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Pursuant to Sections 41-16-50 through 41-16-63, Code of Alabama 1975, as amended, sealed bids will be received by the City Clerk’s Office of Prattville, Alabama, until Tuesday, August 29, 2023, at 10:00 a.m. Bids will be opened and read aloud at the City of Prattville Council Chambers, 101 West Main Street, Prattville, AL 36067 for the following item(s): SCANNING CONVERSION SERVICES - JUDICIAL Scanning Services Project Specifications Please price your proposal accordingly on a per-image cost to include scanning, quality assurance and indexing. Price your per-hour prep charge and the number of prep hours for the project. QUALIFICATIONS • Must be registered with the Alabama Secretary of State's office. • Vendor must have conversion department with all work performed by its employees. (i.e.: No third-party or offshore outsourcing for scanning, quality assurance or Indexing or uploading allowed) • Conversion services to be performed in the State of Alabama. • Vendor must have on staff professional technical services team to assist in initial scanning job setup and ongoing support after job completion. • Vendor must have been in conversion business doing document conversion work for at least 10 years. • Vendor must have in-house, technical support staff for Laserfiche located in Alabama and be an authorized reseller for Laserfiche. • Vendor must provide customer the ongoing upload of scanned images and data directly into the existing Laserfiche software being used by the City. • Vendor to have a physical representation located in Alabama. • Vendor must pickup files from location maintaining full chain of custody. No third-party service. • Vendor must provide file request within 4 hour timeframe or hand deliver file(s) at no charge. CONVERSION SPECIFICATION 1. Document Preparation a. Remove all binding materials. b. Tape down any small items. c. Move & tape any item covering information to a blank sheet of paper for subsequent scanning. d. Straighten all documents as much as possible. e. Unfold any required documents. 2. Scanning: a. Documents are to be scanned at 300 dpi; Photographs are to be scanned at 600 dpi. b. Vendor must provide scanning in greyscale, bi-tonal and color manner. c. Image format will be PDF. d. Border removal on non-standard size images. e. Image enhancement through programmatic means (VRS or equivalent). 3. Quality Control: Vendor must provide Quality Control service at page-level. 4. Indexing: Case Number 5. Deliver data and images via thumb drive. 6. Uploading of Metadata & Images: Vendor must provide regularly scheduled uploads into the Laserfiche document management system during project. 7. Project Completion: Vendor to complete the total project including importing all images and metadata within 6 months of receiving purchase order. 8. Disaster Recovery Vendor to have a disaster recovery process to safeguard all documents and metadata in all phases of the conversion process. 9. Project Completion • Vendor to store records for 90 days after completion of the project. • Vendor to return documents after the 90 days sign off. Each sealed bid envelope must include two (2) originals of Bid Invitation, including Bid Specifications, Sealed envelopes containing bids must be addressed as follows and mailed or hand delivered to City of Prattville Attn: Paula G. Barlow, City Clerk 101 W. Main Street Prattville, AL 36067, Re: Scanning Conversion Services-Judicial, Bid No: 023-015. If available, bidders are requested to include an electronic copy in Adobe PDF format. Enclose a signed and completed W-9 Request for Taxpayer Identification Number & Certification with bid response. Bidders are cautioned that failure to submit proposal in the format specified shall be grounds to reject the proposal and remove bid from consideration.

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