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

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.