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DE-3213 - USA (Texas) - Document Scanning, Records Management, and Related Services - Deadline August 11,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3213

Government Authority located in Texas; USA based organization looking for expert vendor for document scanning, records management, and related services.

[A] Budget: Looking for proposal

[B] Scope of Service:

Vendor needs to provide document scanning, records management, and related services
1. All proposals will comply with HIPAA and FERPA regulatory compliance requirements when applicable.
2. All proposals will provide specific data as to the areas of specialization the vendor serves.
3. Vendors agree that all ownership of goods/services provided under this contract are always owned by the member utilizing the service.
4. All vendors will provide their security, privacy, and technology in detail for award consideration.
5. In addition to insurance requirements, vendor will provide and and/or all other forms of security and redundancy utilized to ensure no data is lost or unaccounted for during the execution of any transactions that may result from this contract.
6. All charges, no matter how detailed, must be provided at the time proposals are submitted.
7. When software is part of the service, vendor must state in detailed terms what specific rights are of the ASC member in the event services are used in the event that ASC member decides to obtain these services through another source or to convert to in house services at a later date.
8. Vendor will provide detailed information regarding: 1) systems cost, 2) systems architecture, 3)
dealing with existing records and paper, 4) uploading of new documents to an electronic format, and 5) specific ASC member record requirements that may include but not limited to City, County, University, Community College, Special Districts, Political Subdivisions, K-12 schools, charter
schools, and various State Agencies.
9. If available, vendors should provide options for both in house records management and off-site records management of archived records and schedules for retention.
10. Vendor proposals should provide document scanning breakdown based on volume by the box (standard size records retention boxes and/or a per copy basis on a sliding scale both for on-site and off-site).
11. Any hourly rates for redundant services must be provided if applicable.
12. Vendors must outline in their proposals turnkey solutions for the goods and/or services offered from cradle to grave regarding compliance with Records Retention Policies of each entity choosing to utilize this contract. If only a particular service is offered, please indicate on the response all specific
services.
13. Vendor must include detailed information regarding storage facilities, backup facilities, complete listing of all hardware (scanners, workstations, and other equipment) utilized in performing work, number of vehicles and their applications, number of full time personnel and their job descriptions,
as well as requirements by ASC members who wish to utilize the vendor’s services.

[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, 11 August, 2020

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

Country : USA

State : Texas

RFP Expired

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