2025-016 Document Scanning Services

Background
The City of Lewiston, Maine is seeking proposals from qualified vendors to provide comprehensive document scanning, indexing, and related services. The primary goal of this project is to convert the City's existing physical property files into a secure, searchable digital format. The City maintains physical property files related to real estate parcels which contain various documents including permits, inspection reports, correspondence, plans, photographs, and historical assessment data.

Work Details
The selected vendor will be responsible for the following tasks:

1. **Secure Pickup and Transport**: Securely pack and transport all designated property files from their current location within the City to the vendor's secure processing facility while maintaining a detailed chain-of-custody log.

2. **File Preparation**: Prepare documents for scanning by removing staples, paper clips, and bindings; repairing minor tears; and inserting document separator sheets as needed.

3. **Document Scanning**: Scan all documents at a minimum resolution of 300 DPI in searchable PDF format (PDF/A preferred), ensuring grayscale scanning and duplex scanning for double-sided pages. Image enhancement techniques should be applied as necessary, with automatic removal of blank pages.

4. **Indexing**: Capture index data for each property file folder including required fields such as Property Address and Subdivision Name in a non-proprietary format (e.g., CSV).

5. **Quality Control**: Implement a robust QC process to ensure image quality and indexing accuracy with the right to perform QC checks on deliverables.

6. **Deliverables**: Provide pilot deliverables for quality assurance, digital images organized logically with specific naming conventions, an index data file in CSV format, and deliver all materials on USB Drive or SSD.

7. **Return of Physical Files**: Securely return all original documents in their original folders with a final chain-of-custody confirmation.

Period of Performance
The anticipated project start date is July 1, 2025, with a desired completion date of December 31, 2025.

Place of Performance
The physical files are currently stored at City Hall located at 27 Pine Street, Lewiston, Maine.

Bidder Requirements
Vendors must demonstrate proven experience (minimum of three years) in high-volume document scanning and indexing services preferably for government clients. They must also have experience handling sensitive documents and robust data security protocols in place. Additionally, vendors are required to provide references from at least three clients for similar projects completed within the last three years.