Document Scanning Services

The vendor required to provide document scanning services to prepare, scan, and index the following different document type files:
•    Property record card files in folders
•    Property record card files in metal file trays assessment cards
•    Home exemption cards supplement assessment cards
- Property record cards (file folders)
•    The county has 214 letter and legal size bankers’ boxes. 
•    Each box contains an average of 255 file folders. 
•    Each file folder contains an average of 8 images which will include single and double-sided images. 
•    There are an estimated 54,570 files with an estimated 436,560 images.
•    Responsible for the preparation of all the images in each file to include removal of all staples, paper clips etc. getting all images into scanner ready order prior to scanning the images. 
•    Scanning of all images shall be done at a minimum of 300 dpi. 
•    Bidder shall be responsible for the removal of any blank pages in a file. 
•    Each file shall be scanned into a multi-page pdf and indexed by 16-characters of the parcel number. 
•    Once each file has been prepared, scanned and indexed it shall be stapled back together and placed back into its original file folder and box it came out of. 
•    Bidder shall create a separate file folder for each boxed scanned and indexed with only the files that were scanned and indexed from within that box. 
•    The file folder shall be labeled with the beginning and ending parcel numbers within the box.
•    Each parcel number to be used for the indexing of each file may contain up to 18 numbers however if the first two numbers start off with a 50 that will be the county code and will not be required for indexing purposes. 
•    The format for the indexing of the parcel number for each file shall contain the remaining 16 characters of each parcel number and shall be indexed as follows: 00-00-00-0-000-000.000
- Property record cards (metal file trays)
•    The county has 377-14.5" x 9" metal trays. 
•    Each tray contains an average of 175 files with an average of 9 images per file. 
•    There are an estimated 65,975 files with an estimated total of 593,775 images.
•    Each file is folded and stapled together however there will also be multiple images stapled
•    Together within each file. 
•    The images within each file are of various sizes and will be from a post a note sticker up to a folded 18" x 24" drawing. 
•    Some files may contain negative images that must be converted to a positive image.
•    The preparation of all the images in each file to include removal of all staples, paper clips etc. Getting all images into scanner ready order prior to scanning the images. 
•    Scanning of all images shall be done at a minimum of 300 dpi. 
•    Bidder shall be responsible for the removal of any blank pages in a file. 
•    Each file shall be scanned into a multi-page pdf and indexed by 16-characters of the parcel number. 
•    Once each file has been prepared, scanned and indexed it shall be stapled back together folded back up and placed back into the original tray it was removed from. 
•    Bidder shall create a separate file folder for each metal tray scanned and indexed with only the files that were scanned and indexed from within that tray. 
•    The file folder shall be labeled with the beginning and ending parcel numbers within the tray.
•    Each parcel number to be used for the indexing of each file may contain up to 18 numbers however if the first two numbers start off with a 50 that will be the county code and will not be required for indexing purposes. 
•    The format for the indexing of the parcel number for each file shall contain the remaining 16 characters of each parcel number and shall be indexed as follows: 00-00-00-0-000-000.000
- Assessment cards, home exemption cards and supplement assessment cards
•    The county has 151-24" deep card storage boxes. 
•    Each box contains an average of 3,600 4" x 7" index cards. 
•    There are an estimated 543,600 cards.
•    Majority of each file will contain one card however there could be multiple cards stapled together making up a file. 
•    Bidder shall be responsible for the preparation of all cards in each file box to include removal of all staples, paper clips etc. getting all cards into scanner ready order prior to scanning the cards. 
•    Scanning of all cards shall be done at a minimum of 300 dpi. 
•    Bidder shall be responsible for the removal of any blank images. 
•    Each card file shall be scanned into a multi-page pdf and indexed by 16-characters of the parcel number. 
•    Bidder will be responsible for keeping each card type separate. 
•    Assessment cards, home exemption cards and supplement assessment cards must be scanned and indexed separately. 
•    Once each card has been prepared, scanned and indexed the cards that were stapled together must be stapled back together and all cards placed back into the box they were removed from.
•    Create a separate file folder for each card box scanned and indexed with only the cards that were scanned and indexed from within that box. 
•    The file folder shall be labeled with what type card it contains along with the beginning and ending parcel numbers that are in the folder.