DE-3029 - USA (Massachusetts) - RFI for Document Management and Scanning Services - Deadline January 10,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3029

Government authority located in Massachusetts; USA based organization looking for expert vendor for document management and scanning services.

[A] Budget: Looking for Proposal

[B] Scope of Service:

Vendor needs to provide document management and scanning services to conduct all the document preparation, scanning, and records management activities.
- Document Collection: The Contractor will routinely gather all documents prepared by NAE personnel for scanning.  Documents already processed by NAE personnel will have metadata cover sheets with specific processing instructions.  Documents pre-sorted by District personnel will require the Contractor to fill out and append a metadata cover sheet for each one prior to transfer and scanning.
- Document Processing: The Contractor will assess document holdings to determine whether the documents are already digitized on CD-ROM – or other removal digital media – if such media is co-located with the documents; files from removable media will be uploaded to the District’s shared drive storage.  The Contractor will remove all duplicate documentation from document holdings prior to scanning.  A cover sheet detailing the documents metadata (including critical Army Records Management Information System tracking data) will be appended to all documents prior to scanning.
- Document Scanning: The Contractor will scan and digitize all documents in accordance with current NARA regulations and guidance for electronic record keeping and transfer of electronic materials to NARA.  Digitized copies of all documents will be uploaded to the District’s shared drive storage.  Documents removed from binding prior to scanning do not require rebinding.
- Quality Assurance: The Contractor will develop and provide a comprehensive quality management process to ensure a high level of confidence that records management requirements are met.  The Contractor will execute QC reviews at appropriate stages of the records management process.  Examples include verifying scanning legibility, accurate and consistent coding, functional hyperlinks, searchable text (effective OCR), verifying bookmarks, verifying consistency of titles and naming conventions, document security settings, file optimization, and verifying labelling of documents.
- Document Transfer: The Contractor will ensure secure transport of documents between NAE and the location where scanning activities are to be performed.  Prior to transport, all documents must contain a coversheet and be secured in a document container/box.  All boxes must be inventoried prior to leaving the district and again upon their return.  For documents requiring transfer to a Federal Records Center after scanning, the Contractor will prepare the proper documentation and box the documents for transfer to NARA in accordance with USACE procedures.

[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 : Friday, 10 January, 2020

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

Country : USA

State : Massachusetts

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