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Request for Proposals, Street File Scanning Project

Street File Scanning Project
Request for Proposals

Posting Date: April 1, 2024
Response Due Date: May 1, 2024

The City of North Ridgeville seeks proposals from qualified contractors to scan all documentation in the Building Division’s residential and commercial street files. Project goals are to:

(a) Significantly reduce the volume of paperwork stored in the Building Division;
(b) Provide staff and the public with an efficient way to locate historic property information; and
(c) Comply with all state and local records retention requirements.

To be eligible for consideration, the proposing contractor must be capable of providing the services described herein and must meet all other criteria outlined in this RFP.

Background & Scope of Services
The City seeks proposals from qualified respondents to provide document scanning services. The City currently has approximately one hundred-fifty (150) 12” W x 15” D x 10” H boxes of building-related documents to be scanned. The City will be responsible for boxing documents for transport. Page sizes vary from quarter-sheets to large format plans. Document disposal will be performed by the City once all scanning has been completed and approved in accordance with records retention requirements.

Documents will be separated by address into separate file folders by City staff. The contractor will be responsible for transportation of the files from and to City Hall. Preparation of documents, such as removing staples and paperclips and unfolding sheets, will need to be done by the contractor prior to scanning. One digital file should be created per street address in chronological order. The documents should be returned to the box in numerical order by street. The digital files should be saved and indexed on flash drives or a similar device for transmittal and be saved in PDF/A or TIFF format with a minimum resolution of 400dpi* (4-11-2024 changed to 300 dpi - see addendum #1 below). Files should be saved with Optical Character Recognition (OCR). Files should be indexed with the building number and street address. A .csv file of indexed data formatted as Document Type,Keyword1,Keyword2,Path for File,Name of File shall be submitted to assist with database import. Proof of quality assurance of documents shall be provided to the City along with the digital files.

While documents are in custody of the contractor, the City shall have access to files as needed. If requested by City staff, digital copies of the requested file(s) shall be sent electronically within five (5) business days of the request.

Requirements for Proposals
Submit either one (1) hard copy of your proposal by mail or an electronic PDF of your proposal by email to [email protected] by the deadline. Proposals should:
(a) Provide a description of the contractor’s background, qualifications and experience, and the qualifications of the staff to be assigned the work;
(b) Describe the typical timeframe needed to complete the work once received from the Building Division;
(c) Describe the process and documentation of quality control of scanned documents prior to project completion;
(d) Provide a copy of your certificate of insurance;
(e) Provide at least two (2) references of past clients with similar Scope of Services including any applicable local government references; and 
(f) Provide a breakdown of fees including hourly rate and any other applicable fees (transportation, extra services, cost to scan additional boxes, etc.).

Selection Procedures, Criteria and Process
The City will select a contractor based on proposals submitted. Contractors interested in performing this work should respond by submitting their proposal to the address below or by email by 4:00 PM on May 1, 2024. Responses received after 4:00 PM on the due date will not be considered.

Nicole Rambo-Ackerman, Office Administrator
Building Division
City of North Ridgeville, Ohio
7307 Avon Belden Road
North Ridgeville, OH 44039

Selection will be based on the best evaluation of price and experience. The selected contractor will be required to submit new vendor paperwork with the City if not a current vendor.

Contact Nicole Rambo-Ackerman at (440) 490-2079 or [email protected] with any questions regarding this Request for Proposals.

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