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Finnland-Helsinki: Steuerungs- und Kontrollsystem, Ausrüstungen für Druck, Grafik, Büroautomation und Datenverarbeitung
Diese Bekanntmachung dient der Verkürzung der Frist für den Eingang der Angebote
Abschnitt I: Öffentlicher Auftraggeber
Abschnitt II: Gegenstand
High Volume Document Scanning Devices.
Call for Information
The Social Insurance Institution of Finland (Kela) is an institution under public law that operates under the oversight of the Finnish Parliament. It provides social security coverage for Finnish residents and many Finns living abroad through the different stages of their lives. Among the social security benefits offered by Kela are family benefits, health insurance, rehabilitation, basic unemployment security, housing benefits, financial aid for students and basic pensions.
In 2016, Kela received 8 300 000 paper documents (approximately 20 000 000 pages) that were scanned and indexed for electronic processing. Due to the increased responsibilities of the organization, the forecasted total for this year is 11 500 000 million documents (almost 32 000 000 pages). Kela intends to increase the productivity of scanning operations by the procurement of high volume scanning devices. Call for offers will be published by the end of this year.
(see section II.2.4).
The scope of this call for information is high volume scanning devices to cover 85 % of the estimated scanning needs, which means annually about 27 000 000 pages. The devices to be purchased have to support existing scanning and indexing solutions (see appendices for documentation). Kela currently conducts scanning operations with about 200 desktop scanners. Part of those are planned to be used in local offices also in the future. Scanning personnel work during regular office hours (not in shifts) and the objective is to scan the documents within the same day they are received. There are ongoing activities to centralize most of the scanning operations into 1-2 locations in Finland.
(see section II.2.14).
The purpose of this call for information is to gather information about product selection and potential providers as well as about purchasing options, installation, service, ergonomics and human factors, functionalities and other relevant information concerning the high volume scanning devices that could assist Kela in preparing the procurement.
(see section VI.3).
Abschnitt III: Rechtliche, wirtschaftliche, finanzielle und technische Angaben
Conditions as stated in the procurement documents.
Abschnitt IV: Verfahren
Abschnitt VI: Weitere Angaben
Questions for Interested Parties
We have compiled the following set of questions which relate to issues we consider important to our operations. Interested parties are, however, invited to submit any relevant information concerning the procurement of high volume scanning devices.
1 Questions Related to Product Selection.
1.1 What kinds of high volume scanning devices and solutions do you provide.
1.2 Considering our situation, which of them you would propose for us and why.
1.3 What kinds of components (devices, drivers, software licenses etc.) does your scanning solution consist of.
1.4 What kinds of purchase options do you provide (cash purchase, leasing, something else).
2 Questions Related to Deployment, Installation and Maintenance.
2.1 What are the requirements for installing the device (e.g. premises, electricity, air conditioning, software infrastructure).
2.2 What is the supported life cycle of your devices? What is the typical duration of your service agreements.
2.3 Do you have a service agency or partner in Finland? If not, where is the closest one.
2.4 How would you organize service and maintenance in Finland? What would be a minimum viable service response time for Helsinki.
2.5 What kinds of regular services are recommended and how often should they be performed.
2.6 Are you currently providing service and/or support for your devices in the Finnish language.
3 Questions Related to Ergonomics and Human Factors.
3.1 With regard to the work practices and responsibilities of the scanning personnel, what are the most important changes that would be required if we were to replace our current desktop scanners with your high volume scanning devices.
3.2 What kind of ergonomic issues should we take into account with your high volume scanning devices (for instance noise, vibration, working in standing position, need for breaks etc.).
3.3 Would you provide training for our personnel in the Finnish language.
3.4 What are the labor needs with your high volume scanning devices.
3.5 From an operational point of view, is there something else that we should take into account.
4 Questions Related to Functionalities and Features of Your Scanning Devices.
4.1 What are the basic features of your devices (dimensions, speed, paper handling, resolution and image processing, output formats and OCR for instance).
4.2 What kinds of paper (thickness, weight, size etc.) does your scanning device support? Can it handle paper bundles with various types of papers.
4.3 How can scanning quality be controlled? Is it possible to recognize automatically any problems with quality? If there is a need to scan a specific page again, for instance, how does the user proceed (e.g. stop the process and find the right page).
4.4 What kinds of functionalities do you provide to improve automatically the quality of scanned documents, for instance remove whole punch marks or empty pages, or adjust lightness and contrast? How can such features be adjusted.
4.5 What is the expected annual capacity of your devices (taking into account that personnel is not working in shifts).
4.6 What kinds of features do you provide to support document handling and archiving of scanned papers (e.g. sorting, traceability, collecting metadata etc.).
4.7 Is it possible to connect the scanner with an LDAP user registry (AD, for instance).
4.8 Is it possible to adjust how fast scanned documents are transmitted to background systems.
Please send the full name of Your Company and its contact person to Kela's e-mail address email@example.com Kela will send You back the description of the current scanning system and its interface.
Please send Your answers to questions above via e-mail to firstname.lastname@example.org no later than 29.9.2017. The questions and answers are non-compulsory. All answers will be handled confidentially. Thank You.
Kela Procurement Services