ADDENDUM NO.: 3
State of Wisconsin
Department of Children and Families
REQUEST FOR BID NO.: CFA0071
Form DOA-3098 (R10/2005)
DATE DUE: January 20, 2011
DATE: January 12, 2011
COMMODITY
OR SERVICE:
Microfilm of Adoption Records RFB
REVISION:
The Vendor Questions and Answers are attached.
All other specifications, terms and conditions remain the same.
Please include a signed copy of this bid addendum with your bid response.
__________________________________________________
Signature
_________________
Date
For further information concerning
this addendum contact:
Cheryl Edgington
608-266-1844
email: DCFProcurement@wisconsin.gov
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
BID # CFA0071
PAGE 2 OF 7
1. Are you looking for someone to convert paper documents to microfilm or convert film to digital? If you are
converting from paper to microfilm, why are you choosing that older technology over conversion to digital?
Answer: This question was answered and posted as Amendment #1 to the RFB on December 20, 2010. The answer is
as follows:
“DCF is looking for someone to convert paper documents to microfilm. The State of Wisconsin Records Retention
Board has stipulated that microfilming is the only permanent source of record retention at this time which is why
DCF is not asking for digital conversion of paper records.”
2. Will it be possible to inspect the documents to be microfilmed?
Answer: Yes. More than one vendor asked this question and in response, DCF held a site visit on Thursday January 6,
2011. Vendors were not required to attend in order to submit a bid. Vendors who attended signed a confidentiality
agreement and viewed the document. Any questions asked and answered were recorded and included in this
Question and Answer document.
3. Attachment F needs the delivery cost for 12 trips for pick up of 60,000 (estimated) pages. Does that mean each
trip will involve 60,000 pages or does that mean each trip will involve 5000 pages?
Answer: There is no “set” number of documents that will be available during each pickup. 60,000 is the estimated
annual number of pages to be microfilmed; however, the number ready for pickup on a monthly basis will vary.
4. Can a vendor outside of Wisconsin be awarded this job if they meet all the requirements and are low bidder?
Answer: Yes, there is no in-state requirement for vendors.
5. We do not outsource any aspect of the work we do. It states that no out-sourcing will be permitted anyhow, so
am I to assume that MBE requirements are only second tier (who we purchase goods and services from internally)?
Answer: DCF strongly urges, but does not require, vendors to use minority-certified vendors in carrying out the scope
of this contract, whenever possible. Since out-sourcing is not allowed, any MBE participation would be second tier.
6. The bid requires a quote on 60,000 pages which can easily be handled in the time frame and in one pickup. What
is the total amount of pages for the entire job and how many pages will you release per pickup?
Answer: This number will vary on a monthly basis as some backlog currently exists. Once the backlog is microfilmed
the number of files ready for filming on a monthly basis will vary.
7. What prep work is required, destapling, mending, and aligning? Please detail.
Answer: There are some pages that still contain staples. While the DCF staff attempts to remove them during the
prep progress there are some files that still contain staples. There are also a small number of files that contain legal
size documents.
8. What is the % of pages that have backs to be captured?
Answer: Approximately 35% of the case files contain double sided documents that need to be microfilmed.
9. What is the initial pickup address?
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
BID # CFA0071
PAGE 3 OF 7
Answer: Department of Children and Families - 1 W. Wilson St., Madison WI 53708 –
(608) 266-3036
10. Can you explain what type of document preparation may be involved with this collection? Document prep
would include: removing staples, paper clips and other fasteners. If we would need to remove such fasteners, would
we also be required to refasten?
Answer: Please see response to Question #8 above. If the vendor had to remove any fasteners, they would not be
required to refasten.
11. Is this a new bid or a bid for an existing project?
Answer: This is a new bid. Vendors have provided this service to DCF sporadically in the past but we have not issued
a bid for this service before.
12. Will some documents go into existing jackets or will they be new?
Answer: Both.
13. Will you give the contractor the existing jackets?
Answer: Due to the sensitivity and confidentiality of this information, DCF will not release existing jackets to vendors.
We are still determining the exact process but we envision using additions to existing jackets. DCF would provide the
contractor with a cover sheet indicating the documents are additions to existing jackets.
14. Will DCF accept the backup files as one roll or will you require a separate roll for all jackets?
Answer: We can accept one roll.
15. In reference to the requirement in 4.2.6, how does DCF expect the vendor to flag poor quality documents – with
a target or by stamping?
Answer: The vendor can indicate poor quality with a target.
16. In reference to 4.2.8, what percent of documents are add-ons to existing jackets?
Answer: DCF currently has a considerable backlog and we estimate that 15-20% of the files are add-ons.
17. Is there any pattern to the files, i.e. less than five pages per file?
Answer: No, there is no pattern to the files.
18. How many pages are in the typical file?
Answer: The number of pages per file varies from one page to three boxes worth of pages.
19. How many inches or pages of additions?
Answer: We estimate approximately 30 boxes of additions. The boxes are standard State of Wisconsin Record Center
boxes that measure 12 “W by 15” L by 10” High with folding top.
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
BID # CFA0071
PAGE 4 OF 7
20. Can you please clarify the requirement in 4.3.4 regarding pick up or delivery? Is it once or twice per week or
once per month?
Answer: We anticipate pick up and delivery occurring once every two to three weeks, at least initially because of the
backlog and once per month on an ongoing basis.
21. Do you require pick up and delivery on a particular day (i.e. every Friday)?
Answer: We are willing to negotiate this with the vendor but we are willing to consider a set schedule.
22. Do you expect the documents to be put back into the same box when returned?
Answer: Yes.
23. Are the documents in numerical order or sequential?
Answer: Not always. We try to arrange them in ascending order and we try to keep the add-ons in numerical order.
24. Can you please clarify the process of additions? Will the state be sending existing jackets or requiring new
jackets?
Answer: We are still working to finalize this process but we will not be sending existing jackets with vendors. We
anticipate using cover sheets to indicate the files are add-ons and to provide the vendor with the correct number in
which to start the page.
25. Are all the sheets in the files facing the same direction?
Answer: They should be. There could be some sheets in the backlog that are not facing the same direction but we
want them all filmed in the same direction.
26. Can you please verify that you won’t be sending out any existing jackets?
Answer: We will not be sending out any existing jackets because these are original files and in many cases do not
have back ups.
27. Are the jackets numbered as 1 of 10, etc?
Answer: Yes on the right hand side of the jacket.
28. Are the numbers consecutive or 1 of 2, 2 of 2, etc.
Answer: The numbers are consecutive and we will inform the vendor as to which number to start with.
29. Can you please clarify the requirement in 4.3.6 regarding no subcontractors allowed on this contract? If the
documents remain in the facility can vendors subcontract ancillary services such as transportation?
Answer: As stated in 4.3.1, “The contractor must transport the documents using the contractor's own staff and
vehicles unless other wise specifically approved by the State.” If the contractor can prove that transportation vendor
is fully bonded, DCF would allow this arrangement.
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
BID # CFA0071
PAGE 5 OF 7
30. Can processing happen at a separate facility?
Answer: As stated in 4.3.3, “The record storage facility and document processing center must be in the same
facility.” This requirement exists because of confidentiality.
31. If a vendor chooses to subcontract with a transportation provider does that meet the requirement in 4.3.6 or
would that disqualify the bid?
Answer: Using a transportation company as a subcontractor does meet the requirement in 4.3.6.
32. Can you please clarify the requirement in 4.4.9?
Answer: DCF wants to ensure that everything the vendor has filmed has been properly backed up.
33. With regard to 4.4.4, what does the sate deem as unacceptable?
Answer: Some examples include fuzzy or missing pages?
34. Will the contractor be held liable for pages that are missing from the files?
Answer: No, if pages are missing from the files the contractor is not liable. However, if we conduct a spot check and
determine the vendor has missed pages that were in the file that is unacceptable.
35. Are all pages numbered?
Answer: No.
36. How did DCF determine the annual cost of this contract?
Answer: We based the annual cost of this contract on historical costs for similar services, estimation of the backlog
and an anticipation of incoming files.
37. How long ago was this work done?
Answer: Two to three years ago.
38. Should vendors submit bids via mail or electronically via e-mail?
Answer: Vendors can submit bids using either method based on their preference.
39. Please clarify the requirement in 4.1. How should vendors prove they have the necessary experience?
Answer: Vendors indicate they meet the requirement by checking “Yes” on the Bidder’s Response Sheet and by
providing the required number of references.
40. Can you explain why you quit microfilming for two years? Did you have issues with the previous vendor or
quality of the documents?
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
BID # CFA0071
PAGE 6 OF 7
Answer: We did not have any issues with the previous provider or quality of service. We stopped because of a lack of
funding but due to state and federal requirements around adoption records we obtained the necessary funding to
implement this as an ongoing contract.
41. Should the vendor film blank sides?
Answer: No.
42. How are the jobs separated from each other?
Answer: Rubber bands.
43. Is there a target sheet with each job?
Answer: Yes, there is a face sheet on each job and we try to keep them in numerical order.
44. Are all records transferred in boxes? What are the sizes of the boxes?
Answer: Yes, all records are transferred in boxes. The boxes are standard State of Wisconsin Record Center boxes
that measure 12 “W by 15” L by 10” High with folding top.
45. Are the files right reading?
Answer: Yes, we try to prepare them to be right reading the best we can given the backlog and staff shortages.
46. What percentage of files will be prepped?
Answer: The goal is to have all files prepped. Ongoing we aim for 99% to be prepped. There is some concern with the
backlogged files. We approximate 65-70% of those files will be prepped.
47. The files still have paper clips but no staples going forward, correct?
Answer: Yes, the files will have binder clips, rubber bands, etc. but no staples.
48. If the older files have carbon copy we do not have to film the carbon copy, correct?
Answer: Correct, you do not have to film the carbon copy.
49. If there are date stamps on the back of the document should they be filmed?
Answer: No.
50. Who was your previous vendor?
Answer: Sourcecorp.
51. Does the Bid require the contractor to have a records storage facility? 4.3.3
Answer: Yes. As stated in the requirement in 4.3.3, “The record storage facility and document processing center must
be in the same facility. Documents cannot be transported between any contractor facilities after pickup and
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
BID # CFA0071
PAGE 7 OF 7
transport from Department to contractor's facility or before return transport to the Department or other site
designated by the Department.”
52. Will point 4.3.6 be revised to include contractors? I would like make sure that companies that do not have their
own transportation or vehicles can still submit and win this bid?
Answer: A contracted delivery service is acceptable as long as DCF is provided a copy of the delivery vendor’s
insurance, bonding, and employee background check information.
53. How will State ensure that work is not being outsourced by selected winner?
Answer: Unannounced on-site visits may be scheduled by DCF to observe the microfilming process at the location of
the awarded vendor.
54. To clarify - because of confidential sensitive records, all pickups and deliveries, microfilming, developing of
microfilm, duplicating of roll film and jacket loading , and jacket indexing needs to be complete by same vendor.
Outsourcing any part of the project is unacceptable.
Answer: We have already indicated that using a separate delivery service is acceptable as long as the delivery service
vendor’s insurance, bonding, and employee background check documentation is provided.
55. All microfilming should be completed with a camera setting of 24 x reduction ratio. 24x is industry standard for
microfilm jackets. Camera reduction should be 24x correct?
Answer: Yes, camera reduction should be 24x.
56. Because adoption records are permanent records (forever) the disaster recovery roll film duplicate should be a
silver roll of microfilm vs a less archival diazo roll technology, correct?
Answer: Correct, a silver roll of microfilm should be used.