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DE-4061 - USA (Kansas) - Document Imaging, Storage and Destruction Services - Deadline October 25,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4061

Government Authority located in Kansas; USA based organization looking for expert vendor for document imaging, storage and destruction services.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide document imaging, storage and destruction services to acquire document imaging, short-term storage, and certified destruction services.
- Implementation of document management, imaging software, and workflow technology services will not be required for this contract.
- Involve short-term storage and the eventual certified destruction of the IAF and RAF batches, which are considered to be high security files. Hereinafter, the term files shall be used when reference is made to the IAF and RAF batches collectively; and, unless otherwise specified, any reference to the Files, an individual IAF, or an individual RAF shall be to the paper form of those items.
- Contractor shall continue to store the Files and digitally imaged Files until their destruction is authorized and carried out in accordance with the services description below in paragraph 3.m.
a. Contractor must show that it is an established records management service and has been providing document imaging and conversion services for at least five years.
b. Contractor must have a documented and tested business continuity or disaster recovery plan.
c. Document scanning must be performed at a minimum of 200 dpi, full color, pdf format.
d. Contractor shall provide verification of image quality before the contract is awarded.
e. Contractor's imaging system must be capable of providing Optical Character Recognition (OCR).
f. Contractor shall be responsible for document preparation, scanning and indexing. Indexing as detailed below: Document Type - Initial Application, Renewal Application
g. The Files will be boxed by the OAG in boxes measuring approximately 1.2 cubic feet. Contractor must complete the imaging/indexing and deliver the digitally imaged Files within 90 days of receiving them.
h. Contractor shall have a barcode validation system for the purpose of tracking and providing an audit trail from receipt of the Files to the point of destruction.
i. Where the OAG has a need to retain an IAF or RAF, the OAG will work with the Contractor to identify those individual files which are withheld from a batch transfer.
j. Contractor's imaging system must include a method of identifying and tracking the Files to verify document conversion.
(2) Approximately 4,000 to 7,000 renewal application file (RAF) contain 10-50 pages of documentation.
(3) All the questions must be submitted no later than October 12, 2022
(4) The contract period will be for five years.

[C] Eligibility:

Onshore (USA Organizations Only)

[D] Work Performance:

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

Expiry Date : Tuesday, 25 October, 2022

Question Answer Deadline : Wednesday, 12 October, 2022

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

Country : USA

State : Kansas

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