mcdaniel answers to itn questions

7/31/2019 McDaniel Answers to ITN Questions

1/4

From: Vendor who wishes to remain nameless

(I) am confused how can the questions be due today and the proposal be due Monday without theanswers and time to configure the solution. These aren't canned solutions, they are built andcustomized to each clients unique environment and spec requests.

Am I missing something here? Please advise...

Thanks

Response:

The timetable stands as is, you may submit early if you desire. All answers have been provided.

Thanks, Mike.

Our mission is to provide superior customer service to all those we serve. As a Public Trustee, the Clerk will diligently perform the duties and functions of this office, always keeping a focus

on the rights of the individual citizen. Taylor Sakuma

From: Michael McDanielSent: Friday, May 11, 2012 11:53 AMTo: Michael McDanielSubject: RE: Digitization Questions and Answers

1. The introduction refers to a scenario of an outsourced document capture, indexing, andredaction services. Does the County want?

A provider to provide all of the hardware and software necessary to provide thisas a service to the county, where as the service provider will provide all hardware,software, indexing and redaction services including labor? YES

Where will the physical imaging take place? Onsite at the County or at vendorsfacility? OFFSITE

How much space is available at the county for the conversion efforts? Hours of operation? 8AM to 5PM

If offsite who will be responsible for delivering documents to vendor? N/A

2. Considering that many documents and document types will be processed through thisoutsourced capture solution. Can the state provide details on document identification andindexing criteria? YES

3. Do all of the systems referenced in this ITN have the ability to upload images andindexes? If no, who will build the interfaces required for uploading documents andindexes? NO, THE VENDOR


2/4

4. Who will be responsible for uploading documents from the vendor into the specificapplications? Vendor or county personnel? VENDOR

5. Does the County want direct integration with the scanning, index, and redaction servicesdirectly with the designated County applications? YES

6. Considering the timeline on the response where questions are due on Friday the 11 th andthe response is due on the 14 th leaves no time for the County to respond to questions, notime for the proposer to formulate a response, and no time for mailing of the proposal.Will the County consider reasonable time for response and extend the due date of theproposal at least 5 days after the county has responded to questions. NO EXTENSIONS,TIMETABLE STANDS. YOU MAY SUBMIT EARLY.

7. Does the county want all of the paper destroyed after imaging? YES

8. The County has indicated a backfile volume of 45 million images. Is all of this volume inthe same facility where day forward imaging will take place? NO

9. Can the County make a ball park reference of the number of pages to be scanned on amonthly basis to support the day forward imaging needs? i.e. 100,000 per month or500,000 per month? 500,000/MONTH

10. Section 5. What type of administrative services and support are required for thisopportunity? PROJECT MANAGER, CONTRACT MANAGER, PROGRAMMANAGER, AND LIAISON TO THE CLERKS OFFICE

11. Is there a weighted or scored evaluation criteria for selecting a vendor? If yes, can thecounty provide the criteria? YES; NOT AT THIS TIME.

Thanks, Mike.



From: Michael McDanielSent: Wednesday, May 09, 2012 12:06 PMTo: Michael McDanielSubject: RE: Digitization Questions and Answers

In regards to the questions and answers and due dates, it typically take approximately 40 hours of authoring after confirmation of questions and answers. Also, there is delivery time. Would youconsider Tuesday, May 15 as a due date?No, the dates are as set.

Thanks, Mike.


3/4



From: Michael McDanielSent: Wednesday, May 09, 2012 11:54 AMTo: Michael McDanielSubject: FW: Digitization Questions and Answers

After reviewing the milestone dates on both the original ITN and the amended version I do notsee any changes to the dates. Can you please clarify which dates you were referring to in your e-mail?

The date changes are as follows:

Questions due by Friday May 11, 2012Proposals due by Monday May 14, 2012

Bid Award by Wednesday May 16, 2012

Thanks, Mike.



From: Michael McDanielSent: Wednesday, May 09, 2012 11:04 AMTo: Michael McDanielSubject: RE: Digitization Questions and Answers

One more time, here is the attachment.

Thanks, Mike.



From: Michael McDanielSent: Wednesday, May 09, 2012 10:58 AMTo: Michael McDanielSubject: Digitization Questions and Answers

General Question from Many Responders:

All references to any Appendix or Cost Reply form should have been deleted. You may reply inthe format you best think is appropriate. The amended version is attached.

Other Questions:


4/4

What is the anticipated page volume of documents that will need to be scanned and redacted on ago-forward basis?This number will fluctuate with the activity within our various departments which requirescanning.

What is the historical page volume of documents that will need to be scanned and redacted?Estimates are up to 45M documents.

Do either the historical or current (go-forward) scanning projects include actual documentscanning services?Yes

Please state all systems which will require document scanning and redaction integration and theintended business purpose for this integration?Kloudtrack, FYI, SAP, and Court Records. The business purpose is to have everything in onescanning and redaction solution.

Would the County be willing to separate the redaction services/software from the scanningsolution?We wish to contract with one entity.

There is an Appendix E Cost Reply sheet that is referenced on page 7 of the ITN that was notprovided with the main ITN. Can you please provide a copy of Appendix E? Also, Is there anAppendix A, B, C, or D within the ITN?Answered above, there are NO appendices.

Can you please advise where or how responses to vendor questions will be published?Via email to all interested parties.

PLEASE NOTE THE DATE CHANGES. PLEASE RESPOND APPROPRIATELY.

I apologize for any inconvenience.

Michael McDaniel Finance Director (321) 637-2002 (321) 225-3051 Fax

[email protected]


mailto:[email protected]:[email protected]:[email protected]

mcdaniel answers to itn questions

Documents