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DE-3792 - USA (California) - Paper to Digital Document Scanning and Data Management Services - Deadline March 24,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3792

Government Authority located in California; USA based organization looking for expert vendor for paper to digital document scanning and data management services.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide paper to digital document scanning and data management services in PDF file format including scanning services and development of a GIS based data management software.
- Prepare Document Handling Plan for review and approval;
- Provide duplicate digital copies of all scanned documents in a city issued external drives;
- All documents shall be scanned individually into PDF format and shall be scanned in black or white or color according to the original documents;
- Sample of scanned documents (i.e. full-size plans of different paper type, 8x11 paper document, etc.) shall be sent to city for review and approval to determine optimal scanner settings prior to beginning of scanning of all documents;
- Develop file naming format for all scanned files for city review and approval;
- Prepare bi‐monthly progress reports to track number of documents scanned to date. The progress report shall consist of, but not limited to, date, scanned files with name, type of documents, box number or file number, etc.;
- Provide duplicate digital copies of all scanned documents in a city issued external drives and submit to the city as the end of the scanning services;
- Consultant shall be responsible to carefully removing all documents in drawers and cabinets, boxing all documents to protection during transport, taking inventory prior to removal of documents, and returning all documents back to cabinets, drawers or place of origin.
- Develop data management software to retrieve all electronic files created from the scanned documents and existing digital files
- Create an electronic document management system (MS Excel or Access);
- Develop and prepare desktop interface for electronic document management system city staff use. The electronic document management system shall be compatible with existing Nobel asset management system;
- Migrate all existing electronic files to the proposed electronic document management system;
(2) A pre-proposal Conference will be held on March 10, 2022.
(3) All question must be submitted no later than March 14, 2022.
(4) Contract term will be three years.

[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 : Thursday, 24 March, 2022

Pre-proposal Conference Date : Thursday, 10 March, 2022

Question Answer Deadline : Monday, 14 March, 2022

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

Country : USA

State : California

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