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DE-4533 - USA (Washington, DC) - Document Scanning Service - Deadline November 13,2023

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4533

Government Authority located in Washington, DC; USA based organization looking for expert vendor for document scanning service

[*] Budget: Looking for Proposals

[*] Scope of Service:

(1) Vendor needs to provide document scanning service using 300 ppi.   
- The contractor is to prep all documents for scanning.
- Colour Mode to 100% match source document.
- OCR required - To be text searchable. Format to be PDF images, text, MS Word.
- Metadata requirements:
• For those records that are permanent, any additional metadata requirements from 36 CFR 1236, Subpart E must also be captured.
- Quality of scanning: 3 Star - 300 ppi, 8 or 16 bit - Web viewing, some digital printing, and OCR
- This statement of work is for digitization for approximately 375,000 pages (125 Storage boxes) of
paper copy records.      
- Inspection of material: Contractor is required to examine furnished material immediately upon receipt, pursuant to GPO Publication 310.2, Contract Clauses, 7. Government Furnished Property (GFP). If at that time there is disagreement with the description or requirements as presented in the specifications and PRIOR to the performance of any work, the contractor shall contact the contract administrator Juliann Handziak at 614-488-4616 x3. Failure to bring any discrepancies to the attention of the GPO will not relieve the contractor of the responsibility to perform.  
- Contractor will be required to separate each page for scanning. Contractor may disassemble and unbind to scan the furnished document to get it ready for scanning.
- Contractor must exercise reasonable care to ensure that the integrity of the material is preserved. Where materials are stapled, or otherwise fastened or bound, care must be used in taking the materials apart to ensure that part of the document is not obliterated or that the authenticity of the document becomes questionable. - Products to be scanned:
•    Hard copy original documents furnished in 110 storage boxes will consist of a variety of materials, including but not limited to Bond Books, Faxes, Fold-ins, 8-1/2 x 11 Forms, Half Pages, Maps, Non-standard sizes (not 8.5 x 11 or 8.5 x 14), Oversized documents (not 8.5 x 11 or 8.5 x 14), Photos, Paper clipped, Sticky notes affixed, Folded products, and stapled documents.  
- Sticky notes to be scanned as it is on corresponding document, then removed the sticky note from the document. The sticky note and document to be then scanned separately.
- Descriptions for paper records:
•    1% No Intervention: Furnished source materials are ready to be inserted into an automatic document scanner, requiring no deconstruction. For example: loose leaf documents that are all one standard size (8-1/2 x 11, 8-1/2 x 14, or 11 x 17).
•    33% Light Intervention: Furnished source materials require slight deconstruction before being inserted into an automatic document scanner. For example: all one standard size documents that are rolled, stapled or paper clipped.
•    64% Medium Intervention: Furnished source materials require moderate deconstruction before being inserted into an automatic document scanner and consists of light intervention. For example: documents of various standard sizes and may include folder tabs and/or tab dividers, sticky notes to be removed and replaced.
•    1% Heavy Intervention: Furnished source materials require difficult deconstruction before being inserted into an automatic document scanner and consists of light and/or medium intervention. For example: documents of various standard sizes and may include folded, torn, or stuck-together pages.
•    1% Glass Work: Defined as copies made from originals that can only be scanned manually on the scanner glass and may include but not limited to, receipts, half-pages, envelopes, onion skin, or thermal facsimile paper, odd-size originals, checks, permanently bound books, two-sided spiral bound, computer forms that cannot automatically feed, and extremely poor quality originals that require extensive handling and analysis on a page-by-page basis.

[*] Eligibility:

- Onshore (USA Organization Only);

[*] Work Performance:

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

Expiry Date : Monday, 13 November, 2023

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

Country : USA

State : District of Columbia

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