Scanning and Digital Imaging Services

The vendor is required to provide digital scanning and imaging services to convert physical records into digital formats.
•    Pick up and securely transport physical documents from designated city locations.
•    Prepare documents for scanning (e.g., remove staples, repair tears, etc.).
•    Digitally scan documents in black or white and color at a minimum of 300 dpi resolution (600 dpi where required).
•    Index scanned documents based on predefined metadata fields (e.g., name, date, file number).
•    deliver digital files in a format specified by the city (e.g., pdf/a, tiff).
•    Provide searchable pdfs using optical character recognition (OCR) where applicable.
•    Ensure quality assurance and quality control processes.
•    Provide secure and compliant handling of confidential and sensitive information.
•    Return original documents (based on city's instructions).
•    Provide regular status reports and final delivery on a secure medium or via a secure transfer.
- Document types include building plans, engineering drawings, easements, permits, and other critical property information maintained by the city's departments. 
- The typical dimensions of records are 8½” x 11”, 11” x 17”, and 24” x 32”.
- All scanned documents must be digitized in Laserfiche’s native tiff format. 
- Large-format documents such as 24” x 32” drawings must be scanned with equipment capable of preserving resolution and scale accurately. 
- Ensure compatibility with Laserfiche ECM software for indexing, importing, and metadata tagging.
- Optional services (if applicable):
•    Microfilm and microfiche conversion
•    Large-format document scanning (e.g., maps, blueprints)
•    Integration with city's existing records management systems
- Preparation requirements
•    For documents to be scanned, the vendor shall perform “document preparation” as it is necessary to scan all files. 
•    This includes removing all staples and paperclips, repairing all torn documents with non-reflective tape, straightening all folded plans, mounting any irregular size memorandum on standard 8 ½ x 11 or 8 ½ x 14 paper and otherwise making the documents ready for processing.

- Pre-Proposal Conference Date: August 11, 2025
- Questions/Inquires Deadline: August 13, 2025