RFI for Paper to Digital Document Scanning and Indexing Services

The agency is seeking information on paper to digital document scanning and indexing services to convert several series of large-format paper documents and associated case files into digital form. This initiative aims to prepare maps, drawings, plans, and mixed-size case files for uploading to automated records search, retrieval, and long-term storage systems, as well as for potential future accessioning into the state archives' digital archives system. The engineering documents unit currently maintains these drawings and plans, which include mylar-based records. The project covers a back-file volume of more than one million total documents, which includes approximately 700,000 plan sheets. The required scope of work involves preparing the documents, scanning two-sided pages where present, and conducting quality control to assure scanning and indexing accuracy. The agency requires the creation of indexes from metadata listed on the documents, which will be loaded into the PMRS and a Microsoft Access Database. All database field data types must be short text, except for the beginning and ending milepost fields, which must be decimals with a scale of two. Bidders must be onshore organizations based in the United States to be eligible for this opportunity. The agency requires all scanning, indexing, and quality control work to be performed offsite. Interested parties must submit their responses digitally via email or through the designated online portal. The agency is currently looking for proposals to determine the budget and has not disclosed a specific funding limit or key project dates in the initial request.