The proposal must be signed by an official authorized to bind the respondent, and it must contain a statement to the effect that the proposal is firm for a period of at least 120 days from the date of receipt. The selected vendor(s) will provide goods or services that include, but are not limited to: • Pickup and secure transport of physical documents from ASD facilities. • Preparation of documents for scanning (e.g., removing staples, repairing tears). • High-resolution scanning of paper documents (various sizes and formats). • Indexing and metadata tagging based on ASD’s classification system. • OCR (Optical Character Recognition) to enable full-text search. • Secure delivery of digital files in agreed formats (PDF, TIFF, etc.). • Return or certified destruction of physical documents post-digitization. Documents may include but are not limited to: • Student records • Administrative files • HR and payroll documents • Special education files • Facility and maintenance records
