The Vendor is required to provide scanning services for a thirty-six (36) month period. Records are maintained by the District, and are to be converted to a flash drive and must meet the following general requirements:
• Scanned images must have controlled product density to ensure consistent and uniform printouts for all hard copy documents.
• Must guarantee the resolution of the scanned documents to ensure clarity and legibility.
• Any scanning or processed images that do not meet the district’s quality standards must be replaced at the vendor's expense.
• The maximum number of images allowed per file, or batch must comply with commercial industry standards for scanning.
• Processed images must be delivered to the district’s offices at the locations and to the individuals specified by the district.
• Records transmitted to the contractor for scanning may not be retained by the contractor for more than thirty (30) consecutive days, unless otherwise stated.
• Must be no commingling of separate categories of documents on individual files or folders as specified in the project.
• Each scanned file or batch must be accompanied by an indexed list detailing the contents of that particular item.
• All documents will be scanned at a 24:1 reduction ratio, except for checks, which will be scanned at a 32:1 reduction ratio. 
• Any deviations from these ratios must be approved by the district prior to scanning.
• USB flash drive media (local sewers permit files) (maintenance & operations department) media to be used will be:
• The scanned images must be delivered on a USB flash drive that is IBM/HP pc-compatible and readable in a minimum of 8x hierarchical format.
• The files should be in adobe pdf format.
• The USB flash drive must have a tested shelf life of at least ten (10) years.
• The media should be compatible with the Microsoft x operating system.2
- Contract Period/Term: 3 years
- Optional Pre-Proposal Walk-Through/Inspection Date: June 17, 2025
- The Voluntary Technical Pre-Proposal meeting Date: June 18, 2025
- Questions/Inquires Deadline: June 14, 2025