Solicitation Reference #:
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2022-23
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Title:
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Parcel Record Scanning
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Available Date:
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9/13/2022
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Due Date:
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10/13/2022 2:00:00 PM
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Are faxed Bids acceptable?
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No
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Are e-mailed bids acceptable?
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No
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Bid Synopsis:
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The City is requesting a quotation for Digitizing (Scanning) their parcel files. Digitizing will be done at vendor’s facility and transportation to their facility will be handled by vendor at their cost. The city will manage Digitized files on a secure file transfer method. The current estimated volume is as follows. Parcel files, approximately 56- 4 Drawer file cabinets or 400LL size boxes. Vendor will transport documents to their facility for processing. Documents have been prepared by the City to have all staples and binding fasteners removed. Electronic image files will be named by Parcel ID as a primary name and the address as a secondary option. The City will provide vendor a MS Excel file of approximately 35,700 city parcels and addresses for naming use. City requires an electronic deliverable as the records are scanned via a secure FTP site. Vendor will store upon completion of the imaging project hardcopy records for a period of 90 days post scanning. The city will release documents for disposal at that time. Vendor will provide a Certified Destruction Authorization for signature upon destruction. The City estimates there are approximately 625,000 documents that need to be scanned, this is an accounting estimate. Documents will need to be classified so retrieval can be done with Parcel Number or Address. On sample runs of documents it was discovered that only 70% of documents can be identified using this process. The City of Green Bay will take responsibility for identifying the 30% of documents that will need to be named
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Agency Contact:
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Purchasing Department,
Phone: 920-448-3047 Fax: 920-448-3050
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Documents:
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