Electronic Archiving and Scanning Services

The Vendor is required to provide to, furnish all expertise, labor and resources to provide complete permit and plan archiving services.
- Provide all materials and supplies necessary for producing scanning as ordered including boxes or containers to hold plans/documents in transit.
- The Consultant shall provide a complete pick-up service including removing permit records and plan/documents from plan bins and placing in boxes or containers for transit.
- Consultant shall also be responsible for exporting, indexing, and filing all city approved electronic plans and supporting documents received through the city’s e-plan software solution provider, computronix posse system.
- Document preparation for scanning
•    Smooth dog-ears.
•    Repair torn edges.
•    Flatten rolled plan-sets.
•    Remove staples, clips, fasteners, or other binding material.
•    Attached Notes (sticky notes) - Remove attached notes from pages, attach the notes to a separate carrier sheet, and scan the notes in front of the page on the record. 
•    Return the notes to the page after scanning.
•    Binders – Include the binder spine or cover information, if no cover internal sheet (Target) is present.
•    Folders – If information is present on folders, include the folders for scanning
•    Continuous form computer paper will be burst by the Consultant and scanned in order, beginning with the first page.
•    Bound documents are to be disassembled and scanned.
- Document Orientation – All documents are to be in proper orientation to be viewed without image rotation when used in the City’s Electronic Document Management System (EDMS) with words and pictures running from top to bottom, and from left to right.
- Double-sided pages are to be scanned in sequence and the image of the reverse side of the page is to follow the front side of the page when viewing the images in the EDMS.
- Images are to be de-skewed to the best possible alignment and when practical, DE speckled. 
- Despeckeling will occur when speckle sizes are small enough to not be confused with characters or lines. This includes single and/or double-sided records.
- Blank pages (with no text or image) are to be eliminated.
- No imprinting to the document is required.
- No border on the document is required.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 27, 2025