(1) Vendor needs to provide needed equipment, and office space for the scanning and imaging contractor to perform their duties to include, but is not limited to all facilities, technology hardware and software, connectivity and communications and office equipment to complete the scanning and imaging functions. – agency is seeking a contractor to provide scanning and imaging services.– The contractor will be responsible for scanning and imaging documents that are received from the mailroom vendor.– The contractor shall scan, and image received and outgoing documents to the eligibility case record categorized by type and route to the eligibility contractor and state staff as appropriate.– These documents are scanned into the agency.– At the time the document is imaged, the contractor shall ensure the document is associated with the correct electronic case record.– After each document is imaged, the contractor shall ensure a task is created for downstream workflow.– The contractor shall image returned mail.– All contents inclusive of the envelope shall be scanned.– The contractor shall develop a tracking tool approved by agency including but not limited to:– Track the type of document that is scanned by date received mail, fax, disposition of such documents– The contractor shall scan all received returned documents.– This includes all contents in the envelope and the addressed envelope.– The contractor shall re–index documents based on information received through agency.– This may include re–indexing documents to reflect the most appropriate document type or re–indexing documents to the appropriate agency case record.– The contractor shall document and process all items deemed returned mail. items deemed returned mail shall be identified as returned mail and sent to the mailroom vendor.– After scanning, the contractor shall ensure all scanned documents are provided to the mailroom vendor for document retention.(2) All the questions must be submitted no later than April 16, 2024.
↧