Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3796

Government Authority located in Florida; USA based organization looking for expert vendor for document storage and scanning services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide document storage and scanning services at scanning resolution 300 dpi in PDF, TIFF, OCR file format
- Record Storage, Confidential Paper Shredding, Scanning/Imaging, Indexing, and Media Conversion Services
- The Contractor must be capable of providing off-site Record Storage, Confidential Paper Shredding, Scanning/Imaging, Indexing, and Media Conversion Services
- The converted images with metadata will be provided in a format appropriate to be imported into the County’s electronic/digital environment for record retention purposes. Various other County departments or divisions may also require scanning and indexing services and/or conversion of microfilm to scanned images during the course of the contract as the need arises, and depending upon available funding sources
- The Contractor will inventory and acknowledge the receipt of all items received. It is intended that the Contractor will maintain an automated tracking system to allow for the retrieval of any document that is in process
- scanning, Contractor should recognize the need for special image enhancement or threshold settings or unusual or discolored plans. Improve upon original clarity of difficult scans, identification of bi-tonal or grayscale needs
- The majority of documents must be scanned at 300 dpi and will be post processed utilizing the following processes: Deskew, Black border removal, Punch hole filter, Image enhancement (for poor quality documents), Noise Reduction, Image smoothing,
- Large format scans (in excess of 17" x 11") at 300 dpi minimum, will be produced separately from the small format scanning
- Scanning process should provide for automatic detection for duplex scanning and blank pages. Both sides of documents shall be imaged as needed, excluding blank pages
- Drawing/Plans - All images must be correctly oriented when opened with no rotation,
- Multiple Page Documents - A document may consist of one or many pages. If the document has more than one page this document must be scanned as a multi-page document with the exception of large format documents
- Image Files and Indexing – Each County department will provide the appropriate template for importing image files with necessary indexing,
- Records Destruction - Once the County receives from the Contractor its scanned images with proper indexing, and has checked for both clarity and accuracy, the assigned authorized department representative will normally request the Contractor to shred the original documents
(2) Approximate work volume will be 20,000 documents (10,000 standard size documents and 10,000 large formats for example,
(3) A pre-proposal meeting will be held on March 4, 2022
(4) All the questions must be submitted no later than March 9, 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.

Expiry Date : Friday, 18 March, 2022

Pre-proposal Conference Date : Friday, 4 March, 2022

Question Answer Deadline : Wednesday, 9 March, 2022

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

Country : USA

State : Florida

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