Digital Imaging

Background
Collin County, Texas is seeking proposals for a multi-year project aimed at converting paper documents into digital storage. This initiative is in accordance with the Texas Local Government Code, Chapters 201-205 and the Texas Administrative Code, chapter 7, §§ 7.71-7.9. The goal is to create a digital electronic warehouse for county records that will ensure long-term preservation and enhance public access to both current and historical records.

Work Details
The contractor will be responsible for converting approximately six (6) million pages of paper records into digital format. The records include those with permanent retention periods, long-term retention (at least 10 years), high volume usage, and those requiring public access.

Most records are housed in standard 1.2 cu. ft. boxes, with an average of 2000 pages per box. The majority of documents are single-sided letter-size pages, but sizes may vary from small receipts to drawings up to 17" x 23". The digital images must be imported into Collin County's enterprise document management system (Laserfiche) with auto-populated indexing information. The contractor must also handle non-scan items appropriately and ensure quality control throughout the process.

Period of Performance
The contract will commence upon award and is set for a one-year term with the option for four one-year renewals.

Place of Performance
The work will be performed at the Collin County Records Department located at 825 N. McDonald, Suite 100, McKinney, TX 75069.

Bidder Requirements
Bidders must comply with specific insurance requirements including Commercial General Liability insurance, Workers Compensation insurance as per Texas laws, and Professional Liability insurance among others.

Additionally, all contractor employees working on-site or remotely must pass a background check conducted by Collin County.