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DE-4548 - USA (California) - Document Scanning Services - Deadline December 14,2023

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4548

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

[*] Budget: Looking for Proposal

[*] Scope of Service:

(1) Vendor needs to provide document scanning services include document imaging, indexing and quality control services.
- The city desires to procure contract services for a city-wide professional services agreement for scanning city records, indexing those records and quality control services for scanned documents.
- The city desires to have the vendor perform not only scanning and indexing, but a separate quality check to: 1) ensure legal compliance 2) verify that all images are present and contain all significant details from the original document 3) are an adequate substitute for the original document for all purposes for which the document was created or maintained.
- City data entry standards require the following: unique identifiers are metadata properties in blue format. no periods, punctuation, special characters or meta characters in fields unless specified otherwise.
- All scanning, indexing, and quality checking must be performed in the state (no off shore or out-of-state services).
- All scanning and indexing to be done in compliance with all applicable state laws and ANSI and AIIM standards.
- All compressed files CCITT group IV.
- Color pages auto-detected. Default is black and white, only the pages that are in color are scanned in color. Vendor may not scan whole documents in color, unless the entire document is in color.
1. Large format drawings:
- Black and white: 300 dpi black and white PDF-A.
- Color drawings in 600 dpi JPEG.
2. Photos:
- Black and white photos: 350 dpi JPEG.
- Color photos: 600 or higher dpi JPEG.
3. Letter sized documents:
- Black and white: 300 dpi black and white PDF-A.
- Color: 600 dpi JPEG.
- Any damage to documents, or other anomalies or difficulties, to be promptly reported to the city.
- Delivered images will be in a format that can be imported directly into OnBase, including any indexing, metadata and OCR text. The documents should require no post processing by the city other than the importing of data.
- Images and indexing must be delivered on DVD-rs, clearly labelled with contents, in addition to other mutually agreed upon method of delivery (FTP site, hard drives, etc.). The city requires this in order to meet the mandate of placing images on unalterable media so they can later destroy the paper version of the record.
(2) All question must be submitted no later than December 07, 2023.
(3) A contract period will be for one year.

[*] Eligibility:

- Onshore (USA Organization Only);

[*] Work Performance:

Performance of the work will be Onsite and Offsite.

Expiry Date : Thursday, 14 December, 2023

Question Answer Deadline : Thursday, 7 December, 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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