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DE-2752 - USA (Texas) - Litigation Copying and Scanning Services - Deadline April 2,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-2752

Government Authority located in Texas; USA based organization looking for expert vendor for litigation copying and scanning services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide litigation copying and scanning services for document imaging services including scanning, Optical Character Recognition (OCR), electronic bates numbering, document/file naming convention specified by the Agency and saving to electronic media as individual searchable PDF files of approximately 840,000 pages (approximately 280 boxes). Patient files are in individual manila folders within each box.
- The contractor is to prep all documents for scanning (i.e. removing staples, paper clips, rubber bands and other binding methods). Smallest physical boundaries will be used to determine a document unless instructions are indicated in a particular document. Contractor must reassemble and refasten (staple, paper clips, insert, post-it notes, etc.) original documents in the same sequence and same condition as originally provided by the Department and reinsert the documents in the appropriate folder.
SCANNING REQUIREMENTS:
- All documents are anticipated to be 8-1/2 x 11". Any documents less than 8-1/2 x 11" should be cantered and scanned on 8-1/2 x 11" sheets. Any documents larger than 8-1/2 x 11" should be scanned and reduced to 8-1/2 x 11".
- Scan documents at 300 dpi (line art mode), black and grayscale, at 100%. All scanned documents shall be scanned to a resolution high enough to achieve good readable and printable files.
- Scan case file folders (Boxes) with corresponding documents into one file per box.
- Save each file as a multi-page .PDF file. Each box is a .PDF file.
- Boxes constitute boundary breaks.
- Scan the manila folder and all documents contained within as single multi-page PDFs.
- Place the single multi-page PDFs of the manila folders and the documents contained within into electronic folders based on the box number. Agency personnel will verify this upon releasing the material.
- Do not scan blank pages, such as the back of single-sided documents.
- There may be color copies interspersed throughout; scan in black/grayscale.
- File naming instructions will be confirmed by Agency personnel at time of arrival.
- File must be made keyword searchable by performing Optical Character Recognition (OCR) scan.
- Document boundaries will be based on physical barriers.
- All documents shall be rotated as required for reading of materials from left to right, in page sequence, as found in original folder.
- All documents with print on both sides shall have both sides scanned.
- Tab dividers may be contained within folders. Scan and bates numbered as applicable.
- Pages with post-its, copy the page with note attached as original and then taken off and copy the page underneath without the note.
- Multi-copy forms are not to be separated, only one copy needs to be scanned.

[C] Eligibility:

Onshore (USA Only)

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Tuesday, 2 April, 2019

Category : Data Entry, Scanning, Records and Document Related Services

Country : USA

State : Texas

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