DE-5467 - USA (Pennsylvania) - Land Records Scanning Service - Deadline August 24,2026

(1) Vendor needs to provide land records scanning service.– Agency requires the scanning, indexing, and archiving of approximately 700,000 pages, including 3,350 Bureau of Forestry folders and 3,525 agency folders.– Approximately 60% are letter size documents, 30% are legal size, and 10% are 11x17 or larger.– The quality of original documents could vary.– Scanning Contractor Responsibilities:• Scanning Contractor will scan all documents and drawings onsite and according to this agency using their own equipment.• Scanning Contractor will ensure all files are prepped, scanned, indexed, and then returned to the location or file cabinet from which they were removed in the exact order and condition in which they were received prior to scanning. – Scanned documents that were bound prior to scanning will be re–prepped by attaching with binder clips or another Department approved binding method, as necessary to keep the previously bound documents sufficiently bound into one document. – Binder clips to be provided by Scanning Contractor.• Scanning Contractor will contact agency to coordinate when individuals will be onsite for the scanning operations.– Document preparation:i. Documents that are bound will be unbound to prepare for scanning.ii. Staples, paperclips, binders, etc., will be removed. Papers will be straightened and repaired as much as possible.– Document Scanning:a) Images will be scanned in accordance with standards set by agencyb) Scanned images will be in .PDF/A format.c) If the documents within the folder are attached (by staples, binder clips, spiral bindings, etc.), they should be scanned as a single PDF document. – The naming of each individual document does not have to be specific and can be the generic file name the scanner creates.– Document Indexing: This will be priced and invoiced at 2 intervals; once at the halfway (50%) point and once when the project is fully indexed (100%). Vendors must enter a price for both the 50% and 100% intervals.(2) The contract period will be for one year.