Scanning and Digitization Services

The Vendor is required to provide services to assist in organizing facilities-related documents and provide a web solution to access these documents within a self-service portal.
- Professionals/service providers to assist in digitizing/organizing facilities-related documents and to provide a web solution to access these documents within a self-service portal for access to approximately 25 individuals.
- File Organization:
•    Assistance with system design
•    Consult on file organization
•    Cataloguing files (naming files, attaching metadata, uploading documents to the system)
- Web Solution:
1. Allow storage of the following types of documents
•    Studies
•    Emergency Documents
•    Archived construction project documents
a.    Record drawings
b.    Specifications
c.    Owner & Maintenance (O&M) Manual
d.    Warranties
•    Have a user-friendly interface to easily find documents by the building they are associated with.
•    Text on drawings, including handwriting, should be able to be searchable in files.
•    Provide user or role-based security.
•    Be accessible online by multiple users simultaneously
•    Allow users to easily share multiple files internally and externally.
•    Allow power users to:
a.    Upload, catalogue, and organize files within the system
b.    Provide user access to the system
•    Easily allow for mass download of all data and documents in the future if the College needs to move to a different software.
- Pickup/Delivery of Documents:
•    Provide the boxes, pallets, and shrink wrap to box up, palletize, and shrink wrap the boxes onsite, and have them ready prior to pick-up.
•    Each box will be labeled with a barcode, the client name, the project name, and the box number when entering the warehouse.
•    Upon Project completion and written approval from the client, the method of return will be determined.
•    One copy of each of the large-format drawings will need to be returned to the campus. Duplicates of any large-format documents and all small-format documents can be destroyed upon completion of digitization.
- Estimated Large-Format Drawings to be scanned- 4,500 images
•    30 Flat File Drawers at 150 drawings/drawer
- Small-Format Documents –
- Estimated number of images in binders-
•    75 shelves x 40” shelves = 3,000" x 150 pages per inch- 450,000 images in binders
- Estimated number of images in lateral file cabinets-
•    55 drawers x 40" drawers = 2,200" x 150 pages per inch = 330,000 images in file folders
- Total estimated small-format documents = 780,000 images
•    Any deviation from these estimates will warrant a change order. 
•    Any number of documents exceeding the estimates will not be processed without written permission from the client.

- Questions/Inquires Deadline: August 29, 2025