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DE-3493 - USA (Ohio) - Document Scanning and Digitization Services - Deadline July 6,2021

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3493

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

[A] Budget: Looking for Proposals

[B] Scope of Service:

Vendor needs to provide document scanning and digitization services using 300 DPI.
- Documents formats include, but are not limited to, the following:  
1. Paper of various sizes including 8.5” x 11.0”, 5.5” x 8.5”, or 8.5” x 14”.  Some documents may be two-sided.  Some documents are onion paper.  Other documents contain color, but the vendor will scan to black and white only.
2. Microfiche
3. Microfilm
4. Cano file Software
5. Image ware Software
6. CD / DVD
- District goals are to:
1. Respond more quickly to requests.
2. Increase efficiency by providing easy retrieval of documents.
3. Eliminate paper.
4. Transfer documents electronically.
5. Maintain the integrity of fragile documents during the process.
6. Provide staff with the ability to scan new documents into storage.
7. Integrate with our current IT infrastructure.
8. Index each document by name, identification number, date of birth, etc.
9. Store documents on the vendor’s servers.
10. Provide for future technological advances.
11. Restrict access based on job responsibilities.
- The vendor must meet the following minimum requirements.  Vendors that do not meet these minimum requirements will not be considered
1. The vendor’s process must capture paper and electronic documents, convert them to a digital format, index the documents, and archive them for searching and on-line retrieval, viewing, and printing over the Internet.  Key features must include image enhancement and document annotation, highlighting, and redaction without changing the original document.
2. Vendor must be willing to accept payment per scanned document only.  Up-front costs must be included in the price per scan.
3. Vendor must provide customer service hours Monday through Friday from 8:00 a.m. until 5:00 p.m. local time.
4. On termination of the contract, the vendor must transfer all digital data to the District at no cost.
5. Vendor will furnish a front-end server and a separate database server.
6. Storage must be Tier 1.
7. The service must be scalable.
8. Vendor must be able to deliver each page of a document as a separate file.
9. Vendor process must offer the ability to automatically name a document during scanning based on date, department, document type, and an incremental counter.
10. All documents must be scanned size-for-size.  
11. The conversion of all documents into digital files must be in a format that can be easily retrieved.  The file format of these images must be a recognized industry standard including HTML, XML, PDF, JPEG, PNG, etc.  The precise file format of these documents will be approved by the District prior to the commencement of work.
12. Vendor must provide 99.9% general system availability, Monday through Friday from 8:00 a.m. until 4:30 p.m. local time with unplanned outages of less than 2 per year resulting in total unplanned downtime of less than 30 minutes per incident.
13. Vendor must be able to provide a copy of the paper, film, or fiche files on an emergency basis during each project.  The turnaround time on these files must be no more than 24 hours based on a five-day work week with an 8:00 a.m. until 4:30 p.m. work day
14. Vendor must provide a system with automatic fail-over in the event of a disaster.
15. The system must provide the ability to easily print, fax, or email documents.  Emailed documents should have the option of using a PDF format.
16. Vendor must provide the ability to store, retrieve, email, route, print, and fax documents over any TCP/IP-based network.
17. The system must allow the use of existing District PCs for query, printing, faxing, emailing, etc.
18. Vendor must have the ability to scan a book maintaining the integrity of the volume.
19. The system must provide for the use of barcodes.
20. The vendor must provide a system that will allow the District to use existing copiers or multifunction devices to scan documents into their system.
21. The system must allow individual pages to be rescanned, allow new pages to be added to a previously scanned file, and be able to pull documents from the imaging database for reprocessing.
22. Vendor must provide the ability to rename documents and reorganize pages within a document.
23. Vendor must provide a system with full-text indexing of all captured documents.
24. Vendor must provide a system with auto-indexing of scanned / imported documents.
25. Vendor must provide a system that easily cross references documents based on keywords.

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

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

Expiry Date : Tuesday, 6 July, 2021

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

Country : USA

State : Ohio

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