RFQ_Scanning and Digital Imaging Services.docx

Request for Proposal For Scanning and Digital Imaging Services Bid Number FY24-13

BIDS DUE NO LATER THAN 10:00 AM ON THURSDAY, April 11, 2024

City of Waycross Purchasing Department Attn: Mamie Jackson, Purchasing Manager 417 Pendleton Street Waycross, GA 31501

PROPOSAL INTENT

The City of Waycross is issuing this Request for Proposal (RFP) to acquire Off-Site Document Scanning and Indexing Services to provide the City with scanning and indexing services to convert existing hardcopy files and records into an electronic format to enable greater accessibility for both City Staff and the general public. Proposal prices must include all costs, including, but not limited to, variable costs, such as: labor, fuel, containers, and utilities. Additional fuel surcharges on invoices will not be accepted, as delivery is F.O.B destination with any delivery costs to be included in proposal pricing. No charge for packing, transport, postage, express, or for any other purpose will be allowed over and above the price proposal.

The City reserves the right to alter the proposal specification before the proposal submission deadline by issuance of an addendum to the RFP. If deemed necessary, additional time may be provided to comply with the specifications in any addendum. The City reserves the right to reject any or all proposals failing to meet the City’s specifications or requirements and to waive technicalities. The Vendor must perform tasks at the direction of the City.

BACKGROUND

The Laserfiche EDMS was integrated with the City’s Geographic Information System (GIS) to enable end-users to retrieve documents from the EDMS directly from the GIS system.

Currently, hardcopy documents are scanned directly into Laserfiche manually by City staff using desktop scanners. Digitizing the City’s existing documents will ease the City’s need for additional storage space and provide our residents with greater access to City records thus increasing transparency.

Multiple departments/divisions of the City have existing and ongoing digitizing needs including the Engineering and Building & Code Inspection within the Community Improvement Department, City Clerk, and Finance Department. The City currently possesses hardcopy files that include plans, drawings, permits, easements and other critical property information The typical dimensions of records and files retained within each of the City’s divisions are 8 ½”x11”, 11”x17”, and 24” x 32”. Specific processing and treatment instructions for the various document sizes will be determined in consultation with the winning bidder.

DESCRIPTION

The digitized files must be fully compatible with the City’s existing electronic document management system (EDMS). All documents are to be digitized in Laserfiche’s native TIFF format. The City will require accurate optical character recognition (OCR), proper indexing using metadata as outlined by the City, quality scans, and high levels of quality control by the vendor staff. All documents are sensitive in nature and often have stringent security requirements. The project requires a single point of vendor accountability; thus, vendor subcontracting is not permitted. Vendor experience in the scanning, indexing, and document identification of court case document types contained within is critical.

The vendor is required to retrieve the hardcopy files from various City locations for scanning and return the files to their original locations with the original binding intact.

Scanning of Files: Hardcopy documents consist of various sizes, including some folded plans with a mix of color and black and white.

Indexing of Files: After the files are scanned and digitized, the Consultant shall index the files. Indexing requirements may include anywhere from two to seven metadata fields. The Consultant will provide the digitized files, including the associated metadata, to the City in the form of a Laserfiche Briefcase by way of a portable hard drive or secure download. Should the City require immediate need of any documents in the Consultant’s possession, the City will inform the Consultant and require that the Consultant expedite the processing of those documents and provide them to the City within 48 hours of notification.

SCHEDULE

Bids will be accepted until 10:00 a.m., Thursday, April 11, 2024. Envelopes must be sealed and marked Bid #FY24-13 Scanning and Digital Imaging Services.

Mail to:

City of Waycross, Purchasing Department P.O. Drawer 99 Waycross GA 31502 or hand deliver to:

Purchasing Department, 2nd Floor City Hall 417 Pendleton Street Waycross, GA 31501

Any bids received after the scheduled closing time for receipt of proposals shall be returned to the Bidder unopened.

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Wednesday, April 3, 2024, at 10:00 a.m. at Waycross City Hall, 417 Pendelton Street, Waycross, GA 31501. Though not mandatory, potential Consultants are strongly encouraged to attend the RFP Informational Meeting where a City representative will describe the project and address questions regarding this RFP and the project’s scope. Individual meetings with Consultants after the informational meeting will not be allowed. A site visit to view documents will be available by appointment during the week of April 1st through the 5th. All questions concerning the RFP shall be sent via email to the City no later than the date listed above.

VENDOR OFF-SITE FACILITY REQUIREMENTS

All off-site services must be performed within the Vendor’s facility. Identify facility location.

The vendor's facility must have a building-wide security intrusion system. Each entrance to the building must have a monitored camera to ensure complete security of these highly sensitive documents. The vendor facility must pass a site inspection by City Officials.

The vendor's facility must have a building-wide fire suppression system. This system must pass a site inspection by City Officials.

The vendor facility must not be a part of or connected to any other business or a part of another building or business due to fire or intrusion risks.

Vendor facility must not be close to any waterway that may have the possibility of flooding risks.

Information confidentiality is critical. Within your proposal, please explain in detail your company’s safeguards addressing facility safeguards.

The vendor must have adequate space to hold documents until adequate time for image/film inspection by the City. The vendor facility must be able to hold a minimum of 1,000 boxes at one time. If the City decides to hold documents longer than 90 days, the vendor must be able to store them for an unspecified period. Please include any charges for additional storage and any other charges for storage and retrieval.

If the vendor has a second full-service facility for backup in case of disaster, the facility preferably should be within a 6-hour drive and be able to continue the work with the exact quality control measures and security. Attach the address, phone number, and contact person of the second facility location.

Describe facility security features such as intrusion prevention, video monitoring systems, and procedures.

Describe facility disaster prevention, handling, and recovery architecture.

Describe facility storage availability.

TERM AND CONTRACT RENEWAL

This proposal is for an initial term of one (1) year. If mutually agreeable, the City reserves the right to renew the contract for up to three (3) additional years. This renewal is contingent upon competitive pricing and all terms and conditions of the original contract having been met to the satisfaction of the City. Such renewal will be made by written mutual agreement of the City and Contractor at least thirty (30) days before the expiration of the initial term.

VENDOR PICK-UP AND DELIVERY REQUIREMENTS

The vendor must provide a bonded courier for pick up and possible delivery back of documents.

The vendor must work with management staff to schedule box pickup and deliveries.

Since space is an issue, all documents must be taken at one time with a minimum space to hold a minimum of 1,000 boxes at one time.

The vendor must be able to return, email, and/or fax case files if needed.

Describe transport volume capabilities.

Explain how you expect the materials to be ready for loading.

LIABILITY INSURANCE

The insurance required for this contract will be a minimum of $1,000,000 Commercial General Liability. The proposer shall furnish proof thereof in the form of a Certificate of Insurance within thirty (30) days of the effective date of this contract. Thereafter, copies of renewal policies, or certificates and appropriate separate endorsements, shall be delivered to the City within thirty (30) days prior to the expiration of the term of any policy required herein.

MINIMUM PREPARATION REQUIREMENTS

Documents will need to be prepared before scanning. This includes pulling staples, paper clips, and any other functions needed to prepare the case files for scanning. Please include your experience and details on the following document preparation services:

SCOPE

The City expects the following types of documents will need to be serviced:

1. Letter and Legal-size documents (Anticipated largest is 11” x 17”)

2. Large Blueprints/Maps (potential quantity unknown)

3. Pictures

· Scanning of records to digital image electronic format for access and records retention.

· Provide a solution for adding future files to indexing processes.

· Document scanning/digital image with indexing and proper orientation at a minimum of 300 dpi.

· Indexing for conversion to digital based on an industry-standard Image File Format that

· Accommodates large and standard-size documents at a minimum of 300 dots per inch and processes these digital images to be seamlessly included into the City’s current Financial Management System and document platform.

· Optical Character Recognition (OCR) Services. This process shall provide an accurate conversion of image data into a searchable PDF format (7 searchable fields per document).

SCOPE OF WORK

A. Pick-up and Turnaround Time.

Pick up City documents for scanning, imaging, and indexing from designated City sites. The vendor is responsible for the pick-up of the City documents. The City will be responsible for preparing the documents boxed prior to pick-up.

Work with the City to mutually develop a procedure, as well as a pickup and delivery schedule. Time is of the essence.

Comply with the City’s requested pick-up locations.

B. Transportation of Documents.

Transport all documents in closed, climate-controlled vehicles. If magnetic media is involved, all items shall be placed in magnetic protection containers within the applicable vehicles.

C. Tracking and Inventory of Documents.

Inventory and acknowledge the receipt of all items and maintain an automated tracking system, which allows for the retrieval of any document that is within the vendor’s control.

Any discrepancies between the City’s departmental inventory transmittal and the items received by the vendor are to be resolved within ten (10) calendar days.

Upon completion of services and prior to returning records to the City, perform a final quality control step. This quality control step should compare the final output to the manifest that the City provided to the vendor to ensure that every document has been digitized and indexed. The vendor shall provide a report to the City, which compares the documents provided to the final output with each product delivery. The City will work collaboratively with the Contractor regarding this step.

D. Preparation Requirements.

For documents to be scanned, the vendor shall perform “Document Preparation” as necessary to scan all files. This includes removing all staples and paperclips, repairing all torn documents with non-reflective tape, straightening all folded plans, mounting any irregular size memorandum on standard 8 ½ x 11 or 8 ½ x 14 paper and otherwise making the documents ready for processing.

Ensure all Post-its or Sticky Notes on documents are captured in the scanning process.

E. Quality, Production, and Pricing.

Preserve all data in a form identical to, or functionally equal to, the original record.

Provide a unique file name for each scanned image, which will be provided by the City and ensure all documents in each file are organized appropriately and pertain to the title of the file.

Rotate documents to provide maximum readability (e.g. letter shall be displayed in proper orientation without needing to rotate before viewing).

Use 300 dpi or higher.

Do not scan blank documents.

Perform a consistency check on 20% of the images to assess image clarity, orientation, and accuracy.

Ensure that the scanning system is free from dust and other particles; maintain calibration through each shift; use appropriate technical targets and procedures as defined by manufacturer.

Report and discuss with the City contact any problem images that cannot be captured to meet benchmark specifications.

Inspect archived blueprints/maps for quality and consistency.

Post-process digital images – (cropping, de-skewing, de-speckling, image rotation).

If a document has more than one page, scan the document as a single file multi-page document.

Provide disaster recovery policy.

Provide alternative to access data or offline resources in the event of cancellation of services.

Provide the City the capability to upload existing electronic/PDF documents into indexing system.

Provide disaster recovery policy.

Scanning and Digital Imaging Services Bid #24-13 Bid Sheet Microfilm image (brown-toned) per image

Blueprint 18 X 24 per blueprint

Blueprint 24 X 36 per blueprint

Large page format per large page

Duplex document per duplex

5 X 7 index card per card

One hour of document preparation per hour

Number of hours estimated per hour

Number of boxes that can be turned around in 5 working days

# boxes

Document shredding/destruction cost per image per image

Box pick up cost per box

Per trip cost (pick up) per trip

Per trip cost (delivery) per trip

Hard Drive cost per Hard Drive

16mm x 215 silver microfilm duplicate (Duplicate must be brown-toned) per duplicate

** Please list any other costs associated with fulfilling this project not listed above in your proposal.**

Please provide an estimate of how long you will possess the records to complete processing. Days ___ Please answer "yes" or "no" to the following requirements about the facility being used to perform scanning and indexing conversion services.

Air-conditioned facility………………………… Yes __ No __ Security alarm system……………………….....Yes __ No __ Fire sprinkler system……………………………. Yes __ No __ Will City records be above the floor in the facility?………..Yes __ No __ Facility fitted with Fire Suppression System?…………………Yes __ No __ Does your company use its vehicles to transport documents? Yes __ No __ Does your company transport the documents in closed vehicles? Are your vehicles air-conditioned? Yes __ No __ What method does your company use to straighten out the documents before scanning? ________________________________________________________________________ The questions below ask each Contractor to provide the City turnaround times for various scanning and indexing conversion requests. The response should include the pickup and delivery days. Yes __ No __

Submitted by:

Name of Company: ____________________________________________________

Address: _____________________________________________________________

Contact Person: _______________________________________________________

Phone: ____________________________ Fax:______________________________

Email: _______________________________________________________________

Signature: ___________________________________________________________

Title: _______________________________________________________________

Date: _______________________________________________________________ image1.jpeg