REQUEST FOR PROPOSAL
Regarding: Document Imaging project, RFP 2017-001
Due Date: Tuesday July 11, 2017 no later than 4:30 p.m. Central Time
Plum Creek Conservation District is requesting proposals from qualified companies that have experience in document imaging services to index and scan a portion of the District’s records. Proposals for scanning will include costs and descriptions for both ON SITE and OFF SITE scanning options as alternates.
Click here for RFP AMENDMENT
For questions concerning RFP call (512) 398 – 2383 or email daniel.meyer@pccd.org
QUESTIONS concerning the RFP:
1. Please validate that keystroke indexing includes the metadata fields PLUS the document specific fields noted. For example, Secretary’s Office/Site Dam Files would include the following indexes:
Index by Site Number & either/ Maps, Letters, Engineer Drawings or Maintenance Logs in addition to the 10 Metadata fields as follows:
- Document Identifier Number
- Index Name
- Sub Index Name
- MISC
- Confidential Status
- Retention Schedule Record Title
- Retention Schedule Record Number
- Record Destruction Date
- Retention Period
- Date Document Created
Answer: The number of keystrokes for indexing was not calculated. Only the number for each indexing category/name was calculated. So for example, all of the letters that are located in site 16’s folder would be scanned and counted as (1) one index, all of the maps in site 16’s folder would be scanned and counted as (1) one index. There are 7 Index categories for each site and there are 38 sites so 38 x 7 = 266 indexes.
For files that are in the minutes folders each year and month is counted as one (1). For example, in the 1960s minutes folder, the minutes for January 1960 would be counted as one (1), February 1960 as one (1) and so on. So for each year one would have a total of 12 indexes. There are a total of 44 years x 12 = 528 indexes
For files in the Original Land Right Instruments-Easements folders an index is created for each easement landowner per site. For example “Site 6 Easement – Jones”. There are 28 sites with an average of 7 easement landowners for a total of 196 indexes.
For Contracts files an index is created for each contract per site. There is one contract per site (28 sites) so there will be 28 indexes.
For Aerial Photos, Maps and Engineer drawings that are located in the assistant managers office one (1) index is counted for each aerial photo, map or design drawing.
2. Can you please provide additional details regarding where the metadata is located on the folders/files or documents?
Answer: We will be amending the RFP in which all, except two, of the Metadata fields (as shown below) will be excluded.
Document Identifier Number
- Index Name
- Sub Index Name
- MISC
- Confidential Status
- Retention Schedule Record Title
- Retention Schedule Record Number
- Record Destruction Date
- Retention Period
- Date Document Created
3. Do all the metadata fields require keystroke data entry?
Answer: Only the “Index Name” and the “Document Identifier Number” will require data entry.
4. What are the average approximately field lengths for the metadata (i.e./average number of characters?)
Answer: The estimated field length for the ‘Index Name” field is approximately 24 characters. The “document unique identifier” field will be generated by the scanning company either based on manual entry or auto populated. The district does not have a set system for generating or determining the “document unique identifier”.
5. For on site work, is your facility open to us for scanning on Saturday and/or Sunday?
Answer: I do not know at this time. It will be a question that the Board will have to answer, possibly at the July Board meeting or once a company has been chosen .
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BID NOTICE IFB PCCD-17-PCWEWP-01 and -02
Click here to open BID NOTICE PCW-EWP-01&02
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FILE CONTENTS: Click here to open
- Plan Holder Registration Form/Terms and Conditions
- Part I (Bidder Notice, Instructions, BID FORMS, sample Contract Agreement)
- Part II (General Conditions)
- Part III (Supplemental Conditions)
- Part IV (Construction and Material Specifications)
- IFB Part VI (Wage Rates)
FILE CONTENTS: Click here to open
- Part V – Drawing No. TX-EN-0700, 0701, 0702, 0703, 0704, 0705 (with divider/index sheet)
IFB AMENDMENT:
IFB Amendment #1, 4-13-17 to download click here
Due to inclement weather conditions, a decision was made not to go out to the EWP sites for viewing at the 4/11/17 Pre-bid Conference . Instead, photographs and google maps of each site were shown during the site showing meeting. Click here to view the photos and maps which are incorporated by reference into IFB Amendment #1, 4/13/17.
ABSTRACT OF BIDS:
Click here for the Abstract
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FILE CONTENTS: Click here to open
- Plan Holder Registration Form/Terms and Conditions
- Part I (Bidder Notice, Instructions, BID FORMS, sample Contract Agreement)
- Part II (General Conditions)
- Part III (Supplemental Conditions)
- Part IV (Construction and Material Specifications)
- IFB Part VI (Wage Rates)
FILE CONTENTS: Click here to open
- Part V – Drawing No. TX-EN-0714 (with divider sheet)
ENGINEERING DOCUMENTS (for informational purposes):
- 1-25-1962 Soil Mechanics Report, Site 12 (7 pages)
- 5-27-2015 Soil Mechanics Report, Site 12 (16 pages)
- 2014 Auxiliary Spillway Test Holes, Site 12 (16 pages)
IFB AMENDMENTS:
IFB Amendment #1, 4-20-17 to download click here
Click here to view the photos and maps which are incorporated by reference into IFB Amendment #1, 4/20/17.
IFB Amendment #2, 4-21-17 to download click here
ABSTRACT OF BIDS:
Click here for the Abstract