Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4471

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

[*] Budget: Looking for Budget

[*] Scope of Service:

(1) Vendor needs to provide document scanning and records management service for approximately 500,000 paper records to be digitized in PDF format with 200 dpi.
- The records are housed in standard 12 x 15 boxes. Vendors are encouraged to complete a site visit to view the quantity of the records to be scanned and processed for retention.
- Agency is open to either onsite or offsite scanning, though the agency has a preference for onsite scanning. Proposers are asked to recommend either method and to list out the advantages/disadvantages of both approaches.
• If offsite, the vendor is responsible for providing offsite scanning services for documents and large format documents at an approved offsite scanning facility that is Service Organization Control 2 (SOC2) security compliant or above.
• Offsite scanning will provide secure document shipping and handling.
• The contractor will maintain a tracking system to allow for the retrieval of any document that is in process of being converted.
Inactive Records:
• The Vendor will provide processing of inactive records at the city in accordance with the Records Retention Schedules published.
- Document Preparation & Production:
• Document preparation includes, but is not limited to, straightening folded documents, removal of staples, binder clips or paper clips, removal of documents from binders or file folders and fasteners, or any other type of document retention fastener
• Documents will be returned in their original order and folders.
• Documents will be scanned in PDF format.
• Vendor will not scan blank documents
• Index of all scanned documents
• 200 dpi or higher
- Records Management System:
• Can be proprietary software or 3rd party. If 3rd party, vendor must be an authorized reseller of the 3rd party software.
• Must provide an easily searchable and intuitive interface
• Must be able to accommodate the migration of the City of Lake Dallas' existing electronic records
• Must provide robust information security measures due to sensitive nature of information. Must comply with state and federal guidelines for storing electronic data.
• Provides administration tools to limit access to sensitive information
(2) All the questions must be submitted no later than September 26, 2023.

[*] Eligibility:

Onshore (USA Organization Only)

[*] Work Performance:

Onsite/Offsite Scanning

[*] Proposal Submission:

Response can be submitted digitally via Email or Online.

Expiry Date : Tuesday, 10 October, 2023

Question Answer Deadline : Tuesday, 26 September, 2023

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

Country : USA

State : Texas

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