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DE-4135 - Canada (British Columbia) - Document Scanning Services - Deadline December 29,2022

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4135

Government Authority located in British Columbia; Canada based organization looking for expert vendor for document scanning services.

[*] Budget: Looking for Proposal

[*] Scope of Service:

(1) Vendor needs to provide document scanning services.
- A qualified digital imaging (scanning) service provider is required to convert a large collection of Well Authorization files from paper to digital form.
- 1. Storage facility liaison
• The Proponent will liaise with the Commission’s Branch contact to coordinate the retrieval and return of file boxes to/from a storage facility.
• Facility processes and requirements for retrieving, receiving and returning boxes should be respected and adhered to.
• All file box retrievals and returns must be done in a secure manner where Commission records are not left unattended.
• All facility staff and associated drivers should be treated respectfully and provided clear direction related to the delivery and retrieval of boxes
2. Onsite box management
• Received file boxes must be maintained in a secure locked and dry environment that is free from any potential risk of damage while in the Proponent’s custody.
• Proponent location/facility must have adequate fire alarm systems, fire protected areas, and response measures in place.
3. Rush/priority requests for files
• Upon request, Proponent will be expected to expeditiously locate and coordinate the physical transfer of requested file(s) in their custody or prioritize data digitization for electronic transfer to the Commission. 4. Document preparation – Pre-scanning
• Preparation of files for scanning includes:
a. removing all staples, clips and other fasteners from single and multi-page documents (through use of appropriate tools to prevent tearing or otherwise damaging the documents)
b. checking the numerical sequence and order of pages in multi-page documents
c. verifying that all pages/documents are facing the same direction and are right side up
d. re-stapling/re-clipping documents in the same original order after completion of scanning
e. removing any report binding (unbinding) and file backing sheets
5. Document/file restoration – Post-scanning
• Post-scanning standards for returning files to offsite storage are:
a. documents are returned to the correct file folder in the correct order
b. file folders are returned to the correct file box
6. Data capture/images
• Each document type within a file will be scanned separately in the format required (e.g. PDF, Tiff).
• Scanning will cover single-sided and double-sided documents, as required.
(2) All question must be submitted no later than December 14, 2022.

[*] Eligibility:

- Onshore (Canada Organization Only);

[*] Work Performance:

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

Expiry Date : Thursday, 29 December, 2022

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

Country : Canada

State : British Columbia

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