CITY OF SAN LEANDRO
Request for Quote (#43802)
for
Document Scanning and Conversion Services
Quotes Due:
Wednesday, September 15, 2004 5:00 PM PDT (Pacific Daylight Time)
CONTENTS
1 Introduction ...1
2 Background ...1
3 Scope of Services ...1
4 RFQ and Project Schedule ...2
5 Format of Quote ...2
6 Questions and Clarifications...3
7 Submittal Requirements ...3
Appendices A: Sample Department Indices ...5
B: Scope of Services Response Sheet...8
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.
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 e-mail 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, 2004
5
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: 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.
Statement of
Qualifications/Interest: Explain the qualifications of the firm and its specialized
experience and technical competence that qualify it to provide the applicable services.
Bonding: 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.
Scope of Services
Response Sheet: 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.
Sample Billing: Provide a price sheet using the sample billing form attached as Appendix C.
References: 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 14th Street
San Leandro, CA 94577 Fax: (510) 577-3340
E-mail: [email protected]
The City reserves the right to not answer any question submitted if it deems that a non-response is in the best interest of the City.
7 SUBMITTAL
REQUIREMENTS
Deadline for Receipt: Wednesday, September 15, 2004
Time for Receipt: 5:00 PM PDT (Pacific Daylight Time)
Delivery Address: Janice Gardner-Loster, Deputy City Clerk
Office of the City Clerk City of San Leandro 835 East 14th Street
San Leandro, CA 94577
Responsibility: 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.
Extension of
Deadline and/or Time: The City reserves the right to extend the deadline and/or time
when it is in the best interest of the City.
Additional Conditions: 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.
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.
APPENDIX A: Sample Department Indices
Community DevelopmentBuilding
Police Department
Engineering & Transportation Transportation
Projects
Engineering & Transportation Property
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.
Cost Microfilm Minimu m Quantity* Cost E-sized Minimu m Quantity* Cost 11” x 17 ” Minimu m Quantity* Cost 8.5” x 14 ” Minimu m Quantity* Cost Document Size 8.5” x 11 ” Minimu m Quantity* Service
Scan / Image Index Qual
ity Che ck Pickup Deliv ery Other service s * If your firm req uires a minimum number, please
indicate the minimum quantity.
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.
APPENDIX C: Sample Billing
à
YOUR FIRM
Invoice No.123 Main Street 0001
Hometown, CA 90000
(800) 321-7654 Order No.
1000
Sold To: Ship To:
Our City Our City
123 Broadway 123 Broadway
Pleasantville, CA 90000 Pleasantville, CA 90000
(800) 123-4567 (800) 123-4567
Account No. Sales Rep Purchase Order Ship Via Date Shipped Terms Invoice Date
SL 00000 J. Jones 000000
Quantity
Ordered Quantity Shipped 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