Microfiche Digitization Services

The vendor is required to provide digitization services shall include the scanning and indexing of these records to provide a digital version of the information, as well as the return of the original physical mediums to the city.
- To digitize the city’s existing microfiche and hard copy paper records.
- The management and privacy of the city’s records, and is facilitating the creation of a controlled document repository to further enable effective records management and improved access to information through digitally available and properly indexed data.
- The items requiring digitization include documents pertaining to building permits and council meeting minutes and council-related items.
- the city’s microfiche records are on 150mm jacket microfiche cards. 
- The number of images per microfiche varies from an estimated five (5) images per card to a maximum of sixty (60) images. 
- The city anticipates the need for digitization of approximately 150,000 images per year for each year of the contract, which includes a combination of microfiche and hard copy paper records.
- The successful respondent shall supply all labor, materials, equipment, and information privacy and security protocols required to perform scanning and digitization services for the city.
- All microfiche images and hard copy paper records shall be converted into searchable, secure files in accordance with the following requirements:
•    Files must be provided as archival portable document format (“pdf/a”) files, compliant to iso 19005 standards for long-term archiving and preservation of electronic documents, and restricting modifications. 
•    300 (three hundred) dots per inch (300 dpi) minimum image quality. 
•    Searchable text with optical character recognition (OCR). 
•    Scanned in black and white. 
•    Indexed with a clear file naming convention.
- The timelines for digitization of each service requirement for microfiche and documents shall be agreed upon by the city and the supplier based on the volume of images to be scanned for each delivery.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: August 12, 2025