CITY OF COMMERCE
Request for Proposals
Scanning, Indexing, and Large Format Document
Import Services for the Public Works and
Development Services Department RFP
DISTRIBUTION DATE:
April 30, 2015
PROPOSAL DUE DATE:
May 28, 2015 at 4:00 P.M.
City of Commerce
RFP – Scanning and Index Services
1
REQUEST FOR PROPOSAL
NOTICE IS HEREBY GIVEN that the City of Commerce is seeking proposals for purposes of
scanning, indexing and importing large format documents for the Public Works and
Development Services (PWDS) Department.
All proposals shall be submitted to:
Purchasing Division, Finance Department
City of Commerce
2535 Commerce Way
Commerce, CA 90040
The deadline for submission of proposals is: May 28, 2015 at 4:00 P.M.
submitted after the aforementioned deadline will not be considered.
Any proposals
A copy of this Request for Proposal (RFP) may be obtained from the City’s website at
http://www.ci.commerce.ca.us/bids.aspx
(City of Commerce Purchasing Website) or by
contacting the Purchasing Division staff at [email protected].
RFP updates are available to consultants that register at the “Planholders List Form” and the
“Notify Me” service at:
http://ca-commerce.civicplus.com/index.aspx?NID=1037
http://ca-commerce.civicplus.com/list.aspx?Mode=Subscribe#bids
No faxed proposals will be accepted. It is the sole responsibility of the proposing firm to ensure
that proposals are received prior to the closing date and time, as late bids will not be accepted.
Submitted proposals become the property of the City and may be used by the City in any way
deemed appropriate.
The work shall be done in compliance with the City's proposed contract language set forth in
this RFP. Copies of the RFP are available from the City at the above referenced address. The
general scope of work is for document scanning services, indexing, storing and archiving large
format documents as related to innovative best practices for document storage, naming, and
retrieval for the PWDS Department.
The City reserves the right to withdraw this RFP, reject or negotiate any and all proposals, and
to waive any irregularity. This RFP does not obligate the City of Commerce to pay any costs
incurred by the respondents in the preparation and submission of a proposal. Furthermore, the
RFP does not obligate the City to accept or contract for any expressed or implied services. In
negotiating a final contract, the City may increase or decrease the Scope of Work (SOW)
including increasing or decreasing the work for any or all identified tasks within the SOW.
Dated this 30th day of April, 2015
Matt Marquez
Deputy Director of Public Works and Development Services
City of Commerce
RFP – Scanning and Index Services
2
Table of Contents
PURPOSE OF RFP ..................................................................................................... 4
CURRENT RECORD KEEPING PROCESS ................................................................ 4
SCOPE OF WORK ...................................................................................................... 4
RENEWAL OF CONTRACT ........................................................................................ 4
RFP OFFICIAL CONTACT .......................................................................................... 5
QUESTIONS REGARDING RFP ................................................................................. 5
PROPOSAL RESPONSE ............................................................................................ 5
RFP AMENDMENTS ................................................................................................... 6
VENDOR'S COST TO DEVELOP PROPOSAL ........................................................... 6
WITHDRAWAL OF PROPOSAL ................................................................................. 6
REJECTION OF PROPOSAL ..................................................................................... 7
PROPOSAL VALIDITY PERIOD ................................................................................. 7
CONTRACT AWARD AND EXECUTION .................................................................... 7
PROCUREMENT SCHEDULE .................................................................................... 8
FEE SCHEDULE ......................................................................................................... 8
PROPOSAL SUBMISSION ......................................................................................... 8
City of Commerce
RFP – Scanning and Index Services
3
Purpose of RFP
The City of Commerce is seeking proposals from experienced and qualified firms to
provide professional services for scanning, indexing and importing large format PWDS
documents. The objectives for this project are to reduce manual processes and
increase productivity, integrate all paper-based plans and blueprints, as well as building
permit documentation and microfiche, into the City’s Laserfiche network and provide
expedient and reliable public service and for public records requests. The required
services and performance conditions are described in the SOW.
Current Record Keeping Process
The PWDS Department currently has a manual record keeping process where paperbased blueprints and plans are stored at the City’s North Annex warehouse and various
locations in the Building & Safety office. Paper-based permits and microfiche
documents are also stored in Building & Safety. Currently, the documentation storage
needs of the Department have exceeded the existing capacity of the warehouse and the
Building & Safety office. Furthermore, the influx of large format documents and records
continues to accumulate and the City is unable to continue storing these records in a
safe and manageable manner.
Scope of Work
The PWDS Department’s objective is to scan large format documents, permits and
microfiche into the City’s Laserfiche Network. The Department requests competitive
bids for the following services:
•
Document imaging/scanning services for large format documents which shall
include, but not be limited to: building plan sets and drawings, maps, building
permits, engineering plans, development files and plans, tract and parcel maps,
microfiche and other various large format documents.
•
Document indexing that is searchable by various criteria and clearly readable.
File naming convention must contain at least the following elements as
searchable criteria:
-
Project Number
Project Name
Parcel Map Number
Tract Map Number
Building Permit Number
Address
Document Type
Date
Customizable User Defined Fields
City of Commerce
RFP – Scanning and Index Services
4
•
Provide a framework and plan for routine scanning and maintenance of the
documents subject to this RFP.
•
Provide customer service for resolving ad-hoc issues, particularly on indexing.
Renewal of Contract
The contract for scanning, indexing, and importing large format PWDS documents is
for three years or until completion of the project, as determined by the City.
RFP Official Contact
Upon release of this RFP, all vendor communications concerning the overall RFP
should be directed to the emails below. Unauthorized contact regarding this RFP with
other City employees may result in disqualification. Any oral communications will be
considered unofficial and non-binding on the City. Vendors should rely only on written
statements issued in this RFP and Addendums.
Name:
Matt Marquez
Deputy Director of Public Works and Development Services
[email protected]
Name:
Purchasing Staff
Telephone: 323-722-4805
E-mail:
[email protected]
Questions Regarding RFP
Vendors who request clarifications of the RFP requirements must email Matt Marquez,
Deputy Director of Public Works & Development Services at [email protected]
and copy (cc) Purchasing Staff at [email protected].
Proposal Response
The proposal must provide a summary of the firm’s qualifications to perform the duties
outlined in the RFP. The content and sequence of the information contained in each
copy of the proposal shall be as follows:
1) Cover Letter
The letter should include general information about the vendor, such as:
description of all services offered, the total years in business, number of
employees, office location (s) etc. Include name, phone and email for authorized
contact concerning proposal.
City of Commerce
RFP – Scanning and Index Services
5
2) Proposal Summary
This section should include the highlights, key features, and distinguishing
criteria of the proposal.
3) Fee Schedule
The proposal shall include the proposed costs to provide the services outlined in
the SOW. Include any other cost and price information, plus a not-to-exceed
amount, that would be contained in a potential agreement with the City. In
addition to the complete project cost, the contractor shall submit pricing for
support and maintenance contracts in a yearly format for a minimum of 3 years.
4) General Firm Information
Include general information about the firm, such as: description of all services
offered, the total years in business, number of employees, office location (s) etc.
Include name, phone and email for authorized contact concerning proposal.
5) Project Staff List and Key Project Staff Background Information
Provide a list of staff members for this project. Key project team members shall
be identified by name, title and specific responsibilities on the project. An
organizational chart for the project team and resumes for key personnel shall
also be included.
6) Customer References
Provide a list of a minimum of three (3) similar relevant projects, together with
information on the project scope, client, location, budget, common issues,
services provided. Provide client references, including names, titles, addresses,
telephone numbers and email addresses for these projects.
7) Project Performance Schedule and Work Plan
Provide a well-conceived service plan which shall include a full description of major
tasks and subtasks. This section of the proposal shall establish that the firm
understands the City’s objectives and work requirements and firm’s ability to satisfy
those objectives and requirements. Describe the proposed approach for addressing
the required services and the firm’s ability to meet the City’s schedule, outlining the
approach that would be undertaken in providing the requested services.
RFP Amendments
The City reserves the right to change the schedule or issue amendments to the RFP at
any time. The City also reserves the right to cancel or reissue the RFP.
City of Commerce
RFP – Scanning and Index Services
6
Vendor’s Cost to Develop Proposal
Costs for developing proposals in response to the RFP are entirely the obligation of the
vendor and shall not be chargeable in any manner to the City.
Withdrawal of Proposals
Proposals may be withdrawn at any time prior to the submission time specified in this
RFP, provided notification is received in writing. Proposals cannot be changed or
withdrawn after the time designated for receipt.
Rejection of Proposals – Waiver of Informalities or Irregularities
The City reserves the right to reject any or all proposals, to waive any minor
informalities or irregularities contained in any proposal, and to accept any proposal
deemed to be in the best interest of the City.
Proposal Validity Period
Submission of the proposal will signify the vendor’s agreement that its proposal and the
content thereof are valid for 180 days following the submission deadline and will
become part of the contract that is negotiated between the City and the successful
vendor.
Contract Award and Execution
•
The City reserves the right to make an award without further discussion of the
proposal submitted. Therefore, the proposal should be initially submitted on the
most favorable terms the vendors can offer. It is understood that the proposal
will become a part of the official file on this matter without obligation to the City.
•
The general conditions and specifications of the RFP and as proposed by the
City and the successful vendor's response, as amended by agreements between
the City and the vendor, will become part of the contract documents.
Additionally, the City will verify vendor representations that appear in the
proposal. Failure of the vendor's products to meet the mandatory specifications
may result in elimination of the vendor from competition or in contract
cancellation or termination.
•
The vendor selected as the apparently successful vendor will be expected to
enter into a contract with the City.
•
If the selected vendor fails to sign the contract within five (5) business days of
delivery of the final contract, the City may elect to cancel the award and award
the contract to the next-highest-ranked vendor.
City of Commerce
RFP – Scanning and Index Services
7
•
No cost chargeable to the proposed contract may be incurred before receipt of a
fully executed contract.
Procurement Schedule
Milestone
Release RFP to Vendors
Pre-Bid Meeting
Vendor Questions (if any) Due
Answers to RFP Questions Released
Proposal Responses Due
Finalists Selected
Interviews Conducted (please reserve this date)
Selection of Consultant
Contract Awarded
Contract Awarded
Work Begins
Scanning, Indexing and Importing Complete
Final Acceptance
Date
April 30, 2015
May22, 2015
May 28, 2015
Fee Schedule
Proposed Fees:
•
Pricing for scanning/imaging services: Provide a contract unit price per image for
“PWDS Large Format Documents Scanning”. The subject price shall include all
labor, equipment, equipment, preparation and indexing services, reassembly and
re-file of large format documents, and all other appurtenant tasks and no
additional payment shall be made therefore.
•
Pricing for scanned images from existing microfiche and micro film (media
conversion): Provide a contract unit price per image for “Microfiche Image
Scanning”. The subject price shall include all labor, equipment, equipment,
preparation and indexing services, return and re-file of microfiche records, and all
other appurtenant tasks and no additional payment shall be made therefore.
•
Pricing for scanning building permits: Provide a contract unit price per image for
“Building Permit Documents Scanning”. The subject price shall include all labor,
equipment, equipment, preparation and indexing services, reassembly and re-file
of building permit documents, and all other appurtenant tasks and no additional
payment shall be made therefore.
City of Commerce
RFP – Scanning and Index Services
8
•
Pricing for development files and plans: Provide a contract unit price per image
for “Development Files and Plans Scanning”. The subject price shall include all
labor, equipment, equipment, preparation and indexing services, reassembly and
re-file of development files and plan documents, and all other appurtenant tasks
and no additional payment shall be made therefore.
Proposal Submission
The following provides specific instructions for submitting your sealed proposal. Sealed
Proposals must be received by the Purchasing Division in care of the City Clerk’s
Department no later than May 28, 2015 at 4 p.m. (Pacific Time). Late proposals will
not be accepted nor will additional time be granted to any vendor.
Proposals shall be in a sealed envelope marked:
Name of Bidder
RFP Project Name
Date and Time of The Proposal Date
Proposals sent by email must be time stamped as received by City of Commerce
system by 4:00 p.m. (Pacific Time). Emailed proposals must be in either MS Word
or PDF format. All proposals and accompanying documentation will become the
property of the City and will not be returned.
Send all email proposals to: [email protected]
An electronic copy of the vendor’s proposal, in its entirety, must be received as
specified above. The City will not accept facsimile.
Address for submission:
City of Commerce
ATTN: Purchasing Division - C/O The City Clerk’s Office
2535 Commerce Way
Commerce, CA 90040
City of Commerce
RFP – Scanning and Index Services
9