RFP Microfilm Digitization - Questions FINAL~1.xlsx
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- Attached to
- Microfilm Digitization Project
- Solicitation number
- S-16500-00010751
- Issued by
- Marion County, Oregon
About this file
This document is a Request for Proposals (RFP) issued by the State of Oregon, Secretary of State, for a Microfilm Digitization Project. The purpose of the project is to digitize an estimated 4.2 million public documents from microfilm dating from 1976-2009 to provide on-demand online access. The scope of work includes picking up microfilm, scanning images to PDF format, indexing metadata, and quality control. Proposals are due by July 9, 2024, and the anticipated contract term is 3 years with options to renew. Minimum qualifications for proposers include 5 years of experience managing similar projects and 3 current or prior customers of similar size. Proposals will be evaluated on criteria such as qualifications, key personnel, approach, staffing, work plan, cost control, and references.
The RFP does not specify any set-aside designations or restrictions on the types of organizations that can respond. The contracting opportunity is open to any qualified firm. The RFP does not provide information on any incumbent vendors or current contractors. The total not-to-exceed compensation amount for the contract is specified as $150,000 or more.
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Other files
| File | Type | Posted |
|---|---|---|
| RFPAttA - Sample Contract for Services.pdf | ||
| RFPAttD - References.docx | DOCX document | |
| RFP Amendment 2.pdf | ||
| RFP Amendment 3 FINAL.pdf | ||
| RFP Microfilm Digitization Project FINAL.pdf | ||
| RFPAttE - Cost Proposal Submission Form.docx | DOCX document | |
| RFP Amendment 1~1.pdf | ||
| RFPAttE - Cost Proposal Submission Form FINAL.docx | DOCX document | |
| Intent to Award Notice.pdf | ||
| RFPAttB - Disclosure Exemption Affidavit.docx | DOCX document | |
| Microfilm RFP Images.zip | ZIP file | |
| RFPAttA - Sample Contract for Services~1.pdf | ||
| RFPAttE - Cost Proposal Submission Form v2.docx | DOCX document | |
| RFP Microfilm Digitization Project.docx | DOCX document | |
| RFPAttC - Proposer Info and Cert Sheet.docx | DOCX document | |
| RFPAttD - References v2.docx | DOCX document |
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Q&A #1
| State of Oregon, Secretary of State, Microfilm Digitization Project | Q&A Round 1 | |||
| RFP S-16500-00010751 | ||||
| No. | RFP Section | Question | Answer | Type |
| 1 | p. 4; 2.3.2 | You indicate that this may need to be a phased approach project – will you consider sending/transporting all materials at one time? | Yes, it is assumed all the images will be on reels and may be transported at once. There is no limit. However, depending on the selected Contractor and budget restraints, it may be required or optimal to split the pickup into two or more shipments for processing. | Transport |
| 2 | p. 4; 2.3.2 | Can vendor pick up all the film and scan in less than 60 days? The indexing and other tasks will then be delivered on a longer schedule. This allows you to quickly get all your film back. | Yes, Agency will be ready as soon as the Vendor is ready. | Timeline |
| 3 | 2.4 | How did you determine the total amount of images (4.2 million)? Does 4.2 million documents mean 4.2 million image pages, or could a "document" be multiple image pages? | The 4.2 number is a high estimate of total individual page images using the master rolls of film as the basis. This is based upon assumed capacity of the reels of film. However, we know that some are not full. There is no way to definitively come up with a more accurate count. Some complete documents are just 1 page image; however, others will consist of several combined page images. We are not sure if we can accurately estimate average length. Document refers to each image on a reel. Each reel contains multiple images that add up to an estimated 4.2 million documents. | Size |
| 4 | p.5; 2.4.1 | Can we utilize a 3rd party vendor to package materials from filing cabinets and transport the materials? | So long as they are appriately certified/bonded under the contract, yes. | Transport |
| 5 | p.5; 2.4.1 | Is it acceptable to utilize FEDEx for transport? | Yes | Transport |
| 6 | 2.4.1.1 | Are any of the microfilm experiencing redox or vinegar syndrome which may cause sticky or brittle film and if so can these be handled separately as a recovery/restoration task? | No significant vinegar syndrome, could be some very small incidences of redox but we do regular inspections. | Quality |
| 7 | Is the microfilm copy the only existing copy, are the originals still available, archived or is there a backup copy of the microfilm which could be used in a recovery effort? | The scanning copies are the original silver nitrate film, in most cases user copy duplicates are also in our posession. | Other | |
| 8 | 2.4.1 | How do we deliver the files electronically? | TBD, but likely via SFTP transfer- can be negotiated. | Delivery |
| 9 | 2.4.1 | Are the reel boxes labeled? | Yes | Other |
| 10 | 2.4.1.2 | who will provide the 1TB drives? Are they expected for the Agency to keep as a backup or can they be bicycled back and forth to the vendor for successive deliveries? | If physical transfer is required we can provide drives, however we prefer SFTP | Transport |
| 11 | p.8; 3.3.6 | Proposals and all required submittal items must be received in OregonBuys – confirming bids and attachments cannot be emailed? | Submittals must be sent through OregonBuys, not direct email. | RFP |
| 12 | p.5; 2.4 | If the film is 16mm, how many feet per rolls - 100ft or 200ft? | 100 ft | Size |
| 13 | p.5; 2.4 | How many reels of microfilm make up the approximate 4.2 million images? | approx 4270 | Size |
| 14 | p.5; 2.4 | Is the film camera master or duplicate? Negative or positive? Blipped or targeted (denoting start of a new document)? | master copies, negatives, most should be targeted | Quality |
| 15 | p.5; 2.4 | On average how many pages are there per document? | many are only 1-2 pages, older film are a bit longer | Size |
| 16 | p.5; 2.4 | Is there a need for OCR? | No, OCR is not required. | Other |
| 17 | p.5; 2.4 | Indexing – can you provide an estimate of indexing characters? | 9 for registry number, 10 for date | Size |
| 18 | 2.4.2 | For vendors to account for the amount of necessary indexing we generally attempt to determine the total number of keystrokes. The total number of keystrokes is defined by the number of documents x the number of keystrokes per document. The number of keystrokes per document is defined by the required fields (Registration #, Date) and accuracy requirements for each field (single key, vs double or triple key indexing) Can the agency identify the average number of images per document and the keystrokes for each field)? | Registry numbers vary in length, but 9 is typical (older filings had shorter numbers but there are fewer of them)date output in 10 characters (mm/dd/yyyy) | Size |
| 19 | p.5; 2.4.2.2 | Is the Registry Number and Filed Date handwritten or printed? | Both | Quality |
| 20 | p.5; 2.4.2.2 | Please indicate from where the necessary information can be obtained to capture the Registry Number and Filed date. Are these in a standard location on the first page and typed or stamped, or will these be handwritten. How many keystrokes in the Registry Number. Can the agency provide a digital scanned example? | Different forms over time so location varies- pre-1930 records are least standardized, but there are far fewer of them. More modern ones are more standardized, largest volume. Older are handwritten, newer typed. We can provide samples if needed, but they won't represent every single record. Registry number is 9 digits max, but older ones are shorter. | Quality |
| 21 | 2.4.2.2 | Do we index per reel or per image? | Image | Size |
| 23 | p.5; 2.4.2.3 | Are you asking for 2 or 3 optional fields? Example: 1-ABN, 2-Entity Name, and 3-Entity Type? | 2- Entity Type/ABN occupy same field- one or ther other | Quality |
| 24 | p.5; 2.4.2.3 | Where is the ABN, Entity Name, and Entity Type found on the page? | Different forms over time so location varies- pre-1930 records are least standardized, but there are far fewer of them. More modern ones are more standardized, largest volume. Older are handwritten, newer typed. This task has been removed from the project scope. | Quality |
| 25 | p.5; 2.4.2.3 | Is the ABN, Entity Name, and Entity Type handwritten or printed? | Mixed, mostly printed | Quality |
| 26 | p.5; 2.4.2.3 | How many Entity types are there? Can these come from a pick list? | 10, yes | Quality |
| 27 | 2.4.2.3 | Do we list these additional fields as an optional service? From where can these be obtained, does the agency have any type of electronic list that would like the registration number to the filed data, ABN, Entity Name and Entity Type? Are the reels sorted by entity type? | No, No, No | Quality |
| 28 | p.5; 2.4.2.4 | Is the SSN, Federal Employee ID and Credit Cards number handwritten or printed? With old poor-quality film this may be a very manual labor-intensive process. | Handwritten | Quality |
| 29 | 2.4.2.4 | This is an enormous task, very costly and incredibly difficult to predict or estimate how frequently this will be required. Is it the expectation that the vendors read every page of all 4.2m images looking for this information in order to redact it? Has the agency considered the cost to redact all the imagery, vs redact on request as public request arrive? Could the agency consider listing this as an optional item as it may entirely blow the budget to get the film scanned and indexed? | Yes, we recognize the challenge- we can make this optional but would like to know what sort of cost might be involved. Likely most of the older content isn't risky due to age but we will determine. We can discuss during vendor call. | Size |
| 30 | 2.4.2.4 | What level of accuracy is the agency looking for and would automated technologies be sufficient to find and redact these items (understanding that automated functions require the information to be typed or in a specific structure (i.e. standard form type where the FEIN is entered in the upper right corner) In order for vendors to determine the cost for this task we will need a rough estimate for the frequency of content that needs to be redacted, i.e. number of redactions per 100 pages. (this could be a quick test on a sample reel by the agency but is imperative to determine cost) Can we assume we deliver a redacted and an unredacted version of the collection? | Redaction is an open question right now and we are looking at making it optional. We could pull a sample and check, but due to the large time span involved there is a lot of variability. Will discuss on vendor call. Redaction has been listed as an optional cost in the Cost Proposal Form. Reels may be sent to a group of selected Proposers in subsequent rounds (per RFP section 5.3 and 5.4) for a sample to formulate a better estimate. | Quality |
| 31 | 2.4.3 | What level of index accuracy does the agency Require and what method will the agency used to verify said accuracy? What is the process if a lot fails Agency review? Understand that each field can have a different accuracy requirement, eg while the Registration number being a key field (searchable) might require 99.995% accuracy at additional cost, the file date or Entity Name might be 99.5% | We are open to what makes sense according to industry best practices- 99.5% accuracy would be a great target, but we would request feedback on feasibility and costs associated with different levels. Agency will be utilizing batch sampling and manual review. In case of failure would require vendor to re-process the batch. | Quality |
| 32 | p.5; 2.4.3.1, 2.4.3.2 | Would you consider scanning in grayscale instead of black and white? With poor quality film this would eliminate the need for labor intensive manual image adjustments and ensure complete capture. | Yes, whatever makes sense to get the most readability. | Quality |
| 33 | 2.4.3.2 | Vendors need to understand how much effort the agency is expecting the vendors impart on each image. What level of skew is acceptable (1 degree). When scanning in grayscale, modern scanners with proper optics will capture exactly what is on the film. If there are filming errors where the original is degraded and is either too light or too dark, while the vendor can lighten or darken the image it rarely makes the content more legible, it just makes a lighter version of the illegible content. Is the agency looking for the best image (who determines best) or an image that is as legible as the original? Are vendors required to tag degraded images so that they can potentially be captured from an alternate source? What is the expected frequency of less than legible images, bad film and filming errors? | Scan as visible on film- not expecting major post-processing. We will rely on industry best practice- if there was skew on the original film it is ok to leave as is. No additional tagging needed- we will deal with those if they arise in the future. Most film should be quite good quality | Quality |
| 34 | 2.4.3.3 | Please confirm that the agency is asking for 100% confirmation that each frame is captured without cropped data and that if the vendor can do so without comparing to the original film that this would meet the requirement? | We need all the data captured, but are not mandating a particular review process. If this adds significant cost we need to discuss- open to suggestions. | Quality |
| 35 | 2.4.3.4 | When scanning in grayscale, which is now the industry standard and also the standard for NARA, Library of Congress and all federal institutions, speckles are not an artifact. Please confirm that the Agency is not considering monochrome scanning as it guarantees data loss and is why the standard is grayscale. Regarding orientation, while vendors can manually reorient images, its often considered an unnecessary additional cost since the end user can rotate the page in the viewer and should only need rotation for a landscape page or a filming error. Please confirm the Agency desires the vendors to add additional costs to review and correct orientation of all 4.2m images. | Grayscale is fine- we are not requesting additional image correction or adjustment- we expect the scans to represent what was on the film itself. No reorientation required. | Quality |
| 36 | With the cost being only 5% of the evaluation its clear that cost will have little impact on the selected vendor, however with public funds we always try to provide an economical solution that meets the needs of the task and if requested, as in this procurement, the best solution where cost has little consideration. Can vendors provide a minimum solution and a high end solution in their response without being negatively evaluated for offering options for the agency to consider cost reducing solutions? | Scoring has been modified to weigh cost strategy more heavily. | RFP | |
| 37 | Most vendors will not start their response until the agency has answered questions since it is very time consuming to respond without final specifications (it requires documenting solutions to multiple scenarios, then removing some of those scenarios based on agency responses) In addition with the answers to questions on July 3, given the holiday it allows vendors just two business days to respond to what could be a very complex and detailed response. It also does not provide an opportunity to clarify agency responses if the agency does not understand the question or answers yes/no to a question that requires a detailed response. Can the agency consider extending the due date to allow for clarifications to agency answers and sufficient business days for vendors to respond after questions are answered? Could the agency consider answering questions as they are asked so that vendors are not asking the same questions and so vendors can start on sections of their response based on the agency answers? | The submission deadline has been extended through Tuesday, July 23, 2024 at 4:00 PM. | RFP | |
| 38 | 3.4.8 | Does the reference need to be a similar size job, aka same number of images? Please confirm that the evaluation criteria is not volume based. In other words if a vendor meets the minimum requirements for a similar project of 4.2 million images, another vendor having done a project with 100 million images will not necessarily receive a higher score based solely on volume, or a vendor giving you their entire list of references spanning 30 years and thousands of entries would not be scored higher based on volume? | References for past and present projects (regardless of size) may be used for final selection, but volume will not impact grading criteria for this RFP. | RFP |
| 39 | The reference attachment D reads “The references will be used to confirm the selection rather than as an evaluation criterion.” Yet the evaluation section has 20 points listed for references. Can the agency help us better understand this? | The attachment has been modified to match the scoring shown in the RFP. | RFP | |
| 40 | Is the film blipped in a manner that documents can be easily identified? | Unclear on this- we don't believe so. | Quality | |
| 41 | Number of documents that will require indexing? | Not consistant- older filings are less frequent but have more pages. Best to count on close to 4 million. | Size | |
| 42 | Percentage of documents that require additional indexing? | just basic indexing | Size | |
| 43 | Percentage of documents that require redaction? | We are unable to provide a percentage - however, redaction has been listed as an optional service on the Cost Proposal Submission Form. | Size | |
| 44 | Is there a DB that contains some of the data to aid in indexing and index data validation? | Yes, we have a list of all registry numbers and when they were filed, however as they were filmed in batches over the years they are not always contiguous- might be helpful, but might not. | Other | |
| 45 | Has any of this work been done by another vendor? If so, who and please provide their contract information. | No | Other | |
| 46 | Are any documents handwritten? If so, could you estimate the percentage? | Yes, less than 20% of files (oldest film) | Quality | |
| 47 | What are the expectations around chain of custody on these records? | Agency seeks physical transfer of film- standard secure shipping indicating sign offs, manifests, etc. Contractor needs to ensure information will not leave approved vendor/subcontractor custody and will have cybersecurity in place. Contractor shall provide a breakdown of the physical tracking of film. | Transport | |
| 48 | What mechanism should be used to transport the image & metadata back to SOS? | Option for physical transfer of hard drives but prefer SFTP- depends on volume and frequency. | Transport | |
| 49 | Please confirm that the PCI that will be redacted is located on the document images being scanned. | Yes, PCI redaction is only on the document | Quality | |
| 50 | Is 100% content verification measured by page count, word count or verbatim? | Page Count | Quality | |
| 51 | What is the period of performance? Required from start to finish of this project? | December 2026 is the final deadline | Delivery | |
| 52 | What image resolution do they need? (200dpi/300dpi?) | 200 DPI is fine | Quality | |
| 53 | Is Black & White scanning suitable for all the populations of film? | Grayscale is preferred. The original version of the RFP was addressing B&W versus color. | Quality | |
| 54 | What should the vendor do with rolls that are not suitable for scanning (too dark, too light, not enough leader or trailer to thread on scanner etc)? | Identify them and return to agency | Quality | |
| 55 | What is the resulting file format needed? i.e. TIF, PDF, etc.? What version of PDF -or- PDF/A? | Image – PDF, Metadata catalog should be in .csv for import to Content Manager. The latest stable version of PDF is fine. | Delivery | |
| 56 | Is there any restriction as to where the work will take place (scanning)? | Continental US | Transport | |
| 57 | May Vendor employ offshore indexing or hybrid? | SoS may consider this if the agency receives a guarantee for PCI redaction security from the contractor. All contractor’s personnel/facility and processes need to be certified for PCI handling. In addition, this means the indexing is done by a subcontractor or perhaps a combo of contractor and subcontractor. | Transport | |
| 58 | p.5; 2.4 | Can you also confirm if the microfilm is 16mm or 35mm or mixed? (and what is the breakdown)? | Almost all 16mm- 4265 rolls. 35mm- 5 rolls. The 35mm are indexes. | Size |
| 59 | b. Please confirm that there is a clear polarity change around each frame (i.e. there is no com film or black original documents). | no, should be consistant | Quality | |
| 60 | c. Is the film blipped and if so is it single level, double or triple level blipping to define the start of each new document or folder? | The 35mm rolls are indexes to the microfilm itself. This won’t come into play for the scanning itself, but we would like to digitize those to have that legacy information available. | Quality | |
| 61 | d. Are these single page documents or can these be multiple pages and if multiple how will the vendor know where one document ends and the next document begins? Is there a large gap, a target image with the Registry number, a blip at the edge of the film that will allow for easy identification of a new document or must the vendor read the content looking for a Registration number or business entity name change? | Most modern ones are single, but lots of variables for older film. No blips that we are aware of. | Quality | |
| 62 | e. Is the agency looking for a single pdf for each business (folder level) or a single pdf per document? | Just per document, as the businesses might have documents scattered all over- not asking to collate those. | Delivery | |
| 63 | f. Is the filming consistent, i.e. same orientation, reduction, etc or did the agency use multiple filming vendors over the years with varying standards? Was the film reviewed or might the scanning vendor encounter frequent filming errors? | Should be fairly consistant, but was produced from 1964-2009 so will be some natural variation. | Quality | |
| 64 | g. In general what is the quality of the film and its content, has the agency staff had challenges producing legible imagery, are they having to frequently adjust the reader printer settings to obtain a legible image over the years? | Film has been kept in climate controled facility since 1990, relately low access, should be in good shape over all. | Quality | |
| 65 | 2.4.1 | Can the agency put a section of film on a light table, window or white sheet of paper and take a picture with a phone to provide as an example for vendors to show the layout and perhaps indicate where pdf breaks would be (document or folder breaks)? | A few publicly-available registry numbers were shared in Addendum/Amendment 2 for online review. Per sections 5.3 and 5.4 of the RFP, subsequent rounds may be necessary for selected Proposers to sample reels and provide a final estimate. | Sample |
| 66 | 2.4.1 | Can the agency provide a few sample images of the content (from a roll or do a test roll) so vendors can see where Indexing information can be obtained and better understand the requirements? | A few publicly-available registry numbers were shared in Addendum/Amendment 2 for online review. Per sections 5.3 and 5.4 of the RFP, subsequent rounds may be necessary for selected Proposers to sample reels and provide a final estimate. | Sample |
| 67 | What is the budget for this project? | $557,000. This has been noted in the RFP Introduction for clarification. | Other | |
| 68 | Would the State consider the scanning being performed onsite with post-processing completed from our facility? | We don't have the space on-site to do scanning. | Transport |
Q&A #2
| State of Oregon, Secretary of State, Microfilm Digitization Project | Q&A Round 2 | |||
| RFP S-16500-00010751 | ||||
| No. | RFP Section | Question | Answer | Type |
| 1 | If the State determines that its needs stated in the RFP are best served by more than one vendor due to varying degrees of expertise and efficiencies (such as, Microfilm Conversion to one vendor, and Redaction Services to another vendor), will it consider awarding more than one contract to fulfill the RFP scope? | If it’s absolutely necessary, yes. Ideally, the division would prefer to contract with one vendor. | RFP | |
| 2 | Will the State give preference to references from other State and Local Government entities? | References will be measured equally. If the vendor does have experience with government entities, that is great. However, it’s not a requirement nor will it be given preference. | RFP | |
| 3 | 4.1.2 | Can the State please clarify if the 2-page limit includes the Additional Documentation bulleted in RFP Section 4.1.2 (Page 11 of 20)? | The 20-page limit for the Proposal does NOT include the additional documents listed in Section 4.1.2. | RFP |
| 4 | Are ARPA Funds involved in this project? | No, SoS didn't receive American Rescue Plan Act (ARPA) funding. | Other | |
| 5 | Does the State have a records management system? Does this system have any required formatting for digital images? | SOS uses OpenText Content Manager, and these images will be going in that. The scans themselves can be standard PDF, while the associated metadata should be in .csv files. | Storage | |
| 6 | While records are offsite, is the State willing to pay for any costs associated with ongoing ad hoc records requests, or shall such service be included in any Bids? | This will not be necessary, as there is duplicate film in the agency. | Other | |
| 7 | Does this inventory contain any negative Photostats (a past photocopying method that produced white text on a black background)? If so, will the State require reversal of polarity to produce a completely positive image (black text on a white background)? | To the best of our knowledge, no. | Quality | |
| 8 | Is the film in boxes or cartridges? | Boxes | Storage | |
| 9 | 7.3 | Will the State permit modifying Section 7.3 to permit assignment in the event of the sale of all or substantially all of Contractor’s assets (with notice) without prior consent? | No, the Agency must perform a review of the new company to ensure compliance with state laws and regulations. | RFP |
| 10 | 2.4.2.2 | How are the pages ordered on the film? Are they in order by registry number, by date or something else? | by date | Specs |
| 11 | 2.4.2.2 | Does the project contain more than one document type? | Yes | Specs |
| 12 | 2.4.2.2 | If yes, will a roll of film contain multiple different document types or will they all be similar? | Multiple | Specs |
| 13 | 2.4.2.4 | Do all the documents have PCI data? | No, in fact probably few do. | Specs |
| 14 | 2.4.2.4 | If not, what is the estimate percentage of the pages that will contain PCI data? | unknown | Specs |
| 15 | 2.4.1 | What is the minimum number of rolls of microfilm to convert? | approx 4270 | Specs |
| 16 | 2.4.2 | How many frames are on each roll of film, on average? | unknown | Specs |
| 17 | 2.4.2 | Are all of the rolls single row images? | Yes | Specs |
| 18 | 2.4.2 | Is there an estimate of single page rolls? | Not sorted like that- older rolls are typically single page documents | Specs |
| 19 | 2.4.2 | What percentage of the entire population is a 3M-cartridge vs standard roll? | unknown, mostly reels | Specs |
| 20 | 2.4.2 | Do you expect to need access to the rolls of film during conversion? | No | Other |
| 21 | Are the reels acetate or polyester base? | Mixed but most is Poly | Specs | |
| 22 | If acetate, are any showing signs of deterioration? | No, in fact probably few do. | Quality | |
| 23 | If deteriorated, how advanced is the deterioration? When they were scanning the reels, did they come across any that were too deteriorated to scan? | This was answered in a previous Q&A document. The copies are not being used as originally anticipated. The quality of images should not be an issue. | Quality | |
| 24 | Is the film on solid cores or open flange reels, or both? If both, what is the percentage or number of each? | Mostly solid from what we can tell | Specs | |
| 25 | Do the reels have at least 18” of blank leader before the first frame and after the last frame (leader/trailer)? | Standards are at least 21" on each roll, most should meet that. | Specs | |
| 26 | If the reels do not have existing leader/trailer, will the vendor be able to add permanent leader/trailer? | Yes, Contractor may add this. Agency has no preference. | Specs | |
| 27 | Do the reels contain technical targets that indicate the reduction? | Yes | Specs | |
| 28 | Do the reels contain 1-up or 2-up frames, or both? If both what is the percentage or number of each? | One | Specs | |
| 29 | Can you please share a picture of current storage of Microfilm rolls? | Pictures have been uploaded to the post on Oregon Buys. | Storage | |
| 30 | Are you expecting any emergency scanning requests, during the time when Microfilm rolls are in our possession? | No | Other | |
| 31 | Will the rolls need to be returned or destroyed? | Returned | Delivery | |
| 32 | Are the rolls simplex or duplex? | simplex | Specs | |
| 33 | Would the State consider having their staff package the rolls and having the vendor pick up the rolls, as it would be a cost savings? | Yes | Transport | |
| 34 | What’s the average of number of Registry Numbers are on each Roll Film? | unknown | Specs | |
| 35 | What records management system is the state utilizing currently in retrieving these records? | Content Manager | Storage | |
| 36 | Since the State tried processing in-house previously, would we be continuing the same file naming convention, if so, how would you like us to name the actual PDF files and also in relation to the CSV files? | Registry number for naming but must have Date Filed field, A number after the registry number can be used to create a unique file name. | Delivery | |
| 37 | 2.4 | Please provide the specs on the microfilm: | answers below | Specs |
| 38 | 2.4 | Format of images and reduction; simplex or duplex, 24X, 32X, 40X OR 50X. | simplex, 32x in samples we've examined | Specs |
| 39 | 2.4 | What % of microfilm will be provided on Original (Silver) film? | close to 100% | Specs |
| 40 | 2.4 | What % of microfilm will be provided on Duplicate (Diazo) film? | almost none | Specs |
| 41 | 2.4 | What type of container/cartridge will the film be provided in? Open spool or cartridge | Mix, mostly spools but some cartidges | Specs |
| 42 | 2.4 | What is the reduction ratio? | 32x | Specs |
| 43 | 2.4 | Into what platform will resulting images be placed? | OpenText Content Manager | Delivery |
| 44 | 2.4 | If there is no current platform, is the State interested in a quote for a web-based DMS? | No | Delivery |
| 45 | 2.4 | Would the State consider amending Attachment E to include specific volumes? This would ensure that all bidders are using a consistent baseline for pricing. | Yes, Attachment E has been updated to include specific volumes. | RFP |
| 46 | 2.4 | What type of information is contained on the external box or cartridge? | reel number which corresponds to index | Storage |
| 47 | 2.4 | What is the final disposition of the microfilm? | Return to agency | Specs |
| 48 | 2.4 | Is the State requiring searchable PDFs? | No | Specs |
| 49 | Page 4, section 2.3.2 | Section 2.3.2. states “some images are deteriorating and make it difficult to provide clear documents to the customer.” | Very minimal distortion of any. | Quality |
| 50 | Page 19, section 7.5.1.1 | States “Agency shall add a percent increase to each out-of-state Proposer’s Quote price that is equal to the percent preference, if any, given to a Resident Proposer in the Proposer’s state.” The “Proposer’s state” link provided appears to be inactive / states “Page Not Found” when selected. Please provide an updated link that reflects the percentage increase by state. | The updated link has been provided in the RFP. | RFP |
| 51 | The Sample Contract’s insurance section does not include the per occurrence/aggregate policy limit required for Commercial General Liability Insurance. Please confirm the State’s required limits. | The Sample Contract for Services has been updated to reflect the insurance limits required. | RFP | |
| 52 | Page 5, section 2.4.2.2 | States “Index metadata fields from the image, required fields are Registry Number and Field Date.” | Specs | |
| 53 | a. What is the number of characters for each of these two fields? | 10 | Specs | |
| 54 | b. What is the required format for each of these two fields? | See Table A | Specs | |
| 55 | c. Where does each field reside on an image? | Mixed | Specs | |
| 56 | For example, Table A (tabbed below) reflects the information requested: | See Table A | Specs | |
| 57 | Page 5, section 2.4.2.3 | States “Additional fields to be considered for indexing are Assumed Business Name (ABN) versus Entity Name, and Entity Type.” Would this be an Option to be considered/confirmed after award? | This has been removed from the scope of the project. | Specs |
| 59 | In order that all the vendors are bidding to the same understanding, please confirm we are pricing for optional redaction for three fields: SSN, Federal Employer Identification Number, and Credit Card Number. No other redaction being bid on or is required. | Correct. | RFP | |
| 60 | In order that all the vendors are bidding to the same understanding, please confirm we are required to index the following three fields: 1.Registry #,2.Date, and 3.Entity Type/ABN (from a picklist of 10). No other indexing is required. | We are only requiring Registry number and Date Field. Entity Type/ABN indexing costs have been removed from the project scope. | RFP | |
| 61 | In order that all the vendors are bidding to the same understanding, please confirm your estimate is for vendors to index 4 million documents (Attachment 1 – Q&A Round 1, Q#41). Meaning the average number of images per document is 1.05 images (4,200,000 images/4,000,000 documents = 1.05 images/document). | The 4.2 number is a high estimate of total individual page images using the master rolls of film as the basis. This is based upon assumed capacity of the reels of film. However, we know that some are not full. There is no way to definitively come up with a more accurate count. Some complete documents are just 1 page image; however, others will consist of several combined page images. We are not sure if we can accurately estimate average length. Document refers to each image on a reel. Each reel contains multiple images that add up to an estimated 4.2 million documents. | RFP |
PPC Follow-Up
| State of Oregon, Secretary of State, Microfilm Digitization Project | Pre-Proposal Conference Follow-Up | |||
| RFP S-16500-00010751 | ||||
| No. | RFP Section | Question | Answer | Type |
| 1 | 11.3 | Can the definition of “Claims” in Section 11 of the Sample Contract be clarified to confirm Contractor’s indemnity obligation under Section 11.1 and 11.3 are limited to those instances when a 3rd party makes a claim/demand, suit against the State? | Section 11.1 is regarding third party claims. 11.3 is regarding damages by the Contractor to the Agency, not specifically third parties. | RFP |
| 2 | 1.1 | Section 1.1 states “some complete documents are a single page image, while others may consist of several combined page images.” How are document breaks identifiable on the rolls (reels)? | Document breaks should be visible by individual registry numbers and line breaks. | Other |
| 3 | Approximately what percentage of images/reels are of poor quality/deteriorating? | Agency is not able to provide a percentage, however, there are very few reels of deteriorated condition that we know of. | Quality | |
| 5 | Are reels already in boxes ready for transporting? | No, they are not. | Transportation | |
| 6 | If not, who is responsible for loading contents into boxes for transportation? Who is responsible for supplying boxes and packing materials, if needed? | Proposers may add a cost for packing up reels for transporting, however this is optional. Agency will ensure reels are ready for pickup if selected Contractor does not include packing in their estimate. | Transportation |
Table A
| Page 5, section 2.4.2.2 | States “Index metadata fields from the image, required fields are Registry Number and Field Date.” | |||||
| a. What is the number of characters for each of these two fields? | ||||||
| b. What is the required format for each of these two fields? | ||||||
| c. Where does each field reside on an image? | ||||||
| For example, Table A below reflects the information requested: | ||||||
| Field Name | Est. # of Characters | Format | Field Location | Example | ||
| Registry Number | 10 | Numeric | Consistently located at the top right of the first page of each document | 1234567-12 | ||
| Field Date | 10 | MM/DD/YYYY | Consistently located at the top right of the first page of each document | 8/1/00 | Depend on Cost |
File details come from the government source that posted it. Updated .