Questions and Answers for RFP AO1029-21.pdf

RFP AO1029-21

Image Scanning Services Q&A’s

MARION COUNTY

RFP #AO1029-21

RFP Release Date: December 10, 2021

Q&A’s – Published December 17, 2021

1. Usually for deed books we would index the document type, parties, and legal description as part of indexing. Do you require the same fields to be indexed or require just partial indexing?

a. No, the entire book will be one file, named as the reel/volume.

2. Will the County consider a one-time pick-up or two-three (2-3) partial pickups of book to reduce overall costs? This provision would be under the agreement that the vendor would provide a same day turn around on requests for data in the records as needed.

a. We would allow one time pick ups for the deed books. Property jackets are actively used, and even three pick ups would impact production significantly depending on turnaround.

3. Are vendors required to pickup identified inventory themselves, or does the County permit use a courier like FedEx or other third party with special packaging provisions?

a. The County requires the vendor to pick up.

4. What is the maximum amount of books vendor can pick up at one time?

a. The deed books can be all taken at one time. Property jackets would be depended on the turnaround.

5. For any original volumes that have sewn bindings, are vendors required to capture as bound books or can vendors guillotine the book? If guillotined, what percentage of data loss is acceptable for loss or damage to text in the binding margin?

a. We don’t have sewn bindings.

6. As these are some of the County’s oldest property records, what special care and handling procedures will the County require for capture?

a. There is a small amount of the project that is in a more fragile condition. It would just need to be scanned individually vs a stack.

7. In terms of technical scanning equipment, is it acceptable to scan the entire collection in automated documents feeder scanners or are planetary scanners required for original sewn volumes and fragile pages?

a. Most of the deed books could be scanned using a feeder. Some are more fragile as stated above.

Jackets contain a variety of sizes and formats of documents and wouldn’t work putting the stack in a feeder scanner.

RFP AO1029-21

Q&A’s

8. Does the County have plans to preserve the original sources volumes (permanent retention records) after scanning?

a. None of the records being scanned require permanent retention but will be retained temporarily according to record retention laws.

9. As these are irreplaceable historical assets and permanent retention records, what level of professional qualifications is required for the awarded vendor?

a. The vendor will need to meet the liability requirements outlined, but no additional qualifications will be required.

10. What physical level of security, climate control, chain of custody is required for the vendor’s facility? Will the County consider evaluating this facility for inspection of work?

a. The vendor will need to meet the liability requirements outlined, but no additional security measures will be required.

11. What level of digital security of data is required by the vendor?

a. The vendor will need to meet the liability requirements outlined, however all records are a matter of public record and no specific digital security measures are required.

12. Will the County except any image processing procedures in addition to border removal, such as despeckle, deskew, character repair, polarity reversal, or zonal enhancements?

a. The County will not accept additional image processing.

End of Questions & Answers