Document Scanning Services

The vendor is required to provide that document scanning services we require include:
- The respondent will be responsible for boxing up, securely transporting, handling, and storing all documents at all process stages
- The boxing of the physical file folders will align with the classification indicated by the shelf in which they reside.
- Each box will indicate the class type, which will be applied to the file name using the naming convention indicated below:
a. The file class types that will be used include:
• Septic
• Childcare
• Pools
• Restaurants
b. The class type will be used to create the resulting export storage file, which will contain all corresponding digital documents for that class.
• Septic – one-to-many documents for multiple addresses.
• Childcare – one-to-many documents for multiple addresses.
• Pools – one-to-many documents for multiple addresses.
• Restaurants – one-to-many documents for multiple addresses.
c. As part of the file boxing activities, an inventory of the box number, class type, and street names contained within that box will be generated.
• This inventory will need to be referenced in the on-demand scanning requirement below
- Scanning is to occur at the respondent’s facility within the country
• The respondent will include the complete address of the facility where the documents will be securely stored and scanned during the project.
- Digitization and scanning of paper files:
a. The resulting exported document shall be a 300-dpi black/white pdf file.
b. The exported document will be a single multi-page document.
- Creation of a ‘master file list’ by class will be generated and used as the final inventory of all files scanned to include:
• Document name
• Box ID
- Analysis and cost for enabling all scanned documents to meet hb21-1110, state accessibility requirements for persons with disabilities.
• The cost of generating searchable/accessible pdf documents.
• The cost of generating standard pdf files.
- The hard copy files are in the respondent’s possession, and until files are delivered electronically at the project's close, the respondent shall allow expedited on-demand scanning of identified files.
• on-demand scanning is estimated at 5x daily to address citizen requests for specific files.
• This estimate is based on current volume; actual volume may vary.
• A digitalized file version shall be delivered to the county within 24 hours.
- Secure shredding of documents after scanning or the secure return of all files.
a. The respondent shall include two prices in their response.
• Price to securely shred the documents. ii. price to securely return all files to a location within county.
• The return of files will include all packaging, boxing, packing materials, unpacking, reshelving and transportation to any facility located in county.
- Files will be stored by the respondent until the public health department verifies that all scanning services have been successfully completed.
• The respondent should provide a quality assurance (QA) plan that will be implemented to assist in satisfying the closeout of scanning activities.
• County will need at least 3 weeks to validate internal quality assurance (QA) operations
- Mandatory Site Visit Date: March 05, 2025
- Questions/Inquires Deadline: March 12, 2025