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DE-4535 - USA (California) - Document Imaging and Indexing Services - Deadline December 11,2023

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4535

Government Authority located in California; USA based organization looking for expert vendor for document imaging and indexing services.    

[*] Budget: Looking for Proposals

[*] Scope of Service:

(1) Vendor needs to provide document imaging and indexing services at 300 DPI in PDFA format.
- Documents for imaging would be in various sizes, but typically include letter ledger and large format plans.
- Documents are stored in standard boxes or containers for pick-up.
- The estimated monthly volume is approximately 15-20 boxes of documents and 5—7 containers of rolled large format plans. The city reserves the right to decrease quantity as needed. Pick-up and delivery shall occur every three to four weeks. Below are the minimum city standards and requirements for performing document imaging:
- Images
• Scan as black and white, grayscale, or colour as needed to produce best quality image:
o Black and white documents are to be scanned in black and white, except when grayscale is needed to ensure clarity of document and legibility of text.
o Color pictures and maps are to be scanned in colour, o Black and white pictures and maps are to be scanned as black and white or grayscale as needed.
o Color logos, stamps, and signatures are to be scanned as black and white, or grayscale as needed to ensure legibility of text.
o Text boxes or shaded title bars are to be scanned in grayscale to ensure legibility of text.
o Colored paper to be scanned in black and white or grayscale.
• Scan resolution at 300 dpi.
• Save image file type as a single multipage PDFA format (for archiving & long-term preservation purposes).
- All text documents must be searchable. Scan optical character recognition (OCR).
• Use compression to reduce file size.
o When using compression, the clarity of the image and legibility of the text should not be affected.
• Remove any excess black border.
• Remove blank pages.
• Rotate images as needed for readability.
• De-skew, de-speckle, and fill holes.
• Enhance any low-quality images to produce a readable digital image.
- Indexing
• Provide indexing data in uppercase, import file (must include indexed data and image file paths); Evolve import text file specifications are provided with document samples.
• The number of characters per field varies by document type; indexing sources may include scan sheets, file folders, or image verification.
- Quality Assurance
The City’s expectation is for the highest level of quality assurance (QA) for images and indexing. Vendor’s quality control measures shall meet the following criteria for all images:
• Visual inspection of each image against the original, rescanning documents as needed.
• Manual image quality adjustment and QA of every image for clarity, legibility, quality, cut-offs, or file type compression errors
• Images are of the same or better quality than the original
• Ensure all images are accurately indexed.
• All documents are to be scanned and returned in the same order as provided.
• All folders within the Evolve import text file should appear in the same order as they exist in paper.
(2) All question must be submitted no later than November 21, 2023.
(3) A contract period will be for three years.
(4) A non-mandatory job walk will be held on November 15, 2023.

[*] 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, 11 December, 2023

Pre-proposal Conference Date : Wednesday, 15 November, 2023

Question Answer Deadline : Tuesday, 21 November, 2023

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

Country : USA

State : California

Cost to Download This RFP Document : $ 4

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