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DE-3336 - USA (Iowa) - Paper to Digital Scanning Services - Deadline December 29,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3336

Government Authority located in Iowa; USA based organization looking for expert vendor for paper to digital scanning services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

Vendor needs to provide paper to digital scanning and indexing services for permanent archival
records to the City.
a. Develop a complete understanding of the City’s scanning needs and if needed consult with City representatives about goals and objectives
b. Provide in depth instruction on the process to be used by the awarded vendor and the City of Iowa City
- Images are to be scanned from a variety of originals.
- Upon request, the Vendor will be required to send copies of documents that the Vendor has in their possession. This can be accomplished by e-mailing the document(s).
- If requested, the Vendor will be required to destroy City documents after the performance of a scanning order.
- Maximum pick-up and delivery schedule for City divisions will be two (2) to three (3) weeks.
- If the above pick-up and delivery schedule is not met, the City of Iowa City must receive a minimum 5% discount on the total cost of the late order
- IMAGE SPECIFICATION:
- Scanned images shall be placed on a CD or other approved media for delivery to the City. CD shall include an index file to be used during the import process containing path, image name and fields uniquely identifying images.
- Currently the City uses Laserfiche as its document imaging system. It is the City’s preference to continue utilizing this system, although some Departments may want to transfer the data from the CD onto a drive in the City’s network.
- Each scanned image shall have a unique identifier incorporated into the file name
- Each scanned image shall be orientated so that the top of the image is the top of the original document.
- Airport
Description of Service:
• Single Sided
• Various size papers
• Remove staples and metal prong fasteners
• Construction Plan/as-builts
• Scan in order received
• Scan at 300dpi to multi page black and white pdfs
- Building Maintenance
Description of Service
• Mostly double sided
• Mostly letter size (some legal)
• Remove staples, paperclips, binders, plastic binding, repair tears and unfold corners
• 8,000 to 10,000 pages
• O & M Manuals (if a word search capability is available after scan)
• SDS Files
• Scan in order received
• Scan at 200dpi to multi page black and white and color pdfs
- Cemetery
Description of Service
• Blueprints of the cemetery
• 20-30 Blueprints
• Scan at 300dpi to multi page black and white and color pdfs - City Attorney
Description of Service
• Both single and double sided
• Both letter, legal, and 11x14 sized
• Remove staples, paperclips, black binder clips, repair tears and unfold corners
• 84 banker’s boxes
• Most are standard copy paper, but some very old files may contain tissue paper
• Scan in the order received
• Scan at 256dpi to multi page grayscale, black and white and color OmiPage OCR pdfs
- Economic Development
Description of Service
• Single sided
• 8 ½ x 11
• Remove staples, paperclips, repair tears and unfold corners
• 3,000 pages
• Urban Renewal Areas and Projects
• Scan in order received
• Scan at 200dpi to multi page black and white pdfs
 Engineering
Description of Service
• Mostly single sided
• Multiple sizes
o Approx. 770,000 8 ½ x 11
o Approx. 50,000 11 x 17
o Approx. 10,000 24 x 36
o Approx. 10,000 36 x 48
• 850,000 pages
• Plans, specifications, and calculations
• Remove staples, paperclips, repair tears and unfold corners
• Scan in order received
• Scan at 300dpi (needs testing to make sure they are legible) to multi page mostly black and white pdf
- Mercer Park (Aquatics)
Description of Service
• Mostly double sided
• Mix of sizes, mostly 8 ½ x 11
• Page count unknown
• Background checks, Accident & Incident Reports, Discipline forms for temp staff
• Scan in order received
• Scan at 200dpi to multi page black and white pdfs
- Parks
Description of Service
• Mixed single and double sided
• Mostly letter size
• Remove staples, paperclips, binders, plastic binding, repair tears and unfold corners
• Page count unknown
• & M Manuals
• SDS Files
• FEMA flood documents
• Past site plans
• Playground and equipment manuals
• Scan in order received

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

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

Expiry Date : Tuesday, 29 December, 2020

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

Country : USA

State : Iowa

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