CITY OF SAN LEANDRO. Request for Quote (#43802) for. Document Scanning and Conversion Services

Transcription

1 CITY OF SAN LEANDRO Request for Quote (#43802) for Document Scanning and Conversion Services Quotes Due: Wednesday, September 15, :00 PM PDT (Pacific Daylight Time) CONTENTS 1 Introduction Background Scope of Services RFQ and Project Schedule Format of Quote Questions and Clarifications Submittal Requirements...3 Appendices A: Sample Department Indices...5 B: Scope of Services Response Sheet...8 C: Sample Billing...10

2 1 INTRODUCTION The City of San Leandro is requesting quotes for document scanning and document conversion services. The scope of services should be used as a guide to complete the quote. The quote submission requirements provide information on the desired format for vendors to respond to the RFQ. It contains the instructions that govern quote submission and the materials that should be included. Mandatory requirements must be met to be eligible for consideration. The City of San Leandro is contacting prospective vendors who have expressed interest in participating in the quote process or who previously responded to published solicitations for quotes. While the intent of the City is to award the contract to the selected vendor, the City reserves the right to either withdraw and/or not award the contract at any time. Each prospective vendor will receive one copy of the RFQ from the City of San Leandro and is responsible for making any additional copies. 2 BACKGROUND In July 2004 the City of San Leandro installed LaserFiche software as its document imaging system in the Police Department and Community Development Department. In the next two months the Office of the City Clerk and the Engineering and Transportation Department will also begin scanning documents into the system. Several City departments also have archived microfiche and microfilm records and oversized hardcopy maps and drawings that they may wish to convert to scanned images. The RFQ process is intended to identify a qualified vendor who can provide scanning and conversion services for these departments. 3 SCOPE OF SERVICES Scanning and conversion services must include scanning standard-sized paper documents to LaserFiche images (.TIFF) and indexes scanning oversized documents to LaserFiche images (.TIFF) and indexes converting microfiche/microfilm documents to LaserFiche images (.TIFF) and indexes indexing documents using the data fields identified by the City to LaserFiche templates quality control of the images and data entry pickup and delivery of the records to be scanned or converted Vendors must also assign a project manager who is the sole point of contact for the City and must identify the project manager in their quotes. Screen shots of the LaserFiche index fields for the different types of documents currently stored in the document imaging system are shown in Appendix A. City of San Leandro RFQ # Page 1

3 4 RFQ and PROJECT SCHEDULE The following information is supplied as a guideline rather than as a set of absolute deadlines. The City reserves the right to alter the schedule as necessary. Description Date RFQ Issued Wednesday, September 1, 2004 Written Questions from Vendors (mail, fax or only) Friday, September 10, 2004 by 5:00 p.m. PDT Quote Submission Deadline Wednesday, September 15, 2004 by 5:00 p.m. PDT Quote Review and Shortlist Friday, September 17, 2004 Reference Checks Monday, September 20, 2004 Purchase Order Issued Thursday, September 30, FORMAT OF QUOTE Interested qualified vendors should submit, at a minimum, an original plus three (3) copies of their quotes on 8.5 x 11-inch paper. The original quote should be clearly marked and not bound. Quotes must follow the format prescribed below, including: Transmittal Letter: Statement of Qualifications/Interest: Bonding: Scope of Services Response Sheet: Submit an original transmittal letter on letterhead of the entity being represented. Include the name of the person or persons who will be authorized to make representations on behalf of the firm and all contact information. Explain the qualifications of the firm and its specialized experience and technical competence that qualify it to provide the applicable services. Vendors who provide a quote for document scanning and conversion should be bonded and must disclose the coverage and amounts for which they are bonded. Include your response to the requirements sheet attached as Appendix B. Responses shall be completed in a table format and submitted in both electronic and hard copy format. City of San Leandro RFQ # Page 2

4 Sample Billing: References: Provide a price sheet using the sample billing form attached as Appendix C. Provide contact information (name, address, and telephone number) of at least three (3) locations, preferably municipalities, where the firm has successfully performed the requested services within the past two years. Provide the total number of images that were scanned or converted and the length of time to complete the process. 6 QUESTIONS AND CLARIFICATIONS Vendors should submit questions regarding the RFQ in writing to Janice Gardner-Loster, Deputy City Clerk City of San Leandro 835 East 14 th Street San Leandro, CA Fax: (510) jgardner-loster@ci.san-leandro.ca.us The City reserves the right to not answer any question submitted if it deems that a nonresponse is in the best interest of the City. 7 SUBMITTAL REQUIREMENTS Deadline for Receipt: Wednesday, September 15, 2004 Time for Receipt: Delivery Address: Responsibility: Extension of Deadline and/or Time: Additional Conditions: 5:00 PM PDT (Pacific Daylight Time) Janice Gardner-Loster, Deputy City Clerk Office of the City Clerk City of San Leandro 835 East 14 th Street San Leandro, CA Vendors are solely responsible for ensuring their quotes are received by the Office of the City Clerk in accordance with the solicitation requirements, before the date and time specified in the RFQ, and at the place specified. The City shall not be responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. The City reserves the right to extend the deadline and/or time when it is in the best interest of the City. All quotes will become the property of the City of San Leandro and will not be returned to vendors. Any person may review quotes after the final selection has been made. City of San Leandro RFQ # Page 3

5 Costs of developing quotes or any other such expenses incurred by the vendor in responding to the RFQ are entirely the responsibility of the vendor and will not be reimbursed in any manner by the City of San Leandro. The City is not liable for any costs incurred by vendors prior to issuance of an agreement, contract, or purchase order. The City reserves the right to reject any and all quotes. City of San Leandro RFQ # Page 4

6 APPENDIX A: Sample Department Indices Community Development Building Office of the City Clerk City of San Leandro RFQ # Page 5

7 Police Department Engineering & Transportation Transportation Projects Under Development City of San Leandro RFQ # Page 6

8 Engineering & Transportation Property City of San Leandro RFQ # Page 7

9 APPENDIX B: Scope of Services Response Sheet Vendors may assume all paper records are in good condition. Letter and legal-sized documents are printed on standard white office paper (approximately 20 lb.), and E-sized documents are printed on paper, mylar, or vellum. They must be grouped by project as directed by the City. Conversion must include the metadata/indexing for the scanned images (screen shots are located in Appendix A: Sample Department Indices). Enter the firm s pricing structure below. Document Size 8.5 x x x 17 E-sized Service Minimum Quantity* Cost Minimum Quantity* Cost Minimum Quantity* Cost Minimum Quantity* Scan / Image Index Quality Check Pickup Delivery Other services * If your firm requires a minimum number, please indicate the minimum quantity. Otherwise, enter N/A. Cost Microfilm Minimum Quantity* Cost City of San Leandro RFQ # Page 8

10 APPENDIX B: Scope of Services Response Sheet (continued) 1. Provide short, complete answers to the following questions: What is your charge for a duplicate CD-R or DVD-R, if any? What is your charge to import the data into LaserFiche (.TIFF), if any? Are there any other fees or charges not already listed above? Where will the physical scanning or conversion take place? What is your guaranteed maximum turnaround time (may not exceed 10 days)? 2. Provide a short narrative of your company that includes: Length of time your firm has been in business Number of employees Date of the first document conversion your firm performed Approximate number of paper documents your firm has digitized Approximate number of microfilm images your firm has digitized Include five (5) samples of scanned or converted documents prepared by your firm and their associated indexes List of current conversion clients (minimum of 3 LaserFiche clients), including their names, addresses and phone numbers a. b. c. City of San Leandro RFQ # Page 9

11 APPENDIX C: Sample Billing YOUR FIRM Invoice No. 123 Main Street 0001 Hometown, CA (800) Order No Sold To: Ship To: Our City Our City 123 Broadway 123 Broadway Pleasantville, CA Pleasantville, CA (800) (800) Account No. Sales Rep Purchase Order Ship Via Date Shipped Terms Invoice Date SL J. Jones Quantity Shipped Quantity Ordered Type of Service Item Description/Serial # Unit Price Extended Price 10,500 Prep Preparation of Materials 10,150 Scan Document Scanning: 8,000 A-sized (ANSI) Drawings (8.5 x 11 ) 2,080 B-sized (ANSI) Drawings (11 x 17 ) 15 C-sized (ANSI) Drawings (17 x 22 ) 30 D-sized (ANSI) Drawings (22 x 34 ) 10 E-sized (ANSI) Drawings (34 x 44 ) 15 F-sized (ANSI) Drawings (28 x 40 ) 3,500 Convert Convert Microfilm to LaserFiche Images 2,500 Index Document Indexing 10 CD-R Create CD-R Disk 10 CD-R Dup Create Duplicate CD-R Disks 1 PU/Del Pickup and Delivery Subtotal Sales Tax Freight TOTAL City of San Leandro RFQ # Page 10