completion and responsiveness of the bid, or affect the evaluation of the bid. The Department, in its sole discretion, may attempt to cure any nonmaterial deficiencies in accordance with section 2.10 of the solicitation.

38.

Does the response have to be submitted electronically, and by mail?

Yes, as stated in Section 3.4, Response Content Requirements. The electronic copy must be on CD, DVD, or

USB.

39.

How many copies are required to be submitted?

Respondents must submit one (1) hard and one (1) electronic copy divided into volumes and containing the information as specified and further detailed in Section 3.4, Response Content Requirements.

40.

Does the State of Florida Department of Environmental Protection, require use of a transportation company that they have on their vendor list?

The Department is requiring a Contractor provide all services to include transportation of records as described within Section 4, Scope of Work.

41.

Is the vendor allowed to use their own transportation?

Yes.

42. 4.2 16 Please describe the Department security, capacity, speed and accuracy standards for the USB drive.

Addendum No. 1 Page 8 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

No specification is available. Expectations are to meet industry standards and be approved by the Department’s Office of Technology, Information Services.

43.

Form D – Price

Sheet 28

The pricing table provided has one line item for 16mm sleeves\jackets\strips\cards, and a second line item for 35mm sleeves\jackets\strips\cards.

Yes, that is correct.

44.

1.3 4

If the award date is anticipated on 4/11/2022, can we anticipate an execution of contract by 4/25/2022 in order to complete project by 6/15/2022?

It is the intent of the Department to have a contract executed by May 2, 2022.

45.

4.4 18

Is 3rd party transportation such as UPS or Fedex acceptable?

Yes, from the Department’s standpoint.

46.

4.1 16

You ask vendors to Index to Excel the Permit or File Number, Inactive File Number, Fiche Number, File Type (document or plan). Are these always found on top of the physical sleeves\jackets\strips?

Yes.

47.

4.1 16

Does one sleeves\jackets\strips equal one document output to one multiple page OCR’d PDF?

Each sleeve or card contains multiple documents or plan sheets.

48.

Form E -

Clarifying that Form E – Award Preferences Form is only to be completed in the event of a tie and if requested; it is not to be completed with our submission?

Yes, that is correct as referenced in Section 5.3, Award Preferences for Equal Scores (Ties).

49.

4.0 16

The SOW mentions images stored on 16mm and 35mm rolls – how many reels of each type do you have? Are they original silver halide camera films that were duplicated to create the microfilm strip sleeves?

Approximately 520 rolls of 16mm and 400 rolls 35mm. Yes, the film rolls are duplicates of the film used to create the film sleeves. Film roll boxes are stamped “SILVER.”

50.

4.0 16

What is the estimated/average image count for the 16mm microfilm strip sleeves?

Average 40 images/sleeve in 6 rows of film strips.

51.

4.0 16

Do all 30,688 35mm microfilm strip sleeves contain 6 images? If not, what is your estimated average of 35mm images per microfiche?

Addendum No. 1 Page 9 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

Six is the average for the large size documents per card.

52.

4.0 16

Please confirm that the microfiche cards are diazo duplicates made from the microfilm strip sleeves.

This is believed to be the case, but staff are not records experts to distinguish “diazo” from other products.

53.

4.3 17

It states: “Contractor shall scan either microfiche cards or microfilm strips based on cost and quality as approved by the Department.” Please confirm that scanning from the microfilm rolls is NOT an option.

Scanning rolls is an option provided that the same indexing method of the labeled microfilm strip sleeves and microfiche cards is followed.

54.

4.3 17

It states: “Images are to be indexed by Permit or File Number, Inactive file number, Fiche number, File type/size (letter size document – 16mm, or oversized plan sheet – 35mm), and image number.”

Please confirm if the following sample index naming is acceptable:

Permit No_Fiche#_File Type_Sequential Image No.

B000065_0001_16_0000001.tif Yes, except that document and plan files are requested in .pdf.

55.

Please confirm that the DEP will provide the contractor with a copy of the Department Databased containing the microfilm strip sleeve index data.

Yes.

56.

1.2 4

It says that the fiche are catalogued in the Department’s Oracle database. Will the Department be providing this data to the vendor to potentially bounce and pull index information?

The data is available in an excel spreadsheet. Access to the database is not planned.

57.

2.13 10

In the event the award is not issued on or about 4/11/2022, will the due date revert to the 180 days mentioned in this section or will a new due date be provided?

If the anticipated award is delayed, an Addenda will be posted in accordance with Section 2.6, Addenda/Amendments to the ITB.

58. 4.1 16 Will the images be indexed at the fiche level, image level, or at a document level? Will need to know how many images

Addendum No. 1 Page 10 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer per index point (document) is expected to estimate the indexing scope.

The focus is the image level with one image per document.

There are approximately 16,700 permit and other records that are stored on 28,301, 16mm microfiche cards and microfilm strip sleeves with 1,140,916 document images and 30,688, 35mm microfiche cards and microfilm strip sleeves with 151,459 plan images. Each permit or other record can be associated with from 1 to several hundred document or plan images. Each image is to be associated with a .pdf of either a letter size document or a plan on an oversized sheet.

59.

4.4 18

Will the Department be providing a manifest of all records and if so will it be added to this section as a responsibility?

The Department will provide an Excel spreadsheet documenting the files that have been converted to microfiche. This file data has not been compared to the physical records in the Department’s possession. Successful use of the physical records over time has demonstrated that the record collection appears to be complete.

60.

Attachment 2 22

The pictures on Attachment 2 Page 2 appear to be original and diazo copies of the same fiche. Will the Department be providing the original fiche for conversion? This will provide the best quality scans.

Yes, the Department will provide all of the physical records in its possession and depicted in Attachment 2 of the ITB.

61.

Attachment 2 22

Will all index fields be 8 characters?

No, only the permit or other file number is 8 characters.

62.

Form D 27

Will a line item be added for roll film? Is the roll film a copy of the fiche still in roll form?

No line item will be added for roll film. This is an option if this is the least cost alternative for creating quality .pdf’s that can match the indexing.

Yes, the roll film is a copy. The cost for scanning from roll film needs to be reduced to a unit cost for a document or plan sized .pdf to compare to the scanning from fiche or sheet.

63.

To better match the vendor cost and to provide the most effective and efficient pricing can the state change the unit cost to as follows regarding the primary functions of digitizing and naming/indexing records from microfilm?

(Per microfiche card, Per digitized microfilm roll, Per record named/indexed from microfilm roll)?

Addendum No. 1 Page 11 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

Comparable pricing schemes can be accepted as long as the unit costs can be compared to the costs for 16mm and 35mm indexed .pdf files of documents and plans.

64.

Approximately how many records are on each roll of 100’?

This information is not available. It may be possible to determine an approximate number from the number of records described in the ITB and the number of rolls. There are approximately 520 rolls of 16mm and 400 rolls 35mm.

65.

It looks like there are both 100’ & 200’ microfilm rolls. How many of each are there? And how many total microfilm rolls are there?

See answer to Question No. 64.

66.

Will the state allow for offshore naming/indexing function only (still digitized in the US)?

Yes, the Department has no objection for offshore naming/indexing function only (still digitized in the US

67.

4.1 16

How many microfiche cards with 60 images are there approximately?

The number or percentage of the total 28,301, 16mm microfiche cards and microfilm strip sleeves that contain 60 images has not been determined. The database documents 111 permit records that are contained on one microfiche card and have 60 images.

68.

How many microfiche cards with the 35mm 6 image count are there approximately?

The number or percentage of the total 30,688, 35mm microfiche cards and microfilm strip sleeves that contain 6 plan images has not been determined. The database documents a minimum of 2,000 permit records that have 60 plan images contained on one microfiche card.

69.

How many 16mm microfilm rolls are there approximately?

There are approximately 520 rolls of 16mm.

70. - - How many 35mm microfilm rolls are there approximately?

There are approximately 400 rolls 35mm.

71.

When you refer to a sleeve as a unit are you referring to a row on a microfiche card? AND is that the unit of pricing you are asking us to use or is the card or is it at the image/frame level?

See Attachment 2 of the ITB, page 2. As a unit, a sleeve refers to a sheet of 6 rows of film strips. Unit pricing is requested at Image/frame level.

Addendum No. 1 Page 12 of 13

Question Number

Solicitation Section

Solicitation Page Number Question / Answer

72.

Can a separate line item be used for naming/indexing at a record level for each type of media when pricing?

Costs are to be included in unit costs.

73.

Naming/indexing of the rolls at a permit/document level will likely drive the cost of this project to exorbitant levels.

Has the state considered a grouping of records approach to drastically reduce the cost of this project?

Project requires that the images scanned and converted to .pdf be given unique identifiers and referenced to the index of the permit database. No naming/indexing of rolls at the permit/document level is required.

In accordance with Section 2.6, Addenda/Amendments to the RFP, the Department hereby formally amends the Solicitation. The amendments are indicated in blue with strikethrough for deletions and underlines for additions.

4.1 Scope of Work

The Contractor shall provide all shipping, delivery, digital scanning, indexing, and digital storage media for converting film images to digital files of permanent permit records. These physical records are stored at the Bob Martinez Center, Room 506 located at 2600 Blair Stone Road, Tallahassee, Florida 32399. Physical records to be converted to digital media consist of: 1) 1,140,916 document images contained on approximately 28,301, 16mm microfiche cards and microfilm strip sleeves and on approximately 520 rolls of 16 mm microfilm, and; 2) 151,459 plan images contained on approximately 30,688, 35mm microfiche cards and microfilm strip sleeves and on approximately 400 rolls of 35 mm microfilm. The resulting digital records shall be in the Adobe (.pdf) format, indexed in a Microsoft Excel (.xlsx) by Permit or File Number, Inactive File Number, Fiche Number, File Type (document or plan), and Image Number, and delivered to the Department on a digital storage media device. (Service).

4.3 Contractor Responsibilities

a. Deliverables. The Contractor shall provide the following deliverables:

• Digital scanning of physical records into PDF files. The physical records are stored at the Bob Martinez Center, Room 506 located at 2600 Blair Stone Road, Tallahassee, Florida 32399. Contractor shall scan either microfiche cards or microfilm sleeve strips or film rolls based on cost and quality as approved by the Department. The Department’s intent is for the PDF image files to be of sufficient quality, depending on the legibility and condition of the original image, to allow for Optical Character Recognition (OCR).

• Indexing by fiche cards, permit records and document images and confirming counts of scanned documents against Department database counts.

• Images are to be indexed by Permit or File number, Inactive file number, Fiche number, File type/size (letter size document – 16mm, or oversize plan sheet – 35mm) and image number.

• Loading PDF files and indexes onto labelled digital data storage media.

• Secure transportation and delivery of all records as cataloged in the index included with the records and storage media, both from the Department to the Contractor and returned to the Department.

• The Contractor shall charge only for what is imaged.

Addendum No. 1 Page 13 of 13

b. Performance Measures.

• At project commencement, Contractor and Department will establish mutually agreed upon standards on acceptable image quality that Contractor shall apply to its quality control process and deliverables.

• The Contractor shall verify document counts manually during the preparation process, enter counts into log sheets, and then verify the counts at scan time. When counts do not match, the batch will be pulled, and the discrepancy resolved to ensure that all pages are scanned and indexed. Originals that are illegible or incapable of being scanned will be identified, set aside and documented.

c. Completion Criteria and Date. Original and digital records are to be delivered to the Department no later than June

15, 2022.

d. Auditing. Contractor shall keep a log of the number of documents prepped, scanned, and indexed. Logs will be available for the Department’s review, upon request. Daily totals for each scan lot shall be compared to ensure that all documents received are imaged and indexed or otherwise taken into account. Records shall be maintained to enable the generation of weekly project reports and biweekly status meetings/conference calls upon request.

e. Invoicing. Upon completion of services, the Contractor shall submit to the Department’s Contract Manager a signed invoice on company letterhead, along with documentation of services received. Contractor shall submit invoices to the Department within fifteen (15) business days after the date of the Department’s written receipt of deliverables.

Payments shall be made only for services received.

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