request for proposals records management


[PDF]request for proposals records management...

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REQUEST FOR PROPOSALS RECORDS MANAGEMENT IMPROVEMENT DIGITIZING AND INEXING OF VITAL RECORDS PROJECT CITY OF BINGHAMTON, NEW YORK Part A – Project Information A-1 Overview The City of Binghamton is seeking to obtain a grant through the New York State Archives Local Government Records Management Improvement Fund (LGRMIF) to digitize and index 6,607 marriage records maintained in 3 binders. There are six marriage records per page, three on the front and three on the back. The City of Binghamton is requesting proposals from imaging firms to digitize each record individually and create an index using Microsoft Access The City Clerk’s Office (CCO) maintains a marriage records index using Business Automation Software (BAS). None of the records mentioned are electronically indexed. A-2 Description of the Problem The City Clerk’s Office maintains paper copies of marriage records and CCO staff uses paper indexes to determine if the City has a copy of a marriage record. The process of retrieving a marriage record is very time consuming and an inefficient use of CCO staff time. In addition, using original vital records for access purposes makes them more vulnerable to deterioration and improper handling. The goals of this project include better preservation of historical documents, increase customer satisfaction, and increase staff efficiency. A-3 General Description of Professional Services The City seeks an imaging firm to digitize and index marriage licenses dating from 1974 to 1980. The City seeks proposals from imaging firms to perform the following services:   

Inspect marriage records to identify any major issues prior to project implementation Scan and produce the highest quality digital images Create an indexing system in Microsoft Access for the City Clerk’s Office o The marriage record index shall include Groom’s last name, Bride’s last name, Groom’s date of birth, Bride’s date of birth, and date of marriage

When considering costs for services, vendors should also include fees for travel and guaranteed secure (bonded) courier services.

A-4 Contract Compensation This Request for Proposal is for procuring bids. A fixed lump-sum fee method of compensation is requested. However, this proposal should include the hourly fee, cost per image to digitize and index, and number of hours for: preparation, scanning, indexing, and quality control testing. A-5 Consultant’s Insurance The agreement between the City and a consultant, which may result from this procurement process, will require the consultant to obtain and maintain insurance to protect the consultant and the City form claims under Worker’s Compensation Act and such Comprehensive General Liability Insurance, as well as to protect the City and the consultant form all claims for bodily injury, death, or property damage which may arise from the performance by the consultant or by the consultant’s employees or consignees for the consultant’s functions and services required under the agreement. A-6 Rejection of Proposals The City Reserves the right to: amend, modify or withdraw this RFP; require supplemental statements of information from proposals; extend the deadline for responses of this RFP; reject any or all proposals received pursuant to this RFP; waive or correct any irregularities in proposals received; negotiate separately with other competing proposals; and award a contract to as many or as few proposals as it may select. A-7 Incurring Costs This RFP does not commit the City to award a contract, to pay the costs incurred in preparing any response to this RFP, or to procure the services described herein. All proposals are submitted at the sole costs and expense of the proposer, including the costs of duplicating background reference materials requested. The City shall incur no liability or obligation to any proposes except pursuant to written consent for services, duly executed by the proposer, and an authorized signatory for the City. A-8 Receipt of Proposals To be considered, five sealed copies of the proposal, including fees, must be received at the City of Binghamton Department of the Comptroller no later than Tuesday February 18, 2014. Department of the Comptroller City Hall 2nd Floor 38 Hawley Street Binghamton NY 13901 Re: Records Management “Digitizing and Indexing” Proposal

A-9 Proposal Format To be considered, proposals must submit a complete response to this RFP, using the format provided in Part B. for this RFP, the proposal must remain valid for at least ten months from the date of the above response deadline. The contents of the proposal of the successful bidder will become the basis for the contractual obligations if the contract for consultant services is executed. A-10 Disclosure of Proposal Contents Information provided in the proposal will, to the extent allowed by law, be held in confidence and will not be revealed or discussed with competitors. If a proposal contains any information that the proposer does not want disclosed to the public or used by the City or State for any purpose other than the evaluation of the offer, each sheet of such information must be so marked. A-11 Presentation (Post RFP Activities) Proposers may be required to make formal presentations of their proposal to the City. Such presentations provide an opportunity for the proposer to clarify its proposal to ensure a thorough understanding of the materials submitted. The presence of the Project Director who will be working specifically on the project (as opposed to marketing staff or corporate officers) will be required at the presentation. A-12 Consultant Qualifications The consultant must be familiar with New York State Archives and the Local Government Records Management Improvement Fund (LGRIF) grant process and must have references showing good working relationships and an understanding of local governments as well as the ability to meet deadlines and complete projects on time. A-13 Evaluation Criteria Proposals will be evaluated using the following criteria: 1) 2) 3) 4) 5)

Cost Reasonableness of proposal Experience of firm Completeness of proposal Timeliness to undertake and complete tasks

The City will be applying to New York State Archives for funding to undertake this digitizing and indexing of vital records project. The grant award will be announced in July 2014. The project must be completed in its entirety no later than June 30, 2015.

Part B – Information Required from Consultant B-1 Executive Summary State in succinct terms your understanding of the project based on your review of pertinent background information and site visits. This narrative should also address any concerns, issues or technical requirements that the City should consider. B-2 Project Approach and Time Describe in narrative form the approach and proposed time schedule for providing the services identified in A-3 of the RFP. Include a chart showing timeline, tasks, staff responsible and the number of hours necessary to complete each task. This work plan should include anticipated meetings with the CCO. B-3 Previous Experience and References Provide a narrative description of at least 10 projects currently under contract or recently completed within the last five years by your firm that are similar to the project being considered by the City. Include the name and telephone number of a responsible official we may contact as a reference on each project. B-4 Fee Proposal Provide a fixed lump-sum fee for undertaking the project and cost per image to digitize and index.