Questions and Answers.docx
DOCX document 24 KB Posted
- Attached to
- Purchase of Scanners
- Solicitation number
- 22-478HFS-DIREC-B-30466
- Issued by
- St. Clair County, Illinois
About this file
This document is an Addendum to an Invitation for Bid (IFB) issued by the Illinois Department of Healthcare and Family Services (HFS) for the Purchase of Scanners (IFB 2023-27-001/22-478HFS-DIREC-B-30466). The IFB seeks to purchase four (4) new high-speed scanners that must include a standard manufacturer warranty and three (3) years of on-site maintenance. The scanners must have the ability to print a tracking number, recognize batch separators, and save scanned documents in 300 DPI B/W CCITT T.6 (G4) compression format to a specified network share. HFS is not looking for a specific manufacturer's scanner or scanning software, and there will be no trade-in credit for existing equipment. The deadline for electronic submission of bids is not provided.
Regarding pricing, HFS has clarified that the cost should only include the scanning software and any required hardware, not a standard Windows 10 workstation. The scanners must be able to handle ANSI A/B and ISO A3/A4 size documents, and they will be used to scan a variety of documents required to determine and maintain eligibility for state public assistance programs such as SNAP, TANF, and Medical. HFS currently utilizes ScanOptics scanners and proprietary ScanOptics scanning software.
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Other files
| File | Type | Posted |
|---|---|---|
| Forms B.docx | DOCX document | |
| Forms A.docx | DOCX document | |
| Final Scanner IFB 10-6-22.docx | DOCX document | |
| Attachment - Notice of Electronic Submission Only v.22.1~9.pdf | ||
| Revised Scanner IFB 10-24-22.docx | DOCX document |
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Text version
Purchase of Scanners IFB 2023-27-001/22-478HFS-DIREC-B-30466 Questions and Answers Addendum 1 The Illinois Department of Healthcare and Family Services (HFS) is issuing this Addendum to amend the original Request for Proposal for the above referenced project as issued by this office on October 11, 2022.
This addendum is to be acknowledged in accordance with the IFB, Section C.2 of the Offer to the State of Illinois, Addenda. Offerors are instructed to read this entire package before attempting to complete the information required therein. All other terms and conditions of the IFB shall remain in full force and effect, unchanged except as amended hereby.
1. Do you have any specifications for the “high speed scanners” that you would like the submissions to have? At this time the solicitation provides no parameters on volume/ppm needs. Thank you in advance!
A. Please see section 1.2 of the BIDBUY attachment labeled IFB for specifications.
2. Desc. of supplies/services- Section 1.2.1.1 -Ability to print tracking number (is this to print and recognize barcodes?)
A. Each batch scanned receives a document control number for correct processing within system. Also, recognizes patch codes such as separator sheets so that staff can indicate when one batch ends, and another should start.
3. Description of supplies/services- Section 1.2.2.2. Are you asking for a PC or server or just the required specs for the scanner software?
1. If the proposed scanning software runs on a standard Windows 10 workstation, then do not include that in the cost. Only the scanning software.
If the proposed scanning software requires special hardware to run, then include that hardware cost as well as the scanning software cost. Include annual support for the hardware/software solution proposed
4. Your verbiage in section 1.2.1.1 “ability to print tracking number” seems to imply that you require what is called an ‘imprinter’ function. Can you please confirm/clarify with your end users what is meant by ‘ability to print tracking numbers’? If imprinting function is needed, it would be a notable difference in price.
1. The requirement is to uniquely mark each and every scanned page for auditing and tracking purposes. Advances in technology now allow for a solution to digitally imprint the scanned image with formatted text comprised of counters, date/time, batch AFTER scanning but before image export. Either approach will satisfy the requirement.
5. Regarding the bid, are you looking for a particular manufacturer’s scanner? You also mention scanning software, is there a particular software you need? What scanners and software are you currently using? Will you have any scanners for a trade in credit or are these additional scanners?
A. HFS is not looking for a specific manufacturer’s scanner or scanning software. HFS currently utilizes ScanOptics scanners and proprietary ScanOptics scanning software. There will be no trade in credit.
6. Section 1.2.1.5 – “Saves output in 300DPI B/W with CCITT G6 compression format to a specified network share with the ability to produce images (e.g., PDF, TIF, PNG)” “G6 Compression” is not a viable format, there is T6 or T.6 which both fall under “G4”, this looks to be a minor but important typo, please verify.
A. That is a typo: 300 DPI B/W CCITT T.6 (G4) compression is the required compression format. Please see the attached revised IFB.
7. Section 1.2.1.5 - Is PNG file type required? PNG file type is not typically required unless an unusual circumstance exists. If PNG is required, we can include that in our pricing.
A. Please see the attached revised IFB.
8. What is the maximum size of the paper that is going to be scanned?
1. ANSI A/B; ISO A3/A4 and smaller
9. What kind of documents are going to be scanned?
A. All documentation required to determine and maintain eligibility for any of the State public assistance programs (e.g., SNAP, TANF, Medical). This can include various IL form numbers and items such as proof of income, ID verification, and various items.
10. Can you kindly update, If you want all 4 scanners to be purchased at one time?
A. Yes
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