Document Sorting Shredding and Digitizing Services

The vendor is required to provide from licensed, experienced contractors to provide on-site sorting, bulk shredding and digitalization services.
- Document preparation
• It is envisioned that this project will begin with in-person evaluation of the storage rooms housing all documents for organization, shredding in accordance with the retention policy and digitalization.
• The file location will need to be assessed for volume and condition of paper documents.
• Provide document preparation services for each step in the overall process workflow, from receiving through final document disposition.
• Document preparation includes removal of binding elements, organizing and optimizing originals for capture, and other staging requests.
- Document scanning of existing documents and bulk shredding of documents eligible for destruction
• Documents must be converted from paper into a universal format (pdf) compatible with various storage and archival options, unless an alternate solution is agreed upon.
• Paper sizes include, but are not limited to: letter, gov legal, legal, ledger and tabloid, as well as large format arch c, d & e.
• Documents to be scanned are: blueprints, maps, carbon paper, old paper, old photos, calculator printed receipts.
• Current and archived files will need to be included in the new indexing and data entry system.
• Documents should have a prescribed naming convention that can be used across departments.
• Documents identified as eligible for bulk shredding will be segregated and approved by authority personnel prior to shredding.
- Storage solution and public access to documents
• Provide options for document storage and public access to public records.
• Provide both a centralized approach in the form of a regional document storage hub and individual storage for each authority program.
- Solutions for future digitalization of documents
• Solutions for authority to continue self-maintenance of this new digital infrastructure should be provided with any requisite training needed for authority staff to continue digitizing after the completion of this project.
• That should include, but is not limited to: suggested scanning equipment, software, hosting platforms, online and cloud services etc.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 24, 2025