RFP Scanner Requirements

Many companies outsource large scanning projects; RFPs help them find low-cost services.

Many companies issue a Request For Proposal (RFP) in order to solicit bids for a scanning project. The RFP outlines a company's digital imaging needs and asks bidders to explain how they can meet those needs and at what cost. RFPs are particularly handy in a tough economy because hiring companies can weed out expensive scanning service providers while bidders can undercut the competition by submitting lower bids.

Dates

At the beginning of the RFP, basic dates that affect the RFP will be stated. Before responding to the RFP, bidders should ensure that they can meet the requirements of the project's time line. Typically, bidders must be able to notify the company of their intent to respond to the RFP and provide a response by a specified date. Bidders are also requested to supply samples of scanning work by a predetermined time. Bidders are advised not to start the RFP process if these dates conflict with any other major scanning projects as the RFP process is time-consuming and requires attention.

Executive Summary

Reading and understanding the RFP's executive summary is a critical step in preparing a response. The executive summary explains what the scanning project is about, the RFP guidelines -- such as when the projected is to be completed -- and how material is to be scanned and returned to the hiring company. Each response to questions in the RFP should take these requirements into account and demonstrate that the bidder understands the hiring company's goals and needs.

Responsibilities and Cost

The RFP will outline all of the scanning project's responsibilities and costs. These range from calibrating scanners and preparing documents for scanning to performing quality control of the documents once the images have been scanned. For each responsibility, bidders will need to explain how they can get the job done by referring to the type of equipment, procedures and personnel in place to finish the job according to the RFP specifications. The RFP will also request the amount of money necessary to provide the services required.

Problems

An important part of the RFP requires bidders to explain how errors and problems related to the scanning project will be addressed should they arise. For this reason, bidders should provide detailed contingency plans and procedures to assure the hiring company that not only do they realize that hiccups can occur in any major scanning project but that they are prepared to handle any crisis if necessary.

Tip

After reading the entire RFP and providing responses, bidders should provide any additional items to make the proposal look more attractive, such as burning documents to disk, along with emailing them. Responses that go beyond meeting the basic requirements increase the odds that a bidder is successful in being awarded the scanning contract.

References

• Califa Library Group: Sample Request for Proposal For Digital Imaging Services (PDF)

Resources

• TechRepublic: How to respond to a corporate RFP