File Scanning and Digitization Services

The vendor is required to provide file scanning and digitization services.
• Participate in routine weekly coordination calls with the department to provide updates (assume a minimum of one per week up to approximately one hour duration each); prepare issue logs / risk register as needed.
• Submit draft records in the form of a .pdf files of associated records.
• Amend the draft records as necessary in response to comments provided by the department.
• Submit revised draft records to the department in the form of a .pdf file of associated records.
• Amend the revised draft records as necessary in response to comments provided by the department.
• Prepare a final version of the records, and submit the final records to the department electronically in the form of a .pdf file of the final records.
• The deliverable for this task will be a task report showing the results at a frequency to be determined with coordination with the department, at a minimum frequency of monthly. - Use optical character recognition (“OCR”), or similar, software and other means, as necessary, to scan all archived wastewater files into a file repository and index each file to an existing tax map number, record id, or other unique identifier.
- Two primary file types associated with on-site sewage disposal system installations including commercial records and residential records.
- Four primary file types including, toxic and hazardous material storage, environmental investigation and remediation, enforcement actions, and miscellaneous, which are further broken down for the purposes of priority ranking and project phase establishment.
- Within these site records, the current paper files encompass a variety of documents including engineering plans, inspection forms, tank registration forms, tank lists, enforcement action files, and more; they might also encompass information about spills, compliance reports, tank testing reports, environmental site assessment files, etc.
- Only the main document is available on our website. Additional documents can be accessed at the following website:
https://suffolkcountyny.bonfirehub.com/opportunities/175162
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 13, 2025