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DE-3172 - USA (North Carolina) - Document Management Services - Deadline June 24,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3172

Government Authority located in North Carolina; USA based organization looking for expert vendor for document management services.

[A] Budget: Looking for proposal

[B] Scope of Service:

Vendor needs to provide document management services including scanning; storage; and shredding.
- The City uses a combination of vendors for Scanning, Storage and Shredding Services. Specific volumes for each Service are unknown due to the variability between Departments and from year to year. Companies shall propose on any related additional services that might be useful to the City.
- Scanning Services: -
Service Requirements. • Pickup and securely transport Records to the scanning facility as requested by the City; • Maintain a facility to capture and image the source material (Records) in a central location; • Prepare Records for scanning, including removal of fasteners, separation of folded forms, and/or paste-up of small documents; • Scan, index, Quality Control, and Re-File Records in City boxes; • Deliver scanned electronic Records to the City; and • Return/deliver original Records to the City as required.
Formatting. Companies shall format Records in such a way as to minimize or eliminate the possibility of such Record becoming obsolete or inaccessible over time. Given technology advances, it is possible that a very common format in use today, may not be in existence five (5) years from now. Therefore, it is critical that the data be coded in such a way that it will continue to be readable in the future. The file formats and protocols utilized must be approved by the respective Department.
Other Media for storing Records Companies shall also be capable of providing the following media for retainage of electronic Records, at a minimum: • Flash drive; and • Portable hard drive.
- Storage Services: -
Service Requirements. • Provide Storage of City Records twenty-four (24) hours a day, 365 days a year; • Pickup, accept, and deliver Records as requested by a City Department, including delivery, all labor, materials, fuel, handling, and resources necessary to complete request; • Pickup and process all Records to include bar-coding, labelling, data entry, and inventorying of boxes/cartons to be stored at the Company’s Facility; and • Maintain all Records in an appropriate storage facility(ies) meeting • Provide appropriate equipment and storage to read Records in various types of media, such as microfilm/microfiche or CDs.
Facility Requirements. Companies’ Storage Facility shall: • Comply with all North Carolina Records requirements per any state statutes regarding Storage, retention and Records destruction procedures; • Be located within a fifty (50) mile radius from the address of the requesting department; • Be an individual structure separated from other buildings and external hazards to ensure safety from fire, flood and other disasters; • Be located above the local flood plain and constructed of concrete block or steel that meets all national fire code prevention standards; • Maintain temperature and humidity within the range of seventy (70) degrees F +/- 2 degrees and a relative humidity of 30% - 50%, +/-3%. For microfilm/microfiche, temperature should not exceed seventy (70) degrees F and year-round relative humidity lower than 50%. Cooler temperatures are preferable.;
- Shredding Services. Companies supplying Shredding Services shall comply with the following minimum service requirements: • Provide all labor, personnel, equipment, supplies, secured vehicles, fuel, materials, supervision, and other related services and supplies to provide secure confidential shredding Services either onsite or offsite as required for various City Departments; • Contact Department to arrange appropriate date and time for shredding Services prior to each visit; • Shredding of paper, staples, and compact discs (CD’s); • Provide a Certificate of Destruction to the Department in which Services are provided upon request by the City Department; • Provide one-time purges or one-time bin needs for special events at the City; and • OPTIONAL Uniform Shredding - provide Shredding of Public Safety or other uniforms as necessary. Companies shall indicate whether they have this ability on Form Four, Pricing Worksheet.
- For more information describe in documents.

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

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

Expiry Date : Wednesday, 24 June, 2020

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

Country : USA

State : North Carolina

Cost to Download This RFP Document : $ 9

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