Document Scanning & Indexing Services and Alternates
Evaluation Committee Report
Competitive Contracting

Proposals were received from 7 vendors and publicly opened and read on February 22, 2007. All proposals were reviewed by the members of the RFP Evaluation Committee based upon the Evaluation Criteria described in the proposal documents: Technical Criteria (50%), Management Criteria (30%) and Cost Criteria (20%).

Based upon the costs provided by the vendors, the Borough of Madison will be able to contract for/purchase all requested services/items – the total scanning and indexing of all of the Clerk’s, Planning & Zoning, Construction and Engineering Files as stated in the RFP documents, the archival microfilm services and the purchase of document scanning software.

Review and Evaluation

Below is a chart that details the final ranking of the vendors based upon the Evaluation Criteria. The vendors are listed in the order in which the proposals were opened and publicly read into the record on February 22, 2007.

Vendor

Total Ranking

Large Doc Solutions

3

Fidelity

6

TAB

5

General Code

2

SOS

1

Image Media

4

PMI

7

Large Doc Solutions – Vendor has been in business for about 7 years. Its proposal provided a work plan and it appears by their submitted proposal that the vendor understands our needs. Additional costs included in the document (on-site scanning set-up, additional costs for requested items, etc.) for requested/necessary components will increase what the actual costs will be. The vendor’s proposal was not 100% responsive.

Fidelity – Vendor has been in business for 3 years under its current name. Its proposal documents were completed but a detailed work plan was not provided. The vendor’s proposal was not 100% responsive.

TAB - Vendor has been in business for 37 years. The Proposal documents were completed but a detailed work plan was not provided. The vendor’s proposal was not 100% responsive.

General Code – Vendor has been in business for 45 years. Its proposal provided a detailed work plan and it appears by their submitted proposal that the vendor completely understands our needs. Additional costs for requested items in the documents will increase what the actual costs will be. The vendor’s proposal was responsive.

SOS – Vendor has been in business for over 23 years. Its proposal provided a detailed work plan and it appears by their submitted proposal that the vendor completely understands our needs. The vendor’s proposal was responsive.

Image Media - Vendor has been in business for over 16 years. Its proposal documents were completed but a detailed work plan was not provided. The vendor’s proposal was not 100% responsive.

PMI - Vendor has been in business for 2 years under its current name. Its proposal provided a work plan and it appears by their submitted proposal that the vendor understands our needs. The vendor’s proposal was responsive.

Recommendation

The RFP Evaluation Committee recommends the award of this contract for all services (scanning and indexing, archival microfilming and purchase of document scanning software) to SOS Integrated Business Solutions. Their ranking, based upon all of the evaluation criteria, placed them at the top of the list as evidenced by the chart above.

SOS Integrated Business Solutions’ proposal is complete, very clear, and concise with regard to the services they will perform for the Borough of Madison. The proposal submitted demonstrates they clearly understand our needs, objectives and the scope of work to be performed. They have provided us with documentation that shows that they can perform the work needed and in the timeframe required. Their Project Work Plan is extremely detailed, including a Five Phase Work Plan, Key Dates and Deliverables, a Project Management Plan and a comprehensive listing of their Document Conversion / Quality Control Procedures. Additionally, they can provide all of the items required at the best cost.

Terms, Conditions, Scope of Services, Fees

The successful vendor shall not assign, convey, transfer, sublet or otherwise dispose of the contract or any part and/or to any other person, company or corporation without the prior written consent of the Borough of Madison Council.

The successful vendor whose proposal is accepted will be held responsible for any loss or error arising from his/her failure or misunderstanding of the requirements listed in the specifications.

The successful vendor will provide all necessary tools, equipment and power to start and complete the job.

After notification of award but prior to execution of a Goods and Services Contract and/or Professional Services Contract, the successful vendor must submit the appropriate Affirmative Action evidence.

It is understood and agreed that all prices bid are firm and not subject to any increase during the life of the contract.

The Contractor shall comply with all New Jersey State and Federal Laws as they pertain to the performance under the contract.

The entire proposal will be incorporated by reference into the Contract as if it were included entirely within.

Scope of Services:

Project Services Requirements: The Contractor is responsible for the entire Project including document scanning and document indexing services.

Document Scanning and Indexing Services: Contractor will provide the Borough with scanned and indexed documents in the manner described in the proposal. Future additions to the image inventory must be able to be integrated/indexed into the document retrieval system with minimal time/cost and assistance by Borough personnel.

The following additional Scope of Services is required for Proposal Alternate (2):

1. Deployment: The system will be deployed in two (2) departments, with possible subsequent incremental deployment to other departments throughout the municipality at a later date.

2. Software Product Requirement: The Product must be an off-the-shelf product that has been commercially available for at least three (3) years and must be both forward and backward compatible with the technology environment described above.

3. Project Services Requirements: The Contractor is responsible for the entire Project including document scanning, document indexing services, document scanning software, software installation on a Borough-provided server, end user and administrator software training and ongoing software maintenance.

4. Software Installation Services: Consists of all services needed to integrate the Product into the Borough’s technical environment including but not limited to:

· Product and database (if/as required) installation
on Borough server

· System configuration and tuning

· Integration into the Borough’s technical environment (e.g. e-mail, Network Sign-on, etc.)

· Security setup and access per Borough’s specifications

5. Training: Overall, the Contractor will be required to provide on-site training for twelve users and two System Administrators.

6.  Software Maintenance: Contractor will be responsible for ongoing maintenance of the scanning system software and provide Help Desk assistance to both users and system administrator.

Fees

The prices publicly read into the record on February 22, 2007 will be the prices upon which a contract will be awarded (total cost $73,822). Any additional work over and above the proposal will be charged at the list prices indicated in the proposal.

                                                                                                                Respectfully submitted,

                                                                Elizabeth Crescibene

                                                                                                                Elizabeth Crescibene, RPPS
                                                                                                                Purchasing/Personnel Officer
                                                                                                                April 18, 2007

 

RFP Evaluation Committee Members:
Raymond Codey, Acting Borough Administrator
Elizabeth Crescibene, RPPS, Purchasing/Personnel Officer
Dean Ferraro, Network Administrator
Marilyn Schaefer, Borough Clerk
Robert Vogel, Borough Engineer