Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4505

Government Authority located in Oregon; USA based organization looking for expert vendor for digitization and imaging services.

[*] Budget: Looking for Proposals

[*] Scope of Service:

1. Type of Materials, Services, Quotes, Location
a. Types of materials requiring digitization range from standard office records (paper) to historical
items that require special consideration and may require extensive preparation.
b. Standard office paper and files containing small notes.
c. Oversized records such as maps, blueprints, technical drawings, plans.
d. Media such as photographs, transparencies (e.g., slides), microfilm.
e. Media such as film, tapes (e.g., video, cassette, reel-to-reel), CDs, DVDs.
f. Materials that require special handling due to size, shape, composition, issues with condition and fragility, or that require specialized equipment for imaging.
g. Services are project-based and will require a quote for each individual project.
h. Each project will follow a workflow that includes the development of a project plan, including a
quality control process, and the definition of deliverables.
i. Vendor employees must have the appropriate level of expertise to work on agency digitization projects.
j. Location - Off-Site
k. Facilities, vehicles, equipment, IT systems, and staff must meet strict security requirements for accessing agency records.
l. Environmental conditions such as light, temperature, humidity, and fire suppression must be present and monitored/controlled in facilities and vehicles, in compliance with industry regulations and best practices.
m. Equipment must be calibrated to published standards.
2. Compliance, Account-Related
a. Relevant legal and regulatory requirements and minimum standards include:
i. Oregon Administrative Rules Chapter 166 Divisions 17 and 20
ii. Federal Agencies Digital Guidelines Initiative (FADGI)
b. Environmental Considerations, Inspections - related to materials, workspaces, facilities, equipment, and vehicles.
c. Dedicated Customer Service Account Representative to Metro - single point of contact for account and projects, consistent and immediate response times, issue resolution.
d. Key Performance Indicators - including but not limited to metrics and business reviews
3. Data and Reporting
a. Will be requested by Metro’s Authorized Representative. Possible intervals of request would be on a project-based, quarterly, half-yearly or annual basis.
b. Information is to be collected, tracked, and reported out year-over-year for the purposes of analysis, compliance, and overall continuous improvement of the program. Metro intends to award this contract to a single firm to provide the services required. The term of the contract is anticipated to be November 2023 through October 2028.
(2) All questions must be submitted no later than October 19, 2023.
(3) The contract period will be five years.

[*] Eligibility:

- Onshore (USA Only)

[*] Work Performance:

- Performance of the work will be Onsite or Offsite.

Expiry Date : Thursday, 2 November, 2023

Question Answer Deadline : Thursday, 19 October, 2023

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

Country : USA

State : Oregon

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