RFQ 373 Back-file Conversion for Document Imaging Project
Questions and Answers
October 25, 2007
Q:Where must the documents to be picked-up from and re-delivered to?
A:San Francisco, most likely 1235 Mission.
Q: Does the City have a preference on image type including bitonal, grayscale, or color?
A:No preference.
Q:Does the City have a preference on the image resolution (i.e., 200 dpi, 300 dpi, etc.)?
A:200 dpi is fine.
Q:What percentage of pages is duplex?
A:TBD, but let's say at least 50%
Q:What are the formats and field lengths of the Case Number and CWIN index fields?
A:See draft indexing guidelines
Q:In what order would the physical case folders be provided to the vendor?
A:TBD - but most likely Case# order
Q:Are the guidelines for Sub-category and Document Type indexing as specified in the RFP available for vendors to review? If so, how may the vendors obtain the guidelines?
A:These are being finalized. see draft indexing guidelines
Q:The RFP states that there are 6 parts per case folder. Does that mean that there are only 6 sub-categories or document types per folder? If not, then please specify and list the total number of sub-categories and document types.
A:For the purposes of the Back File, and for this one phase of doing Back File Conversion for Food Stamps Program only, there is only one Subcategory and 6 Document Types. Each Case Folder will be indexed to the same Subcategory, and each part of the case folder will be indexed to one of the 6 Document Types, in order of the parts.
Q:What is the preferred index and image file format (i.e., XML, CSV, etc.) required for import into the City’s storage database?
A:For the image file, we are leaning towards PDF. Our method of release from our capture software (Kofax Ascent Capture) into our content management system (OpenText Livelink) is to use a Livelink release module.
Q:What document or content management system will the City import the imaged case folders into?
A:OpenText Livelink
Q:Does the City have a preferred method of receiving the images and index metadata (i.e., DVD, portable hard drive, or secure FTP)?
A:DVD
Q:Once the folders have been imaged, what are the requirements to de-prep the folder? For example, the documents must be restapled or reposted onto the folder?
A:The documents from each part of each case folder should be put back into the appropriate part, and secured back into the two-hole fasteners from which they came, and the pages within each part should be in the same order.
Q:What is the size of the paper (8 ½ x 11, 11 x 17)?
A:8-1/2 x 11
Q:What is the color of the paper?
A:Typically white, although some forms have some color-shaded areas.
Q: We currently provide document imaging services to a wide variety of County
departments, including Clerk Recorders, Auditors, Clerk of the Board, Sheriff, Dept. of Personnel, etc. Page 1 - (Minimum Qualifications) of the RFQ calls for "high-volume scanning and indexing services to the social services departments of other California Counties". (emphasis added) Our work has included backfile scanning and indexing of Fictitious Business Name and a variety of other County records - including electronic recording of DCSS E-Liens for a number of Counties. In addition, we have provided recording and imaging services to the County of San Francisco (Recorder/Assessor and Clerk) since 1983. However we are unsure whether our experience meets the strict wording of this requirement. Will this experience be sufficient to meet your requirement?
A: Yes you could apply but please be expected that folders from social services programs
are generally require much more work
Q:How do we become a San Francisco certified vendor?
A:Please contact the City's Purchasing unit, Office of Contract Administration to obtain vendor application forms.
Q:Are the files to be returned or destroyed upon completion?
A:They need to be returned, and in the same state, i.e., pages put back into the correct fasteners of each folder. Requires post-scan reconstruction of the file folder, to maintain the integrity of document separation, and return all scanned documentation to its original state upon the fasteners within the 6-part folder from which it was removed prior to scanning.
Q:How do I get the requirements document? Will this document contain index
requirements AND sample pages?
A:All we need is a vendor to image our back files for us. The plan is that a set of case folders will be out for scanning, for a maximum of one week. If we really need a case folder back, we need to have a way to get access to the documentation within 24 hours.
Q:Does the imaging need to take place on site?
A:No, it does not need to take place on-site, and actually would be preferable if not. The plan is that a set of case folders will be out for scanning, for a maximum of one week. If we really need a case folder back, we need to have a way to get access to the documentation within 24 hours.
Q:Can we get a date to physically see the project?
A:No. Samples of the documents will be posted on line
Q:Would you be willing to consider an out of state company for your project if we can meet all other requirements for the project?
A:One consideration is the process for picking up and returning a week's worth of work at a time. Unless you were thinking to do the work on-site or in the area, it seems like it might be difficult to work out the logistics. The plan is that a set of case folders will be out for scanning, for a maximum of one week. If we really need a case folder back, we need to have a way to get access to the documentation within 24 hours. If these could be addressed, along with the other requirements, I suppose you could consider putting a bid on this project.
RFQ 373 Back-File Conversion Q&A 1