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The total duration of the contract is 48 months. The contract is not renewable. No explicit contract start date, end date, or specific key milestones or phases with defined dates are stated in the documents.

The core scope of work for this tender, as explicitly stated in the documents, involves services for archivistic processing of documents created at the Brașov Municipality City Hall, along with digitization and storage, under a 48-month framework agreement. The overall objective is to enhance administrative efficiency, provide swift and secure access to institutional documents, minimize time spent on document identification and consultation, and improve the protection and preservation of long-term records. Furthermore, the tender aims to establish a document management system utilizing digitization and electronic archiving technologies, designed for integration with existing IT infrastructures.

The core deliverables and services include:

• Archivistic processing of documents: This involves tasks such as ordering and constituting archival units, inventorying, selection, taking documents into management (existing/future), numbering, and binding.
• Physical archive storage services.
• Digital conversion (Digitization) services: This encompasses professional scanning at a minimum of 300 DPI color for current documents and 600 DPI for plans (Urbanism/Cadastre), creating PDF/A files with an OCR text layer for full-text searching, and both automatic and manual meta-data indexing. Quantities specified are 5,000,000 pages for A4/A3 documents and 2,000,000 pages for A0/A1/A2 documents.
• Software implementation services: This includes integrating the automated scanning flow with the Municipality's Document Management System (DMS) via API, enabling users to search the retro-digitized archive directly from the DMS interface, and managing document versions to ensure subsequent additions are correctly attached.
• User training services: Training is required for administrators (5 individuals) and end-users/basic users (100 individuals). The contractor must also provide training for additional users in groups of at least 10 people, if needed.
• Electronic platform for access to scanned documents: This involves a monthly subscription for access to the platform.
• Current archival fund management: This includes the consultation of standard and urgent boxes and archival units.
• Document indexing: A specific deliverable is the indexing of 30,000 files.

The contractor's responsibilities also cover performing physical archive organization and digital conversion operations at their own facilities using their personnel and specialized equipment, including transport of documents from the Beneficiary's premises. The contractor must also implement a documented quality control process for each delivered batch, including verification of legibility, completeness, orientation, correlation between images and metadata, and traceability of any re-scanning operations. Deliverables are to include initial (preliminary) reports and monthly production reports. Digital deliverables will have a minimum 12-month warranty period for defect remediation.