Q &A from previous RFQ B-43059.docx
DOCX document 15 KB Posted
- Attached to
- Off-Site Vital Record Storage Re-Bid
- Solicitation number
- 24-482DPH-POLPL-B-43339
- Issued by
- Illinois
About this file
This document contains questions and answers from the previous Request for Quote (RFQ) B-43059 for off-site vital record storage services, issued by the Illinois Department of Public Health (IDPH). The IDPH is seeking bids for 60 months of permanent storage services for approximately 19,400 microfilm rolls containing vital records data, including microfilm, microfiche, and other digital media. The storage location can be anywhere, as long as it meets the specified temperature and humidity requirements based on NARA (National Archives and Records Administration) standards. The microfilm will only be accessed on an as-needed basis and the vendor must be able to provide the microfilm within the required timeframe.
The document provides details on the current storage requirements, including the estimated total number of microfilm rolls, the annual growth rate, and the access frequency. It also clarifies that the IDPH follows NARA guidelines for all record storage requirements, including temperature and humidity controls for permanent and unscheduled records, as well as digital images on magnetic tape.
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Other files
| File | Type | Posted |
|---|---|---|
| Rebid B-43339 VR Offsite Storage RFQ.docx | DOCX document | |
| standard-illinois-certifications-v.23.1~41.docx | DOCX document | |
| standard-terms-and-conditions~59.pdf |
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Text version
24-482DPH-POLPL-B-43339
Off-Site Vital Record Storage Re-Bid
Questions and Answers document includes relevant vendor questions and Illinois Department of Public Health (DPH) responses from the previous B43059 Request for Quote (RFQ).
Question: You are looking to store about 19,143 microfilm rolls. With about 40 per year added, that puts the total estimate about 19,400 microfilm rolls. Do you plan to have any of these rolls accessed on a regular basis, or once they are in our storage, will it mostly be stagnant?
Answer: Microfilm will not be accessed regularly. It will only be accessed on an as needed basis and vendor must be able to provide the microfilm within the time frame specified.
Question: Work location is set “TBD”, are you open to having the microfilm stored somewhere other the Chicago area?
Answer: Location can be anywhere if location meets the specifications outlined in the RFQ.
Question: What are (sic) your temperature / humidity requirements?
Answer: Temperature and Humidity Requirements per NARA: Permanent and unscheduled records. Agencies must store permanent and unscheduled microform records under the extended term storage conditions specified in ISO 18911 and ANSI/PIMA IT9.2 (both incorporated by reference, see § 1238.5), except that the relative humidity of the storage area must be a constant 35 percent RH, plus or minus 5 percent. Non-silver copies of microforms must be maintained in a different storage area than are silver gelatin originals or duplicate copies).
Digital images on magnetic tape. For digital images stored on magnetic tape, keep in an area maintained at a constant temperature range of 62 degrees Fahrenheit to 68 degrees Fahrenheit, with constant relative humidity from 35% to 45%. See also the recommendations in ISO 18923 (incorporated by reference, see § 1237.3); and the requirements for electronic records storage in 36 CFR 1236.28.
IDPH follows NARA (National Archives and Records Administration) for all record storage requirements.
File details come from the government source that posted it. Updated .