Request for Proposal No. 220000000036 Records Retention Center Files Transfer - Questions & Answers.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- Records Retention Center Files Transfer - MDOC
- Solicitation number
- RFP 472 220000000036 2
- Issued by
- Kalamazoo County, Michigan
About this file
This document is a Questions and Answers file for Request for Proposal No. 220000000036 issued by the Michigan Department of Corrections (MDOC) for Records Retention Center Files Transfer services. The project involves transferring and reorganizing an estimated 18,500 file boxes, consisting of 12,500 commitment files, 3,000 Central Records files, and 3,000 medical file boxes, plus approximately 100,000 loose medical files currently stored on open shelving. The scope of work requires vendors to receive and sort files by terminal digit methodology, combine Commitment files with Central Records files, scan digital barcodes of Central Records files into the MDOC system, and organize medical files separately due to their ten-year retention schedule versus the six-year schedule for other records. All contract activities must be completed within 120 business days from receipt of order, though vendors may propose alternative timelines for completion.
The document clarifies operational requirements and logistics for project execution, including that MDOC staff will complete pre-labeling of Central Office files and removal of files exceeding retention schedules before contractor work begins. Contractor personnel must obtain LEIN clearance for security purposes and will have access to both the current and new facility locations after MDOC approval. Daily protocols include health screening surveys and the requirement to wear N95/KN95/KN94 respirators or comparable multi-layered facial coverings at both administrative buildings. Equipment may remain on-site if approved by the MDOC Program Manager. The document indicates that MDOC will provide barcode scanners and anticipates eventual digitization of all files over several years as part of a broader records modernization initiative. Medical files stored on open shelving are estimated at 1,000 linear feet based on vendor calculations, and MDOC maintenance will handle any future disassembly and reassembly of medical file shelving if space optimization becomes necessary.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment D, Service Level Agreements.docx | DOCX document | |
| Request for Proposal No. 220000000036 Records Retention Center Files Transfer - 3.docx | DOCX document | |
| Attachment A, PREA Standards.doc | DOC document | |
| Attachment B, Program A - CFA Security Regulations.docx | DOCX document | |
| Attachment C, Vendor Handbook.doc | DOC document |
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Text version
Sheet1
| Q # | Document and Section | Page # | Bidder Question | Bidder Question |
| 1 | How many total boxes/files are there to be moved? | After MDOC completes its records retention and destruction project, MDOC estimates there are 18,500 file boxes (12,500 commitment files & 3,000 Central Records files, & 3000 medical file boxes). This is only an estimate and the MDOC cannot guarantee the number of files that will be moved. Please see revised Schedule A, Scope (pages 19-20). |
There are 100,000 loose medical files. There are three rooms of open shelf medical files (labeled with terminal digit already) that will need to be combined with the boxes of medical files (approx. 3000) that are currently stored in 6 block, A Pod. Records Retention would like these Medical files stored separately, possibly upstairs. As they have a ten year retention schedule and not a six year. The Vendor will not have to touch any files in 6 block, B Pod as this contains approximately 4000 boxes of files that are currently past the retention schedule and staff are sorting as we speak and hope to be completed before the vendor starts. Please see revised Schedule A, section 1.1 General Requirements (pages 20-21).
2 What files need to be combined into one file?
Commitment file and Central Records file needs to be married/combined. Please see revised Schedule A, section 1.1 General Requirements (pages 20-21).
| 3 | What is the current retention schedule and is it State governed? | The current retention schedule is six years after discharge for Counselor and records office files, and ten years for Medical files. Knowing the retention schedules is not needed to respond to this bid. |
| 4 | Does this retention schedule apply only to paper files and/or digital files to? | This applies to paper files. MDOC must follow internal retention schedules. Knowing the retention schedules is not needed to respond to this bid. |
| 5 | How do you know what files are stored in a box? | Once a box enters Records Retention it is assigned a number. There is currently one access database currently being used in Records, you do not know what is in the box until you open it and sort through numbers. (example Billy Smith could have his A-Prefix files in one box and his B-prefix files in another box) |
| 6 | Who will be adding labels to the Central Office files? | These files should already have labels/barcodes. However, there are over 3000 files of active parolees files stored in Lansing Central Records, that will not be sent to Retention. MDOC staff will need to label the record office files and plan to take care of that before the awarded Contractor starts work. |
| 7 | What if the Central Office file does not have a bar code system? | The MDOC will be ordering bar codes and will get the file labeled. The contract should provide the MDOC Program Manager a list of files once a week provide that still need to be labeled by MDOC staff. |
| 8 | Who will scan in files to the system? | Entire files will not be scanned into the system. Contractor staff will scan the digital barcodes of the Central Record file. See Schedule A, section 1.1, A. (page 20). The MDOC will provide the scanners, no manual key would be required if the file is archived into our system. Note: some files do end up getting lost so data could be missing or UltraFile errors occur. |
| 9 | Is the MDOC goal to eventually go paperless? | Yes, MDOC would like all files to be digital at some point over the next several years. The first step was pairing down what records are here (new Retention Schedule was set), combining all current numbered files into one terminal digit order System, and relocating to the new Records Retention Building and file movement to be tracked. |
| 10 | Vendors calculated the Medical files stored on open shelves and boxes, they think the number listed in proposal is way off on linear feet, they believe it is closer to 5000 feet. | Please see revised Schedule B, Pricing. Unit for loose medical files is revised to 1,000 files. |
| 11 | Vendors believe there is a need for a paragraph added-alternate- assembly to disassemble and reassemble medical file shelving if running out of space upstairs. | No, MDOC maintenance will complete this task at a later date. |
| 12 | Do offenders in prison or on parole have access to these files? | Prisoners would have access to their own file and are not allowed to submit FOIA. However, upon release and any family member, etc. could send in FOIA requests to try and obtain various documents from the file. At times these files are pulled by staff to make copies for the Courts, subpoena’s, and FOIA requests. |
| 13 | How would the shelves be labeled? | By number in numerical order. We anticipate room for overflow as some number’s have more files and will be purging weekly to remove files that are past the retention schedule and adding new files. We would also like bumper selves added. (upper or lower shelves preferred) |
| 14 | As a Vendor how would we sort the files? | By terminal digit. Please see revised Schedule A, section 1.1 General Requirements (pages 20-21) |
| 15 | Is there an idea on how long this move should take? | The bidder should provide their timeframe. Please see Schedule A, section 2.1 Timeframes (page 22): |
All Contract Activities must be delivered within 120 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.
Within the bidder box:
Bidder must 1) describe how they comply with the above requirement(s) and 2) provide its timeframe for completing contract activities, a different timeframe may be proposed for fewer than 120 business days.
A timeline is also required in Schedule A, section 5.1 Project Plan.
| 16 | Scope 1. Requirements 1.1 General Requirements A 1-4. | 20 & 21 | RFP references Commitment Files as record office, counselor and education files. Does this also include the Central Office file as the lead (1st) folder w/ color coding and barcode? | Please revised Scope (page 19) adding the Central Records file . |
| 17 | Scope 1. Requirements 1.1 General Requirements A 1-4. | 20 & 21 | 1) Does this requirement only include scanning in the Central Office File? |
2) If the requirement also includes 'scanning in' or keystroking data into the database for the record office file and the medical file what does this entail?
3) Does the record office file and the medical record file have a barcode to scan? If not - what does the manual data entry look like (prisoner # or different #?, # of digits, field in database exist?, etc.)? Please see revised Schedule A, section 1.1 General Requirements (pages 20-21).
1) Scanning of the digital barcode on the Central Records file. Please see the response to Question #8.
2) Keystroking of the barcode would only be required if data isn't retrieved from the archive within the database. Medical will not be keyed in.
3) Please see response to questions #8. Scanning barcode for all medical files was removed.
| 18 | Scope 1. Requirements 1.1 General Requirements A 1-4. | 20 & 21 | What are the anticipated number of files within the 15,000 boxes? | Please see response to Question #1. MDOC doesn't have an estimate of files within the 18,500 boxes. Please see revised Scope; Schedule A, section 1.1; and Schedule B, Pricing. | |
| 19 | Scope 1. Requirements 1.1 General Requirements A 1-4. | 20 & 21 | Is every record in the 15,000 boxes expected to be relevant to the move & interfile? | Yes, not including medical files. MDOC staff will remove files that require removal under the retention schedule before contractor staff begin work under the contract. revised Schedule A, section 1.1 General Requirements (pages 20-21). | |
| 20 | Scope 1. Requirements 1.1 General Requirements A 1-4. | 20 & 21 | Are the files in each box in random order or a particular sequence? | There is no sequencing. The boxes are in order of the release date of the offender. | |
| 21 | Scope 1. Requirements 1.1 General Requirements A 1-4. | 20 & 21 | The education files are currently and predominantly in their own file room. Would it be a true statement that the commitment files – record office file, counselor file, and education file – could be in 3 different boxes in 3 different rooms? | Yes, for these 700 boxes of education files. | |
| 22 | Scope 1. Requirements 1.1 General Requirements A 1-4. | 20 & 21 | What percentage might a record office file and counselor file be together when located on one box? | A majority they will be located together in one box. MDOC doesn't have an estimate percentage. | |
| 23 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | On the 3,500 boxes of medical records – are these mostly in A Pod? | Yes, there are around 3,000 boxes of medical records in A Pod. | |
| 24 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | During the walk thru it was mentioned that some A Pod medical records boxes surpass the required retention and may not go to the new archive and that MDOC is going through to determine boxes that would stay or go. Later in the onsite Q & A about the A Pod medical record boxes it was stated all would go. Are all A Pod boxes and related file contents going to be moved, interfiled and shelved amongst the 100,000 medical record files? | Yes. | |
| 25 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | What is the average number of records/file folders in each of the medical record boxes? A sample count of ten (10) boxes would suffice. | A sample count of 10 medical record boxes was completed. There was an average of 15 files per box in that sample. MDOC is not stating this is the average count for all medical record boxes, just the results of the sample count. | |
| 26 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | Are the files in the medical record boxes in any particular order or random? | There is no sequencing. The boxes are in order of the release date of the offender. | |
| 27 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | The 3,500 medical record boxes may have 25 to 50 medical records in each. Is it possible the 3,500 medical record boxes have an additional 87,500 to 175,000 medical records above and beyond the 100,000 shelved medical record files that are to be moved? | No, the estimate within the question is high. Please see response to Question #25. | |
| 28 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | 1) Out of the three (3) ‘open shelving series’ (medical record file rooms) how many total records are there in each ‘shelving series’ (file room)? | ||
| 2) Since there are 3 shelving areas, are there 3 medical record TD groups or TD series or 2 medical record TD groups/series that will comprise into one with estimated total of 100,000 lose medical record files? | 1) MDOC does not know how many files are in each room and on each shelf. MDOC estimates 100,000 loose medical files in total |
2) The first two rooms are in one terminal digit series, and the third room is in a separate terminal digit series.
29 Scope 1. Requirements 1.1 General Requirements B 1-4 21 1) Are both or all three (3) shelved Terminal Digit (TD) medical record series using the same TD methodology (00-99, 2-2-2, 000-999, etc.)?
2) Same/matching color coding?
3) Are the boxed medical records color coded and using the same methodology and color coding as the shelved medical records? 1) Yes, there are all using terminal digit. Please see response to Question #28, 2).
2) Yes.
3) Yes.
| 30 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | What is the estimated total # of medical records when combining the 3,500 boxes of medical records and the estimated 100,000 shelved medical records? | MDOC does not have an estimate. |
| 31 | Scope 1. Requirements 1.1 General Requirements B 1-4 | 21 | If there are any major variations in method or color coding of what appears to be 2-4 groupings of medical records might their segregation from the larger filing system end up being in their respective groups? | Even though medical files are in different rooms, the color coding medical files is the same. |
| 32 | 4.4 Work Hours | 23 | Once vetted, will the Project Team members have assigned authority for daily access to both locations? If yes, does this alleviate extended check in times. If no, what is the anticipated time to arrive, check in and get to the work location. | Contractor staff will have access to both locations after MDOC approval for entry is received. Contractor staff will be required to check in and complete the health survey upon each daily arrival. |
| 33 | Per the recent project walk thru - we know there is a direct route between the old and new facility. What are the requirement for trucks to deliver and work between buildings? | The staff must receive LEIN clearance under Schedule A, section 4.8 Security (page 26-27) before starting work. MDOC will allow using the road between the buildings after appropriate LEIN clearance. | ||
| 34 | Can all equipment necessary remain at the locations each day, presuming organized and not hindering normal function? | Yes, as long as approval is received from the MDOC Program Manager for the applicable equipment. | ||
| 35 | We know there are specific Covid protocols at prisoner populated facilities. What if any will be the Covid protocols for these two stand alone facilities (i.e. daily tests, masks or no masks on a daily basis, vaccinated, etc.)? | Currently, the same processes and procedures as the mandatory site visit must be followed. Masks are required and completion of a daily health screening survey. These are administrative buildings that do not hold prisoners, with Administrative Staff only. Protocols may change as needed during the contract. |
For masks, a mask or a facial covering is an N95/KN95/KN94 respirator or other multi-layered breathable fabric that completely covers the nose and mouth, fitting snugly against the sides of the face shall be worn. A mask or facial covering shall cover an individual’s mouth and nasal opening. Neck gaiter-style face coverings that are two layers and completely cover the mouth, nose, and chin are permitted if it fits snugly against the sides of the face.
The mask should not have logos.
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