Bid Advertisement in The Wylie News and NTMWD.com Website INVITATION TO BID NORTH TEXAS MUNICIPAL WATER DISTRICT DIGITAL IMAGING SERVICES

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1 Bid Advertisement in The Wylie News and NTMWD.com Website INVITATION TO BID NORTH TEXAS MUNICIPAL WATER DISTRICT DIGITAL IMAGING SERVICES Sealed bids addressed to Kelly O Brian, Records Manager, will be received by the North Texas Municipal Water District at the Administrative Offices at 501 E. Brown Street, Wylie, TX until 2:00 p.m. (CST), Friday, March 10, 2017, and then publically opened and read for Digital Imaging Services. All bids must be in accordance with the North Texas Municipal Water District Request for Quotation for Digital Imaging Services Conditions and Specifications. Copies of this document may be obtained from Kelly O Brian at the above address or downloaded at NTMWD.com. North Texas Municipal Water District By Terry Sam Anderson President, Board of Directors

2 North Texas Municipal Water District February 8, 2017 Re: RFQ for Digital Imaging Services The NTMWD is seeking Request for Quotations (RFQs) for Digital Imaging Services. Enclosed you will find the appropriate General Conditions, Specifications, and Bid Form. Sealed bids addressed to Kelly O Brian, Records Manager, will be received by the North Texas Municipal Water District at the Administrative Offices at 501 E. Brown Street, PO Box. 2408, Wylie, TX until 2:00 p.m. (CST), Friday, March 10, 2017, and then publically opened and read. A pre-bid conference will be held (details below) to provide an opportunity for all interested vendors to ask questions. All prospective vendors are requested to have a representative present. It is the vendor s responsibility to review documents to gain a full understanding of the requirements of the RFQ and to obtain documents from NTMWD for submitting a digital sample. Date: Thursday, March 2, 2017 Time: 3:00 p.m. (CST) Location: 501 E. Brown Street, Wylie, TX nd Floor, Conference Rm #227 Sincerely, Kelly R. O Brian, CRM Records Manager kobrian@ntmwd.com

3 North Texas Municipal Water District Request for Quotation for Digital Imaging Services Intent of Request for Quotation The North Texas Municipal Water District s (NTMWD s) intent of this RFQ and resulting contract is to provide vendors with sufficient information to prepare a quotation to provide digital imaging services to convert paper documents to digital images for electronic storage. Pre-Bid Conference Date: Thursday, March 2, 2017 Time: 3:00 p.m. (CST) Location: 501 E. Brown Street Wylie, TX nd Floor, Conference Rm #227 A pre-bid conference will be held (details above) to provide an opportunity for all interested vendors to ask questions. All prospective vendors are requested to have a representative present. It is the vendor s responsibility to review documents to gain a full understanding of the requirements of the RFQ and to obtain documents from NTMWD for submitting a digital sample. Statement of Quotations (Sealed Bids) Date due: Friday, March 10, 2017 To assure RFQs are not inadvertently Time due: by 2:00 p.m. (CST) opened until the appointed hour, Submit to: North Texas Municipal Water District ATTN: Kelly O Brian, Records Manager 501 E. Brown Street Wylie, TX please enclose RFQ in an envelope and mark the lower left corner as follows: RFQ Enclosed Digital Imaging Services Bid Opening Point of Contact Date: Friday, March 10, 2017 Information regarding this Request for Quotation may be obtained from: Time: 2:05 p.m. (CST) Kelly O Brian, Records Manager North Texas Municipal Water District Location: 501 E. Brown Street 501 E. Brown Street Wylie, TX Wylie, TX nd Floor, Conference Rm # kobrian@ntmwd.com

4 GENERAL CONDITIONS Term: Provide for a term contract commencing on the date of the award through Sept. 30, Funding/Authorization: Costs are not to exceed $60,000. Funds for payment have been provided through the NTMWD Budget approved by the NTMWD Board of Directors for this fiscal year only. Selected vendor will cease performing scanning services when invoices total $60,000. NTMWD is a governmental agency and is exempt from all applicable taxes. A Sales Tax Exemption Certificate will be provided to the successful bidder. Delivery of Digitized Files/Return of Hard Copy Documents: Image files are to be delivered to NTMWD on a portable hard drive supplied by the selected vendor. The hard drive will be returned after NTMWD imports the tiffs into Laserfiche, an electronic records management system. All hard copy files sent to the awarded vendor for digitization are to be returned. Samples: Include with your bid submission a thumb drive containing tiff files created from the sample documents supplied by NTMWD. Sample documents may be obtained at the pre-bid conference or upon request at the 501 E. Brown Street, Wylie, TX location. Selection Criteria: In addition to cost, the awarded vendor will be selected based on digitization quality, quality control measures and immediate need processes. Deliverables Required in Bid Packet: Completed Statement of Quotation Bids shall be submitted on the form provided in the bid packet. Bidders shall supply all information requested; failure may result in rejection of your bid. Please note: NTMWD reserves the right to reject any and all bids, waive formalities and make such award of contract as may be deemed to be in the best advantage of the District. Original NTMWD hard copies and sample tiff files on a thumb drive (see details above) Contract for Digital Imaging Services reflective of this Request for Quotation Miscellaneous: Any conditions or exceptions to this bid must be in writing and included in the bid. The North Texas Municipal Water District will pay for services purchased under this bid within thirty (30) days after invoice(s) have been received. Schedule of Events: RFQ Released... Thursday, February 8, 2017 Pre-Bid Conference... Thursday, March 2, 2017 Bids/Quotations Due... Friday, March 10, 2017 Bid Opening... Friday, March 10, 2017 Award of Contract... Monday, March 13, 2017 NTMWD reserves the right to change the schedule of events as it deems necessary.

5 SPECIFICATIONS Detail/Specifications: Boxed Files to be Digitized. The majority of the documents to be digitized are standard 8.5x11, though there will be some legal and ledger size documents as well. Most originals are black and white, but there may be some needing to be scanned in color. Some are currently comb-bound (bound documents do not need to be re-bound after scanning). A sampling of the documents will be available for viewing at the pre-bid conference. The quantity of boxes (and pages) to be scanned is not known. NTMWD will supply documents to be digitized until all monies are depleted. Requirements/Specifications: Black and white image; Tiff file format; 300 dpi Full page scan (image must capture all information, edge to edge) All embossed seals must be viewable on created images Other than naming the document, no other metadata is being requested No OCR (optical character recognition) Each page to be a single image; documents of more than one page should be one tiff file containing multiple pages (images) Boxed Files to be Digitized Circular charts. These documents are 10 round sheets. Some charts will require color scanning (if the original has two or more pen colors, then it is scanned in color; if one, it is scanned in black and white). A sampling of the documents will be available for viewing at the pre-bid conference. The quantity of boxes (and pages) to be scanned is not known. NTMWD will supply documents to be digitized until all monies are depleted. Requirements/Specifications: Color based on above description; Tiff file format; 300 dpi The remaining Requirements/Specifications are the same as those for the Boxed Files to be Digitized listed above. Bound Historical Document to be Digitized. NTMWD has one bound historical document to be digitized (preferably, using a book scanner). Approximate number of pages is 563 (plus, approximately 22 tacked in newspaper clippings which also need digitizing). Requirements/Specifications: Binding to remain intact (DO NOT BREAK OR REMOVE BINDING) Black and white image; Tiff file format; 300 dpi Full page scan (image must capture all information, edge to edge) All embossed seals must be viewable on created images Other than naming the document, no other metadata is being requested No OCR (optical character recognition) Each page to be a single image; documents of more than one page should be one tiff file containing multiple pages (images) Pages to be scanned legal size (8.5 x 14 ) with the exception of approximately 37 pages that should be scanned as letter size (8.5 x 11 ). The approximately 22 newspaper clippings should be scanned as appropriate as one of the three standard sizes (letter, legal or ledger) and tacked back in their original location in the book.

6 Statement of Quotation for Digital Imaging Services Contact Information Name of Company: Address: Contact Name: Phone: North Texas Municipal Water District Pricing Please supply costs for the following: Boxed Files: Prep Required* No Prep Required Cost per page *Prep to include removal of staples/clips/sticky notes, unfolding dog-eared corners Boxed Files Circular Charts: Prep Required* No Prep Required Cost per page *Prep to include removal of staples/clips/sticky notes, unfolding dog-eared corners Bound Historical Book: See description/requirements in the Conditions section of the Request for Quotation. Item Cost Bound Historical Document Quality Control Measures Describe what controls/processes are employed by your company to ensure quality image capture/digitization. Please attach your response. Immediate Need Explain how your company handles the following situation. Please attach your response. A group of documents have been physically transferred from NTMWD to your location and are awaiting digitization. During that time, the District has an immediate need for some of the records due to an open records request or production for litigation.

7 Statement of Quotation for Digital Imaging Services Page 2 of 2 Delivery of Digitized Files Are you able to deliver the digitized files to NTMWD and return hard copy original documents as stated in the GENERAL CONDITIONS under Delivery of Digitized Files/Return of Hard Copy Documents: Yes No (please circle) Vendor s Deletion of NTMWD images from Vendor s System How do you ensure that NTMWD s digitized files are permanently deleted from your system once NTMWD confirms delivery? Equipment What equipment does your firm use to digitize hard copy documents? Sample tiff Files Are sample tiff files (as described in the RFQ) included with your bid submission (please circle): Yes No References Please supply up to three references. Please attach your response. Signature of submitter: (hand signature required) Please print name and title: