Q&A Document 2.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 & Answers (Q&A) addendum for Solicitation CC#23-07, a Competitive Contract Digital Archive for File Preservation issued by the City of Cape May, New Jersey. The solicitation seeks services for digitizing and microfilming construction department files, with an anticipated project start date within 2 months of bid receipt. Bidders can visit the Construction office during normal working hours (7:30-3:30) to view files, and the files will be organized and microfilmed in block & lot order. The project requires PDF/A compliant imaging and will follow DORES (Department of Record) microfilming standards, though the city is not currently seeking Imaging Registration.
The Q&A document provides critical clarification on indexing and pricing details, indicating that indexing will be priced per block, lot, and address, with bidders expected to provide pricing as listed on the bid proposal form. The city does not specify an average number of pages per permit, instructing bidders to rely on their prior experience in scanning construction department files. The document suggests flexibility in the workflow process, allowing documents to be scanned and microfilm created from those scanned images, provided they meet state standards. No specific budget or funding sources are mentioned in this Q&A document.
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Other files
| File | Type | Posted |
|---|---|---|
| CC# 23-07 Digitization Software.pdf | ||
| NJ Imaging Standards.pdf | ||
| Q&A Document 1.pdf |
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Text version
Questions & Answers - 2
Solicitation CC#23-07 - COMPETITIVE CONTRACT DIGITAL ARCHIVE FOR FILE
PRESERVATION
Buying Organization City of Cape May
No Question/Answer Question Date
Q20 Question: Project State Date
What is the anticipated start date of this project?
Answer: Within 2 months of receipt of bids.
11/10/2023
Q36 Question: Permit Pages
Please clarify the average number of pages per "permit".
Answer: We don't have an average number of pages per "permit". Please use your prior experience in scanning construction department files.
11/13/2023
Q38 Question: File Naming / Indexing
What is the "file naming instruction" for the digital files? Where is the information found? (on the file folder tab; in the drawing text block, etc.) Is it consistently located in the same place for each type of material?
Answer: It will be on folder tab or permit jacket.
11/13/2023
Q39 Question: Workflow Process
Can the documents be scanned and the microfilm made from the scanned images?
Answer: They can be as long as it meets the State's standards.
11/14/2023
Q40 Question: Site Visit
Will there be an opportunity to do a site visit to view the files?
Answer: You can visit the Construction office during normal working hours (7:30-3:30_)
11/14/2023
Q41 Question: DORES Imaging Registration
Item 3.j. states that all microfilming and imaging will be done in accordance with DORES. The bid states that you will are seeking microfilm certification. Will you also seek Imaging Registration?
Answer: Not at this time.
11/14/2023
Q42 Question: DORES Compliant File Type
3.Item 3.j. states that all microfilming and imaging will be done in accordance with DORES. PDF is not a DORES compliant format. PDF/A is compliant. Do you want PDF/A?
Answer: yes, we want a compliant image.
11/14/2023
Q44 Question: File Order on Microfilm
What order will the files be on the microfilm? Will it be by Block and Lot or another order?
Answer: They would be in block & lot order
11/14/2023
No Question/Answer Question Date
Q45 Question: Index Pricing
On the price sheet, items 6, 7, and 8 asks for price per block or lot or address. Please clarify. Is this per field?
Answer: The pricing for the indexing is per block, per lot, per address respectively for items 6, 7 & 8.
11/14/2023
Q47 Question: Clarify Index Fields
In the specifications it asks for under Item 3.n “Indexing will include the proper document title. Other indexes will include Block/lot/address.” There are price lines for indexing block, lot, and address, but no pricing line for “proper document title.” Is "Proper Document Title" an index field?
Answer: Provide pricing as listed on the bid proposal form.
11/14/2023
Questions & Answers - 2
File details come from the government source that posted it. Updated .