AMENDMENT

No. 2

“DOCUMENT SCANNING SERVICE” (RFP No. 19-18)

JEFFERSON COUNTY COMMISSION

PURCHASING DIVISION

716 RICHARD ARRINGTON JR BLVD N * ROOM 830

BIRMINGHAM, AL 35203

(205) 325-5381

January 19, 2018

NOTE: THIS IS THE FINAL AMENDMENT. AT THE PUBLISHING OF THIS AMENDMENT, ALL INQUIRIES TO THIS RFP ARE CLOSED.

THE RFP FOR THIS SOLICITATION IS HEREBY AMENDED OR CLARIFIED AS SET OUT BELOW.This amendment is considerEd to be an INTEGRAL part of the RFP AND MUST BE SUBMITTED WITH YOUR RESPONSE. All other terms and conditions of the RFP remain unchanged and in effect.

TO: All Prospective Offerors:

The Request for Proposal (RFP) “Document Scanning Service” is hereby amended or scope of service clarified as outlined in the following manner:

I. Additions:

  1. Price Sheet – The Price Sheet on page xiii of Amendment 1 replaces the price sheet in the original RFP (page 24).
  2. Proposer Price Sheet Page 25of RFP- Please insert a row in the Total Column section to include the quantity range of 100K – 200K.

II. Deletions:

III. Clarifications or Corrections:

  1. AMENDMENT 1 – The Proposal Due Date has changed from January 25, 2018 to February 1, 2018 by 5:00 PM (CST).
  2. AMENDMENT 1 – The Proposal Evaluation has changed from January 26, 2018 to February 2, 2018 by 5:00 PM (CST).
  3. Base your Bond Calculation off of the 11 X 17 or smaller Category. Use the estimated volume 11, 250,000* your rate.

IV. Q and A

  1. Our insurance company has requested some information in order to generate the bid bond. They have asked for the Bond Form the County will complete in the event we are awarded the contract. Would you be able to provide that Bond Form to me?

Answer: Bonds are issued by Liberty Mutual, Travelers, Ohio Casualty Insurance Company and others. We have never used, offered, required or submitted a bond form.

  1. Can you confirm that the following Obligee Name and address are correct?

Jefferson County Commission

716 Richard Arrington Jr. Blvd North, Rm 830

Birmingham, AL 35203-0009

Answer: Our address is correct.

  1. Should the signed addendum be added to the end of Tab 6 Required Forms?

Answer: Go ahead and put the addendum in Tab six. That is an informality and no penalty for that.

  1. Does the addendum require an ink signature as is explicitly required on the Signature Page?

Answer: Please sign the addendum in ink as the bid specifies.

  1. In the addendum, on III.d and e. The pricing matrix I have already included "Microfiche". Was there some other medium that you intended to add?

Answer: We have revised the price sheet to reflect Microfiche as an option. This was based off of the response to question 9 of the conference question (page x). Please list your prices in the fields provided, but they will not be included in the totals. We also made changes to total each category and show the weight of each category. We do not plan to include another medium.Please use the price sheet found on page xiii instead of the one found in the original RFP on page 24.

  1. The column totals I have, include 11 different columns, whereas III.e only shows 3. Can you please explain? Should we be using a different matrix than what was included in the original RFP? Also, in the addendum is a line called "professional services" below the grand total. Should this be used, or is it there in name only?

Answer: This price sheet has 11 columns. What is shown in section III.e is an extraction from the chart found on page 25 of the original RFP. Please total the columns and show that in the blank space right under 1 ML-GREATER.

  1. [Amendment 1 page xiii, Price Sheet]
  2. The Price sheet indicates “Microfilm Jacket Scanning”. Can the County please confirm these are microfilm strips or are these microfilm rolls?

Answer: No response from the department.

  1. The Price sheet has a line item for “Indexing Double Entry (avg. 30 characters)”. Did the County already calculate the total number of characters (e.g. 15 characters * 2 entries = 30 characters) or is the vendor expected to price 30 characters * 2 entries = 60 characters?

Answer: Price for 30.

  1. The RFP indicates Searchable PDF [RFP 2.4.39] under the Image Output Specifications. Should we put this as a charge per image under Miscellaneous?

Answer: No. This is expected to be standard, however, if there is an additional charge for this capability, please list in miscellaneous.

  1. Wide Format Drawings are described as “up to at least ANSI size E”. However, there is no size given for Mylar. Can the County provide the dimensions of Mylar to be scanned?

Answer: Same as wide format.

  1. [RFP & Amendment 1] “Images” and “documents” and “pages” are continuously used interchangeably throughout the RFP and the amendment. Can the County please clarify the intended usage?

Answer: 1 page equals 1 image…There can be multiple pages within a document.

  1. [Amendment 1 page xii, #9] Bid Bond Calculation. We ask for a reassessment of the volume of 15 million documents per year, specifically the quantity of oversized (Wide format and Mylar) images. It appears the projected spend for 2018 would be 20x that of either 2016 or 2017. Also, if the awarded contract occurs after 04/2018, the awarded vendor will have less than 75% of the calendar year remaining. Would it be acceptable to base the bid bond amount on the average spend between 2016 and 2017, since the volume and distribution are indeterminate at this point? Answer: The contract would be for 1 year with renewable options for additional years, the amount of Mylar thus far has been minimal, but we do have departments that have large amounts of Mylar. See department’s response on page xii number 10 of post conference questions.
  1. [RFP Price Sheet]
  2. Does the County want the “Scan on-demand” to include all the charges associated with getting the document (electronic/physical) to the County (e.g. document prep, scan, expedited handling fee) or should this line item be just the expedited handling fee?

Answer: Expedited handling only.

  1. We understand per Amendment 1 page x #6 that the number of pages per document is based upon the department and drawing examples from our own systems, we have documents that range from are 1 page to 100’s. Can the County please provide an average # of pages per document so we can calculate the associated charge accurately?

Answer: Varying per dept.

  1. Under the “Total Column”, there are rows for all the volume columns except for 100K-200K. Should we add it?

Answer: Yes

TOTAL COLUMN
1-100 K / $
100K-200 K / $
200K-300 K / $
300K-400 K / $
  1. Can Jefferson County please confirm the Wide format and Mylar quantities are 1.2 million each (2.5 million Large Format Scans a year) as it dramatically changes the pricing and bond requirements.

Answer: Base your Bond Calculation off of the 11 X 17 or smaller Category. Use the estimated volume 11, 250,000* your rate.

  1. Does this refer to single key indexing and double key indexing?

Answer: Yes

  1. Since the price sheet has volume pricing from 1-100k/100-200k/etc... etc… does this mean the vendor will bill based off what they pick up or what the department has?OR, Do we just total up the end of month/quarter/year and based of that? The confusion is the County price sheet has broken down the 15 million for the year. So why not just have one Column instead of all the different volumes?

Answer: We need to see your unit values for each column. We would like to know at what point/volume amount your price changes. Billing should be issued by department. Previously, the incumbent billed monthly. We cannot tell if the departments were aggregated. However, the majority of scans did come from one department.

  1. My question was how large are the Mylar documents? Are they 8.5 x 11, 8.5 x 14, 8.5 x17 or larger?

Answer: The current half size plan set is our 11 x 17 plan sets, the old half size is 12 x 18 and the full size Mylar are 24 x 36. (Updated departmental response)

1

AMENDMENT

No. 2

“DOCUMENT SCANNING SERVICE” (RFP No. 19-18)

JEFFERSON COUNTY COMMISSION

PURCHASING DIVISION

716 RICHARD ARRINGTON JR BLVD N * ROOM 830

BIRMINGHAM, AL 35203

(205) 325-5381

ADDENDUM NO. 2

RFP NO. 19-18 “DOCUMENT SCANNING SERVICE”

Receipt of acknowledgment for this addendum is required by signing and returning with your bid response.

ACKNOWLEDGED:

BIDDER:Company:______

Address: ______

Phone No: ______

Authorized by: ______

(Signature & Title)

Date: ______

This addendum must be returned along with bid response.

Note: Signature on this addendum does not substitute for your signature on the original bid document. The original bid document must be signed also.

V

AMENDMENT

No. 1

“DOCUMENT SCANNING SERVICE” (RFP No. 19-18)

JEFFERSON COUNTY COMMISSION

PURCHASING DIVISION

716 RICHARD ARRINGTON JR BLVD N * ROOM 830

BIRMINGHAM, AL 35203

(205) 325-5381

1

AMENDMENT

No. 1

“DOCUMENT SCANNING SERVICE” (RFP No. 19-18)

JEFFERSON COUNTY COMMISSION

PURCHASING DIVISION

716 RICHARD ARRINGTON JR BLVD N * ROOM 830

BIRMINGHAM, AL 35203

(205) 325-5381

January 9, 2018

THE RFP FOR THIS SOLICITATION IS HEREBY AMENDED OR CLARIFIED AS SET OUT BELOW.This amendment is considerEd to be an INTEGRAL part of the RFP AND MUST BE SUBMITTED WITH YOUR RESPONSE. All other terms and conditions of the RFP remain unchanged and in effect.

TO: All Prospective Offerors:

The Request for Proposal (RFP) “Document Scanning Service” is hereby amended or scope of service clarified as outlined in the following manner:

I. Additions:

No Additions

II. Deletions:

  1. Page 8– Removal of the requirement for having an established document imaging facility for at least three (3) years within Jefferson County. (2.4.28)
  2. Page 9 – Removal of the feeding speed requirement of 400 pages per minute as long as 50,000 images can be produced daily. (2.4.42)
  3. Page 9 – Removal of the requirement to include box numbers and process dates or scan date on every page with the stipulation that vendor must have a way to identify documents out of order in a batch. (2.4.46)
  4. Page 9 – Removal of the requirement for remittance processing solution including automated creation and delivery of ICL. (2.4.55)
  5. Page 13 – Removal of the requirement that the Proposer’s scanning facility must be located in Birmingham or within a 30-50 mile radius of the Birmingham Metropolitan Area. (3.8)

III. Clarifications or Corrections:

  1. COVER – The Proposal Due Date has changed from January 17, 2018 to January 25, 2018 by 5:00 PM (CST).
  2. COVER – The Proposal Evaluation has changed from January 18, 2018 to January 26, 2018 by 5:00 PM (CST).
  3. Page 8 – AIIM Certification can be optional. ( 2.4.29)
  4. Page 24 – Price Microfiche as an option.
  1. Page 25 – Column Totals at the bottom of page 24 should be transferred to page 25. In the blank space below TOTAL COLUMN (as shown below), please enter you Grand Total.

800K-900K / $
900K-1ML / $
1ML - GREATER / $
GRAND TOTAL / $
PROFESSIONAL SERVICES
  1. Where “types” are not listed on the Price Sheet, use additional sheets or another price sheet and label accordingly.
  2. Volume is based off of an estimated projection of 15 million per year. Volume is weighted across types in the updated spreadsheet on page xii of this addendum. This should help in calculating the Proposal/Bid Bond.

IV. Q and A

Pre-Conference Questions- Page v

Conference Questions – Page x

Post-Conference Questions – Page xi

V. RE:

DOCUMENT SCANNING SERVICES (RFP 19-18) PRE-PROPOSAL CONFERENCE

PURPOSE:

To provide project information and to answer questions regarding the above referenced subject, to/from prospective Offerors.

LOCATION:

Jefferson County Conference Room 902

716 Richard Arrington Jr. Blvd. N.

Birmingham, AL 35203

DATE AND TIME:

January 4, 2018 at 10:00 AM Central Standard Time

ATTENDED BY:

Roosevelt ButlerJCC Information Technology

Donald McAllisterJCC Board of Equalization and Adjustments

LaTonya HarrisJCC Human Resources

Maurice MyersJCC Information Technology

Valerie Henderson JCC Purchasing

Charles LindseyJCC Purchasing

Penny NunnelleyJCC Board of Equalization and Adjustments

Robin HendersonJCC Board of Equalization and Adjustments

Lisa Myhand (Meuse)JCC Board of Equalization and Adjustments

Daren LanierJCC Revenue

Telayo StandfieldJCC Purchasing

Geoff Erwin (Via Conference Call)ViaTron Systems, Inc.

Mandy Hayden (Via Conference Call)Neubus, Inc.

Chris (Via Conference Call)Neubus, Inc

DISTRIBUSTION:

Attendees

RFP File

Chaired: Charles Lindsey, Principal Buyer

Start Time: 10:05 AM

Adjourned: 10:35 AM

1.)Welcome and Purpose outlined by Charles Lindsey.

2.)Introduction of the Jefferson County Commission staff and Prospective Officers.

3.)Review of the Process and Submission Instructions

  1. Highlighted the Inquiry Deadline, Proposal Due Date and Proposal Evaluation Begin Date.
  2. Counseled that once the evaluation is complete the intent to award letters would be sent out. The process would still not be complete until approved by the Commission.

4.)Mr. Roosevelt Butler, Chief Information Officer headed the review of questions and inquiries received.

  1. Pre- Conference questions were addressed in groups to identify if anyone had issues, concerns or needed clarification.
  2. The floor was opened for additional questions, concerns of clarification.

5.)Charles Lindsey emphasized that once awarded, participating members of the Purchasing Association of Central Alabama (PACA) would be entitled to this service and pricing.

6.)Attendees were reminded to send any additional questions to Charles Lindsey and/or Valerie Henderson via email.

7.)Attendees were reminded that proposals sent by email would not be accepted. Proposals must be brought in or mailed. Advice was given that when mailing (FED Ex, UPS or USPS), vendors should aim for the day prior to the due date to compensate mail delays.

PRE-CONFERENCE QUESTIONS

1.)Who is the incumbent vendor?

Answer: IBML.

2.)What company or Vender wrote this RFP? There is a lot of repeated information and contradicting questions/scope. For example, RFP states 400 ppm, then 250 ppm - 200 dpi, then later on 200-300 dpi.

Answer: Min 200dpi and whatever ppm to meet 50,000 pages per day rate in 1 year period.

3.)How long does the Vendor have to convert the 15 million documents? 1 year?

Answer: The rate is 50,000 pages per day rate in 1 year period. (October 2016 invoice is for 1.366 million images. November 2016 invoice is for 1.469 million images)

4.)Are the 15 million documents boxed up, can they be picked up all at one time?

Answer: No- They will vary since this is will multi-department projects.

5.)Can County break down the documents by type? How many are letter/legal, Large Format, Microfilm, Microfiche, etc…?

Answer: No, since multi – departmental projects.

6.)Scanning Industry standard is 300 dpi B/W. Are any of these documents need to be color? If so, what percentage? What types of documents?

Answer: Majority are Black and White letter or legal but can be other.

7.)Is there a budget approved for this RFP?

Answer: No.

8.)What is the budget for this RFP?

Answer: The spend for 2016 and 2017 was approximately $220,000 and $226,000 respectively. However, other departments want to utilize, so the increase is unknown.

9.)Is the 15 million documents being considered PAGES? Or do the documents have varying sizes of pages? (Page 6, Bullet 2.2)

Answer: Documents can be multi-paged. Current invoices are charged per image.

10.)Paragraph says next business day delivery. What is the max size of project/pages the County expects? Next business day delivery is impossible without knowing example sizes. Please describe what County means. (Page 6, Bullet 2.2)

Answer: Approximately 50,000 pages per day possible since this is daily scan rate (emergency returns or scanned images).

11.)What is meant by "additional hardware to maintenance the files must be included as an option"? Does the County mean storage devices or what exactly? This statement is confusing. (Page 6, Bullet 2.3.2)

Answer: Additional Equipment or Hardware used to keep County documents safe & secure.

12.)Please clarify the 50,000 documents per day is pages. 50,000 legal/letter size pages? Large Format pages? Please confirm. For example, nobody can scan 50,000 large format or mylar pages in one day. (Page 6, Bullet 2.3.3)

Answer: Mainly letter or legal - The rate is 50,000 pages per day rate in 1 year period.

13.)Why does the County require 50,000 documents per day? Can vendor anticipate 50,000 document a day workload? (Page 6, Bullet 2.3.3)

Answer: Could be up to 50,000 pages per day- based on 1 year period.

14.)Please confirm you want vendor to import images and indexes into the County Tyler Solution 100%? What other systems does county use? (as it mentions other equivalent document imaging software) (Page 7, Bullet 2.4.6)

Answer: Tyler Content Management Solution or similar Industry standard imaging products equivalent to TCM.

15.)What is the purpose of these requirements? Is the County simply wanting access to the Scanning Machines audit report? How often is this to be provided to County? (Page 7, Bullet 2.4.9)

Answer: Periodic QA and project updates on run rates.

16.)Please describe what "Write Indexing program." means. The statement is vague. (Page 7, Bullet 2.4.13)

Answer: Be able to take fields and provide resultant image searchable by fields (indexes).

17.)What are the "Chemical Alarms"?(Page 7, Bullet 2.4.16)

Answer: Used for protection of County Data / Documents (fire, smoke etc.).

18.)Is "Backup Power Generator" required? For how many hours? (Page 7, Bullet 2.4.16)

Answer: Preferred, but as necessary to complete project with a 50,000 page per day scan rate.

19.)What is defined in the "etc…"? (Page 7, Bullet 2.4.16)

Answer: Secured facility that keeps documents safe.

20.)"…without prior approval of the County's Project Manager". What percentage of the 15 million documents can be outsourced for indexing provided it’s the vendors company? (Page 7, Bullet 2.4.18)

Answer: Third party- refer back to 2.4.18.

21.)What level of SOC is required? Can the vendor have followed the SOC protocols without the certification (very expensive) be sufficient? (Page 8, Bullet 2.4.22)

Answer: This is a report- refer to 2.4.22.

22.)Is the SOC 2 Type 1 certification absolutely required for this project, or can the vendor show it follows and exceeds the SOC guidelines without the actual Certification? (As its very expensive) (Page 8, Bullet 2.4.27)

Answer: See #21.

23.)Can the requirement for having facility within Jefferson for last 3 years be removed? We plan on opening a facility specifically for Jefferson County. As it looks right now, there are only 3 vendors in Jefferson County. (Page 8, Bullet 2.4.28)

Answer: Yes

24.)Can the feeding speeds requirement of 400 PPM be removed? We use several high end Kodak scanners that can easily do 50,000+ documents a day. (Page 9, Bullet 2.4.42)