Paper to Digital Document Scanning, Indexing and Digitization Services

The buyer seeks a USA-based vendor to perform offsite paper-to-digital document scanning, indexing, and digitization services for permanent municipal records. The requested scope includes secure pickup and transportation, non-destructive document preparation for fragile archival volumes, archival-quality scanning, image-by-image quality assurance, and the return of all original records. Vendors must scan color pages at a minimum of 150 DPI and black-and-white pages at a minimum of 300 DPI. Deliverables require searchable PDF derivatives, supplemental OCR-generated text, a complete indexing database, import files for the city's records management system, secure electronic transfers, and external backup media. The buyer requires vendors to submit proposals to establish the budget. Vendors may submit responses digitally through email or online. The buyer sets a deadline for all questions of no later than September 30, 2026. Only onshore USA organizations qualify for this opportunity.