RFP 2024-066 - ADDENDUM - #2.pdf
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- Solicitation number
- 2024-066
- Issued by
- Broome County, New York
About this file
Addendum No. 2 for RFP 2024-066 is issued by the Broome County Division of Purchasing in New York, addressing a Document Restoration & Preservation project for the Broome County Clerk. The addendum clarifies key details for potential bidders, including a mandatory onsite examination requirement for evaluating over twenty books in various states of disrepair. The RFP opening is scheduled for November 13, 2024, and bidders must submit a proposal that includes digital imaging as a separate option. The county emphasizes the need for an in-person assessment to accurately understand the restoration requirements and prevent potential pricing discrepancies.
The addendum provides guidance on reference requirements, specifying that proposers must submit five references from the past five years, with three references specifically from government agencies within New York State that have experience in conservation, image processing, and indexing services. If a proposer lacks government references, they must explicitly explain why their alternative references are relevant and similar to the project scope. The document indicates that the procurement process evolved from an initial simple quote process to a more rigorous full RFP process, and clarifies that microfilming services are not desired, with digital imaging being the primary focus for the record books restoration project.
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Text version
Broome County Division of Purchasing Jason T. Garnar, County Executive ∙ Robin L. Laabs, Director
ADDENDUM NO. 2
TO: Potential Bidders FROM: Carolyn Secor, Purchasing Agent
DATE: 11/6/2024
RFP TITLE: RFP 2024-066 Document Restoration & Preservation for the Broome County Clerk RFP OPENING: November 13, 2024
This addendum answers questions received, which may be pertinent to your proposal. Acknowledgement of this addendum is required.
(1) Is there any way that you would consider accepting our bid without performing an onsite examination? With past applications we have been able to create bids using images of the items for treatment.
Because of the complex nature of the restoration project (over twenty books in various different states of disrepair), it was decided in consultation with the County’s Purchasing Department that onsite examination is required. No small selections of photos can truly share the state of each of the books, as opposed to spending a few minutes in person examining each book for rips, tears, cracked bindings, stains and discolorations, etc. Our limited county staff won’t have the time to be taking hundreds (thousands?) or pictures or videos of the books in question to distribute to interested vendors.
We want to avoid the possibility of a vendor making a proposal based on a small selection of photos, being awarded the RFP, and then discovering on physical possession of the books realizing, “Oh no, we cannot do all this work for the contracted price. These books are in much worse shape than we thought based on the pictures.”
(2) In regard to RFP Page 11, 'DIGITAL IMAGING Microfilm (PLEASE QUOTE AS A SEPARATE OPTION),' please clarify the County is requesting both Digital Imaging and Microfilming Services for the record books.
The County is not interested in microfilming services. That was mistakenly left in from an earlier draft.
The County is interested in digital imaging, and would ask that be quoted as a separate option.
(3) We understand from your RFP that "the county reserves the right to...waive any minor nonconformities in accordance with the county's determination of its own best interests." Given that our laboratory provided a comprehensive report based on images and information you provided, will Broome County consider an updated report that complies with the requirements of the RFP without the mandatory onsite examination outlined in the RFP?
Because of the complex nature of the restoration project (over twenty books in various different states of disrepair), it was decided in consultation with the County’s Purchasing Department that onsite
Broome County Division of Purchasing Jason T. Garnar, County Executive ∙ Robin L. Laabs, Director examination is required. No small selections of photos can truly share the state of each of the books, as opposed to spending a few minutes in person examining each book for rips, tears, cracked bindings, stains and discolorations, etc.
Earlier this year, we incorrectly thought this contract could be awarded through a simple quote process, however, in working with the County’s Purchasing Department it was determined that a full RFP process was required. The RFP process is more detailed and more rigorous.
(4) Second, will Broome County consider references that demonstrate the ability to successfully carry out the scope of work outlined in the RFP other than government entities, or will only government entities be considered?
Proposers should provide a minimum of five (5) references with whom the offeror has done business with in the last five (5) years, whose requirements are approximate in scope to the County project.
Three (3) of the references should be government agencies within the State of New York to whom contractor has performed conservation, image processing and indexing services. If a proposer does not have previous work with government agencies within the State of New York, they should be clear and explicit why they believe the other references provided are appropriate and relevant, and the previous projects were similar to the one outlined in this RFP.
(PLEASE RETURN THIS SIGNED ADDENDUM NOTICE WITH YOUR PROPOSAL)
RECEIVED AND ACKNOWLEDGED BY:
ADDENDUM NO. 2
NAME OF COMPANY:
NAME OF OFFICER:
SIGNATURE:
DATE: ______________________________________
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