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DE-4127 - USA (Washington) - Record Preparation, Microfiche, Microfilm and Paper Documentation Services - Deadline December 12,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4127

Government Authority located in Washington; USA based organization looking for expert vendor for record preparation, microfiche, microfilm and paper documentation services.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide record preparation, microfiche, microfilm and paper documentation services for any necessary third-party Site Overview, Conversion Process, Inventory Control and Security, Document Preparation, Scanning, Quality Control, Indexing, Image Specifications, De-prepping and Disposition, Method of Image Delivery, Fire Retrieval, Pilot Project, Project Timeline, Facilities, Project Management, Quality Control, Transportation, Testing Acceptance Process and Criteria, Warranty, Start to Finish All Inclusive Project Delivery, Discrepancy Resolution. Vendor proposals should also describe their experience loading and/or transferring image into document management repositories such as the Aumentum Recording System, Oracle IPM Document Management version 10, Oracle Web Center Content version 11g, OpenText, and Microsoft SharePoint.
1. Specific Deliverables- Record Preparation
The Vendor should describe the County’s responsibility for data preparation for:
A. Supplying the microfilm and microfiche.
B. Supplying paper files (remove from binders, remove staples, etc.).
C. Marking paper files or providing indexing specs.
D. Identify meta data for each record.
• The Vendor should describe how bar codes and pre-processing of the records can be completed by county staff or the proposer to speed the data scanning process.
2. Conversion- Digitize microfiche, microfilm and paper documents
A. Convert all images at a minimum 300 dpi (dot per inch optical resolution).
B. Documents will be categorized and named using the nomenclature for the document format as defined by the County.
C. Crop, de-speckle, and de-skew images as appropriate.
D. The images will be created using enhancement techniques to produce the best possible images.
E. Vendor will scan all images at their original size and deliver all converted documents in multipage Group IV TIFF format for the Auditor’s and Assessor/Treasurer Offices.
F. Documents will be scanned to PDF/A format with Optical Character Recognition (OCR) where applicable for other projects.
G. Vendor will maintain a log of all images scanned to track the progress of scanning throughout the life of the project.
3. Indexing-Images will be indexed by the required fields as identified by the County for each document format type. Vendors shall provide quality control reports for:
A. Records that have no index.
B. Records that have an incorrect index.
C. The number of submitted records (pages) versus the number of scanned records (pages).
D. Other quality reports.
• Indexes will be structured to meet the import requirements of the applicable county system. For the Pierce County Auditor this would be the Aumentum Recording System. For the
Assessor/Treasurer this would be the Oracle IPM Document Management System. Other document management repositories that would have import requirements are Oracle Web
Center Content version 11g, and SharePoint.
• Indexes will be checked for index quality and other critical information. County will review a sampling of the indexes as part of its quality control of their digitized project. The vendor will fix
incorrect indexes. 
(2) Contract period will be for one year.

[C] Eligibility:

- Onshore (US Organization Only);

[D] Work Performance:

- Performance of the work will be Onsite.

Expiry Date : Monday, 12 December, 2022

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

Country : USA

State : Washington

Cost to Download This RFP Document : $ 9

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