Digitization and Scanning Services

The vendor is required to provide scanning and digitization services for the city’s physical records.
- Physical records are in paper format of varying sizes, generally ranging from 8.5”x11” (standard letter size) up to 36”x48” (architectural e drawing size).
- While the majority of records will be in letter and legal size, a large percentage of records (10% or higher) to be scanned are building and architectural drawings that can be up to 36”x48” in size. 
- The majority (>97%) of records are on 20 lb. bond paper; a small percentage may be on mylar material or old carbon or mimeo graphic paper. 
- Records may be double-sided, bound, paper clipped or binder clipped, stapled or loose.
- A small percentage may be damaged and will need to be repaired prior to scanning.
- Supplier to support both routine and project-based digitization of records. 
- Routine digitization refers to standardized, ongoing scanning activities for frequently occurring records, such as building drawings, which are received and processed regularly throughout the year. 
- Project-based digitization involves one-time or ad hoc initiatives, where scanning specifications may differ from those used for routine digitization. 
- While no volumes are guaranteed under this contract, the city estimates, based on past activity, an annual volume of approximately 200,000 pages (up to 11” x 17” in size) and 13,000–20,000 large-format drawings (greater than 11” x 17”), which equates to approximately 60–120 banker boxes of material.
- Output files shall be black and white, greyscale or color based on the original source record. records shall be reproduced at a minimum of 300 dpi and in some instances even higher; to be determined based on the record to be scanned.
- The file format may be one of the following: pdf, pdf/a, pdf/a-1, pdf/a-2, pdf/a-3, pdf/e, pdf/UA or tiff. 
- It is anticipated that the vast majority of records will be in pdf format (95%).
- All necessary quality control measures to ensure the accuracy and fidelity of the scanned images, including but not limited to: de-skewing, border removal, removal of digital artifacts, de-speckling (no physical matter, such as dust, hair, specks of paper), pages are ordered correctly, metadata and indexing has been correctly applied, etc.
- Digitized records shall have optical character recognition (OCR) applied to them so that the text in the electronic document is rendered searchable and selectable.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 25, 2025