Q&A Document 1.pdf
PDF 4 KB Posted
- Solicitation number
- CC#23-07
- Issued by
- Cape May County, New Jersey
About this file
This document is a Questions and Answers (Q&A) document for the City of Cape May's Competitive Contract for Digital Archive File Preservation (Solicitation CC#23-07). The solicitation seeks a contractor to provide digital archiving services for the city's records over a five-year term, with potential workflows including paper-to-digital and paper-to-microfilm-to-digital conversion. The Q&A addresses various project aspects, including the scope of services, media conversion processes, microfiche creation, de-preparation requirements, and records handling.
The document outlines specific requirements such as insurance coverage (general and automotive liability insurance with $1,000,000 per person/$1,000,000 per accident bodily injury coverage, and $2,000,000 property damage coverage), restrictions on offshore data access, and adherence to New Jersey State Archives and Record Management standards. Vendors are encouraged to provide comprehensive proposals that address ad hoc records requests, facility security, climate control, and chain of custody. The city is seeking flexibility in the proposal, asking bidders to provide their best solutions for various project components, including pricing for additional services and record retrieval.
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Other files
| File | Type | Posted |
|---|---|---|
| NJ Imaging Standards.pdf | ||
| CC# 23-07 Digitization Software.pdf | ||
| Q&A Document 2.pdf |
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Text version
Questions & Answers - 1
Solicitation CC#23-07 - COMPETITIVE CONTRACT DIGITAL ARCHIVE FOR FILE
PRESERVATION
Buying Organization City of Cape May
No Question/Answer Question Date
Q3 Question: Project Scope
Can the City please clarify the scope of the project in consideration of the Pricing Proposal Form? Does this Proposal Form reference As Needed Services for the City during the five (5) Term or is this award limited to the specific services and inventory listed? For instance, will this award actually require the ‘Bid
Pricing’ line items such as scanning of microfilm or creation of jackets? Does this award include the scanning of any microfilm records? Or, does it only relate to Paper Records (and ‘rolls’ relate to rolled paper, not reels of film)?
Answer: It anticipates the immeidate needs and ongoing costs and services for 5 years
11/10/2023
Q4 Question: Project Process
Can the City please clarify the required media conversion process. There is language that indicates two workflows: (1) paper conversion to digital, then digital to film, or (2) paper to microfilm, then microfilm to digital. Based on technologies of the past decades, workflow #1 is the best practice and acceptable archival standard, will the City accept workflow #1 as its final solution?
Answer: provide your best proposal
11/10/2023
Q7 Question: Microfiche Creation
Solicitation Section 3.0, Item u. states, ‘The Cape May reserves the right to reject any portion or all of the Microfiche/Microfilm produced by the Contractor that does not meet departmental specifications and/or New Jersey State Standards.’ Microfiche as a security backup is an antiquated practice, is the creation of microfiche a component of this award?
Answer: provide an exception to this as part of the proposal we have to preserve records in accord with the division of archives and record management standards from Trenton as NJ standards
11/10/2023
Q8 Question: De-Prep Process
What are the requirements for de-prep? Will the City require de-prep to include re-stapling and replacement of paperclips?
Answer: if this will not be a part of your services and an add on then price accordingly and propose accordingly
11/10/2023
Q11 Question: Insurance Requirements
What are the minimum levels of insurance coverage acceptable for the awarded vendor?
Answer: The Contractor shall carry general and automotive liability insurance for bodily injury in the amount of $1,000,000 for one person and $1,000,000 for one accident; also property damage in the amount of $2,000,000 for one accident and$2,000,000 aggregate; also require excess coverage
(umbrella policy) of at least$,000,000, which shall save harmless the Municipality from claims, demands and causes of action arising from any act, commission or omission to the Contractor, its agents and employees.
11/10/2023
No Question/Answer Question Date
Q23 Question: Records Requests
While records are offsite, is the City willing to pay for any costs associated with ongoing ad hoc records requests or shall any costs be included in the unit pricing?
Answer: provide us your best proposal including any costs of providing the service
11/10/2023
Q29 Question: Location of Work
Are there any restrictions on the location of work or offshore access of the City’s data?
Answer: the records will not be taken off shore
11/10/2023
Q31 Question: Location of Work
What physical level of security, climate control, chain of custody is required for the vendor's facility?
Answer: see addenda # 1
11/10/2023
Questions & Answers - 1
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