Scanning and Digitization Services

The Vendor is required to provide for scanning and digitization services.
- Item No. 1: Scanning
•    Paper sizes range from: 5.5” x 8.5” to 8.5” x 14”; approximately 1,266,000 pages.
•    11” x 17”; approximately 34,000 pages
•    Special Care and Handling on approximately 415,000 pages *for documents on fragile/degraded paper.
•    Odd sizes (requiring tabletop scanning) approximately 85,000 pages
•    All pages will be scanned in the same order presented by department
•    Documents shall be scanned to PDF format in color at 300 pixels per inch (PPI) if they do not contain images, and 600 PPI if they contain images, unless otherwise instructed.
•    Scanned documents shall be made instantly available in secure cloud-based electronic content management system operated by the Bidder. The Bidder will set up and grant department multiple user’s access to this system for document retrieval. An indexing file shall also be generated and placed in the respective folder listing all the scanned documents contained therein.
•    Scanning services must include the capability to scan single-sided and double-sided documents together.
•    Bidder must offer color, grayscale, and bitonal (black and white) scanning. Documents to be scanned may contain handwritten and/or printed text and graphics. Graphics may include, but are not limited to, drawings, plans, photographs, icons, graphs, charts, and signatures. Each scanned image should reflect the color properties of the original document.
•    Prior to removing any of department contents from the cloud or prior to termination of the Contract, the Contractor will be responsible for providing a backup to department of all department documents stored on the cloud. The backup should be on an Encrypted flash drive or other external hard drive with sufficient capacity.
- Item No. 1a: Security
•    Contractor will handle confidential information in accordance with all applicable federal, state and local laws and regulations. When not being scanned, documents and digitized information will be kept in a locked area and adequately secured.
- Item No. 1b: Quality Control
•    Contractor must have a quality control process in place to ensure that all scanned documents are completely and accurately scanned.
•    Contractor shall: Perform a 100% frame-by-frame inspection to ensure that all scanned documents are completely and accurately scanned.
•    Contractor shall rescan any document where:
•    There is substantial loss of detail when compared to the original document.
•    The tonal values are uneven.
•    The contrast is too low or too high.
•    There are skewed or misaligned images.
•    To ensure a high-quality deliverable, Contractor shall:
•    Rotate documents as needed to straighten the text or image and provide maximum ease of readability (e.g., letters shall be in proper orientation when document is displayed without rotation).
•    Make scanned text documents viewable in PDF format at a minimum of 300 PPI. Scanned non-text documents (images, charts, graphs, etc.) must be viewable in PDF format at a minimum of 600 PPI.
•    Any document that is not legible when scanned at 300 PPI must be scanned at 600 PPI.
•    Pages containing both text and non-text should be scanned at the higher DPI.
•    Provide the converted file in other digital format types as may be requested.
- Item No. 2: Document Preparation
•    Contractor will be responsible for preparing the documents for scanning. This includes, but is not limited to:
•    Removing staples, paperclips, bindings (e.g., prongs, binders, etc.), post it notes, tabs, and any other physical attachments.
•    Repairing torn documents to the extent that they can be scanned and converted to a digital file.
•    Straightening all folded documents and plans to ensure the best quality scan possible.
•    Mounting any irregular size document on an appropriately sized standard (5.5"x8.5"), (8.5"x11"), (8.5"x14"), (5"x8"), or (11"x17") and some odd sized paper to enable scanning and conversion.  In most cases the original documents are OLD.
•    Due care is REQUIRED to handle these documents.
•    Some agencies will need their files to be boxed on-site before transporting to Bidders off-site scanning facility.  Boxes to be provided by department.
- Item No. 3: Indexing
•    All Sizes, approximately 1,300,000 pages
•    Special Care and Handling on approximately 85,000 pages
•    The Contractor must index the documents as instructed by department, following the naming conventions that department requires for individual documents and any folders or subfolders. The indexing scheme and folder structure will depend on the type of document being scanned and on the needs of our agency’s individual departments. Therefore, the Contractor should anticipate that there will be different indexing on all the documents.
•    The index fields will include, but are not limited to:
•    Department Acronym
•    Account #
•    Year
•    Memo #
•    AA #
•    Document Type
•    Project Name
•    Fiscal Year
•    Document Title
•    Bond Name
•    Property Name
•    Property ID
•    Owner Name
•    Batch ID
•    Document Date
•    Folder Name
•    Contractor will be required to accurately index each file and record scanned.
•    Perform manual keying.
•    Perform double-blind keying.
•    Conduct quality control checks to ensure that index field formats, values, etc. are correct.
•    Perform barcode recognition.
- Item No. 4: Optical Character Recognition (OCR) must be available for scanned documents
- Item No. 5: Post-Scanning, Reassembly
•    In some instances, reassembly and return of files will be required. Reassembling the documents in the same manner received and in the respective folder and boxes unless otherwise directed by the department. Contractor may clip together documents that were comb-bound when finished.
•    Note: Cost to re-staple, replace clips and other binding to be included in the cost
•    Shredding of documents
•    Document to be confidentially shredded with Proof of Service (also referred to as Certificate of Destruction) provided upon service completion for the records.  When files are destroyed, department will instruct the Contractor to do so in writing, typically via email. Contractor must receive written authorization from department prior to destroying any documents.  When documents are requested to be destroyed, all documents containing personal and confidential information must be shredded, burned, pulverized, or otherwise rendered unreadable in such a manner that the document is not recoverable. Document destruction must meet conditions for confidential destruction as commonly defined and understood under government records law.
- Item No. 6: Secure Cloud Site / Records Access and Retrieval (5 Years term)
•    Contractor will set up the Secure Cloud Electronic Content Management System for the scanned files to be accessed by department
•    Contractor will provide instructions to the department staff on how to use this system.
•    There may be approximately 25 users needing access to the files.
•    The digitized files space to be estimated at 1TB for repository.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 2, 2025