FDC Land Records Scanning Project SOW.pdf

STATEMENT OF WORK

Department of Conservation & Natural Resources Bureau of Facility Design & Construction

Land Records Scanning Project

I. SCOPE OF WORK:

The Department of Conservation and Natural Resources (DCNR), Bureau of Facility Design & Construction (FDC), requires a vendor to electronically record, index, and archive all FDC paper drawings and documents. The files are located on the 5th floor of the Rachel Carson State Office Building (RCSOB), 400 Market Street, Harrisburg, PA 17101.

This Statement of Work (SOW) provides a detailed workplan and schedule with estimated quantities of each document type identified. This project was created by DCNR in order to produce secure digital documents in a timely fashion, aid internal departments in knowing the types of drawings that are available, repurpose valuable storage space, and introduce a streamlined quality workflow.

Bidders should only complete and return the required documents listed in Section VIII. BID AWARD in this SOW. Bidders should NOT attach any vendor quotes, Terms and Conditions, or documents other than those requested in Section VIII. Bid submissions may be negated if additional attachments are submitted with the bid response. The Commonwealth's Terms and Conditions are the only terms accepted for this procurement.

Questions regarding the technical aspects of this bid should be directed to Dave Simpson, at 717-772-9093 or davisimpso@pa.gov. Questions regarding the bidding or contracting procedures should be addressed to Natalia Truitt at 717-783-3332 or ntruitt@pa.gov.

II. CONTRACT TASKS:

DCNR requires the scanning, indexing, and archiving of approximately 700,000 documents, including 3,350 Bureau of Forestry folders and 3,525 Bureau of State Parks folders. Approximately 60% are letter size documents, 30% are legal size, and 10% are 11x17 or larger. The quality of original documents could vary.

The physical Land Records documents will remain onsite at the Rachel Carson State Office Building (RCSOB) at all times.

DCNR Responsibilities:

• DCNR will provide the name and contact information of the DCNR Project Manager to the awarded Scanning

Contractor prior to the start of the project.

• DCNR will provide access to the building and floor in which the documents are located. Please note, no access will be granted to Commonwealth IT equipment, internet, or network.

• DCNR will provide ample space for the Scanning Contractor to set up scanning equipment as well as lay down areas for documents.

• DCNR will provide the Scanning Contractor with access to all files to be scanned, including paper drawings and documents, on the 5th floor of RCSOB.

• DCNR will ensure a secure FTP site is created prior to the start of scanning and will grant access to the vendor for the uploading of files.

mailto:davisimpso@pa.gov.

mailto:ntruitt@pa.gov.

Scanning Contractor Responsibilities:

• Scanning Contractor will scan all documents and drawings onsite and according to this SOW using their own equipment.

• Scanning Contractor will ensure all files are prepped, scanned, indexed, and then returned to the location or file cabinet from which they were removed in the exact order and condition in which they were received prior to scanning.

• Scanning Contractor will contact DCNR to coordinate when individuals will be onsite for the scanning operations.

• Scanning Contractor will scan the documents during DCNR normal business hours of Monday through Friday from 7:30 am to 4:00 pm. DCNR expects the Scanning Contractor to work daily for the duration of the operations without extended interruptions in the work. Occasional absences or extended breaks in the work are understandable and must be approved in writing by the DCNR Project Manager in advance. This does not include a daily one-hour lunch or two (2) 15-minute break periods.

-DCNR will provide the Scanning Contractor with a list of Commonwealth holidays during which the Scanning Contractor will not have access to the building.

• Scanning Contractor will save all files to a secure FTP site created by the Commonwealth. Scans will be uploaded weekly for DCNR to track progress.

III. DELIVERABLES:

A. Project Administration

This task defines the management and communications on the project. During this task, the Scanning Contractor will coordinate with the designated DCNR Project Manager to collect information regarding the materials to be imaged (sequence of scanning, electronic delivery format, etc.) and will develop a detailed workplan that will be utilized to track the progress of the project. Scanned images of the documents will be delivered to DCNR via a secure FTP site. For quality control, Scanning Contractor will upload images on a weekly basis for review.

B. Document Preparation and Scanning – Land Records

1) Document Preparation:

a) Document preparation:

i. Documents that are bound will be unbound to prepare for scanning.

ii. Staples, paperclips, binders, etc., will be removed. Papers will be straightened and repaired as much as possible.

2) Document Scanning:

a) Images will be scanned in accordance with standards set by the American National Standards

Institute (ANSI).

b) Scanned images will be in .PDF/A format.

c) If the documents within the folder are attached (by staples, binder clips, spiral bindings, etc.), they should be scanned as a single PDF document. The naming of each individual document does not have to be specific and can be the generic file name the scanner creates.

d) Each large-scale sized map will be a separate .PDF/A. If there are any maps found in the folders, they will be labeled “Map 1”, etc., (example: Map 1, Map 2, Map 3, etc.).

e) Color original documents will be scanned in color. Black and white original documents will be scanned in black and white:

i. Resolution will be 300 dpi.

f) Images to be automatically enhanced (de-speckle, straighten images, auto-focus) using scanning software.

g) Quality Assurance Manager:

i. The Scanning Contractor will have a Quality Assurance Manager review and approve images after scanning and prior to indexing.

C. Document Indexing:

1) Naming Convention of Folders:

a) Forestry – Digital folders are to be named using the following naming convention: “County, Township – Project Name”. Any dates or additional information included in the physical file with the county and township should also be included and entered exactly as shown. For example, Section XIV. Image #1 shows how the current physical folder is labeled. The digital folder should be named “Juniata Co., Milford Twp.-1949 – BOSSINGER BROS. TIMBER TRESPASS”.

b) Forestry – If there is no county or township shown on the label of the physical folder, the digital folder should be named exactly how the physical folder is labeled. For example, Section XIV. Image #2 shows how the current physical folder is labeled. The digital folder should be named “DISTRICT 12 FIELD NOTES – Survey of Lewis Lockcuff Acquisition”.

c) State Parks – Digital folders should be named to match the physical folder with the State Park name entered first.

2) Each index field will be limited to one hundred twenty (120) characters. If characters would be exceeded, Scanning Contractor will discuss with DCNR Project Manager who will determine what different naming convention or abbreviations will be used for that particular folder.

3) Scanning Contractor will doublecheck images for accuracy. Data will be validated by a Quality Assurance

Manager.

a) Bad images are to be flagged and rescanned.

b) Index Fields are to be checked for errors.

D. Quality Control & Delivery:

1) Prior to moving images to the secure FTP site, the images will be inspected by the assigned Scanning

Company Project Manager or designated Quality Assurance Manager, who will determine if the images are ready for finalization or if they need to be discussed with the designated DCNR Project Manager.

2) Any unusual circumstances or issues with a document that arise will be brought up individually for discussion with the designated DCNR Project Manager. A resolution to any unusual circumstances or issues with documents will be resolved by the designated DCNR Project Manager within 30 days.

3) All digital documents will be delivered to DCNR via a secure FTP site created by the Commonwealth.

4) Scans will be uploaded weekly to the secure FTP site for DCNR to track progress.

5) All physical files will be returned to the location or file cabinet from which they were removed in the exact order and condition in which they were received prior to scanning.

IV. ESTIMATED QUANTITIES

It shall be understood and agreed that any quantities listed in the Contract are estimated only and may be increased or decreased in accordance with the actual requirements of the Commonwealth and that the Commonwealth in accepting any bid or portion thereof, contracts only and agrees to purchase only the materials and services in such quantities as represent the actual requirements of the Commonwealth. The Commonwealth reserves the right to purchase materials and services covered under the Contract through a separate, competitive procurement procedure, whenever Commonwealth deems it to be in its best interest.

V. CONTRACT TERM:

The contract shall commence upon execution and receipt of purchase order and will terminate April 30, 2027.

VI. PRE-BID CONFERENCE:

A mandatory pre-bid conference will be conducted prior to the bid opening. The pre-bid conference will be held Wednesday, July 29, 2026, at 11:00 am. An employee from the DCNR Bureau of Facility Design and Construction will meet prospective bidders in the lobby of the Rachel Carson State Office Building, 400 Market Street, Harrisburg, PA 17101, and will escort all prospective bidders to the 5th floor.

Prospective bidders must attend to discuss job specifications and to tour the scanning area. All prospective bidders must sign in to acknowledge attendance.

Contractors may not request an alternate date if unable to attend the scheduled pre-bid conference.

VII. INSURANCE:

The Contractor is required to have in place during the term of the Contract and any renewals or extensions thereof, the following types of insurance, issued by companies acceptable to the Commonwealth and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania:

A. Workmen’s Compensation Insurance for all of the Contractor’s employees and those of any subcontractor, engaged in work at the site of the project as required by law.

B. Public Liability and Property Damage Insurance to protect the Commonwealth, the Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the Contract, or the failure to perform under the Contract, whether such performance or non-performance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and $1,000,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth.

Prior to commencement of the work under the Contract and at each insurance renewal date during the term of the Contract, the Contractor shall provide the Commonwealth with current certificates of insurance. These certificates or policies shall name the Commonwealth as an additional insured and shall contain a provision that the coverage’s afforded under the policies will not be cancelled or changed until at least thirty (30) days written notice has been given to the Commonwealth.

The Commonwealth shall be under no obligation to obtain such certificates from the Contractor(s). Failure by the Commonwealth to obtain the certificates shall not be deemed a waiver of the Contractor’s obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies. A copy of the insurance certificates can be emailed to the Procurement Contact at ntruitt@pa.gov.

VIII. BID AWARD:

Bidder must complete and include the following with the bid response:

A. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us, B. A properly executed Worker Protection and Investment Certification Form.

The unit price must include the cost of all supplies needed, labor, insurance, superintendence, tools, equipment, all miscellaneous expenses, and any other items necessary for the completion of all tasks included herein within the time frame specified.

The bid will be awarded based on lowest total sum. In the event of a discrepancy between the unit price and extension of figures, the unit price will prevail.

Please note that the Department will only accept two (2) decimal points when entering your pricing.

Please be aware that after bid opening the awarded vendor must be prepared to provide the following information within 5 business days of request by the issuing officer:

To complete the IT Vendor Risk Assessment, vendor will be required to provide the following information:

· Vendor name and an overview of the services to be provided, including the business objectives and/or business justification.

· Indicate whether the service is considered critical to business operations.

· Identify the classification of Commonwealth data involved.

· Describe how Commonwealth data will be handled (processed, accessed, used, stored, transmitted, or all applicable actions).

· Describe the potential business impact if a data breach were to occur.

· Identify any applicable compliance requirements (e.g., None, CJIS, CHRIA, HIPAA/PHI, PII, IRS Publication 1075, SSA, or other regulatory requirements).

· Indicate whether the vendor will provide network, infrastructure, Platform as a Service (PaaS), or Software as a

Service (SaaS) services.

· Provide the vendor's SOC 2 Type II report, ISO/IEC 27001 certification, SIG questionnaire, and/or other relevant security documentation.

· Provide the vendor's StateRAMP and/or FedRAMP authorization, if applicable.

· Provide the vendor's Information Security Policy.

· Provide the vendor's Penetration Test Executive Summary.

· Provide any additional documentation that demonstrates the vendor's security and compliance program and how customer information is protected.

mailto:ntruitt@pa.gov http://www.pasupplierportal.state.pa.us/

In addition, the following questions will need addressed regarding the handling of Commonwealth scanned document data:

· How is Commonwealth data encrypted at rest and in transit?

· What encryption standards and secure file transfer methods (e.g., SFTP with key-based authentication) are used?

· How is file integrity verified before and after data transfer (e.g., checksums or SHA-256 hashing)?

· How is temporary or cached data stored on Internal Use scanning devices or are local hard drives protected?

· What process is used to securely delete temporary files and cached data after successful transfer and agency acceptance?

· What retention period applies to scanned images before secure deletion?

· How is access to scanned Commonwealth data restricted and audited?

· What incident response procedures are in place if Commonwealth data is lost, exposed, or compromised?

IX. CONTRACTOR REFERENCES:

After the bid opening, and prior to awarding of the contract, the Department has the right to request references (names, addresses, and telephone numbers) of similar work performed in the previous two (2) years as proof of qualifications to perform the work involved in this contract. Similar work is defined as electronically recording, indexing, and archiving at least 500,000 records for one project within one calendar year.

References are an optional tool available to the Department to help determine bidder capabilities. If any of these references are requested, and the bidder cannot supply the necessary documentation and proof of compliance, the Department reserves the right to reject the bidder. The decision to both request references or reject bidders based on inadequate reference will be made solely at the discretion of the Department.

X. PAYMENT TERMS:

Payment will be on a reimbursement basis upon satisfactory completion of contract tasks. Vendor will submit invoices monthly.

This contract will be paid by Automated Clearing House (ACH), commonly referred to as direct deposit. Contactor should review Section V.22 CONTRACT-016.2 Automated Clearing House (ACH) Payments of the Commonwealth’s Terms and Conditions for complete details and contractor’s responsibilities

XI. RECEIPT AND OPENING OF BIDS:

Bids must be submitted via the PA Supplier Portal by the due date and time, to be found at:

www.pasupplierportal.state.pa.us. Faxed, emailed and mailed bids will not be accepted.

No responsibility will be attached to any employee of the DCNR for the premature opening of, or the failure to open, a bid for any reason whatsoever.

http://www.pasupplierportal.state.pa.us./

XII. INVOICES:

Invoice format must be in accordance with the IFB – Invitation for Bid. Invoices should reflect line items as set forth in the purchase order. All invoices must be itemized to include the line item, quantity, and cost.

All invoices MUST contain the purchase order number, as well as vendor’s SAP Vendor Number. The name and address listed on the purchase order must also be the same as reflected on the invoice(s). Failure to provide this information may result in a delay of payment

All invoices for this contract MUST either be:

A. Emailed to the following for a Paperless Email Invoice Option: Email a copy of the correctly executed invoice to: 69180@pa.gov.

For information the Commonwealth’s E-Invoicing Program, visit:

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.Vnmr06M06Uk

B. Or mailed to the following address:

Commonwealth of PA – PO Invoice P.O. Box 69180 Harrisburg, PA 17106

Please Note: Contractors are reminded to NOT include employer identification numbers, Social Security Numbers, bank account information, or other personally identifiable information on their invoices. That information is uniquely tied to your SAP Vendor Number and, for security purposes, should not be explicitly stated on an invoice.

XIII. BID RESULTS:

Bidder can obtain bid results by accessing www.emarketplace.state.pa.us/bidtabs.aspx . The bid results will be posted as soon as practicable. The results are the apparent bidders, and all bids are under review until final award of the purchase order.

mailto:69180@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.Vnmr06M06Uk http://www.emarketplace.state.pa.us/bidtabs.aspx

XIV. IMAGE REFERENCES:

IMAGE #1

IMAGE #2