DE-3795 - USA (New Jersey) - Document Management for Records Retention and Disposal Services - Deadline March 17,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3795

Government Authority located in New Jersey; USA based organization looking for expert vendor for document management for records retention and disposal services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide document management for records retention and disposal services at scanning resolution 200 DPI in PDF, TIFF file format
- Record Management Planning: The contractor is expected to provide the public entity with the design and implementation of a record management plan
- Records Review: An hourly fee for the review of records must be included in the pricing proposal. This effort will include an on-site review of the quantity and quality of the public entity’s records
- File Indexing: Indicate the cost per file of indexing all files, all file indexing must be in a format that will allow the public entity to perform a database search to locate any filed document at any time in the future. All converted documents must be automatically searchable
- The contractor must include the cost of any possible periodic updates to retained files.
- The public entity must receive an index of the searchable files that have been created.
-  Personnel records must be tagged by last name, first name, and date of birth.
- In preparation of the two separate filing systems, one filing system must be compatible with Windows Explorer and the other must be compatible with a web-based document management system. The contractor must provide a written explanation with the proposal of all proposed filing systems. Storage of all scanned records shall be Searchable PDF and tiff group 4,
- Imaging: The provider must indicate the cost per image to convert each paper document to a digital image, Images must be scanned at a minimum of 200 DPI.
- All proposed scanning and record retention systems must be able to permit the addition of documents to existing digital master files.
- No special or proprietary software other than Apple or Windows may be required for viewing or retrieval of scanned work.
- The scanned files must remain the property of the public entity regardless of where they are stored, whether it be cloud or premise-based. Contractors shall not deny access if the public entity chooses to exit the contractor’s cloud,
- Storage & Retrieval:
- include information related to on-site, off-site web-based, or other electronic storage
- The document retention and retrieval system implemented must allow the access of documents by an unlimited number of users authorized by the public entity. No “per user fee” is allowable.
- The provider must be able to segregate the records of different departments within the public entity.
- All records must use 256 bit encryption.
- The public entity must be able to specify differing levels of access to records and be able to modify users and their access on an ongoing basis.
(2) All the questions must be submitted no later than March 7, 2022.

[C] Eligibility:

Onshore (USA organization 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 : Thursday, 17 March, 2022

Question Answer Deadline : Monday, 7 March, 2022

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

Country : USA

State : New Jersey

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