The vendor required to provide records management scanning document imaging services including scanning, digitizing, indexing, and quality control of a variety of approximately 8,000,000 images of records from six (6) city departments.
- Provide document scanning and digital image and indexing conversion services in an efficient and accurate manner.
- Objective
• Provide scanning of records to digital image electronic format for access and records retention.
• Provide for indexing of digital records for access and conversion.
• Provide image quality control to ensure accuracy.
- Type of records
• The records being scanned will be city records including, but not limited to letter sized, legal sized, irregular sized documents, manila folder content, sticky notes, envelopes, legal documents, letters, carbon copies, photo exhibits, spiral bound books, tabbed paper, and pocket file folders.
• File folders may contain flat and folded documents of varying sizes and binding.
• Plats and building plan rolls will vary in size.
• Vendor may assume that most paper records are in fair condition.
- Estimated quantity of records
• It is estimated that the total number of images needing to be scanned will be 8,000,000 images.
• The records are housed in standard 12” x 15” banker boxes and four drawer filing cabinets.
• Bidders are encouraged to conduct a site visit to review the quantity of the records to be scanned and processed for retention.
- Preparation requirements
• Vendor shall preform “documentation preparation” as necessary to scan all files.
• Preparation of documents to be scanned includes removing all staples, paperclips, binder clips, prongs, repair all torn documents with non-reflective tape, straighten all folded plans, and mount any irregular size memorandum on standard 8 ½ x 11 or 8 ½ x 14 paper and otherwise make the document ready for processing.
- Budget: October 2025 to September 2026 – $250,000
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 30, 2026
