Addendum #1 2020 01 402 Questions and Answers Document Scanning Services RFP Municipality of the District of Lunenburg - Procurement | novascotia.ca
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Addendum #1
2020‐01‐402
Questions and Answers
Document Scanning Services RFP
Municipality of the District of Lunenburg
1) How many pages are there?
Answer: The bankers boxes are 15”x12”x10” and we filled each box.
We used these bankers boxes:
https://www.grandandtoy.com/en/product/00872‐
0.aspx?utm_source=google&utm_medium=cpc&utm_campaign=SEM‐Grand‐And‐Toy‐
Smart‐Shopping‐Office‐Supplies‐EN&utm_content=always‐
on&s_kwcid=AL!8312!3!480000826557!!!u!957962614307!&gclid=EAIaIQobChMIka3blL
mD7wIVEG6GCh2AfQB_EAkYBiABEgL0s_D_BwE
2) What percentage of the pages could be double sided (25, 50, 75 or 100% roughly)?
Answer: Up to approximately 50% of the pages may be double‐sided.
3) How would you like the boxes indexed? Name, Date, etc
Answer: The boxes are currently numbered. Each box number appears in an excel table
index with the range of file numbers contained within in each box. We will provide a
copy of the excel table index.
4) Do you want the scanning to be done at File or Document level?
Answer: RPF section 3.2.3 Each folder of records shall be scanned as one document and
the order of the documents within each folder shall be maintained in the scanned
record;
RFP section 3.2.4 The file name shall be the 8‐digit parcel identification number on the
vertical edge of each folder.
5) what is the timeframe for the scanning to be completed?
Answer: We’re looking to award the RFP as early as March 9th. Please propose the
timeline in your response on the timeline that is appropriate for this task.
6) Can vendors outside of Nova Scotia bid?
Answer: Yes
7) Is there an incumbent?
Answer: No
8) Does the Municipality require references to past projects to be submitted?
Answer: Your may include references
9) Can the Ministry provide an electronic list of all PID#’s per box or in total?
Answer: The municipality will provide, to the successful vendor, an index, excel
spreadsheet, of which PID file range is in each box.
10) Please confirm that you require sticky notes to be scanned on a separate page and should
be placed before the document it belonged to in the scanned images?
Answer: See RFP section 3.2.5.
11) Would the Municipality consider receiving the scanned document via a Secure File
Transfer Protocol (SFTP)? This could be beneficial for delivering a sample box for review
prior to starting the bulk of the scanning; for quick easy access to any scanned file: either
an “early request” of a document that you require urgently while we are still in the
process of scanning your documents, or for rolling uploads where we can ensure to
deliver scanned images on a weekly/bi‐weekly/monthly basis or as needed? We can still
provide a hard drive with the entire collection once the project is complete.
Answer: Yes.
12) Will all document be boxed by the Municipality or will the vendor be required to pack?
Answer: Yes the Municipality has boxed up the records using bankers boxes that are
15”x12”x10”
13) Will boxes be available in a loading area for pick‐up or will the vendor be required to move
boxes from within the facility to the pickup area?
a. If required to move boxes, where are the boxes located (what floor)?
Answer: The boxes are in a conference room at 210 Aberdeen Road Bridgewater,
NS that has an exterior exit (regular door)
b. Is there an elevator or are there stairs?
Answer: There are two steps up to get from the conference room to ground level.
c. Are there carts available for moving boxes within the facility?
Answer: No
d. Can you provide an idea of the distance boxes need to be moved?
Answer: approximately 6 metres
14) Can all boxes be picked up in one shipment?
15) Answer: Yes
16) Will the Municipality be using standard, 30‐L banker’s boxes? If not can you please
provide information on box dimensions?
Answer: See question 1
17) Per Section 8.4 – Evaluation – Can you provide a breakdown of the criteria that will make
up the 80% of the technical proposal, and the weighting for each section:
a. Security and Confidentiality _____%
b. 7.1.1 Methodology and Work Plan _____%
c. 7.1.2 Project Schedule _____%
d. 7.1.3 Contact Name _____%
e. 7.1.4 History of Proponent _____%
f. 7.1.5 Quality control & Quality Assurance _____%
g. 7.1.6 Proposed Sub‐contractors _____%
h. OTHER: please specify if anything else will be scored (aside from Pricing)
Answer:
Methodology and Work Plan: 40%
Project Schedule: 5%
History of Proponent / Contact Name / Proposed Sub‐contractors: 5%
Quality control & Quality Assurance: 30%
18) Volumes: Apart from the 153 banker’s boxes, there are no other volumes stated. Can you
please provide the following information for “apples‐to‐apples” comparison of the
project cost across vendors, as well as to ensure that the cost does not require
“contingencies” to be included (not having these values will result in higher fees due to
any unknowns):
a. On average: how many files are there per box OR in total? This is important for
naming purposes – if there are 10 files in a box, or 100 files in a box this affects
the cost.
Answer: Approximately 12,000 files
b. Industry standards state that a banker’s box has on average, 2,500 pages per box;
therefore, can we assume the entire collection should be roughly 382,500 pages?
Answer: See question 1 above
c. What percentage of document contain photographs?
Answer: Approximately 5%
19) Paper Quality –Please provide what percent of documents fall under the following
categories:
a. Moderate to Good Paper Quality: The majority of paper is fully intact and
structurally sound enough to be fed through a commercial scanner without
damage to the physical document; there are minor tears or dog‐eared documents
that require a small piece of tape or to be unfolded; minimal to no documents
with other paper taped or glued to the originals that require separation; Text is
legible, clean and not worn; paper is clean (surface does not contain a buildup of
residue, e.g. dust, dirt, glue, mold, water damage, etc.).
b. Poor Quality Paper: The majority of paper contains structural damage (e.g. tears, worn
edges, holes, dog ears, folds/creases, warping, delamination etc.) and cannot be put
through a commercial scanner without manually mending these documents first;
documents with other paper taped or glued to the originals that require separation; Text
is discoloured, dull, scratched off; paper is soiled (surface contains a buildup of residue,
e.g. dust, dirt, glue, mold, water damage, etc.). Pricing to be discussed with the individual
participating Organization, if required.
Answer: Approximately 99% are moderate to Good Paper Quality
20) Preparation and Reassembly: Can you please confirm which of the following (or
combination of) Levels of preparation and reassembly you require: (Note: because your
documents will be destroyed, we recommend Level 1 and/or 2 only – level 3 is more costly
because all bindings must be reinstating and does not seem appropriate for the
requirements stated in this RFP):
a. Level 1 (Light Reassembly): Sort, remove one or two binding, fastener, staple or
clip per section of documents. Identify, properly sequence and batch documents
for optical scanning. Identify and note transition from single to double sided
pages. Identify portrait or landscape orientations. Bindings/fasteners do not need
to be reinstated; documents are to be returned to their original order, folder and
box.
b. Level 2 (Light Reassembly): In addition to activities from level 1 preparation, open
envelopes, remove bindings, fasteners, staples or clips, separate documents
contained within a binder or file folder. Unfold pages; add header pages or
separators if required. Leave sticky notes and flags on pages so they can be imaged
as‐is, moving them if required so that they do not obscure other information on
the page. The occasional document found to be in poor condition may have to be
photocopied. The photocopy may be scanned instead of the original. The post‐
imaging copy may be put into the original file and the photocopy destroyed
c. Level 3 (Exact Reassembly): In addition to activities in Level 1 and Level 2
preparation, remove all bindings/fastenings including but not limited to
paperclips, staples, binder clips, three ring binders, cerlox bindings, spiral bindings,
rubber bands and insert separator sheets (or use another comparable method) to
note the exact types and locations of bindings/fastenings so that they can be
reinstated post‐imaging and apply the required methodology for record
unitization and capturing of source/attachment relationship ranges:
i. True sources/attachments only – based on explicit references to
attachments/enclosures (e.g., a letter referencing an attached report);
ii. Physical only – based strictly on clips, staples, tabs and other fastening.
iii. Hybrid – based on both true and physical attachments (i and ii)
iv. Break sheets – based on existing break sheets placed within the material,
v. Apply the required methodology for handling sticky notes and flags
including placing sticky notes and flags on a separate page that will be
imaged, mimicking the original area on the page on which they were
originally affixed, or placing sticky notes and flags on a separate page that
will not be imaged, mimicking the original area of the page in which they
were originally affixed.
Answer: Bindings/fasteners do not need to be reinstated; documents are to be returned to their
original order, folder and box. Level 3 is not appropriate for the documents being destroyed.
21) Schedule:
a. Does the Municipality have an estimated Project Start date?
Answer: Could award as early as March 9th.
b. Does the Municipality have an estimated Project Completion date?
Answer: No. please provide a project schedule as per section 7.1.2
c. How quickly would the Municipality require the entire collection to be scanned?
Answer: The documents are currently stored in our former office. The office is
currently for sale. When the building sells the documents will need to be moved.
Project should be completed before March 31, 2022.
22) Per Section 8.8 – If multiple vendors submit proposals, and all are above the $50,000.00
cut‐off for receiving the discount, and only one vendor is below, will the 5% decrease still
be applied given that this scenario could indicate that the vendor with the lower cost does
not understand the project/scope of work, and could potentially not be the right fit for
this project? Lowering the price will give them an advantage over vendors who are better
qualified, however it could backfire on the Municipality.
Answer: Cost is 20% of the score. Vendors will be scored based on their proposals. The
municipality also can apply a risk score as per RPF section 8.5.
23) Do you require the vendor to hold the following Certifications, in order to ensure that the
processes and deliverables are efficient and will yield a scanned version of your
documents that is equal to, or better than the original, and is certified to replace the paper
copy as the original in a court of law?
a. ISO 9001: 2015 and ISO 190011:2018: Quality Management Systems
b. ISO 27001:2013: Quality Information Systems Management
c. ISO 19005 ‐1: Creation and use of PDF/A‐1
d. ISO 16363:2012 Compliance Audit and certification of trustworthy digital
repositories
e. CAN/CGSB 72.11‐93: Microfilm and Electronic Images as Documentary Evidence
f. CAN/CGSB ‐72.34‐2017: Electronic Records as Documentary Evidence
Answer: Proposal should include any relevant qualifications and certifications.
24) Is it possible to do a virtual site visit for the Municipality to provide a few pictures of:
a. The loading/shipping and receiving area
b. The storage area
c. an aerial view of an open box to get an idea of box composition
d. a picture of the folder and where the naming information can be found
e. or anything else that may seem relevant to the Municipality.Answer: see photos below.
Figure 1 Exterior door to room where the boxes are stored.Figure 2: Conference room showing boxes. Exterior exit on the left side. Figure 3: Sample of how the files are packed in a box.
Figure 4: Two steps to the exterior exit.
Figure 5: Sample folder label. Figure 6: Sample of how the files are packed in a box.
Addendum # 2
2020‐01‐402
Document Scanning Services RFP
Municipality of the District of Lunenburg
March 3, 2021
1) Notwithstanding the terms of article 6.1, of RFP 2020‐01‐402 Document Scanning
Services, the municipality will accept e‐mail submissions that are complete and
compliant with all other terms of the RFP. All submissions must be received by 2pm
March 4, 2021 local time.
Email submissions will only be accepted at the following address: planning@modl.caYou can also read
