The vendor is required to provide to inform the private sector of a potential business opportunity to establish a contract for on call paper document recovery services for documents damaged by water or fire etc.
- The provision of on call paper document recovery services to enable quick response in the event of water or fire damage, mold, or other disasters.
- Perform a detailed assessment of the damaged paper documents.
- Implement appropriate recovery methods based on the condition and type of damage (e.g., water, smoke, fire, and mold).
- Provide a timeline for recovery and restoration based on the volume and severity of the damage.
- Ensure the safe handling and transportation of documents to prevent further damage.
- Use industry-standard techniques and equipment for the recovery and restoration of paper documents.
- Restore the documents to a condition that allows for future handling, storage, and use.
- Comply with all relevant standards for document recovery, including any confidentiality or data protection regulatory requirements.
- In case of water damage to the building, provide for dehumidification drying.
- In case of fire damage, treat materials for soot and other effects. - Types of paper document recovery:
• Water damage recovery:
○ Assessment: examine the degree of water damage to documents.
○ Drying and preservation: use techniques such as freeze-drying, air-drying, or vacuum drying to restore documents without causing further damage.
○ Mold prevention: treat documents to prevent mold growth and further degradation.
• Fire and smoke damage recovery:
○ Assessment: identify the extent of smoke and fire damage.
○ Deodorizing: use methods to eliminate smoke odor from the paper documents.
○ Cleaning: soot and ash removal from the surface of documents.
• Mold and biological contamination recovery:
○ Identification: inspect for signs of mold or other biological contamination.
○ Decontamination: use specialized treatments (e.g., anti-fungal agents) to remove biological contaminants and prevent further spread.
• General paper restoration:
○ Flattening and drying: flatten curled or warped documents to restore them to their original shape.
○ Repair and binding: re-bind or reassemble torn or fragmented documents, ensuring they are properly aligned.
○ Reconditioning: repair torn, creased, or damaged documents using specialized materials to restore their readability.
• Preservation and archival:
○ Digitization: scan and digitize restored documents into digital formats for long-term storage and easy access.
○ Storage solutions: provide recommendations or services for long-term storage and preservation, including the use of acid-free materials or archival-quality boxes.
• Damage assessment report: a detailed report that outlines the type and extent of damage to the documents, including an estimate for recovery and restoration.
• Recovered and restored documents: all documents that have been successfully recovered, restored, and preserved.
• Final condition report: a report summarizing the recovery process, detailing any documents that could not be recovered or restored, and providing any necessary recommendations for future care.
• Digitized copies (if applicable): scanned and digitized copies of the restored documents (in formats such as pdf, tiff, or jpeg).
• Storage recommendations: guidance on the best practices for storing the recovered documents to prevent future damage.
- Contract Period/Term: 5 years
- A virtual pre-proposal meeting Date: May 13, 2025
- Questions/Inquires Deadline: May 23, 2025