RFP - St. Thomas University

4.4 Document Conversion Services: Demonstration Scenarios Unit Price Summary
(Section 3)
Vendor shall provide unit price for each of the document types described in the demonstration
scenarios listed in Section 3.5, Table 3.5 of this RFP. Unit price means the total cost to fully
process a single document type. This total cost must include:
1. Document pickup costs from St. Thomas main campus.
2. The cost for boxing of files at the campus. The campus will prepare and designate sets of
documents in volumes agreed upon with the vendor.
3. One-time setup costs
4. Document preparation costs
5. Document conversion costs
6. Document indexing costs
7. Where the Document Type has alternative indexing options, or where the Vendor wishes
to offer alternative indexing options, please provide alternative pricing models.
8. Document and index Quality Assurance costs
9. OCR/ICR/Form processing costs, if appropriate
10. Where number of pages defined in the document type can vary, define the cost per page
that will be charged, if appropriate.
11. Clearly list any and all conditions/situations that could cause the bid price to
increase/decrease.
12. Vendor will provide elapsed process time from the beginning of the conversion to
completion with expected completion and maximum completion times based on the
information provided in Section 3.5.
13. Vendor will provide all packing materials for transfer of files from the campus to the
conversion facility.
14. Vendor will include document destruction costs. You may list these costs separately with
varying timelines from 30 days to 90 days.
15. Indicate if there is a parameter that will drive cost higher (e.g. storage after 30 days
would require external facilities).
16. Itemize any costs not previously mentioned.
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