DE-2980 - USA (Louisiana) - Document Scanning and Management Solution - Deadline November 21,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-2980

Government authority located in Louisiana; USA based organization looking for expert vendor for document scanning and management solution.

[A] Budget: Looking for Proposal

[B] Scope of Service:

Vendor needs to provide document scanning and management solution that will integrate into SharePoint environment.
- This project encompasses roughly 2400-2500 linear feet or 3.1 to 3.9 million pages estimated.
- Vendor will work primarily from the LSBME Location as most if not all documents are not allowed to leave the LSBME premises.
- Documents are currently stored in file boxes or on shelves at LSBME’s location.
- For those Documents that are stored on shelves, vendor will remove the Documents from the shelves and place them in file storage boxes supplied by vendor to be moved to and from scanning/imaging station(s).
- Vendor will remove files from folders for scanning.
- Vendor will prepare the Documents for processing by removing any staples, paper clips and other fasteners.
- Vendor will straighten pages with turned-over corners that obscure information on a page and repair torn documents prior to scanning them.
- Sticky notes on pages in a file will be put on the back of the page to which they are attached and will be scanned.
- Vendor will mark the beginning and end of individual files.  
- An imaged file will consist of all of the pages in a file folder or other container that pertain to the same subject.
- Some of the pages in a file are letter, legal and ledger size.  None are larger than 11” by 17”.
- Vendor will name each file with index fields designated by Customer.  There will be two index fields.  One index field will be a name and the other will be a number.
- There may be some pages that cannot be legibly scanned in black and white.  Vendor will scan these pages in grayscale or color.
- Vendor will scan all of the pages of a file into a multi-page .tiff image files at 200 dpi.
- Vendor will convert all .tiff image files to .pdf files
- Vendor will perform blank page drop-out during scanning to ensure that both sides of pages that contain information on the front and the back of the page are imaged and saved.
- Vendor will employ a double-feed detection on all pages scanned by scanners employing an automatic document feeder.  This process eliminates undetected double feeds, thus ensuring that all pages fed into the scanner are actually scanned.
- After files are scanned, the .pdf files will be written to one or more external hard drives and the drives and the scanned paper files will be returned to Customer.
- If Customer requires a Document while it is in Vendor’s possession, Vendor will scan the requested file and return it to Customer.
- Vendor will assist Customer with the task of moving scanned images to Customer’s SharePoint Libraries.  Vendor will index, classify and deliver documents and data into SharePoint using batch capture software.
- Some of Customer’s Documents have a long-term retention requirement.  Vendor will produce microfilm copies of permanent records from scanned images.

[C] Eligibility:

- Onshore (USA Only);

[D] Work Performance:

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

Expiry Date : Thursday, 21 November, 2019

Category : Data Entry, Scanning, Records and Document Related Services, Software, System and Application

Country : USA

State : Louisiana

RFP Expired

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