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DE-4025 - USA (Florida) - Citywide Document Services - Deadline September 22,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4025

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

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide citywide document services to provide scanning, and destruction of documents.
A. Vendor shall perform document preparation as necessary to scan all files. The preparation of documents would include removing all staples and paperclips, straighten all folded plans and make documents ready for processing.
• Remove staples and binders
• Verifying correct page orientation
B. Document imaging and scanning services with indexing and proper orientation at a minimum of 300dpi PDF format for:
• Standard size documents up to 11 x 17
• Oversized plans and drawings larger than 11 x 17
C. Optical character recognition (OCR) services. This process shall provide an accurate conversion of image data into a searchable PDF format.
D. Document indexing and organization utilizing an index system created by the Vendor. Vendor to provide the city with a CSV or spreadsheet mapping the document flow.
E. Vendor used applications must integrate with current city applications, for example: Adobe or Microsoft 365 applications.
F. Secure document destruction to include certificate of destruction for each named document label. The scanned documentation is to be securely held until written documentation is received from the city to perform the destruction of scanned files. Document destruction must be performed in accordance with the state record retention laws and Rule 1B-24 of the Florida Administrative Code.
G. The initial estimated backlog of documents approximately quantity by department:
• Building and Planning: 350 +
• City hall and city clerk: 35
• Human resources: 50
H. The vendor will maintain the city hard copy documents in a secure archival environment for a period of not less than 120 days.
I. Scanned images and indexed files, has checked for both clarity and accuracy, the city will provide written approval to the Vendor to shred the original documents.
(2) All the questions must be submitted no later than September 15, 2022
(3) The contract period will be for two years.

[C] Eligibility:

- Onshore (USA ONLY);

[D] Work Performance:

Performance of the work will be Offsite.

[E] Proposal Submission:

Response can be submitted digitally via Email or Online.

Expiry Date : Thursday, 22 September, 2022

Question Answer Deadline : Thursday, 15 September, 2022

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

Country : USA

State : Florida

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