Solicitations

High Level Category Group(s) :

Services

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Category(s) :

Services, Computer

Map to Bid Opening :

See Documents

Type :

RFP - Services (Request For Proposal)

Department :

Information & Technology

Broad Class :

Professional Services

Deadline Date:

8/13/2013

Time:

5:00 PM

Duration :

up to 5 years

Work Location :

Licenses Required :

Description :

The Sacramento Municipal Utility District (SMUD) is issuing this Request for Proposal (RFP) for a contract with one or more organizations that can prepare SMUD records for transmission from hardcopy (paper, picture (Polaroid / photo paper) or microfilm) and diazo films to digitized electronic copy, perform the scanning function, and deliver both the hard copy and electronic copy back to SMUD in an agreed upon condition. 
The key objectives of this proposal are to:
  
•	Establish a Digital Conversion Service for SMUD business units to use over a five (5) year period.
•	Safeguard records against accidental loss or damage.
•	Allow established retention business rules to be applied against electronic records.

The contract will be for a five (5) year period starting approximately August, 2013 through July 2018.  Years four (4) and (5) are optional years.  

MANDATORY REQUIREMENTS
ONLY THOSE PROPOSALS MEETING ALL OF THE MANDATORY REQUIREMENTS WILL BE CONSIDERED.

1.	Ability to receive hard-copy records from SMUD and provide secure transport and storage to contractor facility. Contractors’ personnel involved in the process of transporting SMUD records shall be bonded.  

2.	The number of documents to be prepared and scanned will vary per Task Release.  The total number of documents can be up to 500,000.  Within the task release engagement, the Contractor must have the ability to prepare and scan between 5,000 and 50,000 documents by an agreed upon completion date.   

3.	Ability to scan high volume source documents with a minimum resolution of 300 dots per inch (dpi) within OCR PDF, TIFF, JPEG or DWG file formats.  

4.	Ability to deliver high volume of scanned records back to SMUD via media (USB/DVD) or electronic copy.  

5.	Contractor must have operations building located within 2 hrs of SMUD Headquarters building.

Tech Contact :

Jason Moreno

Phone :

(916)732-6169

Email :

jmoreno@smud.org

Pre Bid Conference:	Yes	Date :	7/23/2013	Time :	11:00 AM
Conference Attendance:	Recommended	Location:	See Documents
Address:	See Documents
Instructions:	THIS MEETING IS AVAILABLE VIA THE WEBCONFERENCE LINK ONLY. THERE WILL BE NO MEETING ONSITE AT SMUD. ------------------------------------------------------- Meeting information ------------------------------------------------------- Topic: Pre-proposal for Digital Document Conversion Services Date: Tuesday, July 23, 2013 Time: 11:00 am, Pacific Daylight Time (San Francisco, GMT-07:00) Meeting Number: 807 436 226 Meeting Password: (This meeting does not require a password.) ------------------------------------------------------- To start or join the online meeting ------------------------------------------------------- Go to https://smud.webex.com/smud/j.php?ED=210509612&UID=480727062&RT=MiM0 ------------------------------------------------------- Audio conference information ------------------------------------------------------- To receive a call back, provide your phone number when you join the meeting, or call the number below and enter the access code. US TOLL FREE: +1-855-749-4750 US TOLL: +1-415-655-0001 Toll-free dialing restrictions: http://www.webex.com/pdf/tollfree_restrictions.pdf Access code:807 436 226 ------------------------------------------------------- For assistance ------------------------------------------------------- 1. Go to https://smud.webex.com/smud/mc 2. On the left navigation bar, click "Support". To update this meeting to your calendar program (for example Microsoft Outlook), click this link: https://smud.webex.com/smud/j.php?ED=210509612&UID=480727062&ICS=MIU&LD=1&RD=2&ST=1&SHA2=AAAAAqbNe/KE5mp/LDPVa3LBD7FO-9zuZh2dDaC2QmzVNR4y To check whether you have the appropriate players installed for UCF (Universal Communications Format) rich media files, go to https://smud.webex.com/smud/systemdiagnosis.php. http://www.webex.com