Henderson County Municode #RFP: Department of Social Services Scanning and Digitalization Services Project

Henderson County DSS Seeks Scanning and Digitalization Services for Records

Henderson County's Department of Social Services is seeking a vendor to provide comprehensive scanning and digitalization services for its records. - Government Buyer: - Henderson County Government, Department of Social Services, Finance Department - Project Scope: - Scanning and digitalization of approximately 540 boxes of documents - Offsite scanning permitted with secure handling and storage of sensitive/confidential information - Indexing of digital files by case ID, last name, and first name - Delivery of digital images in .tiff format, with group IV compression, bitonal images, minimum 300 dpi resolution, and despeckled, black text on white background - Digital files must be compatible with Microsoft Office and mobile platforms - Secure destruction of physical documents after acceptance - Laserfiche export file to be provided via SFTP - Requirements: - Restricted access to digitalized data - Vendor must demonstrate experience, provide references, detailed pricing, and a project schedule - Compliance with federal and local requirements, including MWBE participation and minimum insurance coverage - Mandatory pre-proposal meeting required for all bidders - No specific OEMs or vendors are named in the solicitation - Project is partially funded by federal funds

Description

Henderson County's Department of Social Services is seeking proposals for scanning and digitalization services. The project involves scanning approximately 540 boxes of documents of varying paper sizes, with requirements for secure handling, indexing by case ID and names, and delivery of digital files in .tiff format compatible with Microsoft Office and mobile platforms. The vendor must ensure secure storage, restricted access, and destruction of physical documents after acceptance. Proposals must include vendor experience, references, pricing, and a project schedule, with a mandatory pre-proposal meeting scheduled.

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