Opportunity Detail

Questions and Answers

Conversion of Paper Documents
Document #:  AGO-BCI-20200408


Question:   On a daily or weekly basis can you give us your best estimate of how many document requests you fulfill?

Answer:   200 per day.

Date: 4/16/2020

Inquiry: 74745


Question:   In regards to the Sample Contract, does IRS Pub 1075 (non-IT) Amendment B REPLACE Sample Contract Language Exhibit 5 IRS 1075 Language?

Answer:   No. Exhibit 5 will not be included in a final contract.

Date: 4/16/2020

Inquiry: 74741


Question:   The RFQ states that AGO is looking for PDF files scanned at 300DPI with JPEG 2000. Can this requirement be changed to compressed PDF files scanned at 300 DPI?

Answer:   Only documents in JPG2000 and 300 PPI as stated in the RFQ.

Date: 4/16/2020

Inquiry: 74708


Question:   When you say “The AGO will only be charged for the actual work authorized by the AGO.” If the vendor can work in high volumes and can complete the project in a timely manor will the vendor be limited on what it can do?

Answer:   The vendor will be paid, on a quarterly basis, according to the number of documents that are completely converted and indexed to meet the quality requirements detailed in the scope of work.

Date: 4/16/2020

Inquiry: 74777


Question:   You do not mention insurance necessary in case of a natural disaster, cyber liability, etc. Are there specific insurances required to be priced for engagement in this contract?

Answer:   See attachment D to RFQ, pages 9-11, Section XVI. Insurance.

Date: 4/16/2020

Inquiry: 74760


Question:   You mention "security that meets the approval of the AGO for the data retrieved for conversion". Can you provide formal details of what meets that approval today?

Answer:   See Required Experience and Professional Requirements, beginning on Page 2 and ending on Page 7 of the RFQ.

Date: 4/16/2020

Inquiry: 74757


Question:   *) Please specify if there are any restrictions on subcontracting

*) Please specify if the documents are allowed to be transported to out of Ohio (within US)

Answer:   Please see page 10 of the RFQ, specifically Work Location and Terms and Conditions.

Date: 4/16/2020

Inquiry: 74790


Question:   How far is the loading dock from where the files are stored and can a pallet jack or forklift take a pallet of boxes from that location to the loading dock? If not, can AGO provide a description of the path from the space saver units to the loading dock. i.e., is it a narrow hallway, stairs, elevator, etc.

Answer:   The files are stored on the ground level and there are no stairs. The files can be moved to the loading dock after the files have been audited and marked appropriately.

Date: 4/16/2020

Inquiry: 74707


Question:   Are there any restricted hours for utilizing the loading dock?

Answer:   Availability is Monday through Friday 8:00 a.m. to 5:00 p.m.

Date: 4/16/2020

Inquiry: 74707


Question:   What are the hours of operation at the facility where the files are stored?

Answer:   Monday through Friday 8:00 a.m. to 5:00 p.m.

Date: 4/16/2020

Inquiry: 74707


Question:   Does the location where the files are stored have a fork lift or pallet jack that can be used for this engagement?

Answer:   No.

Date: 4/16/2020

Inquiry: 74707


Question:   Is there space available where the files are stored to have a working area that can handle 25-30 skids of boxes at a time? Is the area secure?

Answer:   No.

Date: 4/16/2020

Inquiry: 74707


Question:   Can the loading/unloading dock where the files are stored handle a 53 foot long truck?

Answer:   There is no loading dock close to the location where the files are stored. The files can be moved to the loading dock after the files have been audited and marked appropriately. The loading dock will accommodate a 53’ truck.

Date: 4/16/2020

Inquiry: 74707


Question:   With older documents, the image may need to be in grayscale to get the quality desired. Will grayscale be acceptable on difficult documents?

Answer:   Black and white is preferred because the file size is smaller, but grey-scale is acceptable for those documents that are deemed appropriate as long as the use is limited.

Date: 4/16/2020

Inquiry: 74706


Question:   Can AGO provide a picture of the "space saver" units where the files are stored?

Answer:   No pictures can be posted to the procurement website.

Date: 4/16/2020

Inquiry: 74707


Question:   Are you able to provide detail regarding the request for JPEG2000 preference?

Answer:   Provide electronically converted paper files in the original form and save a PDF document, scanned at 300 ppi with JPEG 2000.

Date: 4/16/2020

Inquiry: 74795


Question:   Do you require Optical Character Recognition or OCR?

Answer:   Yes, the information must also be scanned according to other requirements in the RFQ.

Date: 4/16/2020

Inquiry: 74788


Question:   What is the anticipated date that the vendor will have access to start the project?

Answer:   June 1, 2020.

Date: 4/16/2020

Inquiry: 74798


Question:   Who will be responsible for the import of documents into the OBIS system? Is a test environment available to conduct testing of import success and acceptance prior to production?

Answer:   The AGO will be responsible.

Date: 4/16/2020

Inquiry: 74797


Question:   Access to allow review and approval of quality - Is the intent for the vendor to provide a hosted solution to review the converted documents for approval prior to ingestion to the OBIS System? Will AGO staff review 100% of documents?

Answer:   * Yes. * Yes and review of the records once transferred to OBIS.

Date: 4/16/2020

Inquiry: 74796


Question:   Retrieval Requests: Are you able to provide an idea of the activity frequency of the records?

i.e. How many files may need accessed on average per week while at the vendor site?

Is an electronic copy acceptable to meet the retrieval request?

Will access be required during weekends and holidays?

Answer:   * Up to 200 per day. * Yes. * No.

Date: 4/16/2020

Inquiry: 74793


Question:   1. I didn’t see a timeframe. Is there one? X documents per month?

2. How do you plan on reviewing the Additional Requirements?

3. Are they in boxes? How many boxes?

Answer:   1. You have 12 months to complete the process 2. You must make the same information available for review and a sampling must be sent through the process for review and approval before the contractor begins the batch scanning process. JPEG2000 3. Documents are not boxed. Vendor will be required to place them in boxes.

Date: 4/16/2020

Inquiry: 74792


Question:   For inquiry 74637: The answer to question “Are we correct that you expect approximately 3 million PDF files” is the AGO estimates 12,000,000 PDF files. However for inquiry 74066 the answer to question “When you say document in the RFQ, you are referring to an image or a page to be scanned correct?” is Document = a page to be scanned.

1. Can you please confirm how many estimated pages you would like us to provide the quote?

2. Can you please confirm how many PDFs will be delivered back once the project is completed?

3. Are we delivering back Single page PDFs or Multi page PDFs?

4. Are we making the PDFs searchable (OCRed)?

5. Does the AGO have a budget that the estimate should be under?

Answer:   1. 12,000,000 2. 12,000,000 3. Multiple page PDFs 4. Yes the information must also be scanned 5. $1M

Date: 4/16/2020

Inquiry: 74791


Question:   Do you have a deadline by which the scanning needs to be completed in its entirety?

Answer:   The job is to be completed by June 30, 2021.

Date: 4/15/2020

Inquiry: 74638


Question:   Once the documents are scanned, the digital files have been delivered to you, and you have approved of our work, do you wish to have the documents returned or securely shredded?

Answer:   After the data is reviewed and approved, an approved company can shred all the documents.

Date: 4/15/2020

Inquiry: 74638


Question:   Will the vendor need to box up the records or will they already be boxed up?

Answer:   Files are not in boxes. Vendor is required to provide and fill the boxes.

Date: 4/15/2020

Inquiry: 74638


Question:   Are your documents held in 1 geographic location or multiple locations? If multiple, approximately how many?

Answer:   Documents are stored at 1560 S.R. 56 S.W, London, OH 43140.

Date: 4/15/2020

Inquiry: 74638


Question:   What does it mean to put a "Request for Quotation number" in the cover letter?

Answer:   The quote number, AGO-BCI-20200408, must be included/identified in the quote cover letter.

Date: 4/15/2020

Inquiry: 74638


Question:   You state the format is PDF but scanned with JPEG 2000. Does this mean you wish to have all documents scanned in color?

Answer:   No color scanning is required, black and white scanning only.

Date: 4/15/2020

Inquiry: 74638


Question:   Are there physical objects in the files that are not able to be sent through a scanner (such as videotapes, discs, etc)? If so, do you wish to have a photo taken of the objects and the photo scanned along with the documents? Do you wish to have the objects returned to you?

Answer:   There are no physical objects.

Date: 4/15/2020

Inquiry: 74638


Question:   Will the file folder, envelope, etc also get scanned (along with the contents)?

Answer:   No.

Date: 4/15/2020

Inquiry: 74638


Question:   Are you able to send or post pictures of the outside and inside of the files so that we can ascertain the labor involved in preparing them for scanning?

Answer:   No pictures can be posted to the procurement website.

Date: 4/15/2020

Inquiry: 74638


Question:   How are the files currently held-- in a plain file folder, in a file folder with documents on metal prongs or sliders, in an envelope, etc?

Answer:   The documents are in folders. Some originals do have staples or clips which need to be removed.

Date: 4/15/2020

Inquiry: 74638


Question:   Will you be supplying the index fields (SID, SSN, ITN) in digital format to the vendor (excel spreadsheet for example) or will the vendor need to manually extract that info from the files?

Answer:   Indexing is required by the vendor. The filename is expected to be in the format of BCI#_ITN[_#] where ‘_#’ is an incremental number should there be multiple documents per ITN, which is likely.

Date: 4/15/2020

Inquiry: 74638


Question:   What level of indexing do you seek-- will each document be indexed individually or will all pages/documents belonging to a criminal file get scanned & indexed together?

Answer:   Each document in the file must be indexed with the information, such as the SID, the SSN and/or the ITN, provided in the file.

Date: 4/15/2020

Inquiry: 74638


Question:   You estimate 12 million documents. Are these single-page or multi-page documents? If multi-page, how many pages on average in a document?

Answer:   A document equals a single page to be scanned. Documents will be in files, 4 documents is an average number in a file, some files will have 1 document and others will have 10 documents.

Date: 4/15/2020

Inquiry: 74638


Question:   Q. Are we embedding the index information into the PDF file name or sending a separate file with the index information? If embedded into file name, please provide naming structure.

Answer:   The inventory (index) file is expected to contain the filenames and directory location of the scanned documents. The filename is expected to be in the format of BCI#_ITN[_#] where ‘_#’ is an incremental # should there be multiple documents per ITN, which is likely.

Date: 4/15/2020

Inquiry: 74639


Question:   Q. Confirm that we are scanning at 300DPI and creating PDF files.

Answer:   Confirmed.

Date: 4/15/2020

Inquiry: 74639


Question:   Q: Please confirm the vendor will pull the files and box them from their current carts.

Answer:   Confirmed.

Date: 4/15/2020

Inquiry: 74639


Question:   Q. How are we transferring the files for AGO’s subcontractor (i.e. VPN, FTPs)?

Answer:   The data transfer can be completed either by FTPS or VPN access.

Date: 4/15/2020

Inquiry: 74639


Question:   What is the condition of the paper to be scanned(pick from below)?_________________

1. Light preparation - is defined as having lightly fastened documents (less than 1 fastener every 20 pages) 99% bond paper, 99%+ letter size and less than 1% require repair or mounting to the carrier sheets. Less than 5 manual sorts. Less than 1% out-sort (non-scan documents). 2. Medium preparation - is defined as having moderately fastened documents (less than 1 fastener every 5 pages) 95% bond paper, remaining office type documents 95%+ letter size and less than 1% require repair or mounting to the carrier sheets. Between 5 to 10 manual sorts. Less than 1% out-sort (non-scan documents). 3. Heavy preparation - is defined as having heavily fastened documents (more than 1 fastener every 5 pages) including documents contained in envelopes which require opening and extracting 80% bond paper, remaining office type documents 80%+ letter size and less than 2% require repair or mounting to carrier sheets.

Answer:   2 to 3 depending on the age of the file.

Date: 4/15/2020

Inquiry: 74789


Question:   Are all the drawers full?

Answer:   The files are not in cabinets, they are on shelves.

Date: 4/15/2020

Inquiry: 74787


Question:   How many drawers per cabinet?

Answer:   The files are not in cabinets, they are on shelves.

Date: 4/15/2020

Inquiry: 74786


Question:   Can vendor pick up complete file cabinets?

Answer:   The files are not in cabinets, they are on shelves. It is the responsibility of the vendor to: audit the files on site, box the files, secure transport that is approved by AGO and audit the files again once the at processing site. The files are currently stored on shelves approximately 20’ long & 7’-8’ high, in a space that is 144’ x 24’ and each file is 9” x 12”.

Date: 4/15/2020

Inquiry: 74785


Question:   If in filling cabinets how many cabinets?

Answer:   Files are stored on shelves not in cabinets. Shelves are approximately 20’ long and 7’-8’ high in a space of 144’ x 24’.

Date: 4/15/2020

Inquiry: 74784


Question:   If boxes how many boxes?

Answer:   No boxes.

Date: 4/15/2020

Inquiry: 74783


Question:   If boxes what size are the boxes 15in or 24in?

Answer:   Files are not in boxes. Vendor is required to provide the boxes.

Date: 4/15/2020

Inquiry: 74782


Question:   How is the paper stored in boxes or filling cabinets?

Answer:   The files are stored on shelves.

Date: 4/15/2020

Inquiry: 74781


Question:   When you say “The AGO will only be charged for the actual work authorized by the AGO.” How will the AGO determine how much and what to authorize on a monthly basis?

Answer:   The data will be uploaded to the OBIS system and will be reviewed the project team; if the data is not index correctly it will not upload. The data must not be degraded in the process or it will not be approved. A report will be ran for each data upload for a count of the data processed. The payments will be made quarterly.

Date: 4/15/2020

Inquiry: 74780


Question:   When you say “Provide access to AGO’s staff to scanned documents for review and approval during the process.” Will an Indianapolis location be acceptable?

Answer:   No, the person must submit fingerprints and information for an FBI and Ohio background check.

Date: 4/15/2020

Inquiry: 74779


Question:   When you say “The AGO will only be charged for the actual work authorized by the AGO.” How will the AGO determine how much and what to authorize on a monthly basis?

Answer:   The data will be uploaded to the OBIS system and will be reviewed the project team; if the data is not index correctly it will not upload. The data must not be degraded in the process or it will not be approved. A report will be ran for each data upload for a count of the data processed. The payments will be made quarterly.

Date: 4/15/2020

Inquiry: 74778


Question:   Once the records are scanned and QAed is the method of destruction that is required?

Answer:   Shredded in a secure shredding facility.

Date: 4/15/2020

Inquiry: 74775


Question:   Can you tell me if the SID and ITN are alpha, numeric or alpha/numeric? I know the SID is 7 characters and the ITN is 9, correct?

Answer:   The SID is alpha/numeric (1 alpha and 6 numbers) and the ITN is also alpha/numeric (2 alpha and 7 numbers).

Date: 4/15/2020

Inquiry: 74770


Question:   When you say “The vendor will be paid, on a quarterly basis, according to the number of documents that are completely converted and indexed to meet the quality requirements detailed in the scope of work.” We will be able to do large amounts on a monthly basis. We would need to bill monthly to cover that volume of work delivered. Would monthly invoices be permissible?

Answer:   No, the vendor will be paid on a quarterly basis.

Date: 4/15/2020

Inquiry: 74745


Question:   Will you want each document to be a multipage PDF?

Answer:   No.

Date: 4/15/2020

Inquiry: 74745


Question:   Will you want each file to be a multipage PDF?

Answer:   Yes.

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “Provide the ability to complete a “batch” upload of data, no more than 500,000 documents to the OBIS contractor.” We assume this just means a batch of files with the load file/import string associated and ready so the OBIS contractor can do an import correct?

Answer:   Correct, no more than 500,000 files.

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “Provide the ability to send a test batch of data to the OBIS contractor to ensure data transfer and test the quality.” Will you be providing the example of the load file/import string needed for OBIS?

Answer:   It will be provided to the vendor who is awarded the contract.

Date: 4/15/2020

Inquiry: 74745


Question:   How long does the BCI and FBI background checks typically take?

Answer:   Up to 60 days.

Date: 4/15/2020

Inquiry: 74745


Question:   Do you have any limitations on how much a vendor can pick up at one time?

Answer:   This would be a point for discussion and negotiation.

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “Provide AGO BCI staff access to retrieve any file/pocket during the process if needed.” Is the digitized document in a password protected link in a timely email acceptable to fulfill the document request?

Answer:   Yes and timely will need to be within 24 hours.

Date: 4/15/2020

Inquiry: 74745


Question:   Will you required the vendor to box up the files?

Answer:   Yes.

Date: 4/15/2020

Inquiry: 74745


Question:   What is the size of the boxes?

Answer:   The boxing of the files is expected to be completed by the selected vendor, therefore the box size will be determined by the vendor as well.

Date: 4/15/2020

Inquiry: 74745


Question:   Will everything be boxed up already?

Answer:   The boxing of the files is expected to be completed by the selected vendor.

Date: 4/15/2020

Inquiry: 74745


Question:   Are you going to want single keystrokes on the naming or double keystrokes for better accuracy?

Answer:   The vendor should make this determination.

Date: 4/15/2020

Inquiry: 74745


Question:   What is the oldest documents in the volume?

Answer:   From the 1930's.

Date: 4/15/2020

Inquiry: 74745


Question:   Is there a data base that exists currently for any or all of the files?

Answer:   Yes, but not a database that will be accessed for this purpose.

Date: 4/15/2020

Inquiry: 74745


Question:   documents, many of which may vary in size and paper thickness.

Answer:   Some paper is onion skin and thickest is 3” x 5” card stock.

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “Original documents include, but may not be limited to, original arrest, court and disposition” Please give us an example of the folder structure needed for the deliverable? For instance, a parent folder may be grouped as the “original arrest” and then below that a file(named?) and then below that a document (named?)?

Answer:   Indexing is required the information is provided in the RFQ The filename is expected to be in the format of BCI#_ITN[_#] where ‘_#’ is an incremental # should there be multiple documents per ITN, which is likely.

Date: 4/15/2020

Inquiry: 74745


Question:   Can you provide an estimate of how many pages there are per document?

Answer:   Four pages is the estimate.

Date: 4/15/2020

Inquiry: 74745


Question:   Can you provide an estimate of how many pages there are per file?

Answer:   Four pages is the estimate.

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “The AGO has an estimated three plus million files that could contain an average of four documents per file for conversion.” Please describe the name of the index value with a fake example if needed from the documents in the file?

Answer:   State Identification Number (SID), social security number (SSN) and/or Incident Tracking Numbers (ITN).

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “The AGO has an estimated three plus million files that could contain an average of four documents per file for conversion.” Please describe the name of the index value with a fake example if needed from the parent file?

Answer:   State Identification Number (SID), social security number (SSN) and/or Incident Tracking Numbers (ITN).

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “Index all documents with complete fields State Identification Number (SID), social security number (SSN) and/or Incident Tracking Numbers (ITN) if available.” Are these the 4 documents you speak of? If so there is one missing, what is the 4th?

Answer:   Each document in the file (4 is an average number, some will have 1 document and others will have 10 documents) must be indexed with the information, such as the SID, the SSN and/or the ITN, provided in the file.

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “Access to AGO staff will also be provided to transfer the data to the Ohio Biometric Identification System (OBIS) system for permanent storage.” When you say access are you saying you want a deliverable on an encrypted external hard drive so AGO can upload to OBIS?

Answer:   No, the data transfer can be completed either by FTPS or VPN access.

Date: 4/15/2020

Inquiry: 74745


Question:   When you say “The services outlined in this RFQ are contingent on approval of federal funding through the National Criminal History Improvement Program (NCHIP)” Can you please tell us in your best estimate when you believe this funding could come thru providing the project amount is approved?

Answer:   Grant has been approved through NCHIP.

Date: 4/15/2020

Inquiry: 74745


Question:   Who will be doing the data uploading the vendor or BCI or AGO?

Answer:   The vendor will be uploading the data to an AGO server.

Date: 4/15/2020

Inquiry: 74745


Question:   It is typical to need a second round of questions for clarifications off of the first round of answers. Will you be allowing that quick round for best understanding?

Answer:   No.

Date: 4/15/2020

Inquiry: 74745


Question:   If vendor is responsible for packing records, will an inventory list comprised of first and last record packed in each box and details on originating record section be sufficient for tracking and auditing purposes? (We can generate full contents lists per container as part of scanning effort but to do so prior to move and scanning would be extraordinarily labor intensive).

Answer:   No.

Date: 4/15/2020

Inquiry: 74737


Question:   Would it be possible to share an image of a sample record?

Answer:   No pictures can be posted to the procurement website. The sizes of the documents range from 3” x 5” and no larger than 11” x 17”.

Date: 4/15/2020

Inquiry: 74736


Question:   What is meant by files/“pockets”? Is this supposed to be “packets”? Is there information on the folders/pockets/packets that will need to be captured in addition to the paper records?

Answer:   The file/pocket is simply a folder with documents in it. The information on the out side of the file is the identification number.

Date: 4/15/2020

Inquiry: 74735


Question:   Can all records be relocated at one time if vendor maintains on-demand access to requested files? If not, what sized relocations would be permissible?

Answer:   Yes, it is possible and up for discussion and negotiation.

Date: 4/15/2020

Inquiry: 74734


Question:   Is it correct that there are an estimated 3 million records averaging about 4 pages each for a total of 12 million images? If not, what is the estimated average number of pages per record?

Answer:   Yes, this is the estimate of pages per file.

Date: 4/15/2020

Inquiry: 74733


Question:   Do originals include staples which need to be removed?

Answer:   Yes some originals do have staples which need to be removed.

Date: 4/15/2020

Inquiry: 74732


Question:   Is any color scanning required?

Answer:   No color scanning is required, black and white scanning only.

Date: 4/15/2020

Inquiry: 74731


Question:   Are these records already boxes or will vendor be responsible for supplying boxes and labor for packing them? If already boxed, how many and what sizes are the total inventory of boxes? If not boxed, what is total linear inches of the records?

Answer:   The files are not in boxes they are on shelves. It is the responsibility of the vendor to: audit the files on site, box the files, secure transport that is approved by AGO and audit the files again once the at processing site. The files are currently stored in a space that is 144’ x 24’ and each file is 9” x 12”.

Date: 4/15/2020

Inquiry: 74730


Question:   Are the files available to review prior to RFQ due date if not can a video or pictures be sent to analyze the effort that will be required to prep the files for scanning?

Answer:   This is not feasible due to time constraints and restrictions due to COVID-19. No pictures can be posted to the procurement website.

Date: 4/14/2020

Inquiry: 74729


Question:   Comply with the indexing requirements for the submission or transfer of the data to the Ohio Biometric Identification System (OBIS). What are the indexing requirements for submission? What are the requirements for transferring files?

Answer:   Indexing is required and the information is provided in the RFQ. The filename is expected to be in the format of BCI#_ITN[_#] where ‘_#’ is an incremental # should there be multiple documents per ITN, which is likely.

Date: 4/14/2020

Inquiry: 74728


Question:   There is a reference to “misfiles” in the RFQ. Does the AGO want the selected contractor to verify all contents of the file are in the correct file?

Answer:   Yes.

Date: 4/14/2020

Inquiry: 74727


Question:   AGO requests access to the files during production. When a request is made does the AGO want the physical file returned or would scanning and emailing with a secure email system suffice?

Answer:   The AGO BCI team will review the data scanned and electronically uploaded to the OBIS system. AFTER the data is reviewed and approved, an approved company can shred all the documents.

Date: 4/14/2020

Inquiry: 74726


Question:   I resubmit this question because the RFQ states otherwise. The JPG2000 format is only available for grayscale and color images. What format is required? A 300DPI bitonal PDF?

Answer:   There are no color or gray scale documents (no fingerpints cards included) only documents in JPG2000 and 300 PPI as stated in the RFQ.

Date: 4/14/2020

Inquiry: 74725


Question:   Are the documents stored at 30 E. Broad Street (Rhodes Tower) or the 150 E Gay Street location? Or somewhere else altogether?

Answer:   Documents are stored at 1560 S.R. 56 S.W, London, OH 43140.

Date: 4/14/2020

Inquiry: 74711


Question:   As each box is packed, the initial manifest and the box label will include the “from” and “to” for each box, meaning the first file and the last file in each box. Is this acceptable?

Answer:   Yes.

Date: 4/14/2020

Inquiry: 74710


Question:   Who will be responsible for supplying the boxes and boxing supplies?

Answer:   The vendor.

Date: 4/14/2020

Inquiry: 74709


Question:   Are businesses that have not been deemed essential by the Federal government able to quote on this project since they will not be able to commit to a definite turnaround given the current stay at home orders for most workers in the US?

Answer:   The AGO and its BCI Identification division is an essential business.

Date: 4/14/2020

Inquiry: 74637


Question:   Do you have a database that lists all of the files?

Answer:   No.

Date: 4/14/2020

Inquiry: 74637


Question:   Are the files in individual folders?

Answer:   Yes.

Date: 4/14/2020

Inquiry: 74637


Question:   Are we correct that you expect approximately 3 million PDF files?

Answer:   No, AGO estimates 12,000,000 PDF files.

Date: 4/14/2020

Inquiry: 74637


Question:   Since not all of the indexing fields are always available, could you estimate the average number of characters in an index?

Answer:   The SIN is seven (7) characters; the SSN is nine (9) characters; and the ITN is nine (9) characters.

Date: 4/14/2020

Inquiry: 74637


Question:   Do you have an estimate for when the grant will be awarded?

Answer:   Approval has been awarded to move forward with this project.

Date: 4/14/2020

Inquiry: 74637


Question:   Can all files be removed at one time? If not, can you estimate the number of pickups?

Answer:   As many as 500,000 files can be moved at one time. The number of pickups will depend on the transport vehicle used.

Date: 4/14/2020

Inquiry: 74637


Question:   What document management system do we need to upload the scanned images?

Answer:   No document management system.

Date: 4/14/2020

Inquiry: 74635


Question:   Is this bid reserved for Ohio-based companies or will Ohio-based companies be given a preference when the customer determines who to award?

Answer:   The contract will be awarded to the vendor that offers the best value, based on a combination of qualifications and price.

Date: 4/14/2020

Inquiry: 74636


Question:   Will customer ship files to the contractor or will they require pick-up by contractor?

Answer:   The vendor will be responsible for pick-up. This will include, audit on site, packing, shipping, and audit at processing site. See RFQ for details.

Date: 4/14/2020

Inquiry: 74636


Question:   How frequently will the customer release files to us for conversion and how many files at each time? This will affect the production schedule.

Answer:   The project must be completed by June 30, 2021. The vendor must provide a plan detailing how it proposes to address the scope of work and associated deliverables.

Date: 4/14/2020

Inquiry: 74636


Question:   RFQ does not state when customer wants job completed by. It only states that funding is only guaranteed through June 30, 2021. Does this mean job must be completed by then or will we be allowed to provide a production schedule that will exceed that date?

Answer:   The job is to be completed by June 30, 2021.

Date: 4/14/2020

Inquiry: 74636


Question:   Do we need to return the documents after project completion or are we expected to shred it?

Answer:   Once the record has been scanned, sent to the Ohio OBIS system, the quality and information is approved, then it can be shredded by a certified facility.

Date: 4/14/2020

Inquiry: 74635


Question:   Is there an approved budget? If so, what is the designated budget for this project?

Answer:   The contract will be awarded to the vendor that offers the best value, based on a combination of qualifications and price.

Date: 4/14/2020

Inquiry: 74635


Question:   Can you please provide us a pricing format to enable us to give you pricing as per your requirement?

Answer:   The total cost of the services to achieve the Scope of Work and Required Deliverables. The vendor must provide one total dollar amount; however, separate steps, milestones or deliverables and their individual costs may be identified. If such separate costs are identified they must add up to the total amount quoted.

Date: 4/14/2020

Inquiry: 74635


Question:   Do we need to provide the digitized documents in a specific folder structure?

Answer:   An inventory file is expected to contain the filenames and directory location of the scanned documents.

Date: 4/14/2020

Inquiry: 74635


Question:   Do we need to apply any naming convention to files?

Answer:   Indexing is required, information is provided in the RFQ. The filename is expected to be in the format of BCI#_ITN[_#]. Where ‘_#’ is an incremental number, there will likely be multiple documents per ITN.

Date: 4/14/2020

Inquiry: 74635


Question:   Is this a new requirement? If not, can you please provide the name of the vendor, the current contract value and eligibility criteria to re-compete?

Answer:   Yes, this is a new requirement.

Date: 4/14/2020

Inquiry: 74635


Question:   Is there any specific time frame within which the conversion to be completed?

Answer:   To be completed by June 30, 2021.

Date: 4/14/2020

Inquiry: 74635


Question:   What level of reassembly is required? (Do we need to apply to fasteners, Bind it, staple it and rearrange the documents in the same order after scanning?)

Answer:   There is no need to reapply fasteners, staples or binder clips.

Date: 4/14/2020

Inquiry: 74635


Question:   Per RFP, Each file has four pages. Are the pages two sided or single sided?

Answer:   Most are single sided, however, it is possible for there to occasionally be double sided pages.

Date: 4/14/2020

Inquiry: 74635


Question:   Can you pls. provide size of each documents? What is the percent estimate associated with each size paper 8.5 X 11 and 8.5 X14, 11 X 17, Size C, Size D, Size E?

Answer:   The sizes of the documents range from 3” x 5” and no larger than 11” x 17”.

Date: 4/14/2020

Inquiry: 74635


Question:   If color scanning is required then what % of documents will require color scanning?

Answer:   Only black and white scanning is necessary.

Date: 4/14/2020

Inquiry: 74635


Question:   Do you need only B&W scanning?

Answer:   Yes, only black and white scanning is necessary.

Date: 4/14/2020

Inquiry: 74635


Question:   Are all the documents prepared and ready for pick up? Or will you be issuing documents in 500k batches only?

Answer:   The documents are stored on shelves, the amount of records picked up is to be determined by the vendor and discussed with AGO/BCI.

Date: 4/14/2020

Inquiry: 74635


Question:   How many documents will be there in one box?

Answer:   The records are not kept in boxes they are stored on shelves.

Date: 4/14/2020

Inquiry: 74635


Question:   Are the documents not returned and shredded after approval?

Answer:   Once the record has been scanned, sent to the Ohio OBIS system, the quality and information is approved, then it can be shredded by a certified facility.

Date: 4/14/2020

Inquiry: 74619


Question:   Do the paper documents get re-prepped for return and does that include re-stapling?

Answer:   Once the record has been scanned, sent to the Ohio OBIS system, the quality and information is approved, then it can be shredded by a certified facility.

Date: 4/14/2020

Inquiry: 74619


Question:   What is the timeframe you’d like the entire project done and/or are we to provide an estimated turnaround?

Answer:   To be completed by June 30, 2021.

Date: 4/14/2020

Inquiry: 74619


Question:   How many retrievals are needed per day (how often do you retrieve documents daily)?

Answer:   The retrievals could vary depending on the need of the AGO section.

Date: 4/14/2020

Inquiry: 74619


Question:   Can we pickup all the work at once and provide retrievals as needed?

Answer:   Yes, that is something that can be discussed.

Date: 4/14/2020

Inquiry: 74619


Question:   Are there any stairs involved or is there elevator access to a dock or ground level?

Answer:   Records are on the ground level and there is an access door to the outside.

Date: 4/14/2020

Inquiry: 74619


Question:   Is it all in cabinets and requires boxing or is it in boxes already? Please describe the % boxed.

Answer:   There are no boxed files.

Date: 4/14/2020

Inquiry: 74619


Question:   300 DPI is requested…are we to also OCR the documents, or are you doing that upon import or is it not being done at all?

Answer:   The "300 PPI" is a requirement of the RFQ. Please clarify and resubmit the second part of the question for response.

Date: 4/14/2020

Inquiry: 74619


Question:   If we key one field do you have all 3 fields available in a database where we could share that data?

Answer:   Not necessarily, however, the State ID # (SIN) is available.

Date: 4/14/2020

Inquiry: 74619


Question:   3 index fields were mentioned - SIN, SS# and ITN number – how many characters total for the 3 fields and are they all on page 1 of each document - please describe.

Answer:   The SIN is seven (7) characters; the SSN is nine (9) characters; and the ITN is nine (9) characters. Those numbers may be on one page but could be on separate pages.

Date: 4/14/2020

Inquiry: 74619


Question:   Is it all black and white scanning or is some color scanning needed as you mentioned JPEG. What % of color?

Answer:   No color scanning necessary, only black and white.

Date: 4/14/2020

Inquiry: 74619


Question:   Are folders involved or is it just 3,000,000 stapled packets – please describe.

Answer:   Documents are within a file/folder.

Date: 4/14/2020

Inquiry: 74619


Question:   Is each group stapled or clipped or is anything folded – please describe the prep involved.

Answer:   Some documents are stapled or clipped, but not all documents.

Date: 4/14/2020

Inquiry: 74619


Question:   Is it all 8.5 x 11 or please describe with the % of other paper sizes?

Answer:   Sizes range from 3” x 5” up to 11” x 17”.

Date: 4/14/2020

Inquiry: 74619


Question:   Are there any backsides and if so what is the % of the 12,000,000 fronts that have a backside?

Answer:   Most documents are single-sided only, but there may be some double-sided documents. We cannot estimate what % have backsides.

Date: 4/14/2020

Inquiry: 74619


Question:   Additionally, we have some questions:

3,000,000 documents x 4 pages each = 12,000,000 front side pages is that the correct math?

Answer:   That is the estimate, but that is correct.

Date: 4/14/2020

Inquiry: 74619


Question:   Could we come onsite to look at a sample of documents in person? Will help our analyst to see physical documents, in knowing how aggressively we might be able to quote. Please advise we understand it would have to be this week.

Answer:   This will not be possible due to time constraints and current COVID-19 restrictions.

Date: 4/14/2020

Inquiry: 74619


Question:   Are they in a jacket or folders? And if so, does the jacket or folders need to be scanned?

Answer:   Yes, however, only the information inside the file needs to be scanned.

Date: 4/14/2020

Inquiry: 74615


Question:   Are the files flat or tri-fold?

Answer:   Flat files.

Date: 4/14/2020

Inquiry: 74615


Question:   What is the preference on image type, Black/white, grayscale, or color?

Answer:   No color necessary, only black and white.

Date: 4/14/2020

Inquiry: 74615


Question:   Are the files currently boxed or on open file shelves?

Answer:   Open shelves.

Date: 4/14/2020

Inquiry: 74615


Question:   Can you provide the dimensions of the container these files are stored?

Answer:   The estimation given by the facility is 144’ x 24’.

Date: 4/14/2020

Inquiry: 74606


Question:   Regarding integration with OBIS - Can the AGO please provide some level of documentation on the OBIS API we will be using to transfer completed and approved images and associated meta data?

Answer:   An inventory file will be provided with the document scans containing the BCI number and the ITN of the document in the file name as well as the document scan location. The filename is expected to be in the format of BCI#_ITN[_#] (_# is an incremental # should there be multiple documents per ITN, which is likely).

Date: 4/13/2020

Inquiry: 74606


Question:   Index files using identifying data from the document with the SID (State Identification number), ITN# and social security number when available.

Q: Where is this data found on the document? Is it in the same place on each document or do the documents need to be read to find the field? Do you have a database with the indexing criteria?

Answer:   The SID number is documented on the outside of the file and on most of the documents within the file. The location of the BCI number and ITN varies.

There is no database with the indexing criteria. The inventory (index) file is expected to contain the filenames and directory location of the scanned documents. The filename is expected to be in the format of BCI#_ITN[_#] where ‘_#’ is an incremental # should there be multiple documents per ITN, which is likely.

Date: 4/13/2020

Inquiry: 74604


Question:   Are all documents stored in a file, associated to the same SID, SSN and ITN?

Answer:   Yes, each file has an associated SID, SSN. Most files will have multiple ITNs as an ITN is associated to a single arrest. Some files could have multiple associated SSNs if the offender has used aliases. The unique identifier is the SID.

Date: 4/13/2020

Inquiry: 74606


Question:   What was the price per image provided for the last successful scanning project of similar nature using NCHIP grant funds via RFQ or RFP?

Answer:   This is the first time Ohio has utilized NCHIP for a project, therefore, BCI has no price to provide.

Date: 4/13/2020

Inquiry: 74606


Question:   Is the Vendor required to ship the files back or can they be shredded at a NAID certified facility. If they need to be shipped back, will AGO personnel receive and replace the files in their previous location or is this the Vendors responsibility?

Answer:   Once the record has been scanned, sent to the Ohio OBIS system, and the quality and information is approved, then it can be shredded by a certified facility.

Date: 4/13/2020

Inquiry: 74606


Question:   Will AGO personnel remove the boxes from their current location and pack them on a skid for shipment? Or is the Vendor responsible for this?

Answer:   No, AGO personnel will not be involved in the process; the Vendor will be responsible for all steps.

Date: 4/13/2020

Inquiry: 74606


Question:   How does the AGO want Vendors to handle loose leaf information attached to documents like Post it notes?

Answer:   All information in the file is to scanned.

Date: 4/13/2020

Inquiry: 74606


Question:   What percentage of information in a typical document is hand written?

Answer:   Less than 5%; it is rare.

Date: 4/13/2020

Inquiry: 74606


Question:   Are the documents in a file stapled together in some instances?

Answer:   Not in all cases, but yes, some are stapled.

Date: 4/13/2020

Inquiry: 74606


Question:   Is each box cataloged with the SID range on the container? If not, what is used to catalog the files in the container?

Answer:   The records are filed by SID number on shelves in a rolling space saver filing system; no boxes.

Date: 4/13/2020

Inquiry: 74606


Question:   Are all the files in one location? If not, how many separate locations?

Answer:   Yes, all the documents are in one location.

Date: 4/13/2020

Inquiry: 74606


Question:   When you say document in the RFQ, you are referring to an image or a page to be scanned correct?

Answer:   Document = a page to be scanned.

Date: 4/13/2020

Inquiry: 74606


Question:   Can you provide pictures of a standard file and associated documents with redactions?

Answer:   Each file may differ in size and content. We don’t want to mislead anyone by offering an example and then there are other documents of different sizes and contents. For example, in the older files they still have the old “onion skin” paper.

Date: 4/13/2020

Inquiry: 74606


Question:   What physical container is housing the files? Cardboard box, plastic bin, etc?

Answer:   The files are maintained in a large secure space in a “space saver” rolling file system.

Date: 4/13/2020

Inquiry: 74606


Question:   Below are our list of questions to date:

How are files grouped together? Numerically by SID?

Answer:   The files are in numerical order by SID.

Date: 4/13/2020

Inquiry: 74606


Question:   The implementation plan will be reviewed by the AGO at a meeting with vendor’s representative(s) within 15-days after the plan’s submission Thereafter, the vendor will meet quarterly with the AGO to review progress.

Q: Can these meetings be video conferences? How many would require in-person?

Answer:   Yes, the meeting can be a video conference or Skype.

Date: 4/13/2020

Inquiry: 74605


Question:   Provide access to AGO’s staff to scanned documents for review and approval during the process.

Q: Again, what type of access? May this be completed electronically?

Answer:   Access will be to review of the PDF records. This can be electronic or will be reviewed once sent to Ohio OBIS system.

Date: 4/13/2020

Inquiry: 74603


Question:   The AGO has an estimated three plus million files that could contain an average of four documents per file for conversion. Scan and save documents as a PDF without the diminishing or degrading the quality of the documents. Estimated number of documents is 12,000,000.

Q: Assuming this is 12mill images? What is the size of the paper? Any over 11X17? Is there any film/ CD’s included in these files? If so, do they want those scanned/data extracted? JPG has been mentioned along with PDF. Is there both color and B/W imaging requirements? If color, can everything be imaged in color?

Answer:   There will be 12,000,000 at least. Paper size is from 3” x 5” and nothing over legal size paper (11" x 14”). No films or CDs. No color images.

Date: 4/13/2020

Inquiry: 74602


Question:   The AGO will provide the vendor access to the files and documents for conversion.

Q: What type of access? How many files may we transport at one time? Can the records be taken out-of-state provided there is an instate representative to support the program?

Answer:   Yes, the vendor will have access to pull, audit and package the files. The number of files is up to the vendor and can be discussed with AGO/BCI. The vendor must provide documentation to the AGO regarding the storage and processing location for Ohio records. It must be secure, with limited access only to those who have completed the FBI CJIS background check.

Date: 4/13/2020

Inquiry: 74601


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Inquiry period ended:  4/15/2020 8:00:00 AM