Document Scanning Services

The Vendor is required to provide to scan agency internal capital project files, in high resolution digital form and upload them to our computer system in a centralized database, so they may be accessed by approved end users.
- Quotation for the scanning and indexing of all the capital project folders (files) located at the office, estimated to be in the range of approximately 2,100,000 total pages.
- Pick-up and return of agency document boxes. 
- Shall possess the files for a period of no longer than one month in order to accomplish the task. 
- No more than 250 boxes will be made available at any given time. 
- There are approximately 4,500 boxes in total, sizing average is 4"w x 13"d x 11"h. contractor shall be fully responsible to secure files while in possession. 
- Agency anticipates that files will be returned with each delivery of final scan, the contractor is responsible to ensure each delivery is returned to the same shelving units in the exact order received.
- Indexing and cataloging all documents using agency unique capital project naming convention. 
- Must include a master index and catalog of all documents using agency unique capital project naming convention. 
- This master index shall be updated with each delivery.
- Supplying all necessary scanning equipment to successfully scan the documents in properly, including large size construction drawings. 
- All scanned images shall be saved in a searchable pdf format using state achieve scanning resolution protocol. 
- Agency will provide feedback before and after delivery of final scan to help produce acceptable quality. 
- Coordination with agency project management personnel for document access/return, scanning schedule and e-file delivery. 
- Additionally, weekday and weekend (off business hours) emergency contacts with back-ups shall be provided in case agency requires information while vendor is in possession of documents. - Returning the hard copy documents in the same order and fashion as was scanned, after scanning has been completed.
- Provide regular updates to agency project management personnel of project status, and expected time of completion for the scanning and indexing of the capital project file documents.
- Deliver electronic copy of files on a hard drive.

- Questions/Inquires Deadline: August 19, 2025