Addendum #1
Lake County Purchasing has issued a revised bid sheet.
Question: From the pricing sheet it is difficult to determine the desires of the agency and how vendors will be evaluated. It seems that the agency is accepting two conversion strategies. Traditional microfilming of 2,506,795 images with conversion of those same items to pdf with an alternate solution to scan 2,506,795 originals to pdf, then output those images to microfilm. Is this correct?
Answer: No, this is not correct. These are two completely separate items for the same amount of documents.
Question: Will the case files be delivered to us in order or will we need to first sort them by file number. If not in order, are they completely random or is it potentially just the odd file that will be out of order?
Answer: Yes, the case files will be delivered to you in order.
Question: How frequently is it expected that a case file will be missing
Answer: You will rarely ever receive all of the case files for an entire grouping so, you can expect that it will be a frequent occurrence.
Question: From where can we determine the case file number? Are the cases in folders with the case number on the tab, is the case number written or typed on the first page of the physical document? Is there currently some physical separation between case files so it will be easy for the operator to determine where one case ends and the next begins or will operators need to read each document?
Answer: The cases are in file folders with the case numbers on the side of the file. If there is not a case file, they will be clearly indicated in another manner.
Question: Can the agency define how case numbers are formatted or assigned? Do they contain case type (criminal, civil, claims, etc) , case year, then a sequential number?
Answer: They are assigned by case year, case type and number of file, for instance a Criminal Felony file will be labeled 12CF2457
Question: Does the agency have or can they provide an electronic list of case numbers and can that list match what is provided for filming(or at least close)?
Answer: This can be reviewed with the vendor after award
Question: How has this function be performed in the past? By the agency or by a contractor. If by a contractor, please provide the contract number and how we would go about obtaining a copy of the contract.
Answer: I am unsure what the function is that you are referring to.
Question: Are all of the originals available at one time? If not what is the frequency of pickups and volumes?
Answer: Pick-ups will be ongoing throughout the year. We estimate this to be approximately every 6 weeks but, depending on the case type that would change.
Question: Can the agency define what is mean by the unit “page” or consider changing the units to “image” or “simplex frame” or “duplex frame” since a page can have two definitions. Some agencies define a page as a single piece of paper having two sides and yielding two images, while others define a page as a single side of a piece of paper each yielding a single image. If the former the vendor would generate 5,013,590 images and 2,506,795 duplex frames. If the latter, the vendor would create 2,506,795 images and 1,253397.5 duplex frames
Answer: We prefer that this remain a page count understanding that the bidder will have to meet all requirements of the bid.
Question: It is unclear if the Management code and the Film Writing are the same function or if they are different
Answer: They are one in the same.
Question: Does the agency desire the case number or the frame number or both?
Answer: both
Question: Does the agency want the film writing on every frame or just the first frame of each case file?
Answer: Every frame
Question: Does the agency require single or double level blipping?
Answer: Double
Question: Does this information also need to be stamped or imbedded in the pdf files?
Answer: No, this information is only to be placed in the microfilm copy.
Question: Pertaining to raised/embossed seals, is it sufficient that the seal is present on the film/pdf or must all parts of it be legible. Can we assume that these are standard seals not unique for each document?
Answer: These are at times embossed seals and you must be able to highlight the raised seal on any documents.
Question: Spec section I.C, I.E and I.F all seem to be a similar function. Does the agency desire separate images/frames for Case File Patch Sheet, File Number and Electronic patch for automatic separation or can this be a single patch sheet serving all functions?
Answer: This must be separate frames
Question: Spec section I.N. requires “Evaluations on all cases shall be rolled separate from case files” How will the evaluations be identified in the hardcopy. Are they filed separately, at the end of each case or randomly interspersed in the case files. Will it be easy and obvious for staff to identify and separate evaluations or will they need to search through every page reading documents to identify the evaluations? Will the evaluations have the case number imprinted in a standard location?
Answer: Evaluations are clearly marked in envelopes stating as such. They are filed separately and the case numbers are generally in a standard location
Question: Can case types be intermixed on a roll within a year? Are the hardcopy cases intermixed or stored separately? Can two case types be on the same reel or must they be on separate reels? P
Answer: Please refer to the required specifications. Each calendar year must start a new role and each case type must also be on its own roll.
Question: So we can properly estimate the time needed and the number of separator sheets, can the agency estimate the number of case files by type in the 2,506,795 pages defined above? Can they estimate the annual volume?
Answer: The annual volume is the number of pages defined. Approximately 52,000 case files (This number may vary)
Question: Is payment for services subject to funding which is currently being withheld by the State of IL or will these services be funded from a different source? Can the agency indicate if the vendor will be required to provide services with no source for the agency to pay for said service within a reasonable period of aging (30 days)?
Answer: Lake County does not match up specific General Fund revenues to specific General Fund expenditures. While there are some State funds currently being withheld, there is no expectation that it would impact the County’s ability to pay for this particular activity/contract.
Question: Can the agency define the number of frames per roll or can they change the units to per image in lieu of per roll?
Answer: This number varies depending on case type. This is why the bid refers to roll and not images.
Question: Will all of the reels be 16mm duplex and the agency desires an image for each side of the page, not a single image of the frame showing the page in duplex 92-up)
Answer: They are all 16mm
Question: Are the files to be delivered as a single pdf for each case file named by the case file, a single pdf for the roll, or a pdf for each page?
Answer: To be completed by roll
Question: Is 200dpi scanning in grayscale acceptable?
Answer: Yes, but must be on a high quality scanner equipped with Advanced Threshold Technology for optimal imaging quality. All documents must be cropped and straightened and must be scanned in duplex mode.
Question: Is roll film scanning expected to be batch effort where many reels (1200) are converted at once or at least in large batched, or is this expected to be a single roll only as needed?
Answer: This may be a combination of both needs.
Question: What are the expected turn-around times for these optional functions which seem to be 1. Create PDF files from hardcopy 2. Create PDF from hardcopy which might go to film 3. Create PDF from hardcopy that will go to film
Answer: The timeframes will be agreed upon by the Circuit Clerk’s Office and the successful bidder.
Question: Regarding corresponding paperwork in spec ii.a.1. Is this paperwork that defines what is to be expunged or something else?
Answer: Yes
Question: Is this request removing individual pages, portions of a page, documents or an entire file?
Answer: Both
Question: Is each of the 150 items listed in the annual quantity represent a single expungement?
Answer: No, this is an ongoing number of files/documents
Question: Is this expunging operation expected to happen frequently (12 separate times per month) or in batches, say once per quarter?
Answer: The Circuit Clerk’s Office will work with the successful bidder to schedule this item
Question: Is it common that this will be 150 removals from 150 separate rolls, or is it more common to have multiple removals on a single reel?
Answer: It can be both
Question: Pricing line item B.4 asks for shredding of strips yet spec item IIA6. Requires they be returned. Which will be required?
Answer: The rolls are to be returned, the strips will be shredded but, depending on the bidders ability to guarantee the integrity of the new roll, the requirement may change.
Question: The ITB requires that questions be submitted 7 days prior to the opening. If the answers to questions are unclear or the agency did not understand the question, will the vendor be afforded the opportunity to clarify the answer?
Answer: Question are due 7 days prior to the opening.
Question: Will there be a list of case files that are included with each pickup/batch?
Answer: This is not something that we normally provide but can be reviewed for the future.
Question: Is there a preferred method for “highlighting” the embossed/raised seal?
Answer: No, other than it is a requirement
Question: Would this be the same as item C., inserting a “Case File Number” patch. Is there a specific target style desired?
Answer: Yes, no specific target style is desired so long as it meets all requirements
Question: Can you provide a picture of the plastic tubs/boxes used for delivery? Do you have an approximate number of files or pages that fit into a tub/box?
Answer: It is a 12x22 “Rubbermaid style” bin. The number of files is dependent on the case type. Could be between 15-75 files.
Question: Would expungement services be possible for any roll of microfilm from any time period, not just from rolls created by vendor?
Answer: Yes
Question: Can the work be performed out of state?
Answer: The is subject to review by the Circuit Clerk’s Office so long as the bidder is able to meet all stated requirements.
Question: In section A. Base Bid, Item #2. Does the PDF Services unit pricing need to include the following: prep, scanning, indexing, QC, DVD’s?
Answer: Yes
Question: In section A. Base Bid, Item #2. What are the indexing requirements?
Answer: The index should display a listing of all case numbers in the following format (13SC00000005) with a point and click capability to display all documents
Question: In section A. Base Bid, Item #2. What is the PDF file naming requirement?
Answer:13SC00000005
Question: In section A. Base Bid, Item #2. What software, if any, will PDF files be loading in to?
Answer: At a later time we may utilize the Alfresco system but currently, these will be view only in Adobe
Question: In Section B. Alternate Bid - Expungement Services, Item #1. The description asks for a unit price for Expungement/Slice (Per Roll), Shouldn’t this unit of measure be Per File, NOT Per Roll?
Answer: If there are rolls that require multiple files for slicing, it would need to be priced “per file”. Please provide a per file pricing
Question: In Section C. Alternate Bid – PDF Services, Item #1. The bid states 1,200 rolls to be converted to PDF. What are the index requirements and what is the PDF file name structure?
Answer: Same as above
Question: In section C. Alternate Bid - PDF Services, Item #1. What is the # of images per roll we are to use for quoting purposes?
Answer: Fyi, it’s been our experience that rolls contain up to 6,500 images/roll due to the fact that film reduction is at 40/1 duplex on 215’ roll film. The number of images can vary per roll depending on case type. Please provide both a per image pricing and a per roll pricing
Question: In section C. Alternate Bid – PDF Services, Item #2. Is this the exact same line item as Section A, Item #2?
Answer: Yes but this is for additional years other than what is requested in the base bid
Question: In section C. Alternate Bid - PDF Services, Item #3. Are you asking for a combination price of scanning files to PDF and then providing archive writing (roll film from scanned images)?
Answer: yes
Question: In section C. Alternate Bid – PDF Services, Item #4. This line item is for archive writing solely, correct?
Answer: yes
Question: Can a pre-bid meeting be scheduled to discuss the PDF aspect of the bid in detail. This would help cover all the requirements including indexing, file naming, software, etc.?
Answer: Due to the short term of the bid, time does not allow for this meeting.
Question: When will answers to vendor questions be made available as we will need time to adjust and prepare our proposal. Ie: if answers are not made available until Friday 12/18, we would literally have 1 day to complete bid and CD as bid is due Tuesday.
Answer: It is the responsibility of the vendors to check the addendum page for the respective bid posting.
Question: Does the archive writing roll film need to match the same (IMC) Image Management Code that is currently provided by the Kodak Image Link 70?
Answer: yes