The vendor is required to provide comprehensive document scanning, indexing, and related services.
- Provide to convert the city's existing physical property files into a secure, searchable digital format.
- Responsible for the secure pickup, preparation, scanning, indexing, and quality control of all documents within the designated property files.
- The final deliverables will include fully indexed digital images provided on secure external media, along with the secure return of all original physical files to the city.
- These files contain various documents accumulated over time, potentially including permits, inspection reports, correspondence, plans, photographs, historical assessment data, and other relevant materials.
- Estimated volume:
• 28 property & permit file cabinets 112 total drawers
• 12 development review file cabinets 48 total drawers
• 5 flat file cabinets 50 total drawers
- File condition: files are generally in varying condition with some older/fragile documents, containing staples/clips, mixed paper sizes, some maps/plats.
- Secure pickup and transport:
• Securely pack and transport all designated property files from their current location(s) within the city to the vendor's secure processing facility.
• Maintain a detailed chain-of-custody log from pickup to final return.
- File preparation:
• Prepare documents for scanning, including removal of staples, paper clips, and bindings (unless otherwise specified).
• Repair minor tears if necessary for scanning.
• Insert document separator sheets as needed for logical unit identification (e.g., between different document types within a single folder).
- Document scanning:
• Scan all documents within each property file folder.
• Scanning resolution: minimum 300 dpi (dots per inch).
• Image format: searchable pdf (pdf/a preferred).
• Color/grayscale: scan documents grayscale.
• Duplex scanning: scan double-sided pages.
• Image enhancement: perform image enhancement techniques (e.g., de-skew, orientation correction, border removal) as needed for optimal legibility.
• Blank page removal: automatically detect and remove blank pages.
- Indexing:
• Capture index data for each property file folder and potentially for specific documents within the folder; the city requires the following index fields:
○ Required fields:
1. Property address: for development review files.
2. Property address: for all property files.
3. Subdivision name: for subdivision files
• Index data must be accurate and consistent.
• Provide index data in a non-proprietary, delimited format (e.g., csv, txt, or xml) compatible with standard database and spreadsheet applications.
- Quality control (QC):
• Implement a robust QC process to ensure image quality (legibility, completeness, proper orientation) and indexing accuracy.
• Describe the QC methodology, including percentage of images/index fields reviewed; the city reserves the right to perform its own QC checks on deliverables.
- Deliverables:
• Two (2) pilot deliverables at 0.1% of the project (250 - 300 documents) and 1% of the project (2,500 – 3,000 documents) will be provided before the completion of the project for quality assurance.
• Digital images: provide all scanned images organized logically (e.g., one folder per property file, named using parcel id and/or address with date of scanning. file naming convention should be
“parcelid_address_date.pdf”.
- Questions/Inquires Deadline: May 12, 2025