Reprographics and Document Management Services

The Vendor is required to provide reprographic and document management services on an as needed basis and usage is not guaranteed.
- Document management system and services
• System that will allow, manage bidding tasks for construction and any other projects requiring a bidding process.
• Manage and track users of county project plans and specifications
• Access to order prints and arrange for their delivery, and contractor to be responsible to do printing and distribution.
• Able to compile a chronological record of any county project and archive county plans and specification in real time.
• Send out all notifications via e- mails and faxes as needed and required by county’s project.
• “Digitally” store original plan specifications and addendums for all projects until bid opening.
• Third parties at the same price contractor is charging the county.
• Charge each third party separately from the county.
• Responsible for these charges.
• A service charge will be set by contractor prior to providing this service.
• Maintain an up to date plan holder list for all projects and to supply to user department upon demand within one (1) hour by email or fax.
• May not mail, email, or fax the plan holder list to any non-county agent.
• “Not” provide or read any plans, specifications, or addenda over the phone.
• Refer all inquiries to the appropriate county contact person for that project
• Direction of county staff, shall distribute one bid set to each consultant listed on the cover page of the project or specifications.
• The agency shall be charged for these sets.
• Distribute addenda to all customers on the plan holder list for that project and insert addenda into all unsold bid sets.
• Provide bit sets on demand as requested by bidders on county projects.
• No further approval is required by county.
• Accept phone or e-mail orders from county employees.
• Any questionable requests shall be referred to department contact person assigned by the user department.
• Accurately keep a “digital” plan holder list with each customer business name, full contact name, and e-mail address, mailing address, phone number with area code and fax number with area code.
• Each project must keep a separate plan holder list.
• Contractor shall be held responsible for all damages resulting from contractors’ carelessness and failure to keep accurate records of all customers and failure to send the appropriate bid and addenda to each customer.
• The costs of protecting and reproducing any and all work that is sent to contractor should be included in contractors’ bid proposal prices.
• The option of scanning bid plan and addenda prints and documents as pdf files onto a CD or USB for purchase by the county agency.