A. General The CONTRACTOR shall furnish all necessary labor, equipment, materials, tools and appurtenances to scan construction bid drawings and specifications onto compact discs, digital video discs (CDs or DVDs) and/or to a web-based file repository that shall be accessible by the STATE. Scanning shall consist of the conversion of drawings and specifications to portable document format (PDF) electronic format. The construction bid drawings shall be scanned from architectural and/or engineering drawings and/or blueline prints. The construction bid specifications shall be scanned from documents printed on 8.5 by 11 inches and 11 by 17 inches bond paper (small format), or anything larger than 11 by 17 inches, typically 24 by 36 inches or 12 by 18 inches (large format). The original construction bid (drawings and specifications) shall be protected from damage at all times and shall be returned to the STATE’s Project Coordinator in its original numerical and/or alphabetical sequence. The CDs or DVDs shall be distributed to various schools and offices of the STATE in accordance with the distribution requirements specified herein. The CDs or DVDs shall also be distributed to other interested parties such as bidders, contractors, and consultants, in accordance with the distribution requirements specified herein. B. Quality The construction bids (drawings and specifications) shall be scanned on standard CDs or DVDs of a quality and type acceptable to the STATE. The CDs or DVDs shall be new and free from defects in materials and workmanship. The quality and clarity of the CDs or DVDs must be in accordance with the best printing industry practices. The STATE must be able to duplicate CDs or DVDs without problems. The CDs or DVDs shall be scanned using software that will produce high quality CDs or DVDs that can be duplicated. Should the STATE be unable to read the information or copy CDs or DVDs from the CONTRACTOR’s finished product, the CONTRACTOR shall be responsible to replace said items. The scanning shall be done in a professional manner and shall utilize the highest quality materials and services. For example, any scanned item that is crooked, not visually centered or artistically pleasing, of poor quality that makes it unreadable, or with any type of misprint or smudges, shall be rejected. The CDs or DVDs that are considered to be of inferior quality as described above shall not be accepted. The STATE reserves the right to reject any CDs or DVDs that does not conform to these specifications and requirements. C. Scanning Requirements 1. The STATE shall provide the CONTRACTOR with original drawings, specifications, and related documents. The CONTRACTOR shall scan these original drawings, specifications, and related documents onto CDs or DVDs in PDF. The sizes of the drawings will vary and may be as large as 24 by 36 inches but the cost to scan the drawings shall be based on the unit bid price per square foot, regardless of size. The number of CDs or DVDs required shall be determined by the STATE, PCS. The CONTRACTOR shall scan drawings in accordance with the following requirements: a. The scan shall be done in PDF (the latest Adobe Acrobat version, but backwards compatible to version 10) and bookmarked. b. The documents must be scanned in the same orientation as the original plans, drawings, and/or specifications (whether in portrait or landscape orientation). 2. The CONTRACTOR shall scan specifications (small format 8.5 by 11 inches and 11 by 17 inches bond paper) in accordance with the following requirements: a. The scan shall be done in PDF. b. The scan shall be transported into the latest Adobe Acrobat version, but backwards compatible to version 10 in the PDF. c. The CONTRACTOR shall create “bookmarks” for each major section (For example: Table of Contents, Detailed Specifications, Section 1, Attachments, et cetera.) d. For addenda, the CONTRACTOR shall index the Addendum pages as instructed by the STATE. 3. Whenever an addendum is issued, the CONTRACTOR shall scan the addendum onto a new CD or DVD. The CDs or DVDs shall include scans of the most current construction bid (drawings and specifications). The “addendum CDs or DVDs” shall be labeled with a different colored label to differentiate it from the original bid CDs or DVDs or prior addendum CDs or DVDs. The “addendum CDs or DVDs” shall be completed and available for distribution within one (1) business day of the STATE’s order request. Upon completion, the CONTRACTOR shall attach a label to each CDs or DVDs identified as follows: a. project name (include school name if applicable), b. project number (provided by the STATE job order), c. bid opening date (provided by the STATE job order), and d. any other information as requested the STATE. CONTRACTOR’s labels shall be color-coded. Labels for “addendum CDs or DVDs” shall be a different color from the original bid label or prior addendum CDs or DVDs. The CDs or DVDs shall be packaged in a paper sleeve with a clear window to visibly read the CDs or DVDs label. 4. The STATE will be responsible for the costs of producing one (1) CD or DVD for any individual requesting a copy (Requestor). Shipping costs, if any, will be the responsibility of the Requestor. CONTRACTOR shall fulfill requests for additional CDs or DVDs copies beyond the first copy, however, any costs for these requests will be the responsibility of the Requestor.
