IDFPR Records Scanning Imaging Initiative SP Solicitation Doc.docx

www.idfpr.illinois.gov

JB PRITZKER

Governor

MARIO TRETO, JR.

Secretary

GOAL:

IDFPR intends to execute a small purchase procurement for supplies and services to progress a paper-to-electronic digital scanning initiative as part of its multi-year Strategic Records Project and maintain compliance with the State Records Act. IDFPR and the awarded Vendor will have their own list of responsibilities to properly execute this initiative. Please read the Supplies and/or Services Required section for more details.

SUPPLIES AND/OR SERVICES REQUIRED:

IDFPR Responsibilities:

1. DFPR will prep boxes for scanning including removal of staples, taping small pieces of paper to larger pieces of paper, removing plastic, metal, and cardboard

2. DFPR will attach a route card (see attached “sample route cards.pdf”) to the first page of each file with a bar code for indexing. See example in Appendix.

3. DFPR will provide a pickup list with DFPR identifying information for each box, including the box number, description of contents and retention schedule.

4. The pickup list will be emailed to the vendor at a designated email address at least three days prior to scheduled pick up.

5. DFPR will have boxes ready for pick up on date/time of pick up at the loading dock at the DFPR Springfield Office located at 320 W. Washington St.

Vendor Responsibilities (Must satisfy all requirements below to qualify):

1. Vendor will pick up approximately 50 boxes from DFPR at 320 W. Washington St., Springfield as scheduled every two weeks. Pickup dates will be determined by mutual agreement.

2. Vendor will scan paper documents to create an electronic file for transfer to microfilm.

3. The electronic document must be in the PDF or PDF/A format.

4. Each file will be named with the information on the included route card. The format for the file name will be designated by DFPR.

5. Scans must include both the front and back sides of the document.

6. Electronic files must meet all State requirements specified in 44 Ill. Admin. Code 4400 for digital records. https://www.ilga.gov/commission/jcar/admincode/044/04404400sections.html

7. Vendor must create and store metadata for the electronic records in compliance with 434 Ill. Admin. Code 4400.80. https://www.ilga.gov/commission/jcar/admincode/044/044044000000800R.html

8. Electronic files must be scanned in black and white at 300 dots per inch resolution. Scanning resolution should be tested to ensure accuracy of resolution.

9. Vendor will transmit a copy of the electronic files after scanning to DFPR to a designated location approximately 10 business days after date of pick up or by mutual agreement.

10. Vendor will transmit a copy of the electronic files after scanning to a designated location for the Microfilm Vendor identified, if different from the DFPR location.

11. The files must be ordered by folders named by the box number Applications, and electronic files should be ordered from lowest to highest number in the file name.

12. Vendor must return boxes to DFPR after scanning the documents within 5 business days following the provision of the electronic scanned documents or by mutual agreement.

13. If the vendor re-numbers the DFPR boxes, the Vendor must provide the department an electronic crosswalk listing the DFPR original box number and the Vendor assigned box number if the Vendor uses its assigned box number in communications with the department.

14. Vendor must rescan any images not approved by DFPR because of defect at no additional cost to the department.

15. Vendor will scan designated files if not already returned upon request within two business days of receiving the request or as mutually agreed. The vendor will designate a contact for the receipt of DFPR special requests.

16. Vendor must securely store and transport DFPR records, whether physical or electronic, in accordance with all applicable State law while in the vendor’s possession to ensure they are not accessible to unauthorized parties.

17. Vendor must store DFPR physical files in proper physical location to minimize their deterioration or destruction due to environmental factors or hazards.

18. Vendor must have security protocols in place to ensure access to DFPR records is limited to authorized individuals.

19. Vendor must destroy all copies of DFPR data within 10 business days after IDFPR confirms and verifies receipt of the data; Vendor must destroy all copies of IDFPR data within a mutual agreed upon timeframe after expiration or termination of the contract.

PRICING:

A contract will be awarded to the Vendor that provides the lowest total cost based on the pricing table calculations below. The quantities and total cost are estimated and only utilized to determine the lowest cost responsive and responsible Vendor for award. The total value of this awarded contract will not exceed $100,000 during its term. The term of the awarded contract is estimated to start in July of 2022 and shall expire on June 30, 2023.

Please complete the COST column per procedure listed in the pricing table below. Additional services, such as storage, delivery, pick-up, drop-off, etc. shall be calculated into the line items listed in the pricing table below. Additional services will not be billed separately or accepted. If a Vendor does not provide a cost for every procedure listed, that Vendor’s bid will not be accepted.

INVOICING:

Invoicing will be provided on a monthly basis. The awarded Vendor will be provided the IDFPR invoicing contacts when an agreement is finalized.

BID DUE DATE: 07/18/2022 11:30AM Central Time

Please complete the contact information below and return to the IDFPR Agency Purchasing Officer or upload the completed bid to BidBuy Bid# B-30792

Vendor Name:

Vendor Contact:

Vendor Email/Phone:

Vendor Signature:

555 West Monroe Street, 5th Floor Chicago, Illinois 60661 ∙ (888) 473-4858 ∙ TTY (866) 325-4949 320 West Washington Street, 3rd Floor Springfield, Illinois 62786 ∙ (888) 473-4858 ∙ TTY (866) 325-4949 image1.jpeg