Green Mountain National Forest Recreation and Lands Special Uses Scanning

The forest is converting paper files into electronic versions. Each file contains six separate sections that are attached to the file fastener folder with two prongs. All documents must be placed back into their file and attached back the same way they were received. Fully scan approximately 55 (15”) file boxes or approximately 150,000 pages with heavy litigation/handling for each individual file. Over 90% of documents are single-sided 8 ½ x 11 pages with the occasional photo, drawing, or map. Each completed scan folder must be labeled individually, and each file section must be labeled and separated into sub-folders. Files must be scanned in Black & White to at least 300 dpi and Color to at least 600 dpi as needed. End results must have each file become a multi-page pdf file. A master directory must be created that lists all the files in Alphabetical/numerical order. All files must be named with the file heading as found on the top right corner of each file folder. Each file contains six different tabs that will establish six sub-folders. All sub-folders must be labeled as seen on each of the six tabs, and the scans inserted. o Each file folder title will be labeled using the top right name shown on each folder o Sub folders that are not labeled can be generically labeled as follows: ▪ Application(s) ▪ Permit ▪ Amendment(s) ▪ NEPA Decision ▪ Cultural Clearance ▪ Correspondence All files will be provided in file boxes in Rochester, VT. All documents must be placed back into each file, into each separate section, placed back onto its sections two prong holders and returned to the agency. o Three copies of the final scans must be provided on three external usb hard drives. Contractor will supply the external hard drives. It may be possible to scan directly to a shared Forest Service Pinyon folder structure. This will be determined prior to file pick-up. o All staples, paper clips, etc. will be removed by the contractor and discarded. o All documents will be scanned in black and white, except color photos or color maps must be scanned in place in color. o Any loose sheets found in a six-section file can be scanned with the closest file tab section of that particular file. o Single section files can be labeled with the single name using the name on the top right of the file, but the digital subfolders must be provided for future use. o All completed scans must have Optical Character Recognition (ORC) and be fully searchable. o No documents will be shredded. o All blank back sheet images must be removed from the final scans. All files will be provided in medium duty bankers boxes with removable lids. The boxes can be picked up at the Rochester District Green Mountain National Forest Service Office, 99 Ranger Rd, Rochester, VT 05767. Each load of files must be completed and returned within 8 weeks of receiving the files. Entire project must be completed by October 1, 2022. Project quotes must be based on the estimated # of pages and final bill will be based on the actual volume of work/scans/files that are received and completed. Contractor travel needs from Rochester, VT to other business locations are the responsibility of the contractor and must be included in the quote price. All files must be transported in a secure transport and stored in a secure facility. Contractor must be bonded and insured and only their direct employees can handle the documents. All documents must be handled and held by the actual contractor and no files can be sourced/vended to a third-party. A confidentiality agreement must be provided by the contractor. All files/data that is scanned and produced can only be used by the Green Mountain National Forest. After successful confirmation receipt of the final data product, no data copies of the files can be maintained by the contractor or their employees.