Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4487

Government Authority located in California; USA based organization looking for expert vendor for citywide document scanning services.

[*] Budget: Looking for Budget

[*] Scope of Service:

(1) Vendor needs to provide citywide document scanning services resolution for scanning shall be at least 300 dpi for a variety of documents.
- Hard-to-read images (e.g., blue mimeograph ink, dot matrix printers) will be copied and re-scanned by the contractor at no charge so that the document is abusable as the original
- Colour pages must be auto-detected. Default is black and white, only the pages that are in colour are scanned in colour. The contractor may not scan whole documents in colour, unless the entire document is in colour.
- Document types for which the Services are required include, but are not limited to, microfiche, aperture cards, large format drawings and associated documents of various standard sizes, all of which must be rendered to a format that is compatible with the electronic record management software Laserfiche Client 10.4 or higher, utilized by the City as a trusted system for digitally archiving, indexing, and searching documents.
- For each document type, the city will provide a template and folder structure within the Laserfiche repository. Each document type will have its own corresponding template with no more than four required metadata fields.
- Any and all City documents in the possession of the contractor must be stored in a safe and secure location that is climate controlled.
- An estimate of the total volume for each document type is provided below:
A. 16/35 mm Microfiche currently stored in envelopes – 30,000 microfiche
B.24X Microfiche currently stored in envelopes – 14,000 microfiche
C.35 mm Microfiche plans – 5 microfiche
D.35 mm Aperture card – 250 cards
E. Letter size paper (colour & black/white) – 1,500,000 sheets
F. Letter size paper (advanced indexing/metadata and extra document prep) –280,000 sheets
G. Large format drawings (black & white) – 11,250 sheets
H. Large format drawings (colour) - 11,250 sheets
• The City must have access to all documents outsourced for scanning upon request, with a hard copy or electronic file provided within 24 hours
• All scanning, indexing and Quality Assurance (“QA”) must be performed in the State of California
• All images must be scanned at a minimum resolution of 300 dpi or higher, when necessary (i.e. color documents, large scale plans), to maintain the quality of the original image
• File output must be in TIFF format
• Duplex scanning of documents to capture both front and back of two-sided documents
• Images must be oriented correctly for viewing
• Image Clean-up: the scanned document should be de-skewed and de-speckled, blank pages and black borders removed and background suppression where the image will be enhanced by such processes
• Manual image quality adjustment and QA of every image for clarity, quality, cutoffs or compression errors
• Documents must be indexed with up to four fields. Indexing sources may include scan sheets, file folders, and/or image verification
• All scan dimensions must be the same size as the original document
• Images are to be provided on an archival quality DVD that cannot be altered or changed
(2) All the questions must be submitted no later than October 20, 2023.

[*] Eligibility:

Onshore (USA Organization Only)

[*] Work Performance:

Performance of the work will be Onsite/offsite

[*] Proposal Submission:

Response can be submitted digitally via Email or Online.

Expiry Date : Thursday, 9 November, 2023

Question Answer Deadline : Friday, 20 October, 2023

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

Country : USA

State : California

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