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DE-3108 - USA (Missouri) - Document Management Services - Deadline March 25,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3108

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

[A] Budget: Looking for proposal

[B] Scope of Service:

(1) Vendor needs to provide document management services including company formation documents and tax forms.  
• Microfilm Records: 10 drawer case; 5 rolls each; 27 tapes each roll; 16mm x 30.5 100Ft
• Paper Records: 20 years, 5 file cabinets per year
• Electronic Records: Stored on Tyler SIS, Patriot and Talented
1. Convert microfilm tapes that contain student records to digital format; document preparation shall include the following:
a. Vendor will pick up microfilm case from district office;
b. Each file will be indexed and maintain on a secured database for easy lookup;
c. The database should have the capabilities to print, save and upload along with having an sign compliant;
d. The database should have the searchable options that may include, but not limited to: First Name, Last Name, Date of Birth, Student ID Number;
I. Social Security Number, Employee Number, Last Name and Date of Birth for HR
e. Microfilm tapes should be returned to the district office once records have been converted.
2. Convert paper records to digital format and microfilm; document preparation shall include the following:
a. Vendor will pick up paper documents from district office;
b. Each file will be indexed and maintain on a secured database for easy lookup;
c. The database should have the capabilities to print, save and upload along with having a sign compliant;
d. The database should have a searchable option that may include but not limited to: First Name, Last Name, Date of Birth, Student ID Number;
I. Social Security Number, Employee Number, Last Name and Date of Birth for HR
e. Each file will be converted to a microfilm tape;
f. The microfilm tapes should be organized by year of birth, alphabetical order by last name;
g. Paper documents should be destroyed after each document is converted to digital format and microfilm;
h. Vendor will provide district office with a copy of a Certificate of Destruction for the paper documents.
3. Convert electronic records to digital format and microfilm from Patriot; document preparation shall include the following:
a. Vendor will transfer documents from the Patriot and store on the database with the remaining student files;
b. Each file will be indexed and maintain on a secured database for easy lookup;
c. The database should have the capabilities to print, save and upload along with having an eSign compliant;
d. The database should have a searchable option that may include but not limited to: First Name, Last Name, Date of Birth, Student ID Number;
e. Vendor will provide a microfilm version of each file;
f. The microfilm tapes should be organized by year of birth, alphabetical order by last name;
g. Vendor will destroy the documents after each document is stored on the database and converted to microfilm;
h. Vendor will provide district office with a copy of a Certificate of Destruction for the paper documents.
4. Convert electronic records to digital format and microfilm from Tyler SIS; document preparation shall include the following;
a. Vendor will transfer documents from the Tyler SIS and store on the database with the remaining student files;
b. Each file will be indexed and maintain on a secured database for easy lookup;
c. The database should have the capabilities to print, save and upload along with having an eSign compliant;
d. The database should have a searchable option that may include but not limited to: First Name, Last Name, Date of Birth, Student ID Number;
e. Vendor will provide a microfilm version of each file;
f. The microfilm tapes should be organized by year of birth, alphabetical order by last name;
g. Vendor will transfer files every 5 years from the Tyler SIS;
h. Vendor will destroy the documents after each document is stored on the database and converted to microfilm;
i. Vendor will provide district office with a copy of a Certificate of Destruction for the paper documents.
5. Convert electronic records to digital format and microfilm from TalentEd; document preparation shall include the following;
a. Vendor will transfer documents from the TalentEd System
b. Each file will be indexed and maintain on a secured database for easy lookup;
c. The database should have the capabilities to print, save and upload;
d. The database should have a searchable option that may include but not limited to: Social Security Number, Employee Number, Last Name, Date of Birth;
e. Vendor will provide a microfilm version of each file;
f. The microfilm tapes should be organized by year of birth, alphabetical order by last name;
g. Vendor will transfer files every X year after employee separation date from TalentEd;
(2) All question mu

[C] Eligibility:

Onshore (USA Only)

[D] Work Performance:

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

[E] Proposal Submission:

Response should be submitted physically (courier or post).

Expiry Date : Wednesday, 25 March, 2020

Question Answer Deadline : Friday, 13 March, 2020

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

Country : USA

State : Missouri

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