Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4180

Government Authority located in Washington, DC; USA based organization looking for expert vendor for offsite storage and digitization services.

[*] Budget: Looking for Proposals

[*] Scope of Service:

Vendor needs to provide offsite storage and digitization services for the procurement of commercial offsite storage services, records management services, and digitization services of permanent and long-term temporary records include pick-up, retrieval, and disposition of records and other services.
1. Digitization:
- OPM requires digitization services to include the conversion of documentary materials converted to readable, searchable digital images.
- Records may be in a format other than paper, including documents that may require special handling (color scanning, oversize B/W, and color oversize).
- The materials to be scanned may be rated federal information system management and moderation act high (FISMA). Knowledge and a demonstrated understanding of FISMA, which describes the risk management framework for federal IT systems is required.
- Agency ISSOs are responsible for selecting the security controls based on the system categorization. The vendor’s role is to ensure all development activities address the ISSO defined security controls.
- Pickup documents from OPM or another agency designated location on a defined schedule
- The contractor will provide their chain of custody process
- The application must be able to accommodate database specifications and formats.
- Documents must be disassembled and reassembled to their original state.
- Scanned images must include Index Fields, OCR (ICR, OCR, or other), and embedded Metadata to allow for searchability and accessibility.
- Digitized documents should be accessible prior to physical return to OPM.
- Ability to electronically transfer files to OPM in the format required by the program office.
- OPM may require storage of the images for 120 days or more after scanning reconciliation.
- Trucks, facilities, scanners, and servers should be segmented in such a way that they are secure
- The Contractor shall provide a digitalization solution that enables document and data access control.
- The Contractor shall provide a digitalization solution that enables batch processing to convert large paper files on a schedule without user input.
- The Contractor shall provide a digitalization solution that supports the conversion of structured and unstructured data.
- The Contractor shall provide a digitalization solution that supports document lifecycle management
- The Contractor shall provide a digitalization solution that supports a centralized and distributed
scanning model
- The Contractor shall provide a digitalization solution that enables document audit log and trails
- The Contractor shall provide a digitalization solution that enables data encryption to include encryption during transit
- The Contractor shall provide a digitalization solution that supports OPM’s Zero Trust policy and procedure to data and document management.
2. Offsite Storage:
- The Contractor will work with OPM to pick-up materials identified for storage, digitization, or destruction.
- The Contractor will respond to OPM requests for retrieval of records, to be returned to OPM or reviewed at the storage location.
- The Contractor will provide an online web-based repository, which OPM will use as the primary method for requesting services.
- The Contractor will enter all records into its tracking tool.
- The Contractor will provide Records Management services and support (example: inventory, planning, risk).

[*] Eligibility:

- Onshore (US Only);

[*] Work Performance:

- Performance of the work will be Offsite.

Expiry Date : Thursday, 9 February, 2023

Category : Data Entry, Scanning, Records and Document Related Services, Destruction Services, Records Storage Services

Country : USA

State : District of Columbia

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