DE-3079 - USA (New York) - Document Management System - Deadline March 2,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3079

Government authority located in New York; USA based organization looking for expert vendor for document management system.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide document management system to optical scanning services, data conversion services, microcomputer assisted retrieval systems indexing, microcomputer indexing, film processing services
• Quantity – 1,833 rolls of 16mm film, 74 rolls of 35mm film.
• Preparation – In order to be properly indexed, scanned images must be named
according to the .txt file that will be provided by Avenu to the winning bidder.
• Pickup and delivery - Film must be picked up and dropped off by vendor or authorized employee at
all times. Shipping costs to be incurred by winning bidder.
• Final Format- Images to be scanned in TIFF format.
• Contractor - The prime contractor shall have complete in-house capability to perform all the
operations (scanning, indexing, quality control, etc.) as specified herein. No operation or
portion of an operation may be subcontracted without the written permission of the Nassau
County or except as specified herein
- Convert from microfilm or book, the Deeds, Mortgages, Mortgage Satisfactions and Lis Pendens
provided by the Nassau County into Electronic Images. After converting image from film or
book, the vendor will use the file naming convention, provided by Avenu to name image files as
specified, so images may be uploaded into County’s 20/20 indexing system.
• Scan microfilm and review scanned images to ensure image quality. 16mm microfilm images must be at 5600 PPI, 35mm microfilm must be at 2800 PPI.
• If image quality is poor (does not meet the above defined resolutions), county may request use of
overhead planetary camera for image using a liber book.
• Rolls may contain both simplex/duplex images within the same roll of film. These will need to be
scanned twice at different settings in these instances.
• Within a roll of film, select images may have been spliced and “inverted.” These image files will need to be corrected to the proper orientation in these instances.
• In order to be properly imported into the 20/20 system, image files need to be named as specified by the txt file provided by Avenu. (Specified Section Herein)
• Some scanned images may not appear within the text file. These images should be set aside and
noted to confer with Nassau County on actions to be taken next.
• Remove targets from start/middle/end of reels so images will line up with our provided txt file.
• Add leaders and trailer to rolls of film when they are missing.
(2) A pre-bid meeting will be held on February 24, 2020.

[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 : Monday, 2 March, 2020

Pre-proposal Conference Date : Monday, 24 February, 2020

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

Country : USA

State : New York

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