Paper to Digital Document, Materials, File Digitalization, Imaging, Conversion and Scanning Services

The City Clerk requires professional digitization services to convert and scan physical legal documents and official records into accessible, searchable, and secure digital formats. The agency is trying to preserve and make searchable historical materials dating back to the early 1920s, including City ordinances, bills, resolutions, and minutes. This project addresses the need to safeguard original content while improving document retrieval and accessibility. The scope of work covers scanning documents from front to back, ensuring correct image orientation, and maintaining text readability up to the edge of the document. The agency requires the output format to be PDF/A with Optical Character Recognition to ensure full text searchability. Bidders must assign a batch identifier to each scanned batch and establish file naming conventions and data descriptors, such as document titles and dates, for consistent organization. Only onshore organizations based in the United States are eligible to perform this work. The selected contractor must perform all digitization services offsite. The agency is contracting these services for a one-year period. The agency is seeking budget proposals from bidders to determine the cost of the project. Bidders must submit any questions regarding this opportunity no later than July 10, 2026. Final responses may be submitted digitally via email or through the online portal.