All Proposers Request For Proposals #108023: Data Scanning Services. Dane County Information Management

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1 BONNIE HAMMERSLEY Director of Administration DATE: February 27, 2008 COUNTY OF DANE DEPARTMENT OF ADMINISTRATION PURCHASING DIVISION Room 425 City-County Building 210 Martin Luther King Jr. Blvd. Madison, WI / FAX 608/ TDD 608/ CHARLES HICKLIN Controller TO: FROM: All Proposers Request For Proposals #108023: Data Scanning Services Carolyn Clow, Purchasing Agent SUBJECT: ADDENDUM #2 The following people attended the preproposal conference: Carolyn Clow Kristi Chlebowski Larry Singer Elizabeth Caulfield Tammy Leibfried Brent Hoyer Ryan Batey Jim Canfield Dave Spoerry Dan Hoppestad Josh Lindquist Jeff Johnson Eric Arundel Rhonda Burish Dane County Purchasing Dane County Register of Deeds Dane County Information Management Dane County Register of Deeds Fidlar Fidlar Amcan EDoc NBS NBS Direct Networks MasterGraphics US Imaging Digital Scantronics The following requirements are added to the RFP: 7.3 Loss of Money, Securities and Other Property: The successful vendor shall procure and maintain during the life of this contract a loss of money, securities, and other property policy in an amount not less than $2 million ($2,000,000.00). Policy shall be a combined crime policy to cover inside and off premises theft. The successful vendor shall provide employee theft policy of not less than $2 million ($2,000,000.00).

2 7.4 Performance Bonds The successful proposer is required to submit a performance bond in 100% of the contract amount. The following answers are provided in response to questions received and questions raised at the vendor conference: Question #1: Are we able to receive samples of the fiche and roll film? This certainly helps as we can test and know exactly what the project will entail. Without samples can we learn details of the film such as reduction used, number of images per jacket/roll, quantities of paper, fiche and rolls, the percentage of rotation that will be required, etc? Answer #1: No samples are available for fiche or roll film, except for the single piece of fiche provided for the sample scans as required in Section 4.6 of the RFP. The number of images is estimated in Attachment A. 1 book = 1 reel. Most reels are full, but others are not. Question #2: Unless I am missing something, there seems to be discrepancies between the 5 items listed in the Cost Summary Sheet and the 6 items listed in Appendix A. The first item in the summary says Land Records but only has the quantity from mortgage not deeds. Others don t match up well either. Answer #2: This is correct. The Cost Summary Sheet has been revised and is attached to this addendum. Question #3: Are the Microfilm reels mentioned in mm or 35mm? Answer #3: They are 16mm. Question #4: What is the quality standard mentioned 5.8 that the vendor would need to meet? Please provide both an imaging standard and an indexing standard. Answer #4: The indexing standard is specified in detail in Appendix B. The imaging standard is as follows: The document images shall be scanned in gray scale format (256 shades of grey) not black and white. The vendor shall convert the gray scale image to a black and white tiff image pulling the necessary pixels from the gray scale to JPEG, therefore the document is cleaner and more legible. The vendor must put emphasis and darken or lighten specific areas on the document that may be lighter or darker than the rest of the document. Also, the vendor must remove the black or dark borders around the outside of the

3 document. Each image is to be reviewed by vendor staff and manually reviewed/enhanced, in addition to any automated enhancements the vendor provides. Dane County is the sole determiner of whether images meet this requirement. Question #5: In 5.10, you mention that there would be no authorization provided for reselling or giving the images to other sources. Would you be open to allow specific parts of your records to be made available on a website if a substantial discount could be provided? Answer #5: The County will not consider this option under any circumstances. Question #6: In section 5.13 you mention a printout of the documents that are already scanned. Is this to be on a roll/fiche basis or on an image-by-image basis? Answer #6: Section 5.13 is hereby stricken from the RFP. The successful vendor will no longer be required to exclude images. Question #7: The RFP mentions scanning from paper. Are vendors required to scan from paper or only from fiche and rolls? Answer #7: The RFP requires that the vendor scan from microfiche and rolls. Scans will be made from paper only when the fiche and/or rolls can not provide a clear image for scanning. Question #8: Are you expecting additional funding in future years? Answer #8: All funds available for this project have been included in the 2008 budget. Question #9: Answer #9: Question #10: Would the County consider using a USB hard drive vs. using USB sticks? The County will negotiate this issue with the successful vendor. How often does the County wish to download images?

4 Answer #10: Question #11: Answer #11: Question #12: Answer #12: Question #13: Answer #13: Question #14: Answer #14: Question #15: Answer #15: Question #16: Answer #16: Question #17: Answer #17: Question #18: Answer #18: The County will negotiate a timeline with the successful vendor. Vendors are to propose their timelines in their response to Section 4.4 of the RFP. In Section 5.6 the RFP mentions that some images have more than one document number which document number should be scanned? The images scanned should be from the most recent recording. (the highest document number) What percentage of the documents are handwritten vs. typed? Do older docs have one recording per document? Older images may have more than one document per page filmed, where the following/next document starts immediately after the preceding one, not a new scan page. Do you know a percentage of how many are split? If a scan has multiple document numbers, how do you want to have them handled? If a scan has multiple documents, as in a re-recording, take the latest/larger number. If a scan has a new document image starting before the beginning of a new page, make that a new page so that each document starts at the beginning of an image. Do you have any multiple images, i.e. 4 documents on one reel? No. What do you expect will happen as a result of the report on poor quality images? If the images are of poor quality on the fiche or rolls, the County will try to scan them from the paper copies. At the discretion of the County, the County will perform this work or have the vendor perform this work. If a second scan from paper copies is performed by the vendor, the vendor will be paid for the second scan. Would the County prepare (package in appropriate carton boxes/containers) the input material (papers, microfilm, microfiche) for shipment to the Vendor s facility? Yes, the County will package the film/fiche.

5 Question #19: Answer #19: Question #20: Answer #20: Question #21: Answer #21: Question #22 Answer #22 Question #23 Answer #23 Question #24: We would prefer to have the entire Microfilm / Microfiche / Books in one consignment at the beginning of the project. Can the County provide this? If not, please specify the number of batches in which it will be provided and the number of reels / fiche / books in each batch? The film/fiche will be disbursed in 10 year increments. Please provide the average number of frames in a microfilm reel? Are all the frames consistently 1-up or 2-up? Or would there be a combination of both? There exists a combination of both 1-up and 2-up. If combination of both (1-up and 2-up), please provide the percentage of 1-up frames. What was the reduction ratio used for the filming? This information is not known. Please provide the average number of frames in a fiche card? Answer #24: Question #25: Answer #25: Question #26: Answer #26: Question #27: Answer #27: Question #28: The County is unable to provide an average number, although the maximum number is 98 per fiche card. Are all the frames consistently 1-up or 2-up? Or would there be a combination of both? REPEAT QUESTION< SEE Q21 If combination of both (1-up and 2-up), please provide the percentage of 1-up frames. REPEAT QUESTION< SEE Q22 What was the reduction ratio used for filming? REPEAT QUESTION< SEE Q23 What is the size (dimensions) of the Microfiche?

6 Answer #28: It is 4 x 6. Question #29: In Appendix A, the count for books from 1 through 1200 is stated as Mortgage Rolls and books 1 through 780 are stated as Deed Rolls. In Attachment E, Cost Summary Sheet, the above books are listed as books. Can you please confirm if the source categorized for Mortgage records and Deed Records are in film or books? If the source documents are in Film, please ignore the questions 13 through 16. Answer #29: Question #30: Answer #30: Question #31: Answer #31: Question #32: Answer #32: Question #33: Answer #33: Question #34: Answer #34: Question #35: Answer #35: Question #36: Answer #36: The source is all film. What is the size of the paper in the books (example: A4, A3, 8 x 11, etc.)? If the size varies, please let us know the estimated percentage of each size. No books will be scanned. How are the books bound (release binding, stitched, etc.)? Can we unbind the books for scanning? No books will be scanned. Do the books need to be scanned onsite? No books will be scanned. If the scanning needs to be performed onsite, would the County provide necessary space, electricity for housing the scanners? No scanning is to be performed onsite. It is stated that some records are in paper format. Please provide us with an estimated number of paper documents that need to be scanned. Refer to Q7/A7. Paper will be used only as a backup. What is the size of the paper (example: A4, A3, 8 x 11, etc.)? If size varies, please let us know the estimated percentage distribution of each size. If backup paper is scanned the majority is 8 x14, although some older documents may be larger. The County is unable to determine a percentage. Can we assume that all paper is double-sided? No.

7 Question #37: Answer #37: Question #38: Answer #38: Question #39: Answer #39: Question #40: Answer #40: Question #41: Answer #41: Question #42: Answer #42: Question #43: Answer #43: Question #44: Answer #44: Question #45: Answer #45: Question #46: Answer #46: If the paper contains a mix of simplex & duplex, please provide an estimate of the percentage distribution of simplex and duplex pages? Refer to Q34/A34. The County is unable to determine percentage. Would it be correct to assume that all the paper would be loose sheets and that no unbinding/de-stapling is required? Refer to Q34/A34. If the papers are bound / stapled, can they be unbound for scanning? Do we need to bind/staple them back after the scanning? Refer to Q34/A34. No bindings/staples appear. Do we have to return the paper at the completion of the batch / project? Yes. Vendor would like to propose auto de-skewing of images. Is it acceptable to the County? Refer to Q4/A4 for image standard. Are the indexing fields (Document Number and Page Number) printed or handwritten? The fields are a combination of both printed and handwritten. If the index data is a mix of handwritten and printed, please, provide the estimated percentage of printed and handwritten format. The County is unable to determine percentage. Can we assume that the index data is consistently located at a specific area for the specific document type (Mortgage and Deed)? No assumptions should be made as to consistency of document number. Kindly specify the approximate number of pages per document. It is not possible for the County to provide this information. As per the RFP, overall project volume is divided into 6 types. Can the vendor process all these six types in parallel or would the County prefer a specific sequence? Refer to Q19/A19.

8 Question #47: Answer #47: Question #48: RFP indicates that the County will provide the list of documents which are already scanned and those documents need to be excluded from the scope. Kindly let us know the proportion of such documents in overall project volume? Refer to Q6/A6. We find that the year range and the volume details specified in Attachment E (Cost Summary Sheet) and Appendix A (Project volume) do not match. The category for books 1 through 1105 listed in Appendix A is missing in Cost summary sheet. Can we add this category as a separate row in the cost summary sheet? Answer #48: Question #49: Answer #49: Question #50: Answer #50: Question #51: Answer #51: Question #52: The Cost Summary Sheet has been revised and is attached to this document. Should the vendor factor the cost of shipping (inbound as well as outbound) into price per image, or bill the shipping charges as actuals? The County will pay the outbound freight fees, with the vendor paying the inbound freight fees. Can the scanning (Microfiche, Microfilm and Paper copies) be performed from an offshore location? This situation may be allowed under circumstances. A vendor who proposes such a solution should clearly describe how the situation would benefit the County while meeting all requirements of the RFP. Can the indexing work be performed from an offshore location? This situation may be allowed under circumstances. A vendor who proposes such a solution should clearly describe how the situation would benefit the County while meeting all requirements of the RFP. Image file name: Our understanding is to use 8-digit sequential numbers with leading zeros. Please confirm. Answer #52: See Appendix B. Question #53: Kindly let us know the file naming convention to be followed for the IDX file. Answer #53: See Appendix B. Question #54: Can you please provide the rule for determining the folder structure for the test batch output?

9 Answer #54: Question #55: Answer #55: Question #56: See the letter of instructions included with the sample fiche card. In the sample provided, L has been used as the drive letter. Assuming the same drive letter for the system to be used for data upload, should we use the same drive letter for the output? Yes. It is stated that Proposers shall include a sample DVD of grantor indexes and images from County We are assuming that the index data to be captured are Document Number, Page Number and Actual file name. We do not have to capture any other grantor information from the source document. Please confirm. Answer #56: Question #57: Answer #57: Question #58: Answer #58: Question #59: Yes. It is stated that FC customs will be used to import TIF images into Fidlar Software. Does Fidlar software provide FC customs as a utility to import data? Yes, in the Dane County Register of Deeds office only. Dane County staff will perform this task/function. How many Rolls are 35mm? None. What is reduction ratio of images? Answer #59: Between 25 & 32. Question #60: Answer #60: Question #61: Answer #61: Question #62: Answer #62: Question #63: Are document sizes consistent on a roll? Document sizes are consistent, not identical, as original documents were submitted in different form sizes. How many rolls are 16mm? All rolls are 16 mm. What is reduction ratio of images? Refer to Q59/A59. Are document sizes consistent on a roll?

10 Answer #63: Question #64: Answer #64: Question #65: Answer #65: Question #66: Answer #66: Question #67: Answer #67: Question #68: Answer #68: Question #69: Answer #69: Question #70: Answer #70: Question #71: Answer #71: Question #72: Answer #72: Question #73: Answer #73: Refer to Q60/A60. Is there any Blipped film? Yes. Are the Rolls Cartridge or open reel? Film reels are in cartridge holders. Will these be Originals or duplicates Rolls? They will be original rolls when available, otherwise duplicate rolls. Are all Rolls 16mm? Yes. What is the reduction ratio of images? Refer to Q59/A59. On the Jackets How many images per row? How many rows? On the Jackets How many images per row? How many rows? Are Fiche to be used Originals or duplicates? Refer to Q66/A66. Can the County provide an estimate of how many pages or images are contained on paper, microfilm, or fiche? Has any vendor aided in the formulating in the creation of this RFP? If so who and to what extent? No.

11 Question #74: Answer #74: Question #75: Answer #75: Question #76: Answer #76: Question #77: Answer #77: Question #78: Answer #78: Question #79: Answer #79: Question #80: Answer #80: Question #81: Answer #81: Question #82: Answer #82: Question #83: Will the County make available all of the questions asked at the vendor conference? They are included in this addendum. Does any of the source material images or pages contain multiple instruments per page? Refer to Q13/A13. Do all early instruments contain a unique recorded document number? Yes, those documents with documents numbers are unique. The most earliest of recorded documents do not have document numbers and will need to be indexed in a method yet to be determined by the Register of Deeds Office. The County is requesting a report to be generated by the vendor indicating problem images as indicated on pg 9 section Is this an all inclusive list or does the County have an latitude on the types of anomalies found? The list shall be all inclusive. Will the County be submitting any source material for conversion that has already been imaged and in the Fidlar system? Yes. Is any of the roll microfilm blipped? Refer to Q64/A64. Does the County have duplicate roll film of the fiche? No, however there are duplicate copies of the fiche. Is the fiche actually fiche or jacketed roll microfilm? Fiche. Are there any re-scans or A pages located at the end of the roll microfilm? Does they County want these images added to the correct instrument or to replace the affected image? We are not aware of any re-scans at roll ends. Can the County identify more clearly what the source material is on the Cost Summary Sheet. The cost summary sheet indicates only books and jackets, no roll film?

12 Answer #83: Question #84: Answer #84: Question #85: Answer #85: Question #86: Answer #86: Question #87: Answer #87: Question #88: Answer #88: Question #89: Answer #89: Question #90: Answer #90: Question #91: Answer #91: Question #92: Answer #92: Book refers to roll film on the CSS. Are the jackets actually jackets or fiche? Fiche. Of the books listed on the cost summary sheet, how many are bound and unbound? What are the page sizes of the bound and unbound books? Refer to Q30/A30. In appendix A it indicates that the mortgage books from 1839 to 1968 are on Mortgage Rolls is this 16mm roll film or 35 mm roll film? 16 mm In appendix A it indicates that the mortgage books from 1839 to 1968 are on Deed Rolls is this 16mm roll film or 35 mm roll film? 16 mm Do the above mentioned documents contain recorded document numbers? The oldest/first recorded documents recorded in ROD do not have documents numbers. From 1968 to 1987 it indicates there are Mortgage and Deed Rolls. Are these 16mm or 35 mm film? 16 mm Are any of the mortgages or deeds photostats? The spreadsheets imbedded on Appendix A indicate a re-scan rate of 10%. Does the County expect that 10% of the images presented will need to be re-scanned? No, 10% is an estimate. Does the County expect the vendor to include up to 10% re-scans in the cost per image or will there be a line item cost for re-scanning? Please provide the costs exactly as specified on the Cost Summary Sheet. The County is requesting a cost per scan for the estimated number of scans needed. Dane County will not pay for rescans, unless the County chooses to have the vendor rescan from the paper documents.

13 Question #93: Answer #93: Question #94: Answer #94: Question #95: Answer #95: What does the County expect to achieve by re-scanning? What would constitute a re-scan? Re-scanning would be performed to achieve improved legibility of image. The Appendix A indicates only roll film and jackets, no books. Can the County please clarify what source material is to be converted? Fiche & film rolls. Is the optional grayscale image requirement part of the weighted pricing criteria? No. Question #96: Section 5.6 You refer to more than one Document number and recording date. Does this mean more than one index will be present on the physical record? Does this mean you want the image indexed by the Document number with the most recent date and omit the others? Answer #96: Yes. Yes. Question #97: Section 5.13 What is the percentage of images that will be excluded from the scope as referenced in Technical Requirement 5.13? It is not possible to know an image exists until after it has been scanned and indexed and consequently work has been performed. Answer #97: Question #98: Answer #98: Question #99: Refer to Q6/A6. Appendix A You refer to Books in Appendix A. Do you have bound books that need to be scanned and if so, can the pages be removed from the book spine? Also, can you provide a breakdown of the paper document sizes (letter, legal, etc.). Refer to Q30/A30 & Q31/A31. Can you provide a breakdown of the film & paper characteristics? 16mm, 36mm, or both? Microfilm jackets, duplicate fiche, or both? If duplicates, what type (diazo, thermal)? Reduction ratio of film images? Is there any information about the quality or condition of the microfilm? Are document numbers sequential on film and paper records or is it common for document numbers to be scattered throughout a roll, jacket, or paper?

14 Answer #99: Refer to previous questions above. Question #100: What does "rescans" refer to? Answer #100: Question #101: Answer #101: Refer to Q93/A93. Appendix B In Appendix B, the text file example lists tiff 300 (DN# ) before tiffs 1 and 2 (DN#254901). Is the tiff name in your example meaningful? Yes, it is required. Question #102: The text file example describes Page. How do you recognize a document has a second page? Simply because page 2 has the same document number as the previous document? Answer #102: Question #103: Answer #103: See Appendix B for paging examples. Miscellaneous What is the average number of pages with the same document number? How many documents have a second page? Question #104: Is there a specific format for the way the finished image directories of the rolls and jackets are to be named? Answer #104: See Appendix B for paging examples. Please acknowledge receipt of this addendum by noting Addendum #2 Received on the bottom of the Signature Affidavit when you submit your proposal.

15 Submit with RFP COST SUMMARY SHEET ATTACHMENT E All images presented must meet with Imaging Standard described in addendum #2, answer #4. Dane County will be the sole determiner of whether vendor images meet the imaging standard requirement. Any and all images that do not meet with approval by Dane County must be re-scanned by the vendor at no cost to Dane County. Dane County reserves the right to have such images re-scanned by vendor during a review period of two (2) years following the delivery of the final scans and indices. Dane County will not be responsible for any images which are not deemed acceptable. Actual quantities of scans may be more or less than what is estimated below. Dane County will pay for the actual number of images scanned. Document Names Cost Per Image Total Cost Land Records $ $ Book 1 to Book 1200 approximately 768,000 images Land Records $ $ Book 1 to Book 780 Approximately 499,200 images Land Records $ $ Book 1 to Book 780 approximately 884,000 images Land Records $ $ Jacket 1200 to Jacket 1848 approximately 38,940 images Land Records $ $ Jacket 1849 to Jacket approximately 1,252,440 images Land Records Jacket to Jacket approximately 214,950 images $ $ Total Cost $