The vendor is required to provide onsite map scanning and digitization services of oversized records at the county archives (archives) using an overhead scanner.
- The contractor shall complete all scanning onsite at the eco facility. maps cannot be removed from the eco facility under any circumstances.
- Goals:
• The goal of obtain onsite overhead scanning and digitization services for oversized recorded map sheets (“maps”).
• Provide high-quality, accurate, and efficient scanning and digital image files of these records while ensuring the preservation of document integrity to accomplish this goal:
o Complete all scanning and digitization work onsite in the room provided by county at the east county office and archives (eco) facility.
o Use contractor-owned overhead scanning equipment, perform scanning and digitization in a manner that minimizes surface contact, ensuring that maps are handled securely
o On an as-needed basis, permit county staff members to accompany the maps and observe the contractor’s staff in their scanning and digitization process.
o Deliver all digital image files on county -provided external hard drives, which will be provided to contractor after contract award.
o Deliver digital image files to county on a weekly basis.
- Requirements:
• The contractor shall ensure that the maps they handle maintain their structural, physical, and intellectual integrity throughout the contract period.
• If county personnel are required to restore the maps to their original order, reimbursement will be calculated by multiplying the logged personnel hours by the weighted hourly rate of the involved staff, based on their position.
• The contractor shall not perform any conservation activities.
• County will provide a chain of custody document to the contractor that shows the original order of the maps referenced.
• The contractor shall maintain the chain of custody document for all maps from the time of receipt to their return to county staff within the archives at eco facility
o A sample of the chain of custody document (along with the county -provided batch inventory list) is provided as attachment 3 and shall contain:
a. The date of receipt, and;
b. The printed names of all individuals taking temporary custody of the maps specified on the accompanying county -provided batch inventory list.
- Scanning and digitization
• The contractor shall submit a description of their work process (i.e., procedure) regarding their scanning and digitization method to the contracting officer’s representative within ten (10) business days from the award of the contract.
• The contractor shall create digital image files by scanning the oversized maps.
o The contractor shall prepare the map sheet for scanning, enabling the best image capture while maintaining the structural and physical integrity of the map sheets.
o For every map sheet, provide one (1) digital capture, 100%, at 400 dots per inch (dpi), saved as a continuous tone RGB joint photographic experts group (jpeg).
o For every map sheet, provide one (1) digital capture created from the continuous tone RGB jpeg, saved as a bitonal tag image file format (tiff) with group iv compression, 100%, at 400 dpi.
o All map images should be sized to their correct size and aspect ratio to represent a true and correct (1:1) copy of the original record; including all margins extending to the physical edges of the map sheet, no more and no less.
• The contractor shall save the map image into an county -provided hard drive, and into a folder with the map type as the main folder’s name.
• Map types include assessment, miscellaneous, parcel, record of survey, state highway, and subdivision.
o Save the map image within the main folder using the following file naming convention (FNC): individual files for miscellaneous, parcel, record of survey, state highway, and subdivision maps shall be named by the five-digit map number utilizing leading zeroes, followed by version.
o For maps with multiple sheets, save multi-page tiff files as one file.
o In the case of maps with multiple versions, the FNC shall indicate map number and version number based on the correlating map versions to differentiate between files:
a. Original_0
b. Second original_1
c. Copy_2
d. Second copy_3
e. Ryan copy_4
f. Ferry copy_5
• The contractor must maintain an inventory of files as an excel workbook to track the maps as they are scanned and digitized.
• The contractor shall provide an inventory of files to the county pm with each transfer and delivery of digital image files.
o The inventory of files excel workbook shall include a tab for the tiffs and a separate tab for the jpegs.
o A template for the inventory of files requires approval by county pm prior to the start of the project
• The contractor shall check and validate that the digital image file counts match to ensure that no images were lost during digitization.
• The contractor shall deliver all digital image files on county -provided external hard drives to county pm on a weekly basis.
• Hard drives will be provided to contractor following the award of the contract. when the contractor returns a hard drive, the hard drive must have the following:
o The digital image files of maps;
o A checksum: the contractor shall generate and share with county a secure hashtag algorithm-256 (sha-256) checksum with each transfer and delivery of digital image files;
- Quality control and inspection
• To ensure the best image of the map was captured, the contractor shall conduct quality control and inspect all digital image files immediately after the digitization process is complete for content and quality, such as missing sheets or files, incorrect map number or map order, size and aspect ratio, etc.
• The contractor shall maintain 100% accuracy of digital image files.
• Images shall print as legible document reproductions using commercially available off-the-shelf software.
- Contract Period/Term: 3 years
- Not-Mandatory Pre-Proposal Conference Date: May 06, 2025
- Questions/Inquires Deadline: May 23, 2025