DE-5505 - USA (Massachusetts) - Paper to Digital Document Scanning, Indexing and Digitization Services - Deadline October 7,2026

(1) Vendor needs to provide paper to digital document scanning, indexing and digitization services to online database integration city records digitization service.– Provide comprehensive digitization services for permanent municipal records.– Includes secure pickup and transportation, non–destructive document preparation, archival–quality scanning, image–by–image quality assurance, indexing and metadata creation, digital delivery, and return of all original records.– Scanning Requirements:• Color pages: Full color at a minimum of 150 DPI.• Black–and–white (bitonal) pages: Minimum 300 DPI.– Digital Deliverables:• Searchable PDF derivatives where applicable.• OCR–generated searchable text where source quality permits.• Complete indexing database.• Import files for future integration with the city's designated records management and database system, if applicable.• Secure electronic transfer and external backup media as directed by the city.– Indexing.– OCR and Searchability:• Perform OCR to create searchable text.• OCR output is supplemental to the scanned image and shall not replace the official image.• OCR process, quality controls, and treatment of handwritten or otherwise non–machine–readable material.– Document Preparation and Handling:• Inspect and document the condition of each volume before scanning.• Use non–destructive handling and preparation methods appropriate for bound and potentially fragile archival records.– Image Quality Control:• Clarity and legibility.• Proper orientation.• Complete page capture.(2) All the questions must be submitted no later than September 30, 2026.