Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4192

Government Authority located in Ontario; Canada based organization looking for expert vendor for paper to digital digitization of building permit and inspection records.

[*] Budget: Looking for Proposals

[*] Scope of Service:

(1) Vendor needs to provide paper to digital digitization of building permit and inspection records using scanning resolution at 300 dpi into searchable PDF/A with OCR and ICR format.
- Follow the standardized file structure and naming convention for records as provided by the Town.  
- Create a workflow and tracking system to document each file through the scanning process from packaging, disassembly, scanning, file consolidation, digital file transmission, digital document verification and paper file destruction.  
- Protect files and data against loss, theft, damage, and unauthorized access at all times.  e) Pick up, transfer and storage of files in a controlled digitization facility.  
- Provide a secure and controlled digital solution of all digitized building permit records based on relevant security standards such as Protected B (IISD – PWGSC). File accessibility via a secure URL link or via a secure web portal having search feature based on metadata.
- Once documents are scanned, original paper documents to be returned to their boxes and securely stored for 60 days to allow for digital document verification, then securely shred upon receipt of a written Shred Authorization from the Town. Upon completion of shredding, a certificate of destruction to be supplied.
- Work should conform to CAN/CGSB 72.34-2017 electronic records as documentary evidence standards and selected proponent shall provide a certificate of assurance for digitized records.
(2) Approximately work volume will be 28,000 building permit files (average of 30 sheets of paper per file), representing 2,200 boxes.
(3) All the questions must be submitted no later than March 3, 2023
(4) The contract period will be for one year.

[*] Eligibility:

- Onshore (Canada Organization Only);

[*] Work Performance:

- Performance of the work will be Offsite.

Expiry Date : Monday, 13 March, 2023

Question Answer Deadline : Friday, 3 March, 2023

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

Country : Canada

State : Ontario

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