A good working relationship and communication between the selected vendor and designated City staff will be key to the success of this project. The successful vendor will be required to enter into a two-year Professional Services Agreement with the City of Saratoga with the option to renew. A sample of this agreement has been included as “Attachment 2, Sample City of Saratoga Services Contract.” In addition, the successful vendor will be required to maintain a valid business license with the City for the duration of the contract. Page 3 of 9 The required scope of services includes the following: A. Scanning City documents including, but not limited to manila folder content, post it notes, legal documents, letters, carbon copies, photo exhibits, spiral bound books, tabbed paper, large format documents, and pocket file folders. File folders may contain flat and folded documents of varying sizes and binding. Plan rolls will vary in size. Vendor may assume that most paper records are in fair condition. B. Selected vendor shall have the ability to, and be prepared to (additional detailed information can be found in “Attachment 1, Scanning Standards and Specifications”): 1. Duplex scan documents to capture both front and back of document where needed. Images must be oriented correctly for viewing and text must be readable up to the edge of the document. 2. Scan small documents such as receipts as small as 1.5 inches x 3 inches in line with up to 11 x 17 documents in a single scan. 3. Remove staples, clips, fasteners, bindings, glue binder, and fix torn pages prior to scanning. 4. Scan to a Laserfiche format {TIFF) at least 300 DPI for letter size documents and at least 400 DPI for maps/plans. 5. Handle scanning of older or degraded files and plans. 6. Create DVD masters and duplicates and return documents to the City with the DVD masters. All documents are to be OCR'd before DVD masters are returned. 7. Return originals in the original carrier (folder, sleeve, etc.). and in the same sequence/bundles as when they were sent. 8. Fill out metadata out as indicated by criteria sent with boxes. 9. Use pre-set templates that will be provided as a "briefcase" from Laserfiche. 10. Prepare detailed invoicing to different departments within the City based on department-generated scanning requests. 11. Use City-provided naming conventions. 12. Perform rework on errors or omissions with no additional charge. 13. Warrant work for at least 12 months from date of scan against defects
