Bids Are Invited For Site Remediation File Digitization Services

The Site Remediation Program Within The Ministry Of Environment And Parks Regulates Contaminated Sites In British Columbia. The Environmental Management Act Requires The Establishment And Maintenance Of A Registry Accessible To The Public Containing Records About The Identification, Investigation And Remediation Of Contaminated Sites. These Records Are Fully Retained For Historical Evidence Of Contamination And Remediation.Over 2000 Boxes Of Paper Files Containing Site Registry Documents Are Located In Three Off-Site Storage Facilities, Two Of Them In Victoria (Approximately 2000 Boxes) And One On The Lower Mainland (Approximately 150 Boxes). Records Include File Folders With Individual Sheets Of Paper, Coil Bound Reports, Large Reports In Binders With Over-Sized Maps, Colour Photos, Analytical Data And Some Bound Hard Cover Reports That Require Dismantling To Digitize. Off-Site Stored Records May Also Include Electronic Files Stored On Flash Drives, Cds And Occasionally Floppy Disk. This Opportunity Involves: Digitizing Paper Records And Other Media And The Processes Needed To Complete That Task, While Adhering To Digitizing Government Information (Dgi) Standard And Specific Requirements Outlined By The Province Including Optical Character Recognition (Ocr) And Specific Naming Conventions. All Records, Both Physical And Digital Must Only Be Stored, Accessed And Maintained Within Canada. 1. To Fulfil The Ministry’S Mandate To Provide Records For Site Information (Sir) And Freedom Of Information (Foi) Requests, Staff Must Be Able To Identify Specific Files For Priority Scanning By The Successful Proponent Within 3 Business Days. Time Allowances May Be Made For Required Priority Scanning Exceeding 1 Box, At The Sole Discretion Of The Province. 2. Proposals Must Include How The Proponent Plans To Track Boxes In Order To Provide Priority Scanning When Required. Proponents Must Identify The Methodology And Processes They Will Put In Place To Ensure Quality Assurance Of The Final Digitized Copies. A Quality Assurance Plan Will Be A Required Deliverable Within 30 Days Of The Commencement Of The Term Of The Contract To Ensure Digitized Copies Meet The Digitization Standards And Requirements Outlined In This Rfp So As To Create Accurate, Defensible Digitized Copies As Described In The Digitizing Government Information (Dgi) Standard. 3. Proposals Must Include Plans For Pick Up And Return Shipping Of Boxes And Include A Price Per Box For Pick Up And Return. This Current Opportunity Is Limited To A Maximum Available Budget Of $250,000.Further Details As To The Scope Of This Opportunity And The Requirements Can Be Found Within This Rfp.