PRE TENDER QUESTIONNAIRE
for the provision of
SCANNING AND INDEXING OF GUERNSEY REGISTRY COMPANY FILES AND INTELLECTUAL PROPERTY LEDGERS
1 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Section A
NOTES FOR SUPPLIERS The States of Guernsey through The Commerce and Employment Department (Guernsey Registry) is seeking expressions of interest from suppliers capable of providing a scanning and indexing service for the documents contained in 17,000 company files, containing 1,400,000 pages of documents Also the pages contained in 40 Intellectual property ledgers comprising in total approximately 20,000 pages of double sided text ie 40,000 sides of text. You are requested to complete this pre-tender questionnaire (PTQ) to assist the Commerce and Employment Department – Guernsey Registry to decide which suppliers to short list to invite to tender. The PTQ is structured so that the States obtains information on the supplier‟s experience, ability, suitability and history. Also an outline understanding of how the requirement will be provided, by whom and the relationships between the various parties. The department reserves the right to select the short list to tender based on evaluation of the responses and information made available to it. Its decision will be final. This is a competitive procurement, conducted in accordance with the States of Guernsey Procurement policy which promotes competition, fairness, equality and transparency. Please note that this is a standard pre-tender questionnaire developed by the States of Guernsey for use by all departments. Some elements are added to make this questionnaire specific to the scanning project. Please answer every question. Should a response to a question not be applicable then mark N/A (not applicable) and if you do not know the answer to a question then mark N/K (not known). All questions must be answered in English and all dates in the form of day/month/year. This form will be made available electronically which should allow you adequate space for your responses. In order to simplify this process, you do not need to provide supporting documentation such as accounts, certificates etc at this stage. However, you may be asked to provide these documents at a later date. You may also be asked to clarify your response or provide more detail. Any material change in the information provided in this PTQ whilst it is being evaluated must be notified to the States.
2 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
This questionnaire is available through the web based tendering process made available by the Central Purchasing Unit of the States of Guernsey. It is intended that all submission and provision of documents be through the http://www.tenders.gov.je website – a site used for Guernsey and Jersey e tendering. Please do not attempt to submit this Pre Tender Questionnaire or any other related documents to the Guernsey Registry by any other means. The e tendering service is found at http://www.tenders.gov.je, Current Opportunities, search, Guernsey Registry File Scanning and Indexing.
Name:
The Guernsey Registrar of Companies Mark Whiteley
Department
Commerce and Employment Department Guernsey Registry
Address
Guernsey Registry PO Box 451 Fountain St St Peter Port Guernsey GY 1 3GX
E mail address PTQ responses to be submitted Not later than: We will contact you again soon after: If you have any queries please contact:
enquiries@guernseyregistry.com 4 p.m. Friday 15 May, 2009
29 May, 2009 Name: John Le Poidevin Registry Manager (Operations) Phone: 01481 743800 E mail: john.lepoidevin@guernseyregistry.com Also send a copy to enquiries@guernseyregistry.com
Those suppliers short listed will be issued with an invitation to tender, which will provide further details about the requirements. The completion of the invitation to tender by suppliers will allow for a more detailed assessment of 3 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
the relative strengths and suitability of the supplier to perform the services for the States.
4 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Section B BACKGROUND TO REQUIREMENT The States of Guernsey through The Commerce and Employment Department, The Guernsey Registry is seeking expressions of interest from suppliers capable of providing a scanning and indexing service for the documents contained in 17,000 company files, containing approximately 1,400,000 pages of documents. Also the pages contained in 40 Intellectual property ledgers comprising in total some 20,000 pages of double sided text, i.e. 40,000 sides of text. Context The Guernsey Registry provides a Company and Intellectual Property (Trade Marks etc) Registry service for Guernsey. A fully integrated online company registry system was introduced at the opening of the Registry in July 2008, when the Guernsey Registry became responsible under the new Companies (Guernsey) Law 2008. The registry online software provided systems for the registration and all administrative tasks associated with the company registry processes for corporate service providers and others administering companies, and for the staff administrative processes. This system is now being developed and extended to cover intellectual property processes. New documents are being added to the registry system and these are available to be viewed online. We are now seeking to extend this by making other current live company archived records (as detailed above and below) available online for our clients/customers and staff. This requires scanning and indexing of the documents. The Intellectual Property ledgers will also be scanned and indexed. Document Classification and Indexing – Company Files and Intellectual Property Ledgers. The document classification element is on a document by document basis. Standard documents have been identified, and the scanned documents should be indexed and categorised with a high degree of accuracy using OCR and data extraction technologies to automatically index the documents. There are standard key word and number “triggers”, word and letter (sometimes capitals) formats and locations on a page that should enable OCR processes to identify specific standard documents, and then extract 5 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
information to populate an index. This will provide a number of elements of information specific to each document. This information will need to be referenced appropriately. It is envisaged that bar codes will be applied to individual documents with this information retained in the index. Documents will be referenced to the specific company file number identifier. The chosen contractor will need to set up the scanning OCR software to identify pre determined text (alpha and numeric, date etc) and images (crests etc) in order to identify the standard document. Then, fields of standard text, numeric, date etc content in each document will need to be identified in order to extract the information that will be included in the index. There will need to be liaison with the Registry prior to and during the scanning contract to ensure the best possible degree of accurate identification of documents and text fields. It is hoped that a confidence index will be available for each document to indicate the degree of confidence in the accuracy of identifying and indexing each document. Those submitting pre tender questionnaire responses must be able to show from past successful contracts that the company has the technology and expertise to automate elements of this. The Integrity of the Original Documents and Files The original documents will be retained by the Registry for future reference. The scanning process must not unduly damage or lose these unique documents. The wording of the original documents must still be present. The documents must be returned securely to the original files. The Company files The 17,000 files containing 1.4 Million pages. The majority of files are less than 20 years old, however older files have been receiving documents for the past 130 years. The older files contain a greater number of documents. There can be a variety of different sized documents in a file. The majority of recent files contain standard A4 documents, however older files contain documents of a variety of sizes. There are single sided and also double sided documents, A3 folded duplex and non standard small documents. Some are larger than A4 ie foolscap etc.
6 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Some paper is lightweight (as used with carbon copying), some is heavier than the modern standard. Some density of type on the page is poor due to fading, carbon paper duplicating or light originals. There are also stamps and seals that contain information. All of this should be able to be viewed on the scanned image. Some documents are stapled to other documents, most files contain a small (often passepartout bound) booklet. Most documents are double hole punched, and the file retains these by a lace. The files are currently stored on 378 linear metres of shelving, 300 mm deep. 283 lm of which is 380 mm high and 95 lm of 440 lm height. The Intellectual Property Ledgers There are 40 ledgers containing on average 500 pages each, 20,000 pages in total, each double sided, so 40,000 sides of text. The pages can easily be removed from the ledgers, however there are holes at the side and edge of each page. The pages are mostly 360 mm high, by 260mm wide (portrait mode), however 2 of the 40 ledgers have pages 380 mm high (again by 260 mm wide) The ledgers are stored on 3.5 linear metres of shelving 300 mm deep and 410 mm high. Timescale It is envisaged that the scan would be completed within approximately 2 months from receiving the files/documents. It is intended that the scan be completed prior to the end of October 2009. The contract should be awarded during August. Security of Documents The successful tenderer will have premises suitable for retaining securely all of the documents during the scanning contract. Service Level Agreement During the course of the scanning, some files/documents will be required for viewing. An element of the contract will cover a standard number of requests from the Registry for files to be scanned “on demand” i.e. out of the contractors programmed order, and for these to be provided within an agreed 7 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
set time period – ie 40 per week within 1 hour, 100 per week within three hours - to be stated in the tender documentation. This will therefore require ordered storage and the ability to find individual files and documents during the scanning process. Selection Criteria Companies to be shortlisted must have a proven track record of similar scale and complexity scanning and OCR indexing projects. A company must be able to show comparable scanning and indexing projects in respect of: similar or higher volume, variety of document/paper type, document classification on a document by document basis quality of indexing and extraction of information based on predetermined field selection criteria Security and adequate document handling and accounting processes High level of security for storage and transportation and delivery The ability to scan documents on request and provide these during the contract
Companies (possibly 3 or 4) will be selected to tender based on a judgement of the pre-tender questionnaire responses. The premises and the nature of the operation of the tendering companies will be viewed by representatives from the project team. Those companies selected to tender will be expected to meet with the tender selection team in Guernsey as part of the selection process. Only companies who satisfy the above criteria will be considered for the tender shortlist.
8 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Section C The company that developed the Company Registry software is working with the Registry in integrating into the system the scanned and indexed Company file documents, and Intellectual Property Ledger documents. The following 4 pages (down to and including Technical Specification) are their comments in respect of the process and the output requirements etc.
Guernsey Registry Scanning Project
There are two sub-projects to this project that should be considered and will be evaluated as individual components, the Company Registry Scanning Project and the Intellectual Property Office Scanning Project.
Company Registry Scanning Project
Company Registry Scanning Project
Linked Partial Index
Individual Company Folders Containing Various Physical Documents
Document Index & Meta Data Document Classification
Partial Index
Document Scanning
Electronic Document File Structure
Project Objective
A partial electronic index of the physical company documents currently exists. It contains: Document Id Company Number (if applicable (post-Incorporation submissions only) Received Date
The objective of this project is to create an electronic (PDF) version of the company documents and also to undertake automatic classification and indexing of the different document types. Upon completion the project will result in the population of the partial electronic index with document identifiers linking the index to the scanned document images. In addition, output of this project will include a second comprehensive document index of the scanned company documents. 9 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Project Input
A physical document repository is currently maintained within the registry. Each company live on the Register has an individual physical document folder allocated. Within each of these folders are physical documents of various company document types that have been filed against the company since its incorporation. A partial document index exists for a number of document types that are present in the company folders.
Project Output
The work carried out in this project will produce: 1. Population of the partial document index a. Population means the linking of the existing document index with the newly created scanned electronic PDF document. 2. Comprehensive Index of scanned documents following classification process. The Index will contain meta data captured at the scanning stage and should contain at a minimum: a. Company Number b. Document Type c. Date Received d. Confidence Rating of classification of document type 3. Scanned Electronic (PDF) Document File Structure
Scanned Electronic Document File Structure
The electronic scanned PDFs will be returned to the registry in the following structure. A root folder will contain an individual company folder for each company file that is scanned. Within each company folder will be sub folders for each document classification type. The PDFs will be found in these classification type folders. The PDFs will be uniquely identified by a sequence number. The sequence will be incremental and the starting point will be provided by the registry. This sequence number will correspond to a record on the scanned document index. Example Folder Structure Root Folder 12345 - Incorporation Certificate Certificate} o 10000.pdf - Memorandum of Association o 10001.pdf - Miscellaneous o 10002.pdf o 10003.pdf
{Company Number} {Classification Folder – Incorporation {Scanned Incorporation Certificate} {Classification Folder – Memo. of Association} {Scanned Memorandum of Association} {Classification Folder – Miscellaneous} {Scanned Document – type unknown} {Scanned Document – type unknown}
10 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Intellectual Property Office Scanning Project
Intellectual Property Office Scanning Project – Option A
Document Index & Meta Data
Ledger Division by Trade Mark
Document Classification Electronic Document File Structure
Bound Trade Mark Ledgers
Document Scanning
Intellectual Property Office Scanning Project – Option B Searchable Ledger PDF
Bound Trade Mark Ledgers
Document Scanning
Project Input
Physical Trade Mark documents are currently stored in a number of bound ledgers. Trade mark events and documents are filed in ‘Historic Ledger Files’ which are foolscap size, loose-leaf & double sided. Documents within these files are ordered by the date of presentation before the Royal Court. There are numerous dates in ledger and numerous events against various trade mark records on each of the Royal Court dates. One Royal Court event for one trade mark number may be comprised of between 37 sheets. Not all sheets for each recorded event have the trade mark reference number on them. There is a small list of document types in relation to trade marks. Each document type is linked with a Royal Court date together with the trade mark number and as such the sequence of documents within the event is relevant as summarised below: 1 2 3 4 Certificate of Registration of Trade Mark – Event Lead Sheet Trade Marks Act 1994 - Authorised Copy Declaration Guernsey Agent Summary Sheet Optics Trade Mark Register Sheet – Detail sheet (one or many) 11 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Project Output
As outlined in the above diagrams the registry are considering two options in the scanning of the Trade Mark ledgers. Option A requires the physical Trade Mark ledgers to be scanned and classified resulting in a comprehensive document index an electronic file structure of individual trade mark folders and their associated classification folders and the underlying scanned documents. A folder structure equivalent to the Company Registry folder structure should be employed. Option B requires the physical Trade Mark ledgers to be scanned and some level of OCR to be undertaken to result in an individual searchable PDF for each Trade Mark ledger.
Technical Specification
New documents received by the registry are currently scanned at 300dpi, the documents scanned in this project should also be scanned at this resolution. The output of the scanning phase of this company registry scanning project should be individual PDF generated for each company document in company folders. Searchable PDFs should only be generated where indicated in Option B of the Intellectual Property Office sub-scanning project.
12 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
SECTION D INSTRUCTIONS FOR COMPLETION 1.1 This Pre-Tender Questionnaire (PTQ) is to be completed by a company, partnership or any other body („the Supplier‟) that is wishing to be considered to undertake a one off scanning and indexing project for the Commerce and Employment Department of the States of Guernsey („the States‟). The Guernsey Registry is the section of the Commerce and Employment Department that is requiring this to be undertaken. 1.2 The purpose of the PTQ is to provide sufficient details to allow the States to formulate a preliminary understanding of: The way in which the services will be provided The parties who will provide the services The relationship between the Supplier and any third party contractors The relevant experience of the Supplier The financial position of the Supplier 1.3 The States shall evaluate the received PTQs to identify the suppliers most able to provide the services required. Selected suppliers will then be issued an invitation to tender, which will provide further details about the requirements. The completion of the invitation to tender by suppliers will allow for a more detailed assessment of the relative strengths and suitability of the supplier to perform the services for the States. Representatives of those suppliers shortlisted to tender will be requested to attend an interview on Guernsey with officers of the States or its representatives. In addition, the States or its representatives may require a visit to the Suppliers‟ premises. SECTION 2: NOTES 2.1 The deadline for completion of the PTQ is 4 p.m. Friday 15 May, 2009 and the questionnaire should be returned to the web site http://tenders.gov.je. The Supplier must provide all the information requested, as failure to address any area may result in exclusion from the tender list. The late submission of tender documentation would normally result in that company being excluded from consideration for short listing. The completed questionnaires are to be deposited on the website: 2.2 During the period in which this PTQ is being processed, suppliers must notify the States of any material changes to the details included on the form. 2.3 Questions should be answered in English. All dates should be in the form Day/Month/Year. 13 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
2.4 Notwithstanding submission of information requested in this questionnaire, the States reserves the right to request a Supplier to submit further information or documentation as it may stipulate in order to give proper consideration to the suitability of the Supplier. However, the provision of further material is intended for clarification purposes only. The Supplier will not be allowed to use this option for enhancing or adding supplementary information to the submission. The States will not be obliged to seek or accept further information in the event that information provided in the PTQ is not complete. 2.5 The Supplier shall attach, where appropriate, any supporting documents to this Application marking clearly the name of the Supplier and the number of the question to which the document refers. SECTION 3: BACKGROUND
3.1
Guernsey is situated in the Channel Islands and is responsible for the administration of the islands of Sark, Alderney, Herm and Jethou (together, the Bailiwick of Guernsey). The Registry solely serves Guernsey, and not the other islands forming the Bailiwick. Guernsey, as part of the British Isles is historically associated to the Crown, but is not governed through the British Parliament. Guernsey has it‟s own government, currency and sets it‟s own taxation policy. At the heart of Guernsey‟s economy is the international financial services industry, which is by far the greatest contributor to economic well-being. The finance industry is also extremely important as a contributor to the Bailiwick‟s public finances. The Guernsey Financial Services Commission (GFSC) is the regulatory body for the finance sector in the Bailiwick of Guernsey. Its primary objective is to regulate and supervise financial services in Guernsey, with integrity and efficiency, and in so doing help to uphold the international reputation of Guernsey as a finance centre. Guernsey has been recognised as one of the top 40 international jurisdictions that has substantially implemented the internationally agreed tax standard, and is therefore included on the OECD “White List”. Guernsey and its economy are experiencing many changes, challenges and opportunities with EU policy changes in regards to unfair tax competition, resulting in all jurisdictions with an international finance centre pursuing tax reform. In 2006, Guernsey announced the decision to adopt the 0%/10% (zero-ten) tax model, whereby the basic rate of income tax on company profits will be 0% and only a limited amount of regulated businesses (i.e. specific banking activities) will be subject to taxation of 10%. The Company Registry became operational with effect from 1 July, 2008. Previously the Greffe, ie the Court, had been responsible for the operation 14
3.2
3.3
3.4
3.5
Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
of the company registry function. The introduction of the Companies (Guernsey) Law 2008 introduced changes, including the move from a judicial to an administrative process.
3.6
The establishing and development of the Company Registry is being undertaken under the mandate of the Commerce and Employment Department, which is part of the States of Guernsey. The Guernsey Registry Project Board will have management oversight, The Commerce and Employment Department is the sponsoring Department, Mark Whiteley (Guernsey Registrar of Companies and Kevin Kerrigan of Enterprise Registry Systems will be Subject Matter Experts, and John le Poidevin, Registry Manager (Operations) will be the project manager. It is expected that Prince2 project management methodology will be applied by the successful Contractor. The solution must be in line with these standards and the requirements as stated by Kevin Kerrigan, SME to ensure that the data provided is able to be integrated into the existing IT system.
3.7
3.8
SECTION 4: SUMMARY OF CURRENT ACCESS TO COMPANY FILES AND OVERALL BENEFITS 4.1 Company files are currently available for public inspection at the Guernsey Registry. Clients come into the office, request sight of a file for a given company, and the file is provided for viewing in the Registry office. No charge is raised for this service. Following the scanning project, images of individual documents from specified company files will be made available by electronic means on request. The current existing Registry software will manage the request, provision and billing for the customer to have sight of the document. 4.2 The scanning project will purely be for the scanning, indexing and delivery to the Registry of digitized images in a format compatible with the existing system. Amendments to the existing software does not form part of the scanning project 4.3 Where a company/individual is currently unable to visit the Registry office to view a file, the contents of a file, or individual documents within a file are either photocopied or scanned and provided. A charge is raised for this service. The scanning and e provision of the live company files which will be possible following the scanning and indexing of documents is considered as an extension to this service. 4.4 The document recognition and indexing system will enable clients to identify which document to request. The digitized document can then be viewed at the client‟s terminal, or at the Registry office‟s public access terminals. 15 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
4.5 The indexing system will enable staff to view specific documents as required during their work. 4.6 The digitized documents scanned from the existing paper based files (as undertaken during this contract) will form part of the documentation for each company. These will be added to the existing documents that have been scanned and retained in the system, and those that have been received in digital format. 4.7 In addition to providing on line access to the documents, the digitizing of the documents will provide an additional safeguard to aid disaster recovery. At present there are no copies of this unique archive. 4.8 The e provision of the documents is not to be seen as a significant income generator, rather as an improvement to the quality and level of service provided to our clients. This will further enhance the reputation of the Guernsey Registry, and should increase it‟s adoption as a Registry of choice for those seeking to establish and maintain a company in a well regulated Registry and jurisdiction. 4.9 The index to documents will form a vital part of the service provided to clients. The index will be available for viewing, the subsequent provision of individual documents will be subject to a charge. 4.10 This scanning project is initially intended as a one off project. All future documents received will not need to go through a scanning process, as documents are received on line, or scanned by our staff as part of the established processes. However there is also an archive of ceased company files. 4.11 The archive of ceased company files is greater in volume of pages than the current live company files. These ceased company files are currently stored. Following a successful completion and integration of the current live company files, it is possible that this archive of ceased company files will be scanned. This would be subject to a further contract and selection process. 4.12 The Guernsey Registry has and will become members and party to international agreements (Such as the European Business Register). Part of the requirement for membership of these organizations will be the provision of information. The digitizing of documents contained within the current live company files will assist with this. 4.13 The anticipated benefits of digitizing the current live files include: Electronic access to Registry documents in client offices Improved service to the financial services sector Cost effective delivery of service (when considering the current cost involved in visiting the Registry‟s office) 16 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Greater availability of access to company information (locally and internationally) Better “marketability” of the Guernsey company Closer links with the finance industry and commerce Enhanced reputation and promotional opportunities Continued contribution to States‟ revenues Business continuity and disaster recovery benefits with a copy of the data and retaining the originals Raising the Island‟s competitive position with respect to other jurisdictions
17 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
Section E 1 1.1
BASIC DETAILS OF YOUR ORGANISATION Name of the organisation in whose name the tender would be submitted:
1.2 1.3 1.4
Contact name for enquiries about this PTQ: Contact position (Job Title): Address:
1.5 1.6 1.7 1.8 1.9
Telephone number(s): Fax number: E-mail address: Website address (if any): Company Registration number (if this applies):
1.10 Date of Registration: 1.11 Registered address if different from
above:
1.12 Is your organisation:
(Please tick one) i) a public limited company? ii) a limited company? iii) a partnership iv) a sole trader v) other (please specify)
1.13 Name of (ultimate) parent company (if
this applies):
18 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
1.14 Companies House Registration number
of parent company (if this applies)
1.15 What are the main business activities of
your organisation?
1.16 How many staff do you employ in your
organisation and how many are employed (if applicable) in the division involved in the subject of this PTQ?
2 2.1
FINANCIAL INFORMATION What was your turnover in the last three years? £………… for yr ended __/__/__ £………… for yr ended __/__/__ £………… for yr ended __/__/__
2.2
Has your organisation met the terms of its banking facilities and loan agreements (if any) during the past year?
Yes / No
2.3
If “No” what were the reasons, and what has been done to put things right? Has your organisation met all its obligations to pay its creditors (including sub-contractors) and staff during the past year? Yes / No
2.4
2.5 2.6
If “No” please explain why not: What is the name and branch of your bankers (who could provide a reference)? Name:
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Branch: Contact:
2.7 A
If asked, would you be able to provide at least one of the following? A copy of your most recent audited accounts (for the last two years if this applies) Yes / No
B
A certificate from your auditors endorsing your organisation’s turnover, profit and loss and impact of a project of this nature and value on your business.
Yes / No
C
A statement of your turnover, profit & loss account and cash flow for the most recent year of trading
Yes / No
D
A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position
Yes / No
E
A summary of your current order book including an indication of the monetary value and the timescale of these contracts.
Yes / No
3 3.1
REFERENCES Please provide details of three recent contracts and the customer that are relevant/ comparable to the Department‟s requirement. Where possible at least one should be from the public sector. If you cannot provide three references, please explain why. If possible, please give details of similar projects, for example those you have undertaken which have had varied types of documents, paper thicknesses, staples, etc with documents etc stretching back 100 years plus.
20 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
A
Reference 1
Customer organisation:
Customer contact name:
Contacts phone no.
Contract reference and brief description.
Value of contract
Date contract was completed
B
Reference 2
Customer organisation:
Customer contact name:
Contacts phone no.
Contract reference and brief description.
Value of contract
Date contract was
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completed
C
Reference 3
Customer organisation:
Customer contact name:
Contacts phone no.
Contract reference and brief description.
Value of contract
Date contract was completed
3.2
What projects have you undertaken which have had a significant indexing and OCR element of the work. Explain why, if you are unable to supply 3 references Confirm that you are happy for us to contact the reference customers detailed above. How many other similar contracts in addition to the three above have been undertaken in the past three years Please give information in respect of: number of pages, variety of document types and age range of documents. Yes / No
3.3 3.4
3.5.
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3.6 3.7
Have you had any contracts terminated in the last three years? If “Yes”, please give details:
Yes / No
3.8
Outline details of largest single scanning / indexing contract which you have undertaken during the last five years.
3.9
Where applicable please give details of the main subcontractors used in the contracts listed in response to the questions above.
4 4.1 4.2 4.3 4.4 4.5
INSURANCE Please provide details of your current insurance cover: please clarify whether cover is i) for a single claim (S) ii) in the aggregate (A) Employer‟s Liability: Public Liability: Professional Indemnity Other (please provide details): £ £ £ S/A S/A S/A
4.6
Summary of any claims made against you in the past five years.
4.7
Do you have any claims currently being made against your insurance
5 5.1
QUALITY ASSURANCE Does your organisation hold a recognised quality management certification for example BS/EN/ISO 9000 or equivalent? If not, does your organisation have a
5.2
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quality management policy?
5.3
If you do not have quality certification or a quality management system, please explain why:
6 6.1
HEALTH & SAFETY Does your organisation have a written health and safety at work policy? (see notes at end of questionnaire) Yes / No
6.2
If “No” please explain why:
7 7.1
ENVIRONMENTAL MANAGEMENT Does your organisation have an environmental management policy? Yes / No
8 8.1 8.2
PROFESSIONAL AND BUSINESS STANDING Do any of the following apply to your organisation, or to (any of) the director(s) / partners / proprietor(s)? Is en desastre, in a state of bankruptcy, insolvency, compulsory winding up, receivership, composition with creditors, or subject to relevant proceedings Has been convicted of a criminal offence related to business or professional conduct Has committed an act of grave misconduct in the course of business Has not fulfilled obligations related to payment of social security contributions Has not fulfilled obligations related to payment of taxes Is guilty of serious misrepresentation in supplying information Yes / No
8.3
Yes / No
8.4 8.5 8.6 8.7
Yes / No Yes / No Yes / No
Yes / No
24 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
8.8
Is not in possession of relevant licences or membership of an appropriate organisation where required by law If the answer to any of these is “Yes” please give brief details below, including what has been done to put things right. REQUIREMENT SPECIFIC QUESTIONS Are you able to adhere to the indicated timescale? – i.e. award the contract in August 2009, and for the scanning and indexing to be completed by the end of October 2009. Where will the scanning be undertaken? How would you store and transport the documents during the contract i.e. – Would you remove the documents to your premises in one move, or many (please state the number)
Yes / No
8.9
9 9.1
Yes / No
9.2 9.3
9.4
What form of transport would you use to move the files (bearing in mind boat or plane is also required should the contract be awarded to an off island contractor) Describe the location, nature, security etc of storage of the documents on your premises What software do you propose using for the scanning and indexing. It is proposed to scan documents at 300 dpi. Do you concur, or would you recommend an alternative figure. What approximate volume in Gb will the final total documents occupy for:A) Company Registry documents B) Intellectual Property documents
9.5
9.6 9.7
9.8
9.9
How would you propose transferring the data from your company to the Registry following completion of the scanning?
9.10 Is it a possibility that you will 25 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers
subcontract some of the work to another company, or will it be undertaken by your company?
9.11 Can your software provide a
“confidence score” for each document indicating the degree to which the scanned document satisfies the requirements for that document‟s classification?
9.12 Are you able to provide scans of files on
demand (as required by our office or our customers) during the scanning process within the stated timescales.
9.13 What percentage of your companies
total annual volume of work would this project constitute?
9.14 How many full-time equivalent staff
does your company employ in directly related scanning/indexing work and supervision. How many would be employed on this project.
9.15 What percentage of your total scanning
/ indexing workforce would be involved during this scanning / indexing project?
9.16 Will you need to take on additional staff
to undertake this project? DECLARATION I confirm that the information contained in this PTQ is accurate and true. I understand that the information will be used in the evaluation process to assess my organisations suitability to be invited to tender for the requirement. FORM COMPLETED BY Name: Position (Job Title): Date: Telephone Number: E mail address
26 Pre Tender Questionnaire for the provision of:- Scanning and Indexing of Guernsey Registry Company Files and Intellectual property Ledgers