Request for Proposals___________________________________________________________________________________

Plum Creek Conservation District

REGARDING:

Document Imaging Project, RFP 2017-001

PROPOSAL DUE DATE:

Tuesday, July 11, 2017 no later than 4:30 p.m. Central Time
*Please submit proposals by mail and email.

REQUEST FOR PROPOSAL CONTACT INFO:Plum Creek Conservation District
1101 W. San Antonio St.
P.O. Box 328
Lockhart, TX 78644
Attention: Daniel Meyer, Assistant Manager
Telephone: (512) 398-2383
E-Mail for sending designated materials:
Daniel.meyer@pccd.org

Request for Proposals 2017-001
Document Imaging Project

TABLE OF CONTENTSIntroduction..........................................................................................................................

1General Information.............................................................................................................

1

Scope of Services...............................................................................................................

1

RFP Time Line .......................................................................................................................

3

Proposal Requirements .......................................................................................................

3

Evaluation Criteria..............................................................................................................

5.............................................................................................................................

5

Insurance

Appendix A – Description of Documents ............................................................................

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INTRODUCTION:
The Plum Creek Conservation District (PCCD) is situated in parts of Caldwell and Hays Counties.
The District was created as a Water Control and Improvement District in the 55th Texas Regular
Legislative Session in 1957 with the passage of Senate Bill 289 under the provisions of Section
59, Article XVI of the Texas Constitution. The original powers of the District are generally set out in
the District’s enabling legislation and in Chapters 49 and 51 of the Texas Water Code. The originallegislation creating the District including a provision that required an election to approve theDistrict’s formation and to levy the tax authorized by the enabling legislation. The election washeld and passed and the District then began operations under the terms of the original enabling
statute. In 1989 the original 1957 legislation was amended to additionally authorize the District
to exercise the powers and duties regulating underground water within the geographicalboundaries of the District (with the exception of areas in the boundaries of and aquifers regulatedby the Barton-Springs Edwards Aquifer Conservation District and the Edwards Underground
Water District on January 1, 1989) as authorized by provisions on what is now Chapter 36 of theTexas Water Code. The 1989 amendment also required confirmation of the additional powers
and of an additional tax by an election of the voters. In an election after the passage of the 1989
legislation the voters in the District also approved the implementation of the additional
groundwater powers and the additional tax to fund operations of groundwater powers as wasrequired by the 1989 amendment.
GENERAL:
The records to be scanned are all currently located in the District’s office at 1101 W. San Antonio
St. Lockhart, TX. 78644. A description of the documents is set out below and in APPENDIX A.
Plum Creek Conservation District is requesting proposals from qualified companies that haveexperience in document imaging services to index and scan a portion of the District’s records.
Proposals for scanning will include costs and descriptions for both ON SITE and OFF SITE
scanning options as alternates. The purposes of the project are to convert the District’s records
into a manageable format for the District’s use and to preserve the records in coordination with theDistrict’s records management plan. In addition to the requirements specified in this Proposal
Request, it is the intent of the District that the scanned records comply with requirements forrecords imposed on political subdivisions under Texas law as well as with the requirements of theDistrict as set out in its records management plan.
Although this Request for Proposals is being circulated, the District reserves the right to reject anyand all submitted proposals and is not obligated to contract with any entity submitting a Proposal
in response to this Request. Execution of any agreement is solely within the discretion of theBoard of the District.
SCOPE OF SERVICES:PCCD requests a qualified company to provide the following services, including an explanation on
the company’s procedures for completing certain aspects of the work as requested below:
 Scanning of approximately 21,818 Images (Document pages)
 As noted above, provide Pricing for ON-SITE and OFF-SITE scanning options
 Document size is a mix of 8 ½” x 11”, 11’’ x 17’’, 24’’x 36’’, and other non-standard
sizes
Page 1Request for Proposals 2017-001
Document Imaging Project Documents contain a mix of single-sided and double-sided pages
 Documents contain a mix of black & white pages and pages having one or more colors.
 Scanning shall be at 300 dpi or higher where specified by the District so that all documents
meet quality requirements.
 Documents shall be scanned for Optical Character Recognition OCR.
 Documents shall be scanned in PDF format.
 Documents shall be rotated if necessary to provide maximum readability (e.g. letters shall bein proper orientation when document is displayed without rotation).
 Scanned images shall be placed on an external hard drive.
 Index metadata must be included with each scanned document.
 The indexing metadata must me in a standardized nonproprietary format that allows the importof scanned images into PCCD’s document database.
 Metadata fields shall include the:






Document Identifier NumberIndex Name
Sub Index Name
MISC
Confidential Status
Retention Schedule Record Title
Retention Schedule Record Number
Record Destruction Date
Retention Period
Date Document Created The proposal should describe the: Procedures for the post processing of digital images (cropping, deskewing, despeckling,image rotation).
 Methodology for preparing documents for scanning and returning or replacing them inlocations specified by the District once scanning has been completed.
 Procedures for handling fragile documents.
 Procedures for transporting and maintaining custody and control of documents if the OFFSITE scanning facility option is chosen.
 Procedures for periodic review of scanning with PCCD staff.
 Procedures and methodology for the security of documents for either ON-SITE and OFFSITE options.
 Procedures for quality control
 Proposals should provide:the estimated time frames for the completion of project both for ON-SITE versus
OFF-SITE options; andPage 2

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the time for documents being out of the PCCD Office if the OFF-SITE option is chosen Provide the period of time scanned images will be stored as a backup before beingdeleted.
 Provide the companies methodology for the tracking and inventory of documents.
 Provide procedures for the District to access files if necessary both for ON-SITE and OFFSITE access.
 Additional documents may be added to the scanning project based on the mutual agreement
between PCCD and the Contractor.

PROPOSED TIMELINE: Note: Timeline dates are tentative and may be changed to meet thePCCD needs.
June 15, 2017

Issue RFP for the document imagingservices.

June 26 , 2017

Final day for submitting written
questions for the RFP.
PCCD provides answers to all questions
submitted by June 22, 2017.
Proposals due by 4:30 pm
Complete evaluation of the proposals
and company reference checks.
PCCD determines contract award

June 30, 2017
July 11, 2017
July 18, 2017
August 15 , 2017

PROPOSAL REQUIREMENTS:
The sections and appropriate information described below must be included with any proposal.
SECTION A: Company/Product Information
This section will provide information about the company.
SECTION B: ScopeA description of the firm’s proposed approach to this project, including equipment, scanningsoftware, and methods and procedures as listed in the Scope of Services above and a project
timeline/schedule. The Company should also be able to describe efforts taken to protecting these
documents and for establishing accountability in regards to the care and integrity of thedocuments.

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SECTION C: Costs
In this section, the company is to detail all of the costs associated with the services requested inthis RFP. For convenience, those preparing the Proposals are requested to Complete the Cost
field for both ON-SITE and OFF-SITE as shown in the table below.

RECORDS

Estimated
File Count tobe Indexed

EstimatedImageCount

Dam Files(Secretary office)Minutes 19592003(SecretaryOffice)
Returns ofSpecial
Election(Secretary Office)Bond information

Index = 266

6,400

Index = 528

2,400

Index = 5
Folders/envel
ope100Index = 775

Original Land
Right
InstrumentsEasements(Utility)
Contracts(AssistantManager)
Aerial Photos
24” x 20”
Higher DPI(400600) color
Maps & DesignDrawings
24” x 36” and one
large 40 x 30 oncardboard
backing (AssistantManager)
Total

Index =196

6,400

Index = 28

6,400

Index = 27

27

Index =41

41

1098

21,818

Cost
ON-SITE

Cost
OFF-SITE

SECTION D: References (Three – Five)
References are to be organizations to which the entity responding has provided similar services tothose requested by the District and, wherever possible, include organizations or entities that have
utilized a similar scope of services within the past 5 years.

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SECTION E: Contact information
Office Address, and telephone numbers and email contact information of the entity responding tothe Request and the names and other similar contact information, if different, of the company
employees or subcontractors who will be working on this project with phone numbers and emails.
SECTION F: Submittal*send proposals and email a copy to:Plum Creek Conservation District
P.O. Box 328
1101 W San Antonio St.
Lockhart TX 78644
Daniel.meyer@pccd.org

EVALUATION CRITERIA
Proposals will be evaluated according to the following criteria:
1.
2.
3.
4.
5.
6.
7.

Responsiveness to RFP instructionsEntity Experience
Reports of references
Time to Complete
Proposed Cost
Consideration of record access and use by the District during the process
Suggested alternatives to described work items

Contract Requirements
The successful Vendor will be required to enter into a contract with the Plum Creek Conservation
District containing terms similar to those commonly used by the District in its contracts forservices. Copies of examples of such contracts are available from the District upon request.

Insurance:
Minimum Required Amounts of Insurance Coverage
Type of Insurance
Each Occurrence/Aggregate
Workers’ CompensationStatutory Limits $500,000/$500,000/$500,000
Employer’s Liability Bodily Injury by Accident
Bodily Injury by Disease Bodily Injury by$1,000,000 Each Accident$1,000,000 Each
DiseaseEmployee$1,000,000 Policy Limit
Commercial General Liability(occurrence
Bodily Injury and Property Damage $1,000,000 Eachbased)
Occurrence Limit $2,000,000 Aggregate Limit $5,000
Medical Expense each person $2,000,000
Products/Completed Operations Aggregate Limit$1,000,000 Personal Injury and Advertising Liability$50,000 Damage to Premises Rented
Automobile Liability All Owned, Hired and$500,000 Combined Single Limit(for each accident)
Non-Owned Vehicles
Umbrella/Excess Liability$1,000,000 Per Occurrence
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Additional Insurance

Additional insurance may be required by Customer
depending on Customer’s particular circumstances.
Customer will identify this insurance when placing a
Purchase Order.

All required insurance coverage must issue from a company or companies that:(1) Have both a Financial Strength Rating of “A” or better from A.M. Best Company, Inc.; and(2) Have a Financial Size Category Class of “VII” or better from A. M. Best Company, Inc.
All insurance policies for required coverage must be issued by companies authorized to dobusiness under the laws of the State of Texas and in a form satisfactory to Plum Creek
Conservation District. All required insurance contracts must include a Waiver of Subrogation
Clause.
(1) Be written on a primary and non-contributory basis with any other insurance coverages
Respondent currently has in place; and(2) Include a Waiver of Subrogation Clause.
All certificates of insurance for required coverage other than workers compensation andprofessional liability must name Plum Creek Conservation District as additional insureds.
Contractor shall:(1) Provide written to PCCD by e-mail at jhalliburton@pccd.org and by U.S. First Class Mail to1101 W. San Antonio St., Lockhart, TX, 78644 at least 30 calendar days prior to any
cancellation, non-renewal, or material change of a required policy;(2)Ensure all insurance policies and certificates of insurance for required coverage are written toinclude all products, services, and locations related to Contractor’s performance under theContract; and(3) Deliver to PCCD by e-mail at jhalliburton@pccd.org and by U.S. First Class Mail to 1101 W.
San Antonio St., Lockhart, TX, 78644 all renewal policies at least ten calendar days prior to any
expiration of a required policy. All renewal policies and corresponding certificates of insurance
must meet all terms set forth in the Contract.
Contractor must ensure that all provisions of the Contract concerning liability, duty, and standardof care, together with the indemnification provision, are underwritten by contractual liability
coverage sufficient to include such Contractor’s obligations under the Contract.

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APPENDIX A
Secretary’s Office – Site/Dam Files and Large Format Plat Maps
1. 38 Site/Dam Files
2. Located within 2 drawers of vertical 4 drawer cabinet (34”Wx16”D)
3. Types of documents in each of the 38 Site/Dam Files to be scanned include: Letters,Easements, Assessments to Easements, Folded Engineering Drawings(24x 36), otherfolded maps, documents & drawings of various sizes(3” x 4.5”, 18.5” x 24”, 15” x 32”, 14”
x 18”, 13.5” x 17”, 8.5” x 14”), Plans for Rehab, and Site Maintenance Logs
4. Documents are primarily in black and white, but there are some colored.
5. Types of documents within each of the 38 Site/Dam Files to “not” be scanned include:
Booklets(Dam Assessment Report- bound in black spiral) , Sticky Notes, CDs, & VHSTapes
6. Green Folders/Envelopes, Sticky Notes, Paper Clips, and Staples hold documents
together within each of the 38 Site/Dam Files. Some of the documents are loose
7. There are Various Paper sizes; however, the majority of documents are 8.5” x 11”
8. Condition of documents within each of the 38 Site/Dam Files is good, however there aresome documents(primarily the easement documents)that are on historical onion skinpaper
9. Total Linear Filing Inches – LFI is 32
10. Index by Site Number & either/ Maps, Letters, Engineer Drawings or MaintenanceLogs(for example: “Site 6 – Map 1”, “Site 6 – Letters”, “Site 16 Engineer Drawings 5”,“Site 21 – Maintenance Logs”
11. On average there are at least 3 - 4 large scale engineer drawings or maps per Site.
Secretary’s Office – Minutes
1. Minutes from 1959 – 2003
2. Paper size is 8.5 ” x 14 ” stapled together
3. Paper type is a mix of plain and onion skin paper
4. LFI = 17
5. Index by Year/Month (for example “Minutes 1961 – January”)
Secretary’s Office – Returns of Special Election
1. 5 Folders/envelopes
2. 8.5 x 13 inch booklet containing names of individual voters.
3. Index by County-City-Voting Place(for example, Caldwell-Lockhart-Voting Place 1)
Utility Room – Original Easements
1. 28 Original Easements Located within 1 drawer of vertical 4 drawer cabinet
2. Easement Files are contained within envelopes and contain sticky notes, paper clips
and staples
3. Easements contain a mix of plain paper and onion skin paper from 1960s
4. Condition of onion skin paper is fragile
5. Many of the documents are double sided
6. Total LFI = 15
7. Index by Site Number/Landowner Name (for example, “Easement Site 6 – Smith”)

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Utility Room – Bonds
1. 3 Folders
2. A mix of regular plain paper and onion skin paper.
3. Index by Bond/Letter & Date(for example Bond-Letter-5\25\1969)

Assistant Manager’s Office – Large Format Plat Maps and Large Format Engineer Drawings
1. Large Format Maps and Large Format Engineer Drawings
2. Aerial Photos scanned in high resolution color (400 – 600 dpi)
3. Sizes vary: 8.5” x 14”, 11” x 17”, 24” x 36”, 16” x 22”, and 29” x 39”.
4. Located on white table
5. Some are rolled up, some are folded, some are flat
6. Condition overall is good, however 25% are old and fragile
7. 35 to 40 total Plat Maps and 26 aerial photos(24” x 20”)
8. Index either by Aerial Photo Title, (For example “ Aerial Photo – Village of Dale”) Mapand its title(For example “Map – Site 7”)or by Engineer Drawing Title and sheet
number (For example “Survey – Proposed 123 acres conservation easement- Sheet 1”)

Assistant Manager’s Office – Site/Dam File Contracts
1. Site/Dam File Contracts
2. Located within 1 drawer of vertical 4 drawer cabinet (18”D) and located within anotherdrawer of vertical 4 drawer cabinet (16”D)
3. 28 Contracts total
4. Total LFI = 175. Index by Site Number and Contractor’s name ( For example “Contract – Site 38 –Jones”)