Document Conversion and Scanning Services

The vendor required to provide document conversion and scanning services for include:
1. Pick-up and drop-off services:
•    Provide services for file transfer to supplier office.
•    Supplier must maintain full chain of custody.
•    Supplier must provide packing of boxes to supplier location.
•    Supplier must house all boxes in which files were transported for up to three (3) months upon completion of project.
•    Supplier must provide pricing per trip.
2. Document preparation, scanning, and indexing:
•    Remove all staples and other materials used to bind documents if applicable.
•    Move and tape any document that is smaller than 8.5x11 to a blank sheet of 8.5x11 paper for subsequent scanning
•    Documents are to be scanned at 300dpi.
•    Supplier must provide option of scanning in greyscale, bi-tonal or color manner.
•    Image format must be pdf
•    Border removal on non-standard size images.
•    Image enhancement through programmatic means.
•    Supplier must offer quality control service to avoid double feeds and document quality.
•    Supplier must provide indexing services for all files. 
•    Indexing must be by licensure and name.
•    Supplier must provide a full-text searchable pdf output
•    Supplier must provide pricing per image.
3. Requested files:
•    All file requests must be processed and received by the board via email no more than 4 hours after the file request is received by the supplier
•    Supplier must provide five (5) record requests per week at no charge.
•    Supplier must specify price per request in bid for record requests after five.
4. Shredding files:
•    Supplier must provide secure destruction service.
•    Plumbers and gas fitters examining board will coordinate any shredding or document destruction with supplier in accordance with all record retention requirements as described in its authority.
•    Supplier must provide pricing for shredding services per box.

- Contract Period/Term: 1 year
- Mandatory Pre-Bid Site Visit Date: January 13, 2026
- Questions/Inquires Deadline: January 20, 2026