Questions concerning this RFQ must be submitted by email to ProcurementSpecialists@nmd.uscourts.gov, no later than 4:00 PM (MST) on Friday, September 3, 2021. All questions received by vendors by this deadline will be posted, with corresponding responses from the court, on Tuesday, September 7, 2021.
Q = Question by vendor
R = Reponse by the court
Q
Would it be safe to assume that the case index cards that we will be scanning will be index information for the case files that need to be indexed on those index cards as well, or will they be a completely separate collection?
R
These cards are separate collection.
Q
Could we use the indexing of the index card and balance that information against the indexing of the case files as a measure of quality control? Is it likely that we will be finding index cards that relate to the actual case file as well?
R
Our index card collection references cases spanning the 1940's through the 1960's. We do not have corresponding docket books or case files for the cases referenced by index cards. However, our index cards and microfilm (fiche) records will have coinciding case records.
Q
How many, on average, how many pages per case file, would you say there are? Do you have a sense for the average number of pages, and the typical civil file versus a typical criminal file?
R
Docket books are not comprehensive case files. The docket books do not contain case documents, or filings made in a case. The docket book pages are lists of itemized entries made in a case. We would estimate that the average case, civil or criminal are, on average 1-6 pages. And again, these pages just register a list of entries made in the case and do not include the documents that were filed. The number of docket book pages for one of our Court's largest criminal cases is approximately 15 pages (front and back).
Q
What's the oldest year that the docket books go back to?
R
1973 appears to be our oldest docket book.
Q
What is your current case file management system? Is it a homegrown version, or do you have one from a vendor? Is there an opportunity for us to get an extract of the of some of the data that's in that system in order to validate against indexing?
R
We use a national federal judiciary specific electronic case management system, CM/ECF (NextGen). An extract of the data from this would not be helpful as these old cases have not been entered to CM/ECF. Once the judicial records have been digitized, that is our next step, we will create cases in our case file management system and upload the PDFs of the digitized records.
Q
Is the deadline for vendor questions August 31st or September 2nd?
R
The deadline for vendors to submit questions has been extended to Friday, September 3, 2021, by 4:00 PM (MST).
Q
On the bottom of p. 19 of the solicitation, it states “Proposals shall consist of two (2) separate sections:…”
Does the District Court want the Technical Proposal and Price Proposal (including solicitation documentation) as completely separate documents?
R
Yes, the technical and price proposals should be submitted as two separate sections.
Q
Will the District Court allow vendors to re-create the Quote Sheet (Attachment 1) for easier editing and inclusion into their proposals?
R
It is recommended that vendors complete the Quote Sheet as provided. If, in addition to completing the original Quote Sheet as provided, vendors re-create the Quote Sheet, alterations from the original Quote Sheet should be notated.
Q
Are you looking two separate files for proposal submission? 1) Price Proposal 2) Technical Proposal
R
Yes, the technical and price proposals should be submitted as two separate sections.
Q
Can we request to extend the due date for two or three days?
R
We are not in a position to extend the deadline for this solicitation. We have a few other steps to make after receiving all the bids and desire to award before the end of September.
Q
Can we pick up all the documents in a single trip?
R
The court would consider a bid that would include the transfer of judicial records in one shipment.
Q
Are there multiple index cards for a single defendant? If you had too much to write on one of the cards, does it go on the back, does it go on to another card, or do you never have that situation?
R
The information on the index cards is so limited that it all fits on the front. We haven't come across a card where there's been any writing on the back of the index card, or extended to another card.
Q
The docket book binders appear to be predominantly in duplex, that'd probably overall be the case, across the entire collection?
R
Yes, the pages in the docket books have typed information on both sides of the paper.
Q
Are the pages in the docket books 8 1/2" x 11"?
R
Yes. The page thickness is heavier than a copier paper, not quite a card stock, we are not sure of the weight.
Q
Are those actual fiche or are they jacketed fiche?
R
Jacketed.
Q
Is there any 35 millimeter film in the jackets or are they all 16?
R
Yes, the jacketed microfiche are 16 millimeter.
Q
Are the tops of the fiche typed with description and all that, what's on the fiche?
R
Yes, however, there might be some inconsistency is because it does look like in some collections they changed what they were typing at the top. But we will keep them in their own record collections. Mostly they are either a criminal judgment, or copies of documents filed in civil cases/clerks copies, and the I believe the civil records are arranged by date, month and year.
Q
The 79,800 images requested on the bid sheet do not seem to match any known microfiche format I have ever worked with. Using the calculation as stated in the RFP we are bidding on 133 inches of jacketed microfiche. 40 sheets equal to ¼ inch. Using this formula stated, there would be approximately 160 microfiche per inch. At 133 inches that equals 160X133= 21,280 microfiche. These numbers equate to approximately 4 images per microfiche. The RFP states there are up to 60 images per fiche. Would you be able to give a more detailed and concise number of images?
R
Regarding the number of images for conversion from microfiche records, we would recommend referring to the second page of the solicitation under “QUOTE SHEET” for guidance on bidding on per image/per page conversion in excess of the court’s estimated number of images.
“Quantity is the District Court’s best estimate of the number of images that require conversion. Offeror agrees that blank PDF pages from cards, film, fiche, cards, or case files are excluded from this count and are to be removed from the scanned PDF files prior to final delivery. Offeror agrees to bill on a per page cost, only for the total number of pages converted, excluding blank pages. Offeror shall quote additional cost of conversion of record collections that exceed maximum quantity estimates made by the District Court. Offeror shall also revise table to reflect any applicable volume discounts and complete the information in the respective fields. Offerors are urged to submit their best and final offer because no negations will take place after offers are received. Due to funding restrictions, the District Court reserves the right to issue a purchase order awarding this project in its entirety, a portion of the project, or none of the project, to the lowest cost, technically acceptable offer.”
Q
I could not find the definition of dark microfiche. Are these fiche that need to be image enhanced?
R
The “dark microfiche” is contrary from the majority of our microfiche collection. The majority of our microfiche collection are transparent, or clear sheets, with black frames and clear text. The “dark microfiche” are black sheets with clear frames and black text. When conducting our in-house digital conversion of the “dark microfiche” images, we can meet the digital conversion requirements as specified in the Statement of Work without the need for image enhancement.
Last updated September 8, 2021