DE-5528 - USA (California) - Paper to Digital Files Scanning and Indexing Services - Budget - Up to 45,000 USD - Deadline December 15,2026

(1) Vendor needs to provide paper to digital files scanning and indexing services. – Digitize agency council files for increased accessibility through the agency clerk online pages. • Scanned at contractor’s facility in the Los Angeles area.• Picking up boxes from the agency.• Document analysis:– Create a detailed log to identify the box contents.– Any photos or colour documents are to be scanned as the same.– Included in the detailed log the following: folders, pages, oversized items, other items attached to the files.• Scanning preparation:– Prepare documents for scanning by removing all staples and paperclips from documents and unfold any dog–ears.– Tape any sticky notes to the back of the original document or to a clean piece of paper in order to be scanned.• Scanning and indexing: – Scan up to an estimated 9000 council file folders, estimated at 125 pages per folder, with an estimated total volume of 1,125,000 pages.– Scan every page and tag any compact disc or different media type.– Perform image repair, file separation and index correction in real time.• Quality control performance: Perform quality control of scanning, image control and indexing once completed.• Scanned in 300 dpi, in black and white, with the exception of unique documents such as photographs or coloured documents which would be scanned in colour or grayscale to show the clarity of the image. (2) The contract period will be for three years. (3) Pre–bid meeting will be held on December 1, 2026.