Document Conversion Services

The Vendor is required to provide large-volume document conversion (scanning) services, including indexing (metadata capturing).
- The estimated volume of documents involved with this proposal is approximately 250-300 boxes.
- scanning services for Full Evaluation Team Reports and Evaluation Team Report Supporting Documentation.
- Initial scanning conversion is roughly 250 boxes of ETR of Supporting Documentation and 30 additional boxes of Full ETR/IEP’s.
- After the initial project scanning volume is estimated to be approximately 450,000- 600,000 images yearly.
- Full ETR with supporting documentation is approximately up to 300 pages
- Supporting Documentation includes printouts and/or test booklets and can be up to 200 pages.
- Services to include:
• Student Documents
• Retrieve and transport documents identified by the Department of Special Education and convert the documents to a TIFF format at a minimum of 200 DPI for letter size documents
• Preparation of documents for scanning, including removal of staples, clips, bindings and removal of sticky notes
• Scanning images at designated DPI. (Could be higher than 200).
• Secure and backup data storage
• Document shredding after completion of conversion
• Scanning letter and legal-size documents
• Scanning of booklets
• Scanning large and extra-large format documents
• Scanning of color documents
• Document preparation
• Document indexing (8 fields)
• Special handling
• OCR
• Emergency/Urgent Retrieval
• Color vs Black/white scans
• Creation of masters and duplicates
• Transportation – pick-up and delivery
• Document storage
• Document Shredding/destruction
• Any other applicable charges
• Credits for documents that are not properly scanned.
- Service provider agrees to successfully complete background checks on all of its employees, agents and subcontracts, if necessary, who provide services on site.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: April 11, 2025