The vendor required to provide records digitization project to store the digitized versions of the above-described permanent records in the city’s content manager (CM) application, with the ideal solution providing an end-to-end digitizing process from the time the records are obtained from the arc to when they are stored on the city’s CM application.
- The permanent collections consist of:
• 5,250 building and safety (B&S) hardcopy plans;
• 9,000 microfiche films (4”x6” in size) for zoning, land use and maps dating back to 1951;
• Microfilm rolls, which are 16mm in size, cover building and business permits dating back to 1929; cemetery deeds, permit registers and billing memos dating back to 1941; historical mixed subjects dating back to 1947; and, 24 years of inmate records.
• These rolls total over 4,500; and,
• Over 1,000 archive records boxes containing permits, drawings, and other associated documents, organized by barcode identifiers up to 826 VHS tapes of city council and planning commission meetings from 1994 to mid2006.
- The B&S hard copy plans are in varying sizes:
• 8” x 11”
• 8” x 14”
• 18” x 24”
• 24” x 36”
• 36” x 48”
- Requirement:
• These documents consist of both monochromatic and color documents. Some documents may be stapled or otherwise bound together.
• Each plan has a unique barcode number, which is used to track it on the city’s records management system – OpenText content manager (CM).
• Barcodes are placed on toe tags, which are then applied to the plans for identification purposes.
• Folded plans and associated documents are in record storage boxes and may be organized in individual folders according to a unique permit number.
- In preparing the work plan, finalists should keep in mind:
• The project is funded and approved with a budget of over $1m.
• The city anticipates contract award during the 2nd quarter of calendar year 2026.
• The selected offeror(s) will perform scanning and the indexing of all records submitted by the city for conversion of each into a digital format.
• These will include, but are not limited to, formats outlined in section sow-2 above.
• The company representative and any key personnel must have experience in successfully digitizing materials similar to the scope and size to the cities, and must be capable of successfully uploading to the city’s CM application.
• The company representative and key personnel must have experience digitizing records.
• Records returned to the city shall not be shuffled together or otherwise comingled in a manner which would preclude the city’s easy differentiation or identification of records.
• Prior to offeror(s) return of records to the city, validation of overall quality and clarity of each digitized image or records will be performed by the offeror, along with verification of proper and appropriate indexing of each file.
• Provide all required hardware, software, and personnel necessary to perform conversions or scanned images and electronic indexing for all of the records submitted by the city.
• This work shall include:
o Picking up all records at the beginning of the job; and
o Provide an excel-based index (manifest) that tracks every page of every record received from the city for digitization.
o This index must incorporate the original record metadata supplied by the city and be continuously updated by the offeror with post-digitization details, including the fully qualified file name assigned to each imaged or converted page.
o The index shall function as a comprehensive tracking and reconciliation tool, ensuring that no page of any record is unaccounted for throughout the digitization process; and
o Returning the records in the same order and container in which they were originally picked up.
• Provide documented offeror personnel with access to the records during city’s normal business hours as requested by offeror(s), provided city is given 72-hour notice.
- Budget: $1M
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 26, 2026
