Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4115

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

[*] Budget: Looking for Proposal

[*] Scope of Service:

(1) Vendor needs to provide digitally scan and index existing: 1) Village Board meeting minutes, ordinances, and resolutions, and 2) “property files” (building plans, permits and documents associated with each property in the village).
- The vendor will be required to index the files in a mutually agreed upon format, which is yet to be determined.
- Phase I - scan, digitize and receive Village Board meeting minutes, ordinances, and resolution files.
- Phase II - upon completion of Phase I, the Village will proceed with Phase II scan, digitize and receive all building files and permits for all properties in the Village.  1. Vendor will be responsible for providing offsite scanning services for documents.
2. Offsite scanning services will provide secure document shipping and handling from Village Hall to their facility, as well as returning the documents to Village Hall.
3. The vendor will inventory and acknowledge the receipt of all items received. It is intended that the
vendor will maintain a tracking system to allow for retrieval of any document that is in process. Any
discrepancies between the Village’s inventory transmittal and the items received by the vendor are to be resolved within ten calendar days.
- Scanning Documents
1. Scanning of document in a PDF format with Optical Character Recognition (OCR), in black and white. Color copies shall be identified by the Village. Vendor must scan documents into electronic format at a resolution that supports full text search and is clearly legible.
2. Do not scan blank documents.
3. Vendor must ensure that all scanned documents have proper top-to-bottom orientation.
4. Unsatisfactory work products must be corrected at the vendor’s expense, within an agreed and specified timeframe.
- Indexing Requirements
1. Vendor will work with the Village to develop a naming configuration and associated indexing fields.
2. The Village reserves the right to change the format to TIF/JPG and/or PDF at any time (file format should not be limited to the above-mentioned formats).
3. Vendor(s) will correct any errors in the indexing noted by Village at no charge.
4. The vendor(s) will verify both images and indexes prior to returning each to the Village.
(2) All question must be submitted no later than November 17, 2022.

[*] Eligibility:

- Onshore (USA Organization Only);

[*] Work Performance:

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

Expiry Date : Thursday, 1 December, 2022

Question Answer Deadline : Thursday, 17 November, 2022

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

Country : USA

State : Wisconsin

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