CITY OF COMMERCE. Tina Baca Del Rio Mayor Pro Tem. Ivan Altamirano Hugo A. Argumedo Oralia Y. Rebollo Council Member Council Member Council Member

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CITY OF COMMERCE Lilia R. Leon Mayor Tina Baca Del Rio Mayor Pro Tem Ivan Altamirano Hugo A. Argumedo Oralia Y. Rebollo Council Member Council Member Council Member ADDENDUM NO.

1 CITY OF COMMERCE Lilia R. Leon Mayor Tina Baca Del Rio Mayor Pro Tem Ivan Altamirano Hugo A. Argumedo Oralia Y. Rebollo Council Member Council Member Council Member ADDENDUM NO. 3 May 22, 2015 CITY OF COMMERCE Request for Proposals: Scanning, Indexing and Large Format Document Import Services for the Public Works and Development Services Department The City of Commerce hereby issues Addendum No. 1 to the above reference solicitation. The purpose of this Addendum is to alter, clarify and/or modify Bid Document as stated herein. Language deleted is shown by a strikethrough; language added or modified is shown in underline italic. All other terms, conditions and requirements of the Bid Document remain unchanged. ***Please scroll down to date added 5/22/15 for new language added. Additional questions will be answered on next Addendum next week. Language Added: Proposal Cost: Vendors are responsible for any travel, mailing and all costs related to preparing and submitting proposals for this Request. The vendor proposals will include the cost for the Scanning of: Large Format Drawings, Letter Size Permit Files, Letter Size Plot Plans - Use Permits, Letter Size Community Development - Planning, and the Digitizing of Microfiche Sheets. The proposal will also include the cost for Software, Hardware and Maintenance for our users to retrieve documents as needed. Additional Specifications: - Scanning shall be 300dpi for BW and Color - Consultant shall remove staples, clips, fasteners or other binding materials and reassemble records after scanning 2535 Commerce Way Commerce, California (323) FAX (323)

2 Delivery Specifications: - Pick up and delivery of records to be scanned to Consultant s facility. Consultant shall coordinate with City to pick up records. Records are to remain in original storage container and include corresponding inventory sheets, as prepared by the City. City will provide index instructions and an itemized list of contents. - Reassembly and return of scanned records to the City records are to be returned in the same order and in the same file folders. - Turnaround will depend on the size of the project and be specified by the City, but a guaranteed maximum turnaround of 30 calendar days from pick up of the records from the City. - Final Inspection and Acceptance based on the above specifications, the City will, within 90 days of receipt of the images, make a final inspection of the scanned images, once imported into Laserfiche. Acceptance will be achieved when Consultant has made any corrections and City accepts the work as completed. ***Added 5/12/15 Questions regarding the RFP for Scanning, Indexing and Large Format Document Import Services for the Public Works and Development Services Department. 1. Is there a deadline to ask questions? Friday, May 22, 2015 at 5pm 2. Is the City requesting that proposals be submitted via , hard copy or both? If Hard Copy, is required how many copies of the proposal should be submitted? We will receive the proposals via or hard copy. If hardcopy is sent please send three (3) copies. 3. Will the City provide a cost sheet that is to be utilized when submitting the proposal, or will the firm responding to the RFP be responsible for creating one? All firms will send their own cost sheet. The vendor proposals will include the cost for the Scanning of: Large Format Drawings, Letter Size Permit Files, Letter Size Plot Plans - Use Permits, Letter Size Community Development Planning, and the Digitizing of Microfiche Sheets. The proposal will also include the cost for Software, Hardware and Maintenance for our users to retrieve documents as needed. 4. What is the volume or number of large format drawings that the vendor will need to scan? We estimate: Large Format Drawing estimated 200,000 pages. Please be advised that there is a significant amount of drawings and this is just an estimate. 5. What size are the large format drawings? Are the Documents C size, D size, E size? We have various drawing sizes to scan: C 18x24, D 24x36 and E 36x48 6. What is the volume or number of microfiche that will need to be scanned? Microfiche Sheets estimated 20,000 sheets. Please be advised that there is a significant amount of drawings and this is just an estimate.

3 7. What type of microfiche will need to be scanned? Is it COM or Non COM? 8. If the Microfiche is Non COM, is it 16mm or 35? How many images estimated per fiche? 9. How many microfilm rolls does the City have that need to be scanned? 10. How many images estimated per roll? 11. What is the volume or number of building permits that will need to be scanned? Estimated at 500,000 pages. Please be advised that there is a significant number of permits and this is just an estimate. 12. What size documents are the building permits? Are they 8 ½ x 11? The size varies but most are either letter size or half letter size. 13. What is the volume or number of files and plans that need to be scanned? Letter Size Permit Files estimated 500,000 pages Letter Size Plot Plans Use Permits estimated 150,000 pages Letter Size CD Planning estimated 250,000 pages 14. What size documents are the files and plans? Are they 8 ½ x 11? There is no standard file/plan size. Therefore, the size of the documents vary. 15. Will all the items to be scanned be available to be picked up at one time? The City would prefer a staggered approach, as taking all documents at once would impact daily operations and limit the public s access to them. 16. How many items will be picked up at one time? The City is open to suggestions and would recommend this be part of any proposal. 17. Will the vendor be responsible for packing the documents? Yes, the vendor will be responsible for all packing and any unpacking of the documents. 18. Will there be an opportunity for firms to view the items to be scanned prior to submitting a proposal? Yes at the Pre-bid Meeting Held on Friday, May 22, 2015 at 10am. 19. Can samples of the items to be scanned be provided? Samples can be viewed on May 22nd. No other samples will be provided. 20. What format is required? PDF, TIFF? Single page or multi page? TIFF 21. What is the required DPI? 300 dpi 22. Will the items need to be scanned bitonal, grayscale, or color?

4 Black & white, grayscale and color 23. What software version of Laserfiche is the City currently using? Laserfiche 9.1 ***Added 5/22/15 1. In addendum # 2 the City requests "pricing for software, hardware and maintenance for our users to retrieve documents as needed". Could the City clarify what kind of software, hardware and the type of maintenance is requested? We are open to hearing different options for hosting/storing data. Proposals can include a price for the City hosting the data, as well as a cloud based option. The items referred to in this entry would be related to an outside entity hosting the data. 2. In addendum # 2 the City mentions in the answer to question 11 that there are an "estimated 500,000 pages of building permits". In the answer to question 13 it states that there is an "estimated 500,000 letter size permit files". Could the City please clarify if these items are the same or two separate items. The City estimates there to be 500,000 pages of building permits. These documents vary in size, but are typically either letter or half letter size. I believe 11 and 13 are referencing the same item (building permits). Any thoughts? 3. Could the City please provide the list of vendors who attended the pre bid meeting? The list of vendors that attended the meeting on Friday, May 22, 2015 has been uploaded to the City s website. A copy has also been sent to all on the Plan Holders List. 4. Has the City done a similar project to this previously? If so could the pricing breakdown be provided? No. 5. Since the City has Laserfiche which is a proprietary software, would the City consider a open platform software option? Not sure about this one? I think the plan is to stick with Laserfiche unless it is impossible to do so, right? 6. Is there a limitation file size in importing into LaserFiche? 250 MB 7. I noticed in your Addendum NO.2 it mentions Microfilm, but in today s RFP walk through we didn t see any.. Is there Microfilm for the Project? I think we only have microfiche and not microfilm. 8. Do you have an existing Data base for any of your files? No existing data base for our files.

5 9. Would an excel file or csv text file be acceptable? I don t have a preference. I would be inclined to say excel file just because I m more familiar with them. Maybe we also ask them to propose something based on their experience and industry standard. 10. For Large format drawings, Where do we find the Project Name? Where do we find the Parcel Map #? Is there a format for the parcel map # we should be looking for? Project address will be listed on the plans. Project names are typically a business name but are not always found on a plan. Parcel map numbers are also not always listed on a plan. If listed, they can be used (Common Exs: PM 0000, Parcel Map No ). 11. One of the indexing fields is DOC TYPE, what does this field identify? Whether the documents are Large Format, Building Permits, Microfiche? If not, will there be a predetermined set of titles we can select the DOC TYPE for? I am unaware of a pre-determined set of titles to select from. Also, the document type is meant to identify it as a building permit, microfiche, etc. Proposal Due Date: May 28, 2015 by 4:00 PM. Prepared by: Roy Chavoya Jr. Purchasing Assistant City of Commerce

This is with regard to your requirement for Document Imaging Services. A: You are not required to attend the bidder's conference on 4/18.

This is with regard to your requirement for Document Imaging Services. Could you please help me with the following questions: Q: Whether companies from Outside USA can apply for this? (Like, from India