Electronic Document Management and Distribution, Digital Archival Services & Printed Copy Services

Title: Electronic Document Management and Distribution, Digital Archival Services & Printed Copy Services Deadline: 4/15/2024 2:00 PM (UTC-05:00) Eastern Time (US & Canada) Status: Open Solicitation Number: 26-24 Description: Fayette County Public Schools is soliciting proposals for vendors to provide electronic Document Management and Distribution and printed copy services. Problem Occurred × Please retry Ok Confirmation × Are you sure you want to remove line item? Yes No Missing Information × Ok Confirmation × Are you sure you want to remove attachment? Yes No Documents: Documents as of 3/21/2024 RFP_26_24_Electronic_Document_Management_Digital_Archives_and_Distribution_Printed_Copy_Services.pdf All Questions Question 1 Posted: 3/27/2024 Question: 1. The RFP indicates that: Pricing subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). Please let us know

what is meant. (i.e., Does it mean that if two bidders (one a Kentucky resident and another an out of state company) bid on this and both had equal pricing, the Kentucky resident would get awarded? Or perhaps something else is meant by the statement(?)). Please clarify what is meant. 2. If we are submitting response online on www.fcps.net/bids. Do we need to submit response as hardcopy also? 3. For accessing Electronic Document Management Software, how many users will need full rights (upload, edit cases) and how many will need read-only rights (only view the cases or participate in workflow process)? 4. Is FCPS’s preference more towards Cloud based Electronic Document Management Software or On-Premises Electronic Document Management Software? 5. Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project? 6. Have FCPS seen demonstrations of any Electronic Document Management Software? If yes, what is the name of the solution and vendor which provided the demonstration? 7. Is there any expected timeframe within which you would like this system to go-live? 8. What is the size and quantity of the files that need to be scanned? Please provide approximate quantity next to the below given sizes: 8.5”x11” up to 11”x17”: 11”x17” up to 18”x24”: 18”x24” up to 24”x36”: 24”x36” up to 36”x48”: 9. Can we pick up all the documents in a single trip? 10. What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.) 11. What level of reassembly is required? (Do we need to apply fasteners, post-it’s and rearrange the documents in the same order after scanning?) 12. Do we need to scan B&W or Color? If color, then what % of documents are color? 13. What is the expected output format? Is it TIFF or PDF? Is it a single page or multi-page? 14. What are the indexing criteria? (How many fields do we need to index for each file?) 15. Can you please provide us a pricing format to enable us to give you pricing as per your requirement? or shall we prepare it ourselves? 16. Do we need to prepare any folder structure? If yes, can you please provide us. 17. Do we need to OCR the documents? 18. Is there any requirement of destruction? 19. Do we need to apply any naming convention to files? 20. How many workflows would you like to automate? Can you foresee how many different processes you want to set up? Response: 1. The RFP indicates that: Pricing subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). Please let us know what is meant. (i.e., Does it mean that if two bidders (one a Kentucky resident and another an out of state company) bid on this and both had equal pricing, the Kentucky resident would get awarded? Or perhaps something else is meant by the statement(?)). Please clarify what is meant. This is required state statute. If your state gives a preference to local bidders then we are required to give the same preference to Kentucky bidders but if your state does not give a preference then no preference would be given to a Kentucky bidder. 2. If we are submitting response online on www.fcps.net/bids. Do we need to submit response as hardcopy also? No, either way is accepted and it doesn’t need to be both. 3. For accessing Electronic Document Management Software, how many users will need full rights (upload, edit cases) and how many will need read-only rights (only view the cases or participate in workflow process)? Depends upon size of project, but full rights at least unlimited and read rights of unlimited. 4. Is FCPS’s preference more towards Cloud based Electronic Document Management Software or On-Premises Electronic Document Management Software? Cloud based 5. Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project? The budget is included in the construction funding budget. 6. Have FCPS seen demonstrations of any Electronic Document Management Software? If yes, what is the name of the solution and vendor which provided the demonstration? FCPS currently utilizes eComm, which is managed through Lynn Imaging. 7. Is there any expected timeframe within which you would like this system to go-live? Current system is already live so if a new system was selected it would have to go live ASAP for future projects. 8. What is the size and quantity of the files that need to be scanned? Please provide approximate quantity next to the below given sizes: 8.5”x11” up to 11”x17”: 11”x17” up to 18”x24”: 18”x24” up to 24”x36”: 24”x36” up to 36”x48”: 9. Can we pick up all the documents in a single trip? This is not a scanning bid. 10. What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.) This is not a scanning bid. 11. What level of reassembly is required? (Do we need to apply fasteners, post-it’s and rearrange the documents in the same order after scanning?) This is not a scanning bid. 12. Do we need to scan B&W or Color? If color, then what % of documents are color? This is not a scanning bid. 13. What is the expected output format? Is it TIFF or PDF? Is it a single page or multi-page? This is not a scanning bid. 14. What are the indexing criteria? (How many fields do we need to index for each file?) This is not a scanning bid. 15. Can you please provide us a pricing format to enable us to give you pricing as per your requirement? or shall we prepare it ourselves? See page 17 of bid. 16. Do we need to prepare any folder structure? If yes, can you please provide us. This is not a scanning bid. 17. Do we need to OCR the documents? This is not a scanning bid. 18. Is there any requirement of destruction? No. 19. Do we need to apply any naming convention to files? This is not a scanning bid. 20. How many workflows would you like to automate? Can you foresee how many different processes you want to set up? This bid for construction project document management & distribution with a minimum of 20 workflows that can be adjusted for specific type of construction project. Question 2 Posted: 3/27/2024 Question: 1 The RFP indicates that: Pricing subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). Please let us know what is meant. (i.e., Does it mean that if two bidders (one a Kentucky resident and another an out of state company) bid on this and both had equal pricing, the Kentucky resident would get awarded? Or perhaps something else is meant by the statement(?)). Please clarify what is meant. 2. If we are submitting response online on www.fcps.net/bids. Do we need to submit response as hardcopy also? For accessing Electronic Document Management Software, how many users will need full rights (upload, edit cases) and how many will need read-only rights (only view the cases or participate in workflow process)? Is FCPS’s preference more towards Cloud based Electronic Document Management Software or On-Premises Electronic Document Management Software? Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project? Have FCPS seen demonstrations of any Electronic Document Management Software? If yes, what is the name of the solution and vendor which provided the demonstration? Is there any expected timeframe within which you would like this system to go-live? What is the size and quantity of the files that need to be scanned? Please provide approximate quantity next to the below given sizes: 8.5”x11” up to 11”x17”: 11”x17” up to 18”x24”: 18”x24” up to 24”x36”: 24”x36” up to 36”x48”: Can we pick up all the documents in a single trip? What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.) What level of reassembly is required? (Do we need to apply fasteners, post-it’s and rearrange the documents in the same order after scanning?) Do we need to scan B&W or Color? If color, then what % of documents are color? What is the expected output format? Is it TIFF or PDF? Is it a single page or multi-page? What are the indexing criteria? (How many fields do we need to index for each file?) Can you please provide us a pricing format to enable us to give you pricing as per your requirement? or shall we prepare it ourselves? Do we need to prepare any folder structure? If yes, can you please provide us. Do we need to OCR the documents? Is there any requirement of destruction? Do we need to apply any naming convention to files? How many workflows would you like to automate? Can you foresee how many different processes you want to set up? Response: We have already responded to this question. Please see the public solicitation. Question 3 Posted: 3/27/2024 Question: Response: We have already responded to this question. Please see the public solicitation. Posted: 3/27/2024 Question: 1. The RFP indicates that: Pricing subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). Please let us know what is meant. (i.e., Does it mean that if two bidders (one a Kentucky resident and another an out of state company) bid on this and both had equal pricing, the Kentucky resident would get awarded? Or perhaps something else is meant by the statement(?)). Please clarify what is meant. 2. If we are submitting response online on www.fcps.net/bids. Do we need to submit response as hardcopy also? 3. For accessing Electronic Document Management Software, how many users will need full rights (upload, edit cases) and how many will need read-only rights (only view the cases or participate in workflow process)? 4. Is FCPS’s preference more towards Cloud based Electronic Document Management Software or On-Premises Electronic Document Management Software? 5. Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project? 6. Have FCPS seen demonstrations of any Electronic Document Management Software? If yes, what is the name of the solution and vendor which provided the demonstration? 7. Is there any expected timeframe within which you would like this system to go-live? 8. What is the size and quantity of the files that need to be scanned? Please provide approximate quantity next to the below given sizes: 8.5”x11” up to 11”x17”: 11”x17” up to 18”x24”: 18”x24” up to 24”x36”: 24”x36” up to 36”x48”: 9. Can we pick up all the documents in a single trip? 10. What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.) 11. What level of reassembly is required? (Do we need to apply fasteners, post-it’s and rearrange the documents in the same order after scanning?) 12. Do we need to scan B&W or Color? If color, then what % of documents are color? 13. What is the expected output format? Is it TIFF or PDF? Is it a single page or multi-page? 14. What are the indexing criteria? (How many fields do we need to index for each file?) 15. Can you please provide us a pricing format to enable us to give you pricing as per your requirement? or shall we prepare it ourselves? 16. Do we need to prepare any folder structure? If yes, can you please provide us. 17. Do we need to OCR the documents? 18. Is there any requirement of destruction? 19. Do we need to apply any naming convention to files? 20. How many workflows would you like to automate? Can you foresee how many different processes you want to set up? Response: 1. The RFP indicates that: Pricing subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). Please let us know what is meant. (i.e., Does it mean that if two bidders (one a Kentucky resident and another an out of state company) bid on this and both had equal pricing, the Kentucky resident would get awarded? Or perhaps something else is meant by the statement(?)). Please clarify what is meant. This is required state statute. If your state gives a preference to local bidders then we are required to give the same preference to Kentucky bidders but if your state does not give a preference then no preference would be given to a Kentucky bidder. 2. If we are submitting response online on www.fcps.net/bids. Do we need to submit response as hardcopy also? No, either way is accepted and it doesn’t need to be both. 3. For accessing Electronic Document Management Software, how many users will need full rights (upload, edit cases) and how many will need read-only rights (only view the cases or participate in workflow process)? Depends upon size of project, but full rights at least unlimited and read rights of unlimited. 4. Is FCPS’s preference more towards Cloud based Electronic Document Management Software or On-Premises Electronic Document Management Software? Cloud based 5. Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project? The budget is included in the construction funding budget. 6. Have FCPS seen demonstrations of any Electronic Document Management Software? If yes, what is the name of the solution and vendor which provided the demonstration? FCPS currently utilizes eComm, which is managed through Lynn Imaging. 7. Is there any expected timeframe within which you would like this system to go-live? Current system is already live so if a new system was selected it would have to go live ASAP for future projects. 8. What is the size and quantity of the files that need to be scanned? Please provide approximate quantity next to the below given sizes: 8.5”x11” up to 11”x17”: 11”x17” up to 18”x24”: 18”x24” up to 24”x36”: 24”x36” up to 36”x48”: 9. Can we pick up all the documents in a single trip? This is not a scanning bid. 10. What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.) This is not a scanning bid. 11. What level of reassembly is required? (Do we need to apply fasteners, post-it’s and rearrange the documents in the same order after scanning?) This is not a scanning bid. 12. Do we need to scan B&W or Color? If color, then what % of documents are color? This is not a scanning bid. 13. What is the expected output format? Is it TIFF or PDF? Is it a single page or multi-page? This is not a scanning bid. 14. What are the indexing criteria? (How many fields do we need to index for each file?) This is not a scanning bid. 15. Can you please provide us a pricing format to enable us to give you pricing as per your requirement? or shall we prepare it ourselves? See page 17 of bid. 16. Do we need to prepare any folder structure? If yes, can you please provide us. This is not a scanning bid. 17. Do we need to OCR the documents? This is not a scanning bid. 18. Is there any requirement of destruction? No. 19. Do we need to apply any naming convention to files? This is not a scanning bid. 20. How many workflows would you like to automate? Can you foresee how many different processes you want to set up? This bid for construction project document management & distribution with a minimum of 20 workflows that can be adjusted for specific type of construction project. Posted: 3/27/2024 Question: 1 The RFP indicates that: Pricing subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410). Please let us know what is meant. (i.e., Does it mean that if two bidders (one a Kentucky resident and another an out of state company) bid on this and both had equal pricing, the Kentucky resident would get awarded? Or perhaps something else is meant by the statement(?)). Please clarify what is meant. 2. If we are submitting response online on www.fcps.net/bids. Do we need to submit response as hardcopy also? For accessing Electronic Document Management Software, how many users will need full rights (upload, edit cases) and how many will need read-only rights (only view the cases or participate in workflow process)? Is FCPS’s preference more towards Cloud based Electronic Document Management Software or On-Premises Electronic Document Management Software? Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project? Have FCPS seen demonstrations of any Electronic Document Management Software? If yes, what is the name of the solution and vendor which provided the demonstration? Is there any expected timeframe within which you would like this system to go-live? What is the size and quantity of the files that need to be scanned? Please provide approximate quantity next to the below given sizes: 8.5”x11” up to 11”x17”: 11”x17” up to 18”x24”: 18”x24” up to 24”x36”: 24”x36” up to 36”x48”: Can we pick up all the documents in a single trip? What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.) What level of reassembly is required? (Do we need to apply fasteners, post-it’s and rearrange the documents in the same order after scanning?) Do we need to scan B&W or Color? If color, then what % of documents are color? What is the expected output format? Is it TIFF or PDF? Is it a single page or multi-page? What are the indexing criteria? (How many fields do we need to index for each file?) Can you please provide us a pricing format to enable us to give you pricing as per your requirement? or shall we prepare it ourselves? Do we need to prepare any folder structure? If yes, can you please provide us. Do we need to OCR the documents? Is there any requirement of destruction? Do we need to apply any naming convention to files? How many workflows would you like to automate? Can you foresee how many different processes you want to set up? Response: We have already responded to this question. Please see the public solicitation. Posted: 3/27/2024 Question: Response: We have already responded to this question. Please see the public solicitation.