Planning Request for Proposal. Digitize Records for Import to Electronic Document Management System Project Number

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1 Planning Request for Proposal Digitize Records for Import to Electronic Document Management System Project Number Let Date: November 6, 2015 Bid Deadline: November 19, :00 PM Deliver Bids to: La Plata County Procurement Division 1101 E. 2nd Ave. Suite 102 Durango, Colorado NOTICE: La Plata County will not be responsible for the authenticity or correctness of any information obtained in any other manner than through the media posted at Rocky Mountain E-Purchasing Systemhttp:// or printed documents available for pick up at the La Plata County Procurement Division Durango, Colorado. County fees may apply for printed documents.

2 Contents ADVERTISEMENT... 3 GENERAL CONDITIONS... 4 SCOPE OF WORK:... 5 PROPOSAL FORMAT:... 6 EVALUATION CRITERIA:... 7 INFORMATION TO BIDDERS... 8 Awarded Bidder Contract Requirements:... 8 COLORADO OPEN RECORDS ACT NOTICE, ACKNOWLEDGEMENT AND INDEMNIFICATION LOCAL OR REGIONAL PREFERENCE

3 ADVERTISEMENT The following public notice was published in a newspaper of general circulation as required for this project: La Plata County, Colorado Advertisement for Request for Proposals Planning Digitize Records for Import to Electronic Document Management System Project Number: Notice is hereby given that La Plata County will accept sealed bids for Digitize Records for Import to Electronic Document Management System. Bid specifications and/or supporting documents can be downloaded, at no charge from Rocky Mountain E- Purchasing Systemhttp:// In order to receive bid specifications, firms must obtain the documents from the Rocky Mountain E-purchasing system or complete the bidders registration to receive documents in person at the Procurement Division 1101 E. 2nd Ave. Suite 102, Durango, Colorado One (1) original and 2 complete copies of the sealed bid, clearly marked Digitize Records for Import to Electronic Document Management System, will be received by the administrative staff of the La Plata County Procurement Division, 1101 E. 2nd Ave. Suite 102, Durango, Colorado until November 19, :00 PM. As soon as practical after the closing time, the bids shall be opened in public and read aloud. Bids received after the closing time shall be returned, unopened, to the bidder. Refer questions regarding the bid to Janalee Hogan The bids generally shall be awarded by the Board of County Commissioners, County Manager, or Procurement Manager. It is the Bidders' responsibility to verify the exact date of the award. Bidders may, but shall not be required to, attend the award of bid and may be heard on said award if they so desire. The bid opening shall be held at the Procurement Division, 1101 E. 2nd Ave. Suite 102, Durango, Colorado The La Plata County Board of Commissioners reserves the right to reject any and all bids, to waive any informalities and minor irregularities in bids, and to accept the bid deemed, in the opinion of the Board, to be in the best interest of La Plata County. This bid will be conducted in accordance with the regulations set forth in the La Plata County Procurement Code. Publish: November 06, 2015 an November 7, 2015 Distribution of Advertisement: Original: Contract File cc: Administration Bulletin Board Newspaper: Durango Herald 3

4 Digitize Records for Import to Electronic Document Management System Project Number GENERAL CONDITIONS The La Plata County Planning Department (planning) has paper records in file folders that they want digitized to import into the Electronic Document Management System, Laserfiche. The back log is for approximately ten (10) years of records. The terms bid and bidder are used as a relationship to the County s procurement code. For this request the term bid refers to the proposal and bidder refers to the proposer. Refer all questions regarding the project to Wendy Klemm, , Refer all questions regarding the selection, award and contract to Janalee Hogan, , Answers to all questions, inquiries, or requests for additional information will be issued in the form of Addenda. Bidders may, during the bidding period, be advised by the Addenda of additions to, deletions from, or changes in the requirements of the contract documents and copies of each Addendum will only be posted with Rocky Mountain E-Purchasing Systemhttp:// The County will not be responsible for the authenticity or correctness of oral interpretations of the contract documents or for information obtained in any other manner than through the media of addenda. Bidders in their bids shall acknowledge receipt of each Addendum, and each Addendum shall be considered a part of the contract documents. Failure to acknowledge receipt of any Addendum issued may invalidate a bid as incomplete. Questions must be received no later than the close of business 7 calendar days prior to the Bid Opening. Because this Agreement involved the expenditure of public funds, this contract is contingent upon continued availability of such funds for payment. The obligations described herein shall not constitute a general obligation, indebtedness or multiple year direct or indirect debt or other financial obligation whatsoever with the meaning of the constitution or the laws of the State of Colorado. Subject to continued availability and appropriation of such funds, at the end of the applicable term, this contract shall automatically renew for two additional one year terms, unless the County gives notice of its intent not to renew. The bid prices, including any annual adjustments as stated herein, shall remain in effect for this and subsequent terms. All bid prices are subject to the current term and all subsequent terms. 4

5 SCOPE OF WORK: Planning seeks to engage a qualified Contractor to provide services to convert records to electronic images. Planning is in the process of managing space constraints with regard to record storage. To reduce the amount of storage in the vault the office would like to capture and import into the electronic image system the back file of paper documents. At this time, Planning would require that the imaging be completed in at least two distinct segments based on the budget available into 2015 and proposed in Planning will not be able to fund the entire project at this time. The purpose of this project is to convert paper records to digital format for inclusion in the County s Electronic Document Management System, Laserfiche. The documents are generally described as: Approximately 300,000 pages See attached Exhibit A with inventory of file drawers. The pages range in size from 8½ x 11" to 36" x 24". Page are in file folders are sub-sectioned with additional folders used to designate the document type; and Documents can be one sided, two sided, black ink or color. The volumes states herein are estimates. Project cost shall be set based on actual document count. See Cost details in the PROPOSAL FORMAT section below. The objective would be to start with the newest files as work back as funds become available. Due to budgeting constraints, the County will perform the indexing of the converted images inhouse. Therefore, the response to this Request for Proposal (RFP) should be for the costs for the following tasks: Preparing documents for imaging and inserting a separator page for each subsection of the file; Labeling the digital file name by the project number contained on the file folder; Image paper documents of varying sizes that are currently contained in folders in color where appropriate; and Delivery of electronic files ready for import into Laserfiche. Location of Services The County will allow imaging to be performed off-site or onsite. Contractor would be fully responsible for boxing, transporting and re-storing documents if the work is completed off site. File format The images must be provided as multi-page Tagged Image File Format (TIFF) images, with file names being the planning project number. The La Plata County Information Management Systems (IMS) staff will be responsible for importing the images in to Laserfiche. Special projects will be delivered on in separate files for the County to control indexing as one master planning project with individual project numbers. Delivery Media Format The County prefers that the data is delivered on CD ROM. However, the County will consider other delivery formats if they prove to be advantageous. Test Sample Prior to beginning the conversion, the vendor will convert a small sample set of data (images) in order to verify that the files are in a format that will import into the document management 5

6 system. The County will provide the sample set of documents to the vendor for the test conversion. Quality Control The County requires quality control to be performed on each image. The County requires 100% accuracy for images. The pricing should include all services required for quality control and the correction of "bad" images. PROPOSAL FORMAT: Your proposal must include the following sections, in the following order: Corporate Information Provide information describing your qualifications for completing this project. Technical Plan and Approach Include in your technical plan a statement confirming that you can meet all requirements of the work described in this RFP. If you cannot meet all requirements, please identify which requirement you cannot meet and provide an explanation. You must describe your approach to the performance of the work described in this request. Describe your accuracy level, both imaging and indexing. Detail how you intend to meet and measure this accuracy level, and describe what quality control procedures you will employ to achieve this result. Provide a schedule detailing the timeframe for completing the project. Specify any actions required by the County and deadlines for completing the actions, Detail any physical requirements for the onsite work (e.g. space needed, County equipment etc). Recent Past Projects Provide at least three references for projects of similar size and scope to this project. Include contact names and telephone numbers. One of which must be a Colorado governmental entity. Costs Include all costs in your bid, including, but not limited to, conversion services, equipment, travel costs, quality control, shipping costs, and media costs. Cost shall disclose if full service is included in the per item cost or separate cost for project overhead plus a per document fee. Open Records This invitation or request and all related documents produced by the bidder or proposer and the County may be subject to the Colorado open records act. Ref. Section et. seq., C.R.S., as amended, Public (open) Records Act. Please refer questions to your legal counsel. The original signed Colorado Open Records Act Notice, Acknowledgement and Indemnification form MUST be mailed or hand-delivered to the La Plata County Procurement Division 1101 E. 2 nd Ave, Durango, Colorado and received no later than November 19, :00 PM for your application/proposal to be considered. The form is included in this RFP. It may be submitted with your proposal or as a separate submission prior to the deadline. 6

7 Local/Regional Preference La Plata County has a local and regional preference on the purchase of all goods and services unless specifically waived by the Procurement Manager at the time of let of IFB or RFP. To be considered for local preference, vendors must turn in a completed standard County form certification statement for each project with the bid submission. The form is included in this RFP. EVALUATION CRITERIA: The Board of County Commissioners, County Manager, or Procurement Manager shall award all bids and contracts to the lowest qualified and responsible bidder. In determining the "lowest qualified and responsible bidder", the project manager or selection committee will assign points to these criteria for a total score. The best total score will be considered low bid. La Plata County has a local and regional preference on the purchase of all goods and services that shall apply to the scoring. The following criteria shall be considered: Criteria Weight Possible Points Corporate Information & Qualifications 20% 1-5 Technical Plan & Approach 25% 1-5 Past Project Results 20% 1-5 Cost 35% 1-5 I = Unsatisfactory 2 = Less than expected 3 = Adequate/expected 4 - Very good/better than expected 5 = Excellent Proposals must be signed by a duly authorized official(s) of the firm. Consortiums, joint ventures, or teams submitting proposals, although permitted, will not be considered responsive unless it is established that all contractual responsibility rests solely with one prime contractor or one legal entity which shall not be a subsidiary of affiliate with limited resources. Each proposal should indicate the entity responsible for execution on behalf of the proposal team. The one prime consultant should be responsible for at least 70% of the total billable work. Local government officials or employees shall not be interested in any contract made by them in their official capacity or by any body, agency, or board of which they are members or employees. A former employee may not, within six months following the termination of his employment, contract or be employed by an employer who contracts with the county involving matters with which he was directly involved during his employment. For purposes of this section, "contract" does not include: (a) Contracts awarded to the lowest responsible bidder based on competitive bidding procedures; (b) Merchandise sold to the highest bidder at public auctions (c) Investments or deposits in financial institutions which are in the business of loaning or receiving moneys. See C.R.S

8 Unless otherwise indicated, the prices shown in the proposals shall not include taxes of any kind. La Plata County is exempt from all state taxation including state sales and use tax. Discussions may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to ensure full understanding of, and conformance to, the solicitation requirements. Offerors should ordinarily be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offers Bidder Responsibility: INFORMATION TO BIDDERS 1. One (1) original and 2 copy(ies) of the sealed proposal, clearly marked Digitize Records for Import to Electronic Document Management System Project Number must be received by the administrative staff of the La Plata County Procurement Division, by November 19, :00 PM at 1101 E. 2 nd Ave, Durango, CO NOTICE: To the best of our knowledge, not all common carriers guarantee delivery of packages before the bid time any day for our market. Bidders must select a method of deliver that guarantees the sealed bids to arrive prior to the bid deadline. Bids received after the closing time shall be returned unopened, to the bidder. 2. All bids shall remain in force for a period of forty-five (45) days after the date of the bid opening. Award of Bid: 1. The County may make such investigations, as it deems necessary to determine the ability of the bidder to perform the Work. The Bidder shall furnish to the County all such information and data for this purpose as the County may request. 2. The County reserves the right to reject any and all bids, to waive any informalities and minor irregularities in bids, and to accept the bid deemed, in its opinion, to be in the best interest of La Plata County. 3. This bid will be conducted in accordance with the regulations set forth in the La Plata County Procurement Code. The Bidder may obtain a copy of the Code from the La Plata County Procurement Division or through a link on the County s web site Awarded Bidder Contract Requirements: 1. Should you or your firm be awarded the contract for services, you will be required to execute or provide the following documentation within ten (10) calendar days from the date of the Notice of Award: a) Contract Forms. The County Professional Services Agreement, Notice of Award, and Notice to Proceed shall apply to this contract. Samples Agreement available upon request. 8

9 b) Illegal Aliens. Contractor will be required to certify that Contractor shall comply with the provisions of C.R.S , et. seq. c) Insurance. Contractor is required to hold throughout the initial term and all subsequent terms of this Agreement general liability insurance in the amount of $350,000 per person/$990,000 per occurrence, automobile liability insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000 each occurrence with respect to Contractor s owned, hired and non-owned vehicles assigned to or used in performance of the Contractor s work which names the Board of County Commissioners of La Plata County, Colorado as an Additional Insured and which contains a Notice of Cancellation in accordance with the policy provisions. Contractor shall furnish Certificate of Insurance(s) for the aforementioned insurance policies along with a copy of the page(s) containing the Notice of Cancellation provisions. If any aggregate limits are reduced below $990,000 because of claims made or paid during the required policy period, Contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish Certificate(s), Endorsement(s) or other document showing compliance with this provision. If any coverage is written on a claims-made basis, Contractor warrants that any retroactive date applicable to coverage under the policy precedes the effective date of this Agreement; and that continuous coverage will be maintained or an extended discovery period will be exercised for a period of five (5) years beginning from the time that Services under this Agreement are completed. Contractor further agrees to comply with all state Workers' Compensation Insurance requirements. If this Agreement is entered into on July 1, 2007 or after, the provisions contained in this Agreement are specifically intended to be consistent with C.R.S (6) and are to be applicable to the fullest extent permitted by law d) Workers Compensation. The Contractor is responsible for providing Workers Compensation Coverage for all of its employees to the extent required by law, and for providing such coverage or requiring its subcontractors to provide such coverage for the subcontractor's employees. In no case is La Plata County, responsible for providing Workers Compensation Coverage for any employees or subcontractors of Contractor pursuant to this Agreement, and Contractor agrees to indemnify La Plata County, for any costs for which they may be found liable in this regard. e) W 9. Contractor must supply the County with a completed W9 form. 9

10 Colorado Open Records Act Notice, Acknowledgement and Indemnification RFP/Invitation Description: Digitize Records for Import to Electronic Document Management System Project Number ; The La Plata County Planning Department (planning) has paper records in file folders that they want digitized to import into the Electronic Document Management System, Laserfiche Open Records Notice: This invitation or request and all related documents produced by the bidder or proposer and the County will be subject to the Colorado Open Records Act. C.R.S et. seq., as amended. Proposals or bids marked confidential, proprietary or which otherwise propose to restrict or deny the public access to inspect any information or documentation contained therein may be disqualified or rejected by the County as against public policy. Further, all bidders or proposers must submit a duly executed copy of this Colorado Open Records Act Notice, Acknowledgement and Indemnification ( CORA Acknowledgment ) as part of your submittal information. Bids and proposals submitted without a duly executed CORA Agreement will be deemed incomplete and will not be evaluated or considered for award of the contract. Please refer questions to your legal counsel. Acknowledgement: I, the undersigned, on behalf of the bidder or proposer, acknowledge that I have read the foregoing Open Records Notice. Indemnification: I hereby understand and agree that, regardless of whether or not a contract is awarded to the bidder/proposer listed below, the proposal or bid I am submitting as a result of this invitation or request is subject to the Colorado Open Records Act. C.R.S et seq., as amended. Notwithstanding any other provision in the bid or proposal documents to the contrary, I agree, on behalf of the bidder or proposer, to indemnify, defend, save and hold La Plata County harmless from all costs, damages, and liabilities, including but not limited to court costs, expenses and reasonable attorney s fees, that arise out of non-disclosure of information marked confidential, proprietary or otherwise redacted by us pursuant to CRS (3)(a)(IV), as amended. I understand and agree that these indemnification obligations shall survive the awarding of the bid for so long as La Plata County maintains the bid documentation related to this request or invitation. Initial I understand and agree that this CORA Acknowledgement shall be and is specifically incorporated into and shall constitute a part of the bid or proposal. Initial I further affirm and assert that I have been duly authorized to execute this CORA Acknowledgement on behalf of the bidder or proposer. Initial Bidder/Proposer Name: Executed By: Name, Title (Printed): Date STATE OF ) COUNTY OF ) The foregoing Colorado Open Records Act Notice, Acknowledgement and Indemnification form was acknowledged before me by (name), as (title), of (bidder name), on this day of, 20. WITNESS MY HAND AND SEAL Notary Public 10

11 La Plata County LOCAL OR REGIONAL PREFERENCE CERTIFICATION STATEMENT La Plata County has a local and regional preference on the purchase of all goods and services unless specifically waived by the Procurement Manager at the time of let of IFB or RFP. To be considered for preference, vendors must turn in this statement for each project. The local preference on the purchase of all goods and services unless specifically waived by the procurement manager at the time of let of IFB or RFP shall be five percent or $100,000, which ever is less, of the purchase price or five percent of the total score based on the award/evaluation criteria used. In no event shall the local preference exceed the amount of $100, The regional preference on the purchase of all goods and services unless specifically waived by the procurement manager at the time of the let of IFB or RFP shall be two percent or $40,000, which ever is less, of the purchase price or two percent of the total score based on the award/evaluation criteria use. In no event shall the regional preference exceed the amount of $40, The following requirements for this certification are in addition to, not a replacement to, any requirements stated in the IFB or RFB: A bidder is considered LOCAL if it: (a) Has maintained a business office either leased or owned in La Plata County a minimum of six months prior to bid solicitation; and (b) Will use La Plata County residents for at least 50 percent of the total delivery of goods or services, a La Plata County resident is defined as maintaining primary residence in the county; and (c) Uses a fleet for the job comprised of no less than 50 percent La Plata County licensed vehicles. A bidder is considered REGIONAL if the following criteria can be met for the region that includes the Colorado Counties of Archuleta, La Plata, Montezuma, San Juan, or Dolores: (a) Has maintained a business office either leased or owned in the region a minimum of six months prior to bid solicitation; and (b) Will use regional residents for at least 50 percent of the total delivery of goods or services, a regional resident is defined as maintaining primary residence in one of the above counties; and (c) Uses a fleet for the job comprised of no less than 50 percent regionally licensed vehicles. The bidder hereby declares that the only persons or firms interested in the proposal as principal or principals is or are listed below and: We DO meet the requirements for LOCAL Preference. OR We DO meet the requirements for REGIONAL Preference. OR We DO NOT meet the requirements for either Preference. Authorized Signature Date Company Name 11

12 SCANNING PROJECT - PLANNING Black &Color, some 2 sided, 8 1/2X11/11X14/11X17/Custom 24X36 (plats) YEAR # OF DRAWERS DRAWER TYPE Notes: /2 Lateral 42" Lateral 42" Lateral 42" Lateral 42" Lateral 42" Standard four drawer cabinet Standard four drawer cabinet Standard four drawer cabinet Standard four drawer cabinet Standard four drawer cabinet Standard four drawer cabinet 2003 & up 20 Standard four drawer cabinet Special Project (DMR, Trappers Crossing, etc.) Mixed Documents - 20% Legal, 80% Letter, plus plat (larger format drawings folded) in file folders.

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