DALLAS INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT

Transcription

1 1 DALLAS INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT Addendum No. 1 REQUEST FOR PROPOSAL NO. RFP #KS DOCUMENT SCANNING The Purpose of this Addendum #1 is to respond to questions and inquiries. The information in this Addendum is hereby incorporated and made part of any contract awarded pursuant to this solicitation. ALL OTHER PROVISIONS, AND OTHER TERMS AND CONDITIONS REMAIN UNCHANGED. PROPOSERS ARE REQUIRED TO ACKNOWLEDGE AND RETURN/SUBMIT A COPY OF THIS ADDENDUM WITH THEIR PROPOSAL. Proposer s Signature Date

2 2 Questions for RFP #KS Question: Are the 3,500 personnel files inclusive of the 30,000 evaluations or are those two separate entities? (We are trying to ascertain how large a personnel file is) District Response: They are two separate set of documents. The personnel files on average contain documents. Question: What is your preferred method of delivery? Would you be willing to ship your documents to your selected vendor or is an in-person pick-up/delivery the only option? District Response: We d prefer the documents be picked up. The personnel files contain social security numbers, home addresses, and phone numbers so we want to ensure the confidential data remains secure. Question: Would you or the vendor be covering the cost of delivery? District Response: Any cost associated with the delivery or pick up of the documents should be included in the bid. Question: Can the conversion process be facilitated on the vendor s site or does it need to occur at Dallas ISD? District Response: The conversion can be facilitated on the vendor s site. That s actually the preferred method. Question: What category code would document scanning be under? In other municipalities it has been consulting. District Response: It would go under category Consulting Services - Business Question: In average how many pages are in each one of the 7000 paper personnel files? How many single side pages? How many double side pages? District Response: pages per file. Most of the pages are single sided, 20% of the pages are double sided. Question: Are the 60,000 pages of evaluations single side pages? Double side pages? How many of each? District Response: The evaluations are single sided. Question: Are all the pages in standard size paper? What are the different sizes of papers we need to capture? How many of each? District Response: The personnel files contain employee service records that are legal size. There will also be some sticky notes that will need to be scanned (1/4 to ½ pages). 80% of the documents will be standard size. Question: After scanning, do we need to return the documents to its original form (put back all the staples and clips)? District Response: No, just place the documents back in the file. They should be in the original order. Question: In average what will be the total of sticky notes to be copied?

3 3 District Response: 10-15%. Question: Do you require a simple PDF file or a searchable PDF file? District Response: Searchable PDFs. Question: Would it be possible to know what additional fields to be indexed will be added prior to the award of the contract? This information is needed to determine the price of the indexing process. Do you want us to quote the price for the initial three index fields in our proposal and quote the additional index fields at the time they are identified? District Response: Quote using the fields below. First Name Last Name SSN Employee Identification Number (EID) Question: How does DISD want the vendor to return the images and indexes? FTP File? CD/DVD? Magnetic Media? District Response: The last set of images were returned on an external hard drive. HCM has no preference provided the data is secure. Question: Will DISD permit the vendor to take each set of documents to the vendor office and keep it until the scanning, indexing and quality control is done? Does DISD wants partial returns of terminated products or just one return after the whole set is done? District Response: Yes, the vendor will be able to take the documents off-side for scanning. DISD prefers one return after the scanning is completed. However, during the scanning process DISD may request copies of the documents to complete legal or employee requests. Question: If the vendor is an M/WBE certified company does the vendor still have to have a plan to sub contract portions of the work to another M/WBE certified company? District Response: The M/WBE Program requirements are applicable to all bidders/proposers, including certified minority and women-owned firms. All district respondents are required to demonstrate positive and reasonable good faith efforts to subcontract with and/or procure supplies/services with minority and women-owned companies. The M/WBE Compliance Guidelines & Forms must be completed, signed, and returned with any procurement document totaling $25,000 or more. Question: What scanning resolution is required? 200 dpi or 300 dpi or other? District Response: Minimum 300 dpi. Question: A requirement to be searchable PDF s? If so what % percent? District Response: 100%

4 4 Question: Is the resolution requirement Black and White or Grey Scale, JPEG or other? District Response: The requirement is for searchable PDFs in an Industry Standard format. Question: What % percentage of the evaluation pages are two sided/duplex? District Response: The evaluations of single sided. Question: What is the average number of Pages per paper personnel file? District Response: pages Question: What % percentage of pages in the paper personnel file are two sided/duplex? District Response: Most of the pages are single sided, 20% of the pages are double sided. Question: Are any of the pages to be scanned color? District Response: There is no color requirement. Question: What % of the paper personnel files are color? District Response: The files are black and white. Question: Are color pages required to be scanned? District Response: No Question: Will all personnel files and evaluations be in boxes? If so what size? District Response: The personnel files will be in provided in DISD records storage boxes; 12 W x 15 L x 10 H. The evaluations will be in similar size boxes. Question: If personnel files and evaluations are not in boxes will vendor be required to pack boxes. District Response: The personnel files will be in provided in DISD records storage boxes; 12 W x 15 L x 10 H. The evaluations will be in similar size boxes. Question: Will DISD manifest all evaluations and personnel files? Question: Will vendor be required to manifest all evaluations and personnel files? What manifest process is required? District Response: Yes, the vendor will be required to manifest the personnel files and evaluations in hardcopy (with files/documents) and electronically.

5 5 Question: Will a user department or campus request a vendor number from the application on file? District Response: Departments typically request documents using the employee s identification number. Each employee has a 4 or 5 digit employee number. Question: Are the documents machine generated? Where the data contains SS# Employee name, employee number? District Response: There will be a mixture of hand written and machine generated employee data. The personnel documents are from US and foreign countries. They should be in English. Question: Will OCR be needed in the deliverable? District Response: Yes Question: Will vendor deliver via the interface or potable hard drive. District Response: DISD has no preference. The only requirement is that the data remains secure. Question: If deliverable through Oracle Web Center, will there be technical support to do the managed migration to Oracle Web Center District Response: Yes, DISD s technical support staff will manage the migration. Question: Are the documents in the greater Dallas are? District Response: Yes, they are in the HCM offices. Question: Are they boxed and organized? District Response: The personnel files will be boxed alphabetically. The evaluations are organized school/department. Question: Are they ready for pick up? Or do they also need to be packed? District Response: The first set of documents are ready for pick-up. Question: Does DISD have a data down load for match and merge indexing? If so will all index fields be provided? District Response: Need a clarification on this question. The index data points to the image. Oracle toolsets will be used to import and merge the index data, lookup additional metadata and match up to the image based on the index data.

6 6 Question: Are there additional index fields required that are not stated in the RFP? District Response: The identified fields are below. a. First Name b. Last Name c. SSN d. Employee Identification Number (EID) Question: What is the DISD image and related index approval process? District Response: The vendor will provide QA process that will be approved by DISD. Question: Are the personnel files to be re-prepped back to the original condition such as re-staple, paper clip, place back in file clips, etc. District Response: No, just need to be placed back in the personnel files in their original order. Question: What is the expected turnaround time from file pick up? District Response: 6 8 weeks. Question: Will the vendor be permitted to post file requests on a secure FTP site for retrieval by DISD during conversion? Question: What is the index and image format output record for import to Oracle Web Center? District Response: The files have to be broken up in the file types per the design doc and document type map. Question: Will vendor be permitted to SFTP completed scanned and indexed images to DISD? Question: Will files be returned to DISD after completion? Question: Are the completed files required to be shredded/destroyed? District Response: The paper files will be returned to DISD.

7 7 Question: Do the 7,000 files contain 60,000 pages? If the 60,000 pages are separate, then approximately how many page do the 7,000 files contain? District Response: There will be two sets of personnel files containing approximately 3500 personnel files. The personnel files contain pages of documents. The first set of files will be ready for scanning June The second of personnel files will be available by February There will be two sets of employee evaluations. The first 30,000 pages will be available June The evaluations are one and two page documents. Question: Can this project be done at the vendor location or must it be done on-site at Dallas ISD facilities? District Response: Yes, it can be done at the vendor s location. Question: Do you feel that each file will equal one file(pdf) or will it be broken down by document type? This will affect prep, index etc and if the prep personnel need to be able to identify which pages equal which doc type. District Response: The documents will need to be broken down by document type. Question: How are the files currently filed separated by folders, folders with doc type dividers? District Response: The personnel files are in folders. Each has a checklist of the documents in the folder. Question: I am assuming you do not wish for this to be indexed offshore but please state if that is desirable to lower costs. District Response: No, we don t want to use offshore resources. Question: Do you have a data base of the employee names etc that can be provided to validate against? District Response: Yes, the employees are in DISD s oracle database. A excel list of employees will be available. Question: Does this require re-assembly (re-prep) if so to what degree? District Response: The documents should be placed back into the personnel files after they are scanned. Question: Do you want rolling production? I.e. each day a load file for what is completed during that period? District Response: No, all files can be returned at the completion of the project, however documents will be requested for legal and employee requests while they are in the vendors possession.