Document Scanning and Indexing Service

Agency: City of Carrollton
State: Texas
Type of Government: State & Local
Posted Date: May 10, 2019
Due Date: May 29, 2019
Solicitation No: 19-029
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CONTRACT STATUS Number Description Opening Date Opening Time Tab Sheet
Open To Receive 19-029

Document Scanning and Indexing Service

ADDENDUM RFP 19-029

UPDATED MAY 10, 2019

RESPONSES FOR RFP 19-029

QUESTIONS AND RESPONSES

UPDATED MAY 10, 2019

05/29/2019

10:00 AM

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CITY OF CARROLLTON
GENERAL CONDITIONS
AND
SPECIFICATIONS
FOR:
DOCUMENT SCANNING AND INDEXING SERVICE
RFP # 19-029
OPENING DATE
MONDAY, MAY 13, 2019
4:00PM
(CST)
Page 1
Section Description
Table of Contents
Page Number
Notice to Bidders ……………………………………………………………………………………………………. 3
Timeline ……………………………………………………………………………………………………………… 4
General Conditions ………………………………………………………………………………………………….. 5
Scope of Work ………………….……………………………………………………………………………………. 10
Scope of Services………………….…………………………………….…………………………………….……… 10
Special Conditions………………….…………………………………….…………………………………….………14
Agreement by Bidder…………………………………………………………………………………………………...16
Insurance Requirement …………………………………………………………………………………………………18
Price Sheet………………………………………………………………………………………………………………20
Proposal of Bidders……………………………………………………………………………………………………. 21
Insurance Requirement Affidavit…………………………………………………………………………………………24
References……………………………………………………………………………………………………………… 25
Conflict of Interest Questionnaire …..............................................................................................................................26
Certificate of Interested Parties ……………………………………………………………………………………..... 28
1295 Form……………………………………………………………………………………………………………… .29
Sample Contract……………………………………………………………………………………………...30
Page 2
NOTICE TO BIDDERS
The terms bid and “RFP” used in this document have the same meaning.
Sealed Request for Proposals will be received by the City of Carrollton at the office of Patty Helms, Purchasing
Manager, Carrollton City Hall Building, 1945 E. Jackson Road, Carrollton, Texas 75006-1790 or via email provided
a digital signature is included, until the hour 4:00PM on the 13th of May, 2019; at which time bids fully delivered
and submitted will be considered for supplying the following:
DOCUMENT SCANNING AND INDEXING SERVICE
RFP # 19-029
Any request for proposals received after stated closing time will be returned unopened. If request for proposals
are sent by mail to the Purchasing Manager, the proposer shall be responsible for actual delivery of the request
for proposal to the Purchasing Manager before the advertised date and hour for opening of request for proposals.
If mail is delayed by the postal service, courier service, an ISP internet service provider or in the internal mail
system of the city of Carrollton beyond the date and hour set for the request for proposal opening, request for
proposals thus delayed will not be considered and will be returned unopened.
Information concerning the bid specifications may be obtained by calling Miriam Bebawy, at 972-466-3172,
and via email @miriam.bebawy@cityofcarrollton.com. Please be sure to copy Purchasing at
purchasing@cityofcarrollton.com on all correspondence.
Information on the bid process/procedures may be obtained from Patricia Helms, Purchasing Manager at (972)
466-3115 or purchasing@cityofcarrollton.com.
Until the final award by the city of Carrollton, said City reserves the right to reject any and/or all bids, to waive
technicalities, to re-advertise, to proceed otherwise when the best interests of said City will be realized hereby. Bids
will be submitted sealed and plainly marked with the date and time of opening.
The city of Carrollton Municipal Building is wheelchair accessible. For accommodations or sign, interpretive
services needed for bid openings, please contact the Purchasing Office 48 hours in advance at (972) 466-3133.
CITY OF CARROLLTON, TEXAS
Publication Dates:
Closing Date:
Patricia Helms, Purchasing Manager
Sunday, April 28, 2019 and Sunday, May 5, 2019
Monday, May 13, 2019 at 4:00PM
Page 3
REQUEST FOR PROPOSAL
FOR DOCUMENT SCANNING SERVICES
AND INDEXING SERVIC
TIMELINE
CITY OF CARROLLTON
Advertise
Sunday, April 28, 2019
Sunday, May 5, 2019
Deadline for Questions
Monday, May 6, 2019 5:30 PM
Questions by Email only to:
miriam.bebawy@cityofcarrollton.com
purchasing@cityofcarrollton.com
Deadline for Response to Questions
Deadline for Proposals
Proposal Analysis
Site Visits for finalists
Expected Start of Operations
Thursday, May 9, 2019 4:30PM
Monday, May 13, 2019 4:00PM
Tuesday, May 14, 2019
Tuesday May 14-15, 2019
May June 2019
Page 4
GENERAL CONDITIONS
ADDENDA
It is the responsibility of the Vendor to check for addenda. Addenda will be posted to the City’s website:
www.cityofcarrollton.com/purchasing
ASSIGNMENT OF REQUEST FOR PROPOSAL/CONTRACT
The successful proposer may not assign their rights and duties under and award without the written consent of the
City’s Purchasing Manager. Such consent shall not relieve the assignor of liability in event of default by their
assignee.
REQUEST FOR PROPOSAL CONSIDERATION / TABULATION
After request for proposals are opened and publicly read, the request for proposals will be tabulated for comparison
based on the request for proposal prices and quantities (lowest responsible Vendor) or by the best value method
shown in the Proposal. Until final award of the Contract, the city reserves the right to reject any or all request for
proposals, to waive technicalities, and to re-advertise for new request for proposals, or proposed to do the work
otherwise in the best interests of the City.
The criteria for evaluating the proposals will be based upon a combination of the following:
Quote amount.
Background and experience of vendor in providing quality service for similar document scanning
operations.
Demonstration of qualifications necessary to conduct the document and indexing project in a business-
like manner.
Ability to provide document management solutions as suggested in sections E.2.
Reference responses.
REQUEST FOR PRPOSALS SUBMISSION
Request for Proposals may be submitted in person, electronically or by mail.
To submit a proposal in person, please deliver one original document and one copy, along with the proposal
saved on a USB and included within the sealed bid package as required. Please label the USB with your company
name. We do not accept 3- ring binders so please secure your proposal using with stapling or binding method.
To submit a Request for Proposal electronically, all documents must be returned with a digital signature
provided on the proposal to submitters form.” As an alternative to the digital signature, the request for
proposal may be sent electronically and the proposal to submitters form may be faxed to 972-389-9557. This
form is the only page that will be accepted via fax.
SUBMIT REQUEST FOR PROPOSALS VIA EMAIL TO BIDS@CITYOFCARROLLTON.COM
Submit request for proposals via mail to PO Box 110535, Carrollton, TX 75011-0535
Proposals must be marked on the outside of the packaging, “RFP# 19-029 DOCUMENT SCANNING
AND INDEXING SERVICE”. Vendors do not need to come to the opening, but are welcome, if so
desired. At the opening, the name of responding Vendor will be identified. No other information will be
provided. The responding Vendors will be listed on the RFP website with 24 hours.
To submit a request for proposal via mail, all documents must be returned and an original signature
provided on the proposal to submitters sheet.
Request for proposals will not be accepted in either format without a signature.
The City is not responsible for mail service.
Page 5

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