Opportunity Detail

Questions and Answers

Conversion of Paper Documents
Document #:  AGO-BCI-20200629


Question:   1) How much does the AGO want the performance bond to be? I read in paragraph 3.73 it will be a mutual agreed upon number but in attachment F it is asking for pricing. 2) When will the performance bond be paid back in full? 3) Is it correct to assume that the AGO will be withholding 15% per invoice & a performance bond until the end of the project?

Answer:   1. The cost of a performance bond amount covering 100% total not-to-exceed cost of the project should be provided in the proposal response. During any contract negotiations, the final amount of the performance bond will be as mutually agreed upon by the AGO and the successful offeror.

2. The cost of a performance bond is paid for by the State.

3. Upon full completion and acceptance of all project deliverables, the total amount of the holdback shall be released in a lump sum payment within sixty (60) business days following final acceptance by the AGO.

Date: 7/7/2020

Inquiry: 77531


Question:   Is the AGO open to a proposed all-inclusive, per-image rate with monthly invoices based on actual image totals processed each calendar month?

Answer:   No, see Section 5.4 RFP Response Section J – Cost Proposal. The offeror must submit a firm fixed-price for the Scope of Work related to Section 2.0. It must be linked to deliverables which demonstrate successful completion of each.

Date: 7/7/2020

Inquiry: 77530


Question:   1. Is there a Scope of Work that identifies what the AGO wants performed other than the brief Scope on Page 10 of 38? 2. Section 3.7.3 Performance Bond. Will the AGO accept a price per $1000 as vendors will have difficulty pricing this without a determined amount? 3. Same section – the requirement for qualified replacement staff should be in a separate section – not part of the performance bond. 4. Since the State already has a holdback of 15%, a performance bond does not seem necessary and is unusual in a service contract. Would the AGO consider a bank letter of credit instead? This would be cost saving for both the vendor and the AGO as any performance bond cost will be passed on to AGO. 5. Section 4.1 references an electronic submission in addition to the paper submission. However the electronic copy requirements are not delineated outside the 4.4.3 Cost Proposal Section. Please confirm both the technical and cost proposals are to be submitted on a single USB along with a third file with the offeror name, solicitation name and date of submission. 6. Please confirm this third Text file can be a Word doc file. 7. Please confirm the cover letter is to be inserted in the Technical Proposal Volume 8. The AGO’s schedule anticipates a kickoff in October 2020. However the AGO is also asking offerors to hold pricing firm for a minimum of 6 months. Given the potential for an award not occurring until January (6 months from submittal) or later, offerors may be unable to complete the work on or before June 30, 2021. Will the AGO abide by the offerors timeline in its proposal or will offerors be forced to compress their timeline to meet the June 30, 2021 deadline if the award is delayed past October? 9. The request for the tables is confusing. The first requested table with the ID and requirement detail asks offerors to identify Priority which in the definitions is a AGO defined priority. What do offerors put here? 10. Additionally, it does not seem likely that any offeror will say that a REQUIREMENT has been either partially met or not met. The explanation in detail will likely be a regurgitation of the proposal and seems unnecessary. Will the AGO remove this table? 11. The second table looks like a different format of the first. Could the AGO please clarify the table instructions if it will not remove one or both of them.

Answer:   1. The is no other scope document.

2. The cost of a performance bond amount covering 100% total not-to-exceed cost of the project should be provided in the proposal response. During any contract negotiations, the final amount of the performance bond will be as mutually agreed upon by the AGO and the successful offeror.

3. The subsection 3.7.4. Key Personnel falls under the Section 3.7. Protective Provisions.

4. No, the AGO will not consider a bank letter of credit in place of a performance bod.

5. See Section 4.3. Electronic Copy Requirements.

6. Confirmed.

7. Confirmed

8. Offerors will not be forced to compress their timeline to meet an unrealistic deadline if the award of the RFP is delayed.

9. See Section 2.3.3 Responding to Requirements.

10. No.

11. See Section 2.3.3 Responding to Requirements.

Date: 7/7/2020

Inquiry: 77504


Question:   When you say "A holdback in the amount of 15% of the total payment due under the resulting contract shall be applied to all milestone payments to the selected contractor during the term of the resulting contract (the “Holdback”). The Holdback shall be released in a lump sum payment within sixty (60) business days following final acceptance by the AGO." I would like a little clarification please. So if we invoice monthly and for the sake of an example if we invoice you and give you a deliverable on October 1st 2020 are you saying once you give your acceptance on the deliverable then the 15% holdback of that invoice will be paid in 60 days from acceptance?

Answer:   Upon full completion and acceptance of all project deliverables, the total amount of the holdback shall be released in a lump sum payment within sixty (60) business days following final acceptance by the AGO.

Date: 7/7/2020

Inquiry: 77500


Question:   When you say "A holdback in the amount of 15% of the total payment due under the resulting contract shall be applied to all milestone payments to the selected contractor during the term of the resulting contract (the “Holdback”). The Holdback shall be released in a lump sum payment within sixty (60) business days following final acceptance by the AGO." I would like a little clarification please. So if we invoice monthly and for the sake of an example if we invoice you and give you a deliverable on October 1st 2020 are you saying you will review the deliverable before putting your final acceptance and if so how long will it take past the deliverable before you put your final acceptance on the deliverable?

Answer:   Upon full completion and acceptance of all project deliverables, the total amount of the holdback shall be released in a lump sum payment within sixty (60) business days following final acceptance by the AGO.

Date: 7/7/2020

Inquiry: 77497


Question:   How many documents may be picked up at one time? How often do you think you will need access to documents that are in the contractors possession?

Answer:   The number of file pickups will depend on the transport vehicle used. The vendor must provide documentation to the AGO regarding the storage and processing location for the records, noting it must be secure, with limited access only to those who have completed the FBI CJIS background check.

Up to 200 files per day may be accessed.

Date: 7/6/2020

Inquiry: 77545


Question:   1. For #3, please provide more details about how folders are currently filed. Sequentially by index number? By date? Will we be able to easily identify the start and end range for the contents of each box to be packed? 2. Please clarify #5 - "Offeror must provide the specifics of how inventory will be completed before and after transport from BCI to the offeror’s facility." Its unclear what is meant by "how inventory will be completed". 3. For #10 – Should each page should be its own PDF? Or one PDF per folder? 4. Another question for #10 - where are SIN, SSN, and ITN found? On folder? Cover sheet in each folder? 5. For #11 / #12 – What mechanism is to be used for these transfers? SFTP? 6. For #13 – Please describe "Provide access to AGOs staff..." What level of access does your staff need? "during the process" - Review of the images before converting to PDF? Review of the final PDF? 7. For #17 – Please clarify the scope of this question - backup copy needed before we send final data? After final data? How long should backup be retained? 8. For #20 – Does AGO BCI staff need physical access, or we must provide the PDF of any requested folder within 24 hours? 9. Are documents all single-sided? If some are double-sided, approximately what %? And if some are double-sided, do both sides of the document go into one PDF, or one PDF for front side and another PDF for back side? 10. Is there a reason why the References section is duplicated between all of Attachment C and part of Attachment D?

Answer:   1. The files are in numerical order by SID. The SID number is documented on the outside of the file and on most documents within the file.

2. We need to know exactly when and what documents haven been removed from BCI and arrived at the offeror’s location. We also need to have sign off’s by BCI and the offeror’s staffs, and written reports for record keeping.

3. Each document will become a PDF.

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

5. We prefer secure online transfer.

6. Secure online access.

7. There needs to be a full back of the scanned images. The backup copy does not need to be retained after the project is fully completed.

8. No physical access is necessary. An electronic version sent via email of the contents of the folder will be sufficient.

9. Most documents are single-sided only, but there may be some double-sided documents. BCI cannot estimate the percentage of double-sided documents. Double-sided documents can be scanned into a single PDF file.

10. Attachment C focus is on the offeror organization. Attachment D focus is on key personnel. Overlapping references are allowed.

Date: 7/6/2020

Inquiry: 77533


Question:   1)What is the anticipated time frame between project completion and the AGOs final determination to shred? 2)How many contractor team members will the AGO allow to be onsite at the AGOs site (at one time) for boxing and manifesting for transport of records to the Contractors processing center? 3)

Answer:   1. The documents can only be destroyed with approval from BCI.

2. We are flexible, as long as the number of people is reasonable.

Date: 7/6/2020

Inquiry: 77532


Question:   Would the AGO be able to provide any sort of database to winning vendor connecting the State ID numbers and/or Incident Tracking Numbers to additional demographic info such as names or dates that could be used for quality control (to make sure ID numbers were all keyed accurately)?

Answer:   No.

Date: 7/6/2020

Inquiry: 77529


Question:   Can the AGO provide the total number of linear inches of the records in the current shelving in order for us to estimate the total number of boxes that would be needed for transport and processing?

Answer:   Files are stored on shelves that are approximately 20’ long and 7’-8’ high in a space of 144’ x 24’.

Date: 7/6/2020

Inquiry: 77528


Question:   Would AGO consider delivery of data batches on an encrypted physical device such as a datalocker rather than via remite deliveries in order to enhance overall security of data produced by the scanning vendor?

Answer:   We prefer online delivery.

Date: 7/6/2020

Inquiry: 77527


Question:   How are records currently sorted? (By alphabetic range, by year and alphabetic, by numeric range? by year and numeric...)?

Answer:   The files are in numerical order by SID.

Date: 7/6/2020

Inquiry: 77526


Question:   Can you confirm that average file size is only about 4 total pages?

Answer:   Confirmed.

Date: 7/6/2020

Inquiry: 77525


Question:   an records be moved outside of Ohio for scanning? Is there any distance requirement, as long as in the US and access to records is maintained throughout the process?

Answer:   Yes, records can be moved outside of Ohio, as long as the offeror provides AGO BCI staff access to retrieve any file folder and/or documents at any point during the process within 24 hours of a request being submitted.

Date: 7/6/2020

Inquiry: 77524


Question:   If a detailed inventory list is required, can the AGO provide some sort of report that is sorted in the same way the physical records are currently, to be used as a checklist for the vendor?

Answer:   No.

Date: 7/6/2020

Inquiry: 77523


Question:   For inventory/audit of records onsite and after move, would it be sufficient to document the first and last record packed into each box, along with perhaps a total number of records packed into each box, or does the AGO want the vendor to create a detailed list of every record packed into every box before scanning even begins (which would require significantly more labor time and cost)?

Answer:   The inventory needs to be on the documents.

Date: 7/6/2020

Inquiry: 77522


Question:   Does the AGO desire records to be packed and relocated in batches, or all at one time?

Answer:   The offeror should make this determination.

Date: 7/6/2020

Inquiry: 77521


Question:   Does the AGO desire records to be packed and relocated in batches, or all at one time?

Answer:   The offeror should make this determination.

Date: 7/6/2020

Inquiry: 77520


Question:   1) When you say 12 million documents do you mean 12 million pages? If not, roughly how many pages are there per document? 2) Are the documents single sided or double sided? If both, can you please provide an % estimate of each? This will help us figured out how many boxes are needed to pick up the documents. 3) Are we allowed to perfrom destruction on the documents that have already been scanned or do we have to wait until the end? If the end, how long after the last document is delivered? 4) Can you please provide a sample of how you how like the PDFs named? The sample on page 14 does not have the SID or SSN in the name.

Answer:   1. Yes. There are an estimated three plus million files that could contain an average of four documents / pages per file for conversion.

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

3. After quality control processes occur and logs are reviewed and approved by BCI, secure and proper document destruction may only occur.

4. 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: 7/6/2020

Inquiry: 77519


Question:   As long as the vendor indexes the appropriate values off the tab of the folders will you need the folders themselves scanned?

Answer:   No.

Date: 7/6/2020

Inquiry: 77518


Question:   Are you asking for single key entry or double key entry on the indexing?

Answer:   The offeror should make this determination.

Date: 7/6/2020

Inquiry: 77517


Question:   When you say "Offeror must complete the work before June 30, 2021." and looking at 12,000,000 paper documents or about 2,500 paper documents per 15 inch record boxe and with a potential kick off date of October of 2020,,,,12,000,000 / 2,500 = 4,800 boxes and assuming start of beginning of October that is 9 months or a monthly run rate of about 533 boxes,,,is this how you understand it?

Answer:   The offeror should make this determination.

Date: 7/6/2020

Inquiry: 77516


Question:   When you say "Provide the ability to complete a “batch” upload of converted documents to the OBIS contractor, each batch should have no more than 500,000 documents." Other than providing the deliverable images what do you mean when you say "Provide the ability to complete a “batch” upload" exactly what task are you asking the vendor to do?

Answer:   The delivery of the converted images needs to be in reasonable quantities.

Date: 7/6/2020

Inquiry: 77515


Question:   About how long will documents/boxes need to be stored after each deliverable prior to destruction?

Answer:   The documents can only be destroyed with approval from BCI.

Date: 7/6/2020

Inquiry: 77514


Question:   When picking up the documents please explain on what level you want the records tracked/inventoried at the time of pick up? On a Drawer, Box, Folder or document level?

Answer:   On a document level.

Date: 7/6/2020

Inquiry: 77513


Question:   When you say "Offeror must provide a fully closed “chain of custody” for handling of BCI’s records with audit on site and after transport." Please explain the level of detail you require in the audit?

Answer:   We need to know exactly when and what documents haven been removed from BCI and arrived at the offeror’s location. We also need to have sign off’s by BCI and the offeror’s staffs, and written reports for record keeping.

Date: 7/6/2020

Inquiry: 77511


Question:   Can you please provide the location of the documents to be retrieved?

Answer:   Ohio Attorney General's Office Ohio Bureau of Criminal Investigation (BCI) 1560 State Route 56 SW London, Ohio 43140

Date: 7/6/2020

Inquiry: 77510


Question:   Do you require the documents to be ran thru OCR software?

Answer:   Yes.

Date: 7/6/2020

Inquiry: 77509


Question:   What is the condition of the paper to be scanned?_____________________________ 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:   Number 2 to 3 depending on the age of the file.

Date: 7/6/2020

Inquiry: 77508


Question:   1) Could you describe the audits as contained on Page 13 #4 of the RFP. 2) Will the AOG provide a list of the SSNs, names, or SIDs prior to pickup? 3) Do the document folders contain a barcode for identification? 4) Are there any color documents in the inventory?

Answer:   1. The offeror must have a way to ensure all documents are properly converted.

2. No.

3. No.

4. No.

Date: 7/6/2020

Inquiry: 77507


Question:   When you say "The documents may vary in size and thickness from 3x5 cardstock to 11x17 paper."" can you give us an idea of how these are mixed together? Is there a little of each in each folder?

Answer:   We cannot estimate the variances from folder to folder.

Date: 7/6/2020

Inquiry: 77506


Question:   When you say "The documents may vary in size and thickness from 3x5 cardstock to 11x17 paper." can you please give us a feel from the 12,000,000 documents what percentage of the volume is 3x5 cardstock and what percentage is 11x17?

Answer:   We cannot estimate the percentage.

Date: 7/6/2020

Inquiry: 77505


Question:   Can the AGO provide an estimated LFI (lineal filing inches) LFF (lineal filing feet) or a quantity of shelves, cabinets, drawers, etc? This will allow us to accurately include materials, labor and transport for the collection.

Answer:   Files are stored on shelves that are approximately 20’ long and 7’-8’ high in a space of 144’ x 24’.

Date: 7/6/2020

Inquiry: 77503


Question:   On the original Request for Quote #AGO-BCI-2020040 did vendors have the opportunity to visit your site and view the paper documents to be converted?

Answer:   No site visits were held.

Date: 7/6/2020

Inquiry: 77494


Question:   On the original Request for Quote #AGO-BCI-2020040 was it canceled before or after the vendors submitted their responses?

Answer:   The RFQ was cancelled on June 11, 2020.

Date: 7/6/2020

Inquiry: 77493


Question:   On the original Request for Quote #AGO-BCI-2020040 was it canceled before or after the vendors submitted their responses?

Answer:   The RFQ was cancelled on June 11, 2020.

Date: 7/6/2020

Inquiry: 77492


Question:   The RFP indicates that the CJIS Security Requirements must be met. As you know, this is a 253 page document with a very large number of requirements . Would the AGO consider listing those that are acceptable for this procurement or are 100% necessary?

Answer:   Contractor must comply with the requirements 100%.

Date: 7/6/2020

Inquiry: 77491


Question:   1. Can you please describe how the files are stored right now (in a shelf, filing cabinet, etc.)? 2. Are the file folders labeled with the SIN in an easy to view location, i.e. the folder tab? 3. What level of detail is required by the AG for pre-transportation inventory? 4. Will the AG require a formal manifest?

Answer:   1. Files are stored on shelves not in cabinets. Shelves are approximately 20’ long and 7’-8’ high in a space of 144’ x 24’.

2. The file folders have folder number tabs and are clearly marked every 100 folders.

3. A document level inventory.

4. We expect this to be provided by the offeror.

Date: 7/6/2020

Inquiry: 77490


Question:   1. Will 3rd parties be allowed for document transport to the scanning facility? 2. Will the AG allow for 1-time transport of documents, or are they required to be in batches? 2. Are subcontractors required to be domestic?

Answer:   1. See Section 3.8 of the RFP. A third-party would be considered a subcontractor used in performance of the scope of work.

2. The number of file pickups will depend on the transport vehicle used. The vendor must provide documentation to the AGO regarding the storage and processing location for the records, noting it must be secure, with limited access only to those who have completed the FBI CJIS background check.

3. See provision (m) in Section 3.2.8.m of the RFP regarding a United States and Section 3.8 Subcontractors.

Date: 7/6/2020

Inquiry: 77489


Question:   1. Does the AGO require that qualified business are located in the State of Ohio?

2. Will preference be given to Ohio companies?

3. Will the AGO staff pack the files into standard archive boxes?

4. If the AGO will pack the boxes, will they also include an inventory of files in the box or is this task required by the Vendor prior to transport?

5. Is there a loading dock?

6. Can you please describe the access from the file room (s) to the loading area (i.e., elevator, 1st floor, etc.)

7. Indexing: “The converted document will be indexed using the State Identification Number (“SID”), social security number (“SSN”) and/or Incident Tracking Numbers (“ITN”) if available” – Can you clarify if you want one or all three of these index fields captured (if available?)

8. Is there any electronic data that includes any of the index data that can be utilized in lieu of keystroke indexing?

Answer:   1. No.

2. No.

3. No, the contractor will be responsible for this task.

4. The contractor will be responsible for these tasks.

5. There is no loading dock close to the location where the files are stored. However, 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.

6. Records are on the ground level and there is an access door to the outside. The files can be moved to the loading dock after the files have been audited and marked appropriately.

7. All three, each file has an associated SID and 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.

8. No.

Date: 6/30/2020

Inquiry: 77488


Question:   Can you be specific on what exactly what was not acceptable with the original RFQ responses so that mistake is not made again?

Is there a site visit allowed to look at the records and how do we schedule a meeting?

Is the indexing the only item that changed from the first RFQ...can you be specific?

Who exactly needs a background FBI check...the MANY people actually doing the conversion work or the principals of the company and who do we contact to get the costs and specifics?

Can we get these background checks after award of the job or must it be done before and verification submitted with the RFQ Please explain.

Answer:   Page 8 of RFQ AGO-BCI-20200408 reads “The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this RFQ.” The AGO exercised its discretion to cancel the RFQ.

Due to restrictions association with COVID-19, this is not possible.

The indexing item did not change, this document merely provides more details to the indexing requirement. Please refer to SECTION 2.0 and SECTION 3.0 for scope and terms and conditions of this RFP.

All people who will have access to AGO/BCI records must submit to a background check. The background checks require the submission of fingerprints to BCI. There will be no cost to the contractor for the background checks.

The background checks can be conducted after award of the contract but prior to performance beginning.

Date: 6/30/2020

Inquiry: 77487


Question:   Could the state please provide the reasoning for cancelling the previous solicitation?

Answer:   Page 8 of RFQ AGO-BCI-20200408 reads “The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this RFQ.” The AGO exercised its discretion to cancel the RFQ.

Date: 6/29/2020

Inquiry: 77482


Question:   Is this a re-posting of AGO-BCI-20200408? If so, what changed? Also, no notification was sent regarding the selection of a vendor in relation to the prior RFP. Are we to assume this new RFP is replacing AGO-BCI-20200408 and that AGO-BCI-20200408 was cancelled?

Answer:   The Request for Quote #AGO-BCI-20200408 from April 2020, was cancelled. This is a replacement Request for Proposal opportunity for the electronic conversion of paper documents and proper indexing.

Date: 6/29/2020

Inquiry: 77481


Question:   Is this a re-bid/re-release of AGO-BCI-20200408 from April of 2020? AGO-BCI-20200408 is no longer listed on the bid site. Thank you for your immediate assistance.

Answer:   The Request for Quote #AGO-BCI-20200408 from April 2020, was cancelled. This is a replacement Request for Proposal opportunity for the electronic conversion of paper documents and proper indexing.

Date: 6/29/2020

Inquiry: 77479


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Inquiry period ended:  7/2/2020 8:00:00 AM