DEPARTMENT OF PROCUREMENT SERVICES - CITY OF CHICAGO … · page 2of city of chicago jamie l. rhee department of procurement services chief procurement officer section i: notice of

Page 1 of 1

CITY OF CHICAGO JAMIE L. RHEE DEPARTMENT OF PROCUREMENT SERVICES CHIEF PROCUREMENT OFFICER

DEPARTMENT OF PROCUREMENT SERVICES - CITY OF CHICAGO

May 4, 2012

ADDENDUM NO. 1

TO

REQUEST FOR PROPOSAL (“RFP”)

FOR

RECORDS STORAGE AND RELATED RECORDS MANAGEMENT SERVICES

Specification No. 105939

For which Proposals are scheduled to be due no later than 4:00 p.m., Central Time on Thursday, May

10, 2012 in the Department of Procurement Services, Bid and Bond Room (Room 301 of City Hall).

The following revisions/changes will be incorporated in the above referenced RFP document. All other

provisions and requirements as originally set forth remain in full force and are binding.

Respondent must acknowledge receipt of this Addendum No. 1 in its Proposal and

complete and return the attached Acknowledgment by facsimile or email

to 312-744-7679 or [email protected]

Attn: Bernie Harges, Contract Administrator

This Addendum No. 1 includes revisions and answers to questions found relevant as set forth in the RFP:

I. Notice of Revisions/Changes II. Responses to Vendor Questions III. Addendum Receipt Acknowledgment

The information contained in this Addendum No. 1 is incorporated by reference into the original RFP document issued on April 02, 2012.

mailto:[email protected]

Page 2 of 2 CITY OF CHICAGO JAMIE L. RHEE

DEPARTMENT OF PROCUREMENT SERVICES CHIEF PROCUREMENT OFFICER

SECTION I: NOTICE OF REVISIONS/CHANGES

PROPOSAL DUE DATE HAS BEEN POSTPONED TO WEDNESDAY, MAY 16, 2012. REVISION DESCRIPTION

Proposal due date has been postponed to Wednesday, May 16, 2012. For which proposals are due in the Department of Procurement Services, Bid and Bond Room, Room 301, City Hall, 121 N. LaSalle Street, Chicago, Illinois 60602, at 4:00 p.m., Central Time.

Cover page of RFP is hereby amended to read as follows: “Proposals must be received no later than 4:00 p.m., Central Time on May 16, 2012.

SECTION II: RESPONSES TO VENDOR QUESTIONS

1. The responses to vendor questions submitted in the Clarifying Questions Template or during the Pre-Proposal Conference are available in the downloadable document titled: Vendor Clarifying Questions. Read this document carefully, and note the following key responses:

a. Response to question CQ-006 is further clarified from a response provided during the Pre-Proposal Conference as follows: City invoices must be sent or emailed to the User Departments, approximately ten (10) departments. County invoices must be sent or emailed to the User Department - for this scope is mostly County's Bureau of Technology.

b. Response to question CQ-017 is revised from the response provided during the Pre-Proposal Conference as follows: The City and County would like pricing for both options: retrieval of documents in physical AND/OR electronic format. Use the "Other Cost" tab in the Pricing Proposal to specify cost.

c. Response to question CQ -111. The City does not require Valuable Papers coverage, but requires property insurance. The following language is removed from the RFP: “4) Valuable Papers When any media, data, records, reports, contracts, microfilm, microfiche and any other documents are placed in storage under this Contract, Valuable Papers Insurance must be maintained in an amount to insure against any loss whatsoever, and must have limits sufficient to pay for the re-creation and reconstruction of such records.” It is to be replaced with the following language: "Commercial Property Insurance Commercial Property Insurance must be maintained in an amount to insure against loss or damage to any of the boxed documents that are placed in storage under this Contract. Evidence of the Property insurance with locations is required."



ID

QUESTION

RFP REFERENCE DOCUMENT NAME

RESPONSE

CQ-001 If we are a privately owned company, do we need to disclose our financial statements? Will we be eliminated if we do not?

Yes, all Respondents must submit all proposal requirements as outlined in Section 5.3.2 of the RFP. Failure to comply with this requirement may result in rejection of the Proposal.

CQ-002 Our clients have asked us to sign confidentiality agreements. Do we need to provide the revenue we get from clients if we use them as references?

Yes, all Respondents must submit all proposal requirements as outlined in Section 5.2.5 of the RFP. Failure to comply with this requirement may result in rejection of the Proposal.

CQ-003 What weight will the City/County place on those responding to this proposal who address pricing for all services vs. vendors who only address partial?

The City and County will weight each category separately, and then assess and compare the benefits of awarding one or multiple contracts.

CQ-004 Regarding Tape Backup: Storage of tapes: in slots? In closed/locked containers? Rotation: what is the average frequency and volume?

The City's Department of Finance stores backup tapes in a single locked container. Backup tapes are rotated out weekly. County stores tapes in both slots and containers and rotates tapes weekly and monthly. OEMC stores tapes in a tape filing cabinet. The cabinets have 13 drawers and hold approximately department 2200 tapes. The cabinets are approximately 5' tall and 4' wide.

CQ-005 After RFP is awarded, will the City or County departments be allowed to request their own contracts and pricing?

No. Pricing will be negotiated in collaboration with the County and two separate Contracts will then be drafted, honoring the combined volumes pricing.

CQ-006 Invoicing: will invoices be sent to the main location or many different departments separately?

Section 1.6.12 on page 50.

City Invoices: City invoices must be sent or emailed to the User Departments;

there are approximately ten (10) departments. The City reserves the right to revised invoicing procedures to accommodate the Central Invoice Process (CIP) through the City’s comptroller’s office in the future. County Invoices: County invoices must be sent or emailed to the User Department

- for this scope is mostly County's Bureau of Technology.

CQ-007 There are very specific requirements for information on each box. Will the boxes be labeled by the City/County or is the Vendor expected to do this?

Boxes currently in storage are labeled and there maybe additional information required with the new system.



ID

QUESTION


RESPONSE

CQ-008 Will the 110,000 cubic foot to be destroyed be segregated prior to moving?

No. The destruction inventory will be clearly identified, but not segregated.

CQ-009 For the e-mail storage, what version of Microsoft Exchange is it currently being hosted on?

The County is in MS Exchange 2007 and will be migrating to MS Exchange 2010 by May 2012. The City archives email in-house and are not using this part of the scope at this point, but may use the services in the future.

CQ-010 What percentage of the document scanning is to be done on-site and what percentage off-site? Will the chosen vendor be required to perform the on-site scanning?

This will be determined upon issuance of a task order by the City or County. The Selected Respondent will be asked to provide a recommendation based on the requesting department's needs. The City and County are open to both on-site and off-site recommendations, as long as it meets the requesting department's needs.

CQ-011 Is one vendor currently handling all of the services – imaging, data backup, tape storage and record storage?

No

CQ-012 Who is currently storing the records? Is there more than one contractor currently storing the records?

The City and County use Iron Mountain. Also, the County currently houses many of its documents in-house and uses Autonomy for electronic storage.

CQ-013 If a new vendor is chosen, what is the timeframe the transition is to be completed by?

Target start date is June 30, 2012 the City will work with the Selected Respondent to identify a target completion date.

CQ-014 Will all company’s names that were in attendance or that submitted questions be made available?

Yes. Interested Respondents can find the Attendees List online at: http://www.cityofchicago.org/content/city/en/depts/dps/provdrs/contract/svcs/pre-bid_and_pre-submittalconferenceattendees.html

CQ-015 Do I understand that all questions submitted/asked today and those that are submitted via email will be addressed in the addendum?

Yes, this addendum is available for download at URL: www.cityofchicago.org/bids

CQ-016 When will the addendum be posted? Addendum will be posted approximately one week after the submission of questions due date.

http://www.cityofchicago.org/content/city/en/depts/dps/provdrs/contract/svcs/pre-bid_and_pre-submittalconferenceattendees.html

http://www.cityofchicago.org/content/city/en/depts/dps/provdrs/contract/svcs/pre-bid_and_pre-submittalconferenceattendees.html

http://www.cityofchicago.org/bids



ID

QUESTION


RESPONSE

CQ-017 Can retrieval of record be in electronic format or must it be in the original physical format?

Response to this question is revised from the response provided during the Pre-Proposal Conference as follows:

The City and County would like pricing for both options: retrieval of documents in physical AND/OR electronic format. Use the "Other Cost" tab in the Pricing Proposal to specify cost.

CQ-018 Will the new vendor have any responsibility for permanent withdrawal fees incurred by the City/County from the previous vendor?

No

CQ-019 Who are the incumbent vendors? See CQ-012

CQ-020 What are the PW Fees per CFT from current vendor(s) withdrawal fees?

The City cannot provide this information.

CQ-021 Will incumbent vendors supply database for all box/file records?

We expect the incumbent vendor to cooperate fully with the City in the transitioning of all City records.

CQ-022 Scanning: Is the volume of 625,000 pages/year fairly even on a monthly basis or what is the peak period schedule like? Or does it happen all at once?

Volumes will be on a per-project basis and it may vary significantly. The City scanning volume is not seasonal, but is best assessed and staffed based on annual volume with the assumption of basically a flat line.The County has not assessed use of these services and may use this service in the future. The County would issue a task order and provide scanning estimates at that time.

CQ-023 Scanning: Where RFP discussed “onsite document scanning” does this mean performed by a vendor or set up of scan stations and training for City Staff – or both?

Onsite scanning is to be provided by the vendor with its own equipment and staff. The Selected Respondent will be required to place all scanned images into FileNet, this is one of the City's content management system of record.

CQ-024 Scanning: Will vendors have an opportunity to view samples of documents to be scanned or representative documents before bidding?

See CQ-022. Based on that response, the City is not prepared to provide sample document for the vendors. However, document types include contracts, contract amendments, contract disclosures, Business License, Business Public Way Permits, Business Tax Licenses, etc.

CQ-025 Scanning: Are pages to be scanned Single or Double sided?

Both. See CQ-022



ID

QUESTION


RESPONSE

CQ-026 Of the 370,000 cubic feet of records, does any of this quantity belong to the County? If not, what are the volumes for the county?

No. County currently stores many of its own records in-house.

CQ-027 Section 2.1.2.1 – must all medical records be indexed at the file level? How many are there? New adds per year?

Yes, medical records must be indexed at the file level. Amounts vary starting at 500 and above. See page 35 of the RFP Exhibit 1, in Section 1.1. for annual growth rate.

CQ-028 Will all existing electronic carton and file folder description be made available to the new vendor?

Yes

CQ-029 Can you provide three months of a cost and activity report?

The City cannot provide this information. The City is facing an unprecedented budget crisis and is looking for the most competitive proposals.

CQ-030 What are the perms out rates? Who will be paying that fee?

The City will not provide information on current pricing. The City and current vendor will be responsible for these costs. However, the City is requesting proposals and transition incentives from respondents.

CQ-031 Comparing page 35 to 38 – Where do the extra 110,000 boxes come from?

See page 38, Exhibit 1, Section 1.1.4 of the RFP. From the 370,000 in storage, approximately 110,000 cubic feet are or will be eligible for destruction in the near future.

CQ-032 Is the bid available in .doc or writeable PDF format?

No.

CQ-033 When does the IM contract and/or other contracts expire?

Iron Mountain and Autonomy are providing services on a pay-per-voucher basis. The Contract resulting from this RFP will start as soon as possible (estimated target date is June 30, 2012).

CQ-034 Is the document destruction going to be performed on-site at a City of Chicago designated facility, or can it be performed off-site at our very secure NAID AAA Certified plant based facility?

See page 43, Exhibit 1, Section 1.2 of the RFP, Respondents may submit proposals for both onsite and offsite destruction, some records may require onsite destruction.

CQ-035 Are the boxes currently palletized or do they need to be moved one-by-one?

We expect the incumbent to cooperate fully with the City in the transitioning of all City records.



ID

QUESTION


RESPONSE

CQ-036 If the boxes are being removed one-by-one are there any stairs in which they need to be carried up or are they elevator accessible?

There are elevators at all Iron Mountain locations. The boxes stated in on page 38, Section 1.1.4.6 of Exhibit 1.

CQ-037 Are all documents currently stored in boxes or will they need to be removed from filing cabinets or drawers?

All documents are stored in boxes.

CQ-038 Is the City of Chicago willing to have the boxes picked up in stages (example – 10,000 boxes per week), or will they need to be picked up all at one time?

The City is looking for Respondents' proposed approach.

CQ-039 Would the City consider imaging all records rather than moving documents from one physical storage location to another if: 1) the vendor could prove that significant costs could be saved and/or eliminated; and 2) the process would comply with the Local Records Act?

Respondents may submit their proposals for this solution in addition to the required format, but not instead of the required format.

CQ-040 What are the addresses of the 15 locations where the boxes currently reside?

All locations are within 30 miles of City Hall. Locations will be shared with the short listed respondents.

CQ-041 What are the respective volumes of records in each facility?

See Attachment Number One (1) CQ-041

CQ-042 Will present vendor palletize and shrink-wrap the boxes should a new vendor be chosen?

We expect the incumbent to fully cooperate with the City in the transitioning of all City records.

CQ-043 Will the city/county and/or vendor provide an electronic database for the chosen vendor to import?

We expect the incumbent to fully cooperate with the City in the transitioning of all City records.



ID

QUESTION


RESPONSE

CQ-044 There is detailed information about the expectations of the vendor to process new boxes and files going into storage, including extensive data entry for both boxes of records and medical files. But there is no line item in the price sheet for any of these services. Is this something the vendor should include pricing for under “Other Record Storage Fees?”

See Pricing Proposal "Other Costs." Respondents must specify any cost, not listed on the other tabs which the City would incur as a result of doing business with your company, and in response to all the services specified in the RFP.

CQ-045 How many medical records are being transitioned and how many new files are generated yearly?

See Exhibit 1, Section 1.1.

CQ-046 Are medical records files stored in boxes or on open shelf?

Medical records are stored in boxes.

CQ-047 On pricing grid, only one line item appears for records storage – what about different box sizes, files?

See Pricing Proposal. Respondents should specify their recommended "unit of measure."

CQ-048 For tape storage, can you describe the volumes/times/expectations of the disaster recovery exercises?

Sample bi-annual City's procedure: July 12 - regular City pickup July 17 - vendor delivers tapes from 7.12 pickup to DR site July 19 - regular City pickup canceled July 20 - vendor picks up tapes from DR site July 26 - regular City pick up The County does not have a hot site.

CQ-049 For the electronic storage, can we get examples of some of the data which the vendor would need to access, like the research, legal actions, or archives prior to destruction?

See Exhibit 1, Section 1.3 of the RFP. Unfortunately, we don’t fully understand this question.

CQ-050 For the onsite scanning, is vendor expected to supply scanning equipment to be brought to the City/County facilities, or just supply the labor for scanning with the equipment currently in place?

See CQ - 023



ID

QUESTION


RESPONSE

CQ-051 Of the 625,000 pages to be scanned in a year’s time, what is the percentage of onsite vs. offsite?

See CQ -022

CQ-052 Can you provide 3 months of a cost and activity report?

This question has been asked twice in this document

CQ-053 What are the perm out rates? Who will be paying that fee?


CQ-054 Comparing page 35 to 38- Where does that extra 110,000 boxes come from?


CQ-055 Is the bid available in .doc or writeable PDF format?


CQ-056 When does the IM contract and/or other contracts expire?


CQ-057 Is there any way that we are able or allowed to identify primary bidders in regard to our interest in partnering (subcontracting) for a portion of the overall proposal? If so, what is the process to do so?

See CQ - 014

CQ-058 Is it possible to get pricing and service information about the incumbent company or companies performing these services if there is currently no contract?

No. The City cannot disclose this information. The City seeks competitive pricing proposal from Respondents.

CQ-059 Can we bid on a portion of the contract 3.2 Yes. See Section 3.2 of the RFP.

CQ-060 In relation to the RFP 105939, will the vendor be required to perform all the records management services outlined in the RFP? Or can we bid only the areas that fit our expertise?

See CQ -059

CQ-061 In addition, since we would be potentially be bidding on only selected services would that exempt us from partnering with a Minority or Women Business Enterprise to fulfill our contractual obligation or participation commitments.

See Section 5.3.1 of the RFP with respect to M/WBE Special Conditions and related waiver request process.



ID

QUESTION


RESPONSE

CQ-062 Bandwidth (Internal) 1.3 - Records Storage (Electronic)

100 MG

CQ-063 Bandwidth (External) 1.3 - Records Storage (Electronic)

100 MG

CQ-064 Daily Rate of Change (Approximately) 1.3 - Records Storage (Electronic)

The County does not have this information available.

CQ-065 Environment (Windows, Unix, etc.) 1.3 - Records Storage (Electronic)

Windows servers and SQL application servers.

CQ-066 Virtualized Environment (If so via which product)

1.3 - Records Storage (Electronic)

The County uses Hyper-V for virtualization.

CQ-067 Types of Data Base.. Size and Number


SQL, Oracle, DB/2. The size should be incorporated into the total storage count and tiered pricing. If there are specific costs for database agents they should be identified in the proposal.

CQ-068 Does the total storage have significant image data


No, not at this time.

CQ-069 Current Backup Product 1.3 - Records Storage (Electronic)

Autonomy and Microsoft Data Protection Manager, Brightstor ArcServ.

CQ-070 DR: Complete Data DR with Bare Metal or Full Suite of Services (Hot Site, work force seats, etc.)

1.3.6 - Records Storage (Electronic)

All available services should be described and cost for each individual service should be specified.

CQ-071 Current email archive solution (if applicable)

1.4 - Email Storage None

CQ-072 Are all emails stored on an active exchange platform (if legacy email resides elsewhere (tape) would this data be migrated or os archiving active/go forward?

1.4 - Email Storage See page 46 of Exhibit 1, Section 1.4 of the RFP, County is in MS Exchange 2010.

CQ-073 Is any legacy email in a format other than Exchange

1.4 - Email Storage Not for this scope.

CQ-074 Current retention policy 1.4 - Email Storage Standard 7 years for email storage for the County.

CQ-075 Average annual eDiscovery Requests 1.4 - Email Storage The County does not currently have an Email archiving system.

CQ-076 Do you have a breakdown of the current inventory, by carton size and

1.1 Records Life Cycle Storage and

See Attachment Number Two (2) - CQ-076



ID

QUESTION


RESPONSE

quantity. Management (Physical)

CQ-077 How is a New ADD CDPH, which has different indexing requirements, identified during the process. Is it by sub account ?

2.1.1 Yes.

CQ-078 Our online tool allows users to index their items prior to shipping, rather than through the use of transmittal sheets. Is this something you will consider as an option

2.1.2.0 Yes, the City is looking for Respondents' proposed approach, and interested in simplifying the process.

CQ-079 Is "interfiling", or the re-filing of a new page into a current registered file or carton a requirement?

2.1.5 Yes, occasionally.

CQ-080 Is content validation a requirement for cartons that are returned to the Contractor to refilled?

2.1.5 Box content validation is not required, but box numbers must be validated.

CQ-081 Can you provide a listing of all potential delivery addresses covered by this RFP?

2.1.9 The City has over 425 facilities. Services may be required at any City facility, and in some instances non-City facility. However, for your review and by way of example, we have attached a list of the facilities where services were provided over the past year. See Attachment Number Four (4) CQ-081.

CQ-082 In addition to the physical delivery of a file, we are able to provide an electronic version of the file through a secure network as an alternative to hard copy delivery. Where it makes economical sense, is this an option with the City.

2.1.3 Yes. See CQ - 017

CQ-083 Can we get a breakdown of collection vs. retrieval quantities (items not just WOs) for the locations identified in Table 2.1.13

2.1.13 See Attachment Number Three (3), CQ-093

CQ-084 Can you provide an approximate cost to perm out of your current vendor ?

1.1.4.3 See CQ- 018

CQ-085 Do they have a budget for Document Scanning? If so, can you provide a dollar amount range

1.5 - Document Scanning

Scanning budgets will vary and will be on a per project basis. Please use the multi-tier pricing proposal to provide your pricing based on different volumes.



ID

QUESTION


RESPONSE

CQ-086 Written Requirements Documentation: Number of Users of the system?


We do not understand this question

CQ-087 Technical Environment - Number of physical locations, windows only?


We do not understand this question

CQ-088 Scanning - Onsite number of locations, hours of operation?


Scanning locations will be determined on a per project basis. City hours of operation vary, but are typically from 8 a.m. to 5 p.m.

CQ-089 320 Tape Containers - What are the size of the tape containers? How may tapes do they hold?

1.2 Tape Storage & Rotation Services

Sizes and tapes per container vary per user department. Primary users would be the City's Office of Emergency Management Communication (OEMC) and Department of Finance, and the County's Bureau of Technology. See CQ-004.

CQ-090 Are the various medical clinics for ACHN and the city clinic’s records also going to be a part of this bid?

Cook County is not a part of this scope at this time and may add its scope in the future. The City's Clinics are included.

CQ-091 Will the bid include any x-rays & mammography files that are currently being stored by various corporations?

Yes, x-rays and mammography files are included in the scope.

CQ-092 Are the Cook County medical record files a part of the Cook County & City bid for record storage?

No, but they may use the resulting contract in the future.

CQ-093 Do you have an average number of boxes per work order or total number of boxes picked up or delivered per order?

Section 2 - City's Current State

See Attachment Number Three (3), CQ-093

CQ-094 What is the purpose of the dual bar/old codes applied to the boxes designated for new storage?


The purpose is for tracking and identification of boxes and to eliminate human error.

CQ-095 Will the information that the city requires to be put on the box and into the database be available electronically?


Yes. We expect the incumbent to cooperate fully with the City in the transitioning of all City records.

CQ-096 Whose responsibility is it to make sure that the storage box is identified with the information you require?


It is a dual responsibility between the City and the vendor. The City will provide information to the vendor and the vendor must enter the information correctly.



ID

QUESTION


RESPONSE

CQ-097 Does the city have a verification process planned for the transition, to confirm the accuracy of box contents? If so, what is the new vendor's role in the process?


The City is looking for a cost effective solution for transition of boxes and Respondent is required to submit their recommended approach.

CQ-098 Are the medical records identified with terminal digits IDs for the patients?


Most are terminal digits, some are Alpha, and the City has both.

CQ-099 Are you expecting the respondents to index all the medical files placed in a box for new storage?


Yes, that is the requirement.

CQ-100 Do you have an estimated number of patient’s charts in total?


City's Department of Health has approximately 2,200 cubic feet currently in storage.

CQ-101 Would you consider placing all medical charts on open shelf storage the way that most hospitals currently do?


No, the City prefers a system with a label numbering system, where the number placed on the box matches the number on a transmittal form. Therefore a file or box can be requested by that number.

CQ-102 Does the city expect the contractor to index all boxes currently in storage with all the information that is outlined in the RFP, or does the current contractor have all the information available to download into our system?


Yes, the Current Vendor has most of the information required by the City.

CQ-103 Is the city currently requesting boxes from the database described in CQ-010?


Boxes in storage are not the records to be scanned, generally.

CQ-104 What services are you expecting to start immediately?

Section 3 - Scope of Work

This will be determined at the time the contract is negotiated and awarded to the selected Respondent(s).

CQ-105 Does a schedule exist (or will one be created) for the beginning of services such as pickups, destruction, or electronic scanning services?

Section 3 - Scope of Work

The Respondent is expected to provide its approach and sample schedule.



ID

QUESTION


RESPONSE

CQ-106 What is the anticipated timeframe for a short list and final award of Contract?

Section 4 - General Information and Guidelines

Current estimated contract award date is June 30, 2012

CQ-107 Can you clarify the invoicing process? Specifically the requirement to bill by User Department, as in how many User Departments there will be, single mailing address for submitting all invoices vs. sending to different departments street addresses, etc.

Section 5 - Proposal Requirements

See CQ - 006

CQ-108 What are the payment policies for the city and county?


Payment terms are defined in contract. See the link to the Sample Professional Services Agreement in the RFP.

CQ-109 Will all bills be paid within 30 days? Section 5 - Proposal Requirements

See CQ - 108

CQ-110 Will financial statements be required for all subcontractors or will primary respondents be the only entity required to provide financials?


See CQ – 001. Sub-Contractors are not required to submit financial statements.

CQ-111 Our Insurance agents have indicated that the coverage requested under valuable papers will require excessive amounts of liability to purchase insurance the way it is portrayed here. Can you provide a list of insurance companies that will write a policy to the specifications you have listed?


The City does not require Valuable Papers coverage, but requires Property Insurance. The following language is removed from the RFP: “4) Valuable Papers When any media, data, records, reports, contracts, microfilm, microfiche and any other documents are placed in storage under this Contract, Valuable Papers Insurance must be maintained in an amount to insure against any loss whatsoever, and must have limits sufficient to pay for the re-creation and reconstruction of such records.”It is to be replaced with the following:"Commercial Property Insurance Commercial Property Insurance must be maintained in an amount to insure against loss or damage to any of the boxed documents that are placed in storage under this Contract. Evidence of the Property insurance with locations is required."

CQ-112 Can you provide an estimate of linear feet of fragile and historic records that must be stored in a climate controlled building?

1.1.1.6 Records Life Cycle Storage and Management (Physical) - Historic or Fragile Documents

1,795 boxes and 2642.40 cubic feet.



ID

QUESTION


RESPONSE

CQ-113 Can you estimate the number of boxes that have insect infestation and mold problems?

1.1.3.2 Records Life Cycle Storage and Management (Physical) - Contaminated Documents

To the best of our knowledge, the City boxes do not have insect infestation, mold or other problems.

CQ-114 Will the documents that have been contaminated by hazardous materials be recreated and then destroyed or do you intend to store them in their current condition?

1.1.3.2 Records Life Cycle Storage and Management (Physical) - Contaminated Documents

See CQ - 113

CQ-115 How soon after awarding a contract do you expect to start removing records from the incumbents various warehouses?

1.1.4 Transition Services

City and Selected Respondent will agree on a plan and time-line after award of the contract based on Respondent's proposed plan.

CQ-116 What will you require the incumbent to do, in order to prepare the boxes for transfer?


See CQ- 097

CQ-117 Will the boxes be palletized and structured such that the bar codes are on the outside?


See CQ - 035.

CQ-118 Will you require them to priority load our vehicles so we’re not forced to sit and wait?


See CQ - 097

CQ-119 Will you have a minimum amount for pickup during the transition?


See CQ - 097

CQ-120 Do you intend to transfer the records by some priority order such as current warehouse location or by department?


See CQ - 097

CQ-121 How do you expect to verify the barcode number and the boxes they are currently identified with?


See CQ - 097



ID

QUESTION


RESPONSE

CQ-122 Will you separately identify and palletize the boxes for destruction?


See CQ - 097

CQ-123 If boxes/documents are currently eligible for destruction can they be sent from the incumbent warehouse directly to shredding and not re-bar coded and input into our electronic data base as boxes for destruction?


Documents regulated under the LRA can't go directly from storage to shredding. Also see CQ-97.

CQ-124 Please clarify the request approval process. Is the city and county expecting the vendor to manage the request approval process?

1.6.14 Proactive Monitoring of the City and County Account

See Section 2 "Current State" of the RFP. Cook County's orders will be initially managed and processed by the Bureau of Technology (BOT).

CQ-125 What is our responsibility with complying with the Local Records Act (LRA) as it relates to destruction?

1.2 Destruction Records of Convenience:

See pages 35 and 36, Exhibit 1, Section 1.1.1 of the RFP.

CQ-126 How do the Local Records Act (LRA) requirements compare to NAID requirements as they relate to shredding.

1.2 Destruction Records of Convenience:

See CQ-125

CQ-127 Will onsite scanning be performed during normal business day/hours?

1.5 Document Scanning: Onsite document scanning

Hours will vary and will be determined by the user department's requirements. Some departments may have a 48 hour turnaround requirement to scan and make the images digitally available.

CQ-128 What type of scanning equipment is used at City offices? (Manufacturer, Model)


The City currently has various brands and models, with different throughput, but this is not currently in the scope of the RFP.

CQ-129 What is the output speed of pages per minute?


See CQ-128

CQ-130 How will vendor be compensated for downtime due to system failure?


See CQ-128



ID

QUESTION


RESPONSE

CQ-131 Will the City consider hourly service rates for onsite scanning? If not, and looking for per page scan price only, can the City extract reports that detail the number of images scanned?


No. See CQ -085

CQ-132 For indexing, are there dropdown menus?


Yes. Indexing requirements will be defined on a per-project-basis.

CQ-133 Do the City Departments have the capability of providing barcode target sheets for file titles?


Yes. Two dimensional and three dimensional bar codes are supported.

CQ-134 Does your scanning software have virtual rotation capabilities?


The use of DataCap may be required at the time the scanning job is requested, and DataCap has rotation capabilities.

CQ-135 Does your system automatically drop blank pages or is this a manual function of deleting as pages are audited for clarity?


Yes. Blank page detection is a feature of DataCap.

CQ-136 Would there ever be an occasion when the vendor would need to provide their own scanners onsite? PC's?


This will be determined at the time of the task order. See CQ-085

CQ-137 Will the City offices be able to provide metadata from which vendor can create barcode target sheets to avoid manual data entry indexing?

1.5 Document Scanning: Offsite document scanning questions

Yes, at the time of a task order. See CQ-085

CQ-138 What form of media does the City prefer transfer of metadata/images; i.e. remote/portable server, flash drive, DVD etc?


See CQ-085 The City can support all the aforementioned media. However, regardless of media type, for sensitive data, vendor must follow NIST guidelines.



ID

QUESTION


RESPONSE

CQ-139 Will the vendor be provided an IT contact/partner from the City for importing metadata/images in the correct format/path from our portable servers, CD's etc?


Yes. All Selected Respondents are required to work with a City counterpart.

CQ-140 Will the City office provide expected turnaround time for completion on a per project basis?

1.5 Document Scanning: General Prepping/Scanning/QA questions:

Yes, once the City identified a scanning job that cannot handle through its internal operation, the City would work with the Selected Respondent to set the target completion date.

CQ-141 Although the RFP mentions mandatory quality assurance of each image, what are your QA requirements for indexing; 25%, 30% audit? Do you want the vendor to physically flag those files audited for indexing and content?


The City is looking for Respondents' proposed approach.

CQ-142 If copying an original document is required in order to get a clean image, do you want the Vendor to destroy the original or place it back into the physical file after scan?


This will be determined on a per project basis.

CQ-143 The boxes that are going to be picked up; are they palletized for pick up? Will they be on a dock? Do you know the number and the size of boxes at each location?

We expect the incumbent vendor to cooperate fully with the City in the transitioning of all City records.

CQ-144 What is the breakdown of the size of boxes at Iron Mountain?

See CQ-076

CQ-145 What are the five other locations that the boxes are being stored at?

See CQ-040

CQ-146 What is the start date of the contract? See CQ -013



ID

QUESTION


RESPONSE

CQ-147 What is the value you put on the Valuable Paper Insurance (5.3.7.4) and how many boxes does the insurance relate to?

See CQ - 111

CQ-148 Please explain what Cutover Date means, on the following form: "COMPANY REFERENCES/CLIENT PROFILE INFORMATION", question number nine (9).

Coverover date for references does not apply the RFP.

CQ-149 Can you provide 3 months of a cost and activity report?

See CQ-029

CQ-152 There are fees associated with the removal of boxes from a storage facility known as permanent removal fees. What are those fees for the current location that the boxes are being kept at and who will be paying those fees?

See CQ-030

CQ-156 Scanning: Is there a particular department or type of documents that the RFP is addressing for scanning services? For example accounts payable documents which would be invoices with back up files. Or another example would be human resources department scanning of active and/or terminated employee files.

See CQ-085

CQ-157 Scanning: Can you provide any description as to the condition of documents to be scanned? For example, are they large format drawings or standard letter and legal sized pages? Are they bound together with staples, clips, bindings, etc?

See CQ-085



ID

QUESTION


RESPONSE

CQ-158 Scanning: Will you provide vendor with a list of file naming values (i.e. how would you want to search and retrieve these documents, usually it is by how they are stored on paper today in files, how are those files named?

See CQ- 085 and 132

CQ-159 Scanning: Will you provide a transmittal log (i.e. an inventory file) of all boxes / files to be picked up by vendor or would the vendor need to create this log at the pickup time prior to taking the boxes? Usually the customer has such a log already to track files internally.

The City is looking for Respondents’ recommendations and approach.

CQ-160 Scanning: Is it the expectation that the vendor will scan into / provide an import file for Filenet, Sharepoint, and the vendor’s web based solution? Or just one of these?

See CQ - 132. However, Respondents’ must specify their suggested approach to upload the scanned files to FileNet. Some City departments use DataCap to upload to FileNet (the system of record).

CQ-161 Online Web Hosting: How many users would require access via a web hosted solution?

Access to a records management system could be up to 100 users, but a smaller group of about 10 users would have administrative rights.

CQ-162 Online Web Hosting: Would all users require search, view, and output?

See CQ - 161

CQ-163 Online Web Hosting: Would any of the web hosting users require workflow for automated routing and approvals of documents? If so how many and would they be also included in the count for users above for search, view, and output?

Yes, the City would like to automate the review and approval process.



ATTACHMENT NUMBER ONE (1): CQ-041 - NUMBER OF BOXES AT EACH LOCATION

LOCATION 1

LOCATION 2

LOCATION 3

LOCATION 4

LOCATION 5

LOCATION 6

LOCATION 7

LOCATION 8

LOCATION 9

LOCATION 10

BOXES: 72,379 1,342 2,182 19,489 371 7 1,859 24,324 1,373 22,043

CUBIC FEET: 114,209.40 2179.6 4162.64 26,641.19 595.95 16.20 2,619.30 34,089.14 1,968.00 34,883.68

LOCATION

11 LOCATION

12 LOCATION

13 LOCATION

14 LOCATION

15 LOCATION

16 LOCATION

17 TOTALS

BOXES: 285 14,161 71,576 1,795 498 15,420 2 249,106

CUBIC FEET: 787.74 24,300.60 102,874.92 2,642.40 793.20 21,353.27 3.60 374,120.83



ATTACHMENT NUMBER TWO (2): CQ-076 - ESTIMATED BREAK DOWN OF THE SIZE OF BOXES AT IRON MOUNTAIN

1.2 cf box (15L x 12W x 10 H) 2.4 cf (24L x 12W x 10H) 3.6 cf box (24L x15 W

x10H)

Small planner/ blue print 2 cf box

(42L x 4W x 4H)

Large planner / blue print 4 cf box (44L x 9.25 W x

9.25 H) Total

162,378 8,142 21,091 141 204 191,956

Other size boxes at current vendor are listed below, however these box sizes are not the standard:

0.09

1.1

1.19

1.44

1.8

2.35

4.8

7.2

57.6



ATTACHMENT NUMBER THREE (3): CQ-093 – ESTIMATED PICKUP AND DELIVERIES BY ADDRESS

Estimated pickups and deliveries by address from Oct 2011 to March 2012 (pc 4/26/2012)

Pickup/Delivery Addresses

2011 Oct Pickups

2011 Oct Retrievals

2011 Nov Pickups

2011 Nov Retrievals

2011 Dec Pickups

2011 Dec Retrievals

2012 Jan Pickups

2012 Jan Retrievals

2012 Feb Pickups

2012 Feb Retrievals

2012 March Pickups

2012 March Retrievals

10 W. 35TH STREET 3 1

10 S. Kedzie 1 1 2 1

1000 W O'HARE 1 1 1 1

10458 S Hoxie 1

120 N. RACINE ST. 1 2 2 2 1 2 2

121 N. LASALLE ST. 9 28 6 38 9 29 9 35 11 30 7 33

1338 S. CLINTON ST. 1 1

1360 S. BLUE ISLAND AVE. 1 2 1

1411 W. Madison 2 1 3

1615 W. CHICAGO AVE 5 1 1 2 2 1 2 2 1 2

1685 N. THROOP 1 1 2 1

20 S CLARK ST 2 2

2006 E. 95TH ST 1

2032 N. CLYBOURN AVE. 1 1

2102 WEST OGDEN AVENUE

222 S. RIVERSIDE PLAZA 1

2352 S.ASHLAND

2350 W. Ogden

2735 N. ASHLAND AVE 1 1 1




2011 Oct Pickups

2011 Oct Retrievals

2011 Nov Pickups

2011 Nov Retrievals

2011 Dec Pickups

2011 Dec Retrievals

2012 Jan Pickups

2012 Jan Retrievals

2012 Feb Pickups

2012 Feb Retrievals

2012 March Pickups

2012 March Retrievals

2741 S WESTERN AVE

30 N LASALLE ST 10 24 12 29 7 29 4 30 4 20 2 25

33 N LASALLE ST 6 4 1 2 3 3 2 1

330 N WABASH 3 3 3 4 1 6 1 6 1 5 1 6

333 S. STATE ST 2 2 1 1 2 1 1

351 E LOWER Wacker 1

351 W. Randolph 1 1

3510 S. Michigan 1 1

3959 W. 16th St.

4314 S. COTTAGE GROVE

4357 W. ARMATAGE 1

444 NORTH DEARBORN 1 1

4740 N. Sheridan

4800 W. Roosevelt Rd.

50 W. WASHINGTON

5050 W. 55TH STREET 1

78 w. Washington 1

740 N. SEDGWICK 2 1 3 1 1 1

845 WEST 69TH ST.

847 W. Jackson

8759 S. Commercial



ATTACHMENT NUMBER FOUR (4): CQ-081 - PICKUP AND DELIVERY ADDRESSES


10458 S. Hoxie

10 W. 35TH STREET

10 S. Kedzie

1000 W O'HARE

120 N. RACINE ST.

121 N. LASALLE ST.

1338 S. CLINTON ST.

1360 S. BLUE ISLAND AVE.

1411 W. Madison

1615 W. CHICAGO AVE

1685 N. THROOP

20 S CLARK ST

2006 E. 95TH ST

2032 N. CLYBOURN AVE.

2102 WEST OGDEN AVENUE

222 S. RIVERSIDE PLAZA

2352 S.ASHLAND

2350 W. Ogden

2735 N. ASHLAND AVE

2741 S WESTERN AVE

30 N LASALLE ST

33 N LASALLE ST

330 N WABASH

333 S. STATE ST

351 E LOWER Wacker

351 W. Randolph

3510 S. Michigan

3959 W. 16th St.

4314 S. COTTAGE GROVE

4357 W. ARMATAGE

444 NORTH DEARBORN

4740 N. Sheridan

4800 W. Roosevelt Rd.

50 W. WASHINGTON

5050 W. 55TH STREET

78 w. Washington

740 N. SEDGWICK

845 WEST 69TH ST.

847 W. Jackson

8759 S. Commercial



CITY OF CHICAGO - DEPARTMENT OF PROCUREMENT SERVICES

May 4, 2012

ADDENDUM NO. 1

TO

REQUEST FOR PROPOSAL (“RFP”)

FOR

RECORDS STORAGE AND RELATED RECORDS MANAGEMENT SERVICES

Specification No. 105939

Consisting of Sections I – II including this Acknowledgment.

SECTION III. ADDENDUM RECEIPT ACKNOWLEDGMENT

I hereby acknowledge receipt of Addendum No.1 to the RFP named above and further state that I

am authorized to execute this Acknowledgment on behalf of the company listed below.

Signature of Authorized Individual Title

Name of Authorized Individual (Type or

Print)

Company Name

Business Telephone Number

Complete and Return this Acknowledgment by email to

[email protected]: Bernie Harges, Contract Administrator