Document Scanning Services

The vendor is required to provide document scanning services to scan and index large document plans and other documents and ensure reliable searchable retrieval of legibly scanned documents.
- The city is extending this solicitation in order to receive information regarding microfilming, scanning and storage solutions. Interested firms are required to provide references for projects done of similar size.
- Provide consultation and recommendations on document management system including maintenance of current hard copy documents and the best process for microfilming, scanning, and indexing of approximately 10,000 existing large document plans/drawings along with 40,000 corresponding small file documents to meet state records retention requirements and ensure reliable, retrieval of legibly scanned documents.
- Order to receive information regarding microfilming, scanning and storage solutions.
- System design consultation regarding the conversion of support documents. Support documents are to be labeled to reference corresponding print sets in order to facilitate import into electronic database. 
- User consultation to determine who the users of the retrieval system will be and their access needs. Develop and implement indexing criteria to best serve users. 
- Document preparation: straighten tightly rolled and folded prints. Unfasten small documents. Label cover sheets of both plan and associated small documents with common retrieval criteria. Add targeting for clarity and/or to meet the state municipal records management program requirements. 
- Document indexing: utilize data fields listed below to detail the page, indexes, appendices, etc. Existing city databases may assist in assuring accuracy and importing of additional fields. A match field must be created, thus linking plans to file documents. A number system is a logical approach to link past, current, and future scanned images. Indexing will link plans and file documents both electronically and with a pointer to the microfilm archive.
- Document microfilming: direct filming of plans and file documents to roll of microfilm. Microfilmed rolls of plans to be converted to aperture cards for scanning purposes, producing one (1) aperture card (a/c) of all drawings and silver archival roll of all materials (plans and documents). Plans will be archived on 35mm rolls of microfilm, and file documents will be archived separately on 16mm rolls of microfilm at department.
- Document scanning: film may not be made from scans. Scans of 35mm aperture cards of drawings, 16mm roll film of support docs and hard copy will be acceptable. The aperture card scanner must have 10,800 or more pixel element. All scans must be at 300 dpi, tiff g-4 images for plans.
- Worksite location: vendor must convert plans and files off-site
- Must successfully scan and archive a random sample of 500 folders, which will be provided by the city.
- Document 11x17 in size or smaller must be scanned a minimum of 300 dpi. 
- Documents larger must be scanned at a minimum of 300 dpi.

- Contract Period/Term: 1 year
- Pre-Proposal Site Review Date: October 15, 2025
- Questions/Inquires Deadline: October 23, 2025