Document Control and Scanning Services

The vendor is required to provide a consultant to assist the city with document control and scanning services of approximately 120 banker sized boxes of engineering records.
- Consultant to work closely with public works staff to ensure that the project(s) are executed in a timely manner; specifically, the city is soliciting proposals for engineering document retrieval, sorting, organizing, and scanning services.
- Records pertaining to capital improvement projects such as plans, environmental documents, materials testing and geotechnical reports, studies, surveys, encroachment and right of way permits.
- Location of services
• Consultant shall coordinate the pick-up of records in approximately 120 banker boxes to be sorted, scanned (if applicable), and returned to boxes and properly labeled offsite.
• Consultant shall provide secure transportation of documents from city's facilities to the scanning location.
• Consultant shall maintain a climate-controlled, secure storage area for documents awaiting scanning and those that have been scanned.
- Document retrieval:
• The city shall have access to all city documents in the consultant’s possession upon request.
• The consultant shall respond to the city’s requests for documents with 24 hours of the request and the consultant shall provide the original document or digital image within 24 hours of request.
- Document dimensions
• Consultant shall be required to image (scan) paper records of all sizes for placement into an electronic document management system in pdf format or format agreed upon by the city and consultant.
• Files may contain, but are not limited to, flat, folded, or bound documents of varying sizes from letter, legal, ledger, and plans up to 36”x48”; plan rolls will vary in size from under an inch to 12” or more in diameter; documents contain a mix of black and white and/or colored pages.
• Records may be single and/or double-sided.
- Document imaging (scanning) specifications
• Blank pages (with no text or image) are to be eliminated.
• Black borders shall be removed.
• All records to be scanned at a minimum of 300 dpi, black & white, and/or grayscale and/or color to match original in pdf format unless otherwise agreed upon by the city and consultant.
• Images shall be de-skewed to the best possible alignment and auto-rotated (in readable format) in city’s electronic document management system.
• Images are to be de-speckled to the degree that will afford improved readability but not erase characters.
• Consultant shall apply optical character recognition (OCR) to all text-based documents to enable search ability.
• Quality inspection of documents shall occur by the consultant at the time of scanning.
• Illegible images shall be rescanned by the consultant at no charge so that the document is as legible as the original.
• Document indexing:
1. All records shall be named and indexed by date of file (or approximate month/year) and document title; fields may change based on the document type.
2. Save all records in the appropriate capital improvement project folder to separate records by project.
3. Consultant shall be required to structure the indexes in a text files – one for scanned documents, and another for non-permanent and/or draft documents not scanned.
• Importing of data:
1. The scanned pdf images and a text file which will include the index values will be delivered on a labeled hard drive(s).
- Reassemble records after scanning
• All documents shall be returned in boxes separated by project, then by administrative or permanent file, then by draft or final; the boxes are to be labeled as such.
• Plans shall be re-rolled and placed in boxes labeled by missing signature or final.
- Damage to records
• Any damage to city records, or other issues, irregularities, difficulties, or challenges shall be reported immediately in writing, via email.
- Document return
• Consultant shall return all original documents to the city in their original condition upon completion of the scanning process.
• Consultant shall return all boxes after sorting and labeling as instructed above.
• Consultant shall return hard drive(s) containing all scanned records and indexes.
• Consultant shall coordinate drop-off of records with engineering staff.
- Questions/Inquires Deadline: March 11, 2025