Specifications include, but are not limited to: 1. Assign a Project Manager to serve as primary point of contact for the Contract Manager. 2. Provide secure intake and transport of records from the Clerk’s Office, located in Towson, Maryland to the Bidder’s work location. a. The AOC anticipates this project to be completed in multiple intake phases. (1) Pick-ups are anticipated to include forty (40) books per pick-up. (2) Bidders shall anticipate returning and receiving books for scanning in the same trip (i.e., receiving a new batch of 40 books when returning 40 books). (3) The AOC anticipates approximately twenty-two (22) trips for pick-up/delivery. b. Digital files shall be returned within two (2) weeks of records intake. (1) In the event of inclement weather, accommodations will be made to ensure safe drop-off and pick-up. c. Intake and transportation shall maintain 100% chain of custody. (1) Contract Manager shall be able to obtain status of individual books throughout process through a Bidder maintained inventory log. d. Bidder shall have a process in place to allow for document retrieval, if necessary. (1) Clerk’s Office must be able to receive any requested documents in Successful Bidders possession within seventy-two (72) hours of request. 3. Perform document preparation services including but not limited to: a. The removal and replacement of fasteners; (1) See Attachment 1 for binding styles. b. Straightening bent corners and other folds; c. Moving any material obstructing the content of the document (such as a post-it or other note) to blank portion of document or adhere to separate document for scanning; and, d. Repairing any damage, etc. 4. Create a records index a. Organization will depend on type of record, with the majority being organized chronologically by folio number and book title. 5. Digitize all records a. Scanning shall utilize optical character recognition (OCR) to create full text searchable files. b. The digitized output shall be in PDF format. c. Books shall be scanned at minimum of 300 DPI in black & white. d. Bidders shall capture both the front and back (i.e., duplex) of each page. (1) Blank pages shall be removed. e. Bidders shall align all documents to face the same direction, and validate that the captures are readable. 6. Perform quality control to ensure all digitized files are legible a. Bidder shall provide an electronic sample of scanned documents prior to full project commencement. 7. Returning physical/digital files a. Deliver digital files on encrypted flash drives. b. Returned physical files shall be reassembled back to original condition. c. Digital copy of all records shall be uploaded to a shared website. 8. Bidders shall compete the requested services in this solicitation not later than one (1) year after Purchase Order issuance.
