Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4465

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

[*] Budget: Looking for Proposals

[*] Scope of Service:

(1) Vendor needs to provide scanning services for moderately deteriorated files using scanning resolution at 400 dpi in PDF file formats.         
1. Agency Authority estimates that there are paper materials equivalent to 150 boxes (10” x 12” x 15”) to be scanned.
2. These materials include but are not limited to handwritten financial records, green bar paper printouts, checks with associated documentation, and construction documentation. Many are organized within file folders or binders by a specific parameter (i.e., construction year,) and that parameter must be maintained within the scanned digital end product.
3. Documents may be single- or double-sided, card stock, carbonless copies, carbon copies, and other types of paper.
4. Documents may vary in size within the file folders and may include explanatory notes (i.e., sticky notes) to be scanned with the associated page.
5. All scans shall maintain the original page’s orientation.
6. Due to age and past use, certain documents are fragile and will require a more delicate process for scanning.
7. Documents must be scanned and converted to searchable PDF files (image + text).
8. Scanning is to be completed at the agency Authority facility located state.
9. All necessary equipment, personnel, and materials will be provided by the Contractor.
10. Contractor will be responsible for scanning preparation which includes but is not limited to removing staples, paper clips, alligator clamps, binder clips, or the like from the documents, and limited document repairs (i.e., dog-eared corners and minor tears) to better facilitate the scanning process while reducing the risk of original document damage.
11. Since these files contain confidential information, the security of the data and documents is of the utmost importance.
12. No documents are to leave agency Authority’s location
(2) An optional pre-bid meeting will be held on September 26, 2023.

[*] Eligibility:

- Onshore (USA Only)

[*] Work Performance:

- Performance of the work will be Onsite or Offsite.

Expiry Date : Thursday, 12 October, 2023

Question Answer Deadline : Tuesday, 26 September, 2023

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

Country : USA

State : Virginia

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