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DE-2966 - USA (California) - Paper to Digital Document Scanning, Imaging and Records Storage Service - Deadline October 31,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-2966

Government authority located in California; USA based organization looking for expert vendor for paper to digital document scanning imaging and records storage service.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide paper to digital document scanning imaging and records storage service to secure off-site storage, delivery of stored documents upon request, inventory tracking, permanent removal and return of stored documents upon request, and transition services for all stored documents.
• 4 Safeco Masterfile (24” x 36” W x 48”H)- Approximately 450 pounds each
• 4 Plan hold Masterfile (24” x 36” W x 48”H)- Approximately 450 pounds each
• 1 Plan hold Masterfile (48” x 36” W x 48”H)- Approximately 580 pounds
- The documents shall be saved as TIFF, JPG or PDF as directed by the District. Provide an ASCII version of the index with the fully qualified file name for each image.
- Record Storage: - The vendor must provide secure off-site storage for the District’s documents at one site location.
- Imaging Services: - Vendor will provide imaging and indexing of any records being stored at their facility as requested by the District for conversion of each into a digital format within two business days via (48-hour notice) telephone or email request.
- Record Pickup and Delivery: - The vendor shall accept and respond to pickup and delivery requests from authorized District staff.
- Transition Services: - This inventory report will list boxes or hanging closets by department name, reference number and description of contents as well as a total number of boxes or hanging closets and/or hanging closets received and location stored.
- Permanent Removal/Return Services: - The District may require the permanent removal of specified boxes or hanging closets stored with the vendor. The vendor shall provide for the permanent removal of such specified boxes or hanging closets and return to the District. Boxes or hanging closets permanently removed from storage must not appear on subsequent monthly invoices for storage. Any costs or fees associated with permanent removal of boxes or hanging closets must be identified in the vendor’s response.
- Inventory Tracking: - The vendor shall maintain an accurate, bar-coded and computer-based inventory tracking system. The computerized system must be web based, with adequate security, to provide Internet access to the information by District users. At a minimum, this system must identify each stored District box or hanging closet by box reference number, department, description (major, minor and long), and status (checked in/checked out).
- Management and Invoicing: - The vendor will provide monthly invoices showing a line item for storage and activity costs. The invoice will include a detail list of all transactions.
(2) A mandatory pre-proposal meeting will be held on October 17, 2019.
(3) All question must be submitted no later than October 24, 2019.

[C] Eligibility:

- Onshore (USA Only);

[D] Work Performance:

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

Expiry Date : Thursday, 31 October, 2019

Pre-proposal Conference Date : Thursday, 17 October, 2019

Question Answer Deadline : Thursday, 24 October, 2019

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

Country : USA

State : California

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