SFLEA-393-2022-0001 Questions and Responses.docx

Questions and Responses For

SFLEA-393-2022-0001

1. How many staff members will the space provided accommodate? The scanning space in our suite could accommodate 3 staff members.

2. Laserfiche will allow importing of several file types. What file format should the scanned documents on the thumb drive be? If PDF, is OCR required? We would like the file format to be PDF with OCR.

3. What DPI do we need to scan the documents? 300 DPI is standard. 300 DPI is sufficient.

4.Black and white only or color where detected? Color where detected is preferable.

5. Is the RFQ only for New York residents only ? “no.”

6. Is there a limit on staffing due to covid that is required for this solicitation? Recommend following applicable CDC, NYC and FPS guidelines that are in effect at this time. I would expect that the company would only supply staff who can document that they have been vaccinated and that staff would wear masks at all times when they are around other people.

7. For Background checks are we asking for 5yr or 10 yr background checks? It is unknown at this time but info will be given to the awarded contractor.

8. Are we responsible for only scanning to the thumb drive? Are we responsible for indexing as well ? For the CPI files, just scanning to Laser Fiche will suffice. For other files, it may be necessary to index as well.

9. Would you like for us to have all the files shredded after the files have been digitized or will you all be in charge of shredding the documents? It would be fine for contractors to shred the documents after scanning but only after we have a chance to confirm that they have been saved in readable form on LaserFiche.

0. If so once all the boxes have been scanned we can then transport them to our facility to be shredded. If you require us to store the files for a certain period of time before they are shredded we can offer that service as well. Storage for a one-year period before shredding would be ideal, but it would depend on the cost of the service. It would be fine to shred after we can check LaserFiche for readability.

10. Can you please send us a few sample pages of the blank pages that have the indexing information on them and let us know exactly from that page what you want to use so that the scanned files can have the associated indexing information when it is uploaded into the Laserfiche system. . Each folder will have a blank page with a label stating what type of case files are within. They are not part of a larger database scheme. The majority of the files will have an approval/disapproval letter and a HCFA-179 or CMS-179 document. A very small minority will have a Table of Content (see attachment)

11. Would you like for us to have all the files shredded after the files have been digitized or will you all be in charge of shredding the documents? Will be decided upon award of the purchase order.

0. If so once all the boxes have been scanned we can then transport them to our facility to be shredded. If you require us to store the files for a certain period of time before they are shredded we can offer that service as well. We would use the current contract the NY Office has with another contractor placing the files in the bins.

12. How would you like contractors to present pricing? Should we quote a firm fixed price for the entire project? IAs stated in the RFQ, this will be a firm fixed price purchase order.

13. Is there any time in the period of performance where the contractor would have a difficult time meeting with the internal points of contact? Cannot answer this until we know the exact period of performance. As the volume of CPI documents to be scanned is limited, we do not see this as an obstacle, as long as we are notified in advance when the contractor is coming.

14. How much physical space is allotted for the contractor's high speed scanner, i.e. what are the dimensions of the area? If the scanning is to take place in the CPI suite (Room 31-100), the high speed scanner would be placed on a free desk within an 8’ x 8’ cubicle.

15. Will the contractor need to bring extension cords for the scanner and/or any other considerations for access to a power supply? Recommend bringing an extension cord to be safe. Otherwise there is easy access to a power supply.

16. The SOW mentions document handling requirements if there are notes attached to any of the 220,000 pages to be scanned. Do you have an estimate for the number of additional pages we should account for? Probably less than 100 additional pages for the CPI workload.

17. Is there a secure location to store the scanner and laptop at night and on weekends? If the scanning is to take place in the CPI suite (Room 31-100), the high speed scanner and laptop would be in a locked office and secure at night and on weekends.

18. Will the 88 bankers boxes of documents be stored in a secure location and given to the contractor one at a time? The CPI files to be scanned will be given to the contractor when they are ready to begin scanning.

19. Will agency personnel move boxes, or will the contractor need to be prepared to move the boxes, as needed? A CPI representative will move the files if necessary, but again our files are of limited volume, perhaps the equivalent of one-bankers box.

20. How heavy would each bankers box of documents weigh, on average? A “guesstimate” would be 40-60 pounds depending on how packed they are.

21. What will the client outfit the workspace area with; i.e. table, desk, office supplies, file cabinet(s), etc.? If the scanning is to take place in the CPI suite (Room 31-100), the high speed scanner and laptop will be on a desk in a suite with office supplies and file cabinets.

22. Where will partially completed boxes be kept overnight and over the weekend? If the scanning is to take place in the CPI suite (Room 31-100), a partially completed box can be kept overnight in the locked office.