Planning & Development - Records Digitization and Cataloging Services
| Location: | Missouri |
|---|---|
| Posted: | Jan 14, 2026 |
| Due: | Feb 20, 2026 |
| Agency: | City of Webster Groves |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Planning & Development - Records Digitization and Cataloging Services
|
| Category: | Services |
| Status: | Open |
|
Attachment Preview
Request for Proposals (RFP)
Planning & Development Records Digitization and Cataloging Services
Issue Date:
Due Date:
Contact:
Email:
Telephone:
January 16, 2026
February 20, 2026
John Wagner, Ph.D., Planning & Development Director
Email: wagnerj@webstergrovesmo.gov
Phone: 314-963-5333
A. INTRODUCTION AND PURPOSE
The City of Webster Groves is soliciting proposals from qualified firms to provide records
inventory, document digitization, OCR processing, metadata creation, and digital cataloging
services for the Planning & Development Department.
This Request for Proposals is issued pursuant to Section 3.135 of the City Code, governing the
procurement of goods and services through competitive solicitation. Proposals will be
evaluated and a contract awarded to the respondent whose proposal is deemed most
advantageous to the City, taking into consideration qualifications, technical approach,
experience, and cost.
The City intends to use this competitive RFP process to identify a firm capable of converting a
large, diverse collection of physical records into a structured, searchable, and durable digital
archive that supports operational efficiency, public access, and long-term records
preservation.
The project includes, but is not limited to, the following general tasks:
• Inventory and assess existing paper records.
• Digitize documents using high-resolution scanning.
• Apply Optical Character Recognition (OCR) for full text searchability.
• Create consistent and accurate metadata and indexing for all documents.
• Establish standardized file naming and digital organization structures.
• Deliver fully cataloged digital files in formats compatible with the City's document
management and archival systems.
• Provide recommendations for long-term digital preservation and storage.
B. PROJECT BACKGROUND
The City of Webster Groves' Planning & Development Department maintains a substantial
archive of physical records generated through decades of planning, permitting, inspections,
code enforcement, and land-use review activities. Document types include, but are not limited
to:
• Property maintenance "street files"
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January 16, 2026
• Building permit applications, construction plans, permits, and inspection reports
• Planning Commission files (plats, rezonings, conditional use permits, development
plans, meeting materials)
• Architectural Review Board applications and meeting materials
• Board of Adjustment meeting packets and case files
• Historic Preservation Commission applications, surveys, and reports
• Legacy materials related to zoning, long-range planning, special studies, and appeals
Many documents exist in mixed formats (letter, legal, oversized plans, bound volumes,
photographs, etc.). The City seeks document management services to convert these records
into a structured, accessible, and future-proof digital archive.
C. PROJECT OBJECTIVES
The selected consultant will:
• Conduct an on-site inventory and assessment of all document categories.
• Develop a document preparation and digitization plan tailored to the City's materials.
• Digitize all records using industry-standard professional equipment and practices.
• Perform OCR on all applicable documents to enable full-text search.
• Create accurate metadata, indexing, and file naming aligned with City standards.
• Catalog documents for import into the City's digital records environment.
• Ensure secure chain-of-custody and document tracking throughout the project.
• Provide final organized digital archives and deliverables in agreed formats.
• Advise the City on digital preservation standards and recommendations.
D. SCOPE OF WORK
Phase 1 – Inventory and Assessment
• Conduct an on-site review of all Planning & Development records.
• Categorize documents by type, age, format, size, and condition.
• Identify fragile, oversized, bound, or otherwise specialized items.
• Develop a Digitization Plan with recommended workflows, estimated document
volumes, and schedule.
Phase 2 – Document Preparation
• Remove staples, bindings, clips, adhesives, and other obstructions.
• Flatten creased or folded documents; repair damaged items as needed.
• Separate oversized documents (e.g., architectural plans) for large-format scanning.
• Label, barcode, or otherwise track materials for chain-of-custody.
Phase 3 – Digitization & OCR
• Scan all documents at appropriate resolutions (Minimum 300 dpi for standard
documents; higher for oversized documents and photographs).
• Perform OCR and metadata creation as appropriate to enable full-text searchability and
compatibility with City systems.
• Ensure image quality, clarity, and legibility.
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• Convert files to PDF/A, TIFF, or other City-approved formats.
• Conduct continuous quality control checks.
Phase 4 – Indexing, Metadata, and Cataloging
• Develop metadata fields tailored to City needs (e.g., parcel ID, address, case number,
meeting date).
• Apply standardized file naming conventions.
• Create foldering structures aligned with departmental workflows.
• Cross-reference records when applicable.
Phase 5 – Final Deliverables and Transfer
• Deliver all digitized documents and metadata on encrypted drives or City-approved
storage media.
• Optional: Upload files directly into the City's document management system and
provide training, if technically feasible.
Optional Phase Expansion
If the City determines it is desirable to expand the scope of services to include records from
other City departments or additional materials beyond Planning & Development, the contract
may be amended to include such work. Any such amendment must be approved in
accordance with City Code Section 3.135 and by the City Council, as applicable. No additional
competitive solicitation shall be required for work that is substantially similar in nature to the
services originally procured under this contract.
Definition: For purposes of this clause, “substantially similar in nature” refers to services
involving records inventory, document preparation, digitization, OCR, metadata creation,
indexing, cataloging, and delivery in formats compatible with the City’s document
management systems.
E. DELIVERABLES
The selected firm will provide:
1) Inventory & Digitization Plan summarizing record types, volumes, condition,
recommended scanning methods, and workflow.
2) Prepared document batches and tracking logs.
3) Digitized and OCR-processed files.
4) Metadata and indexing spreadsheets.
5) Foldering and file naming documentation.
6) Cataloging Summary Report documenting methods, metadata, naming conventions,
volumes, and any exceptions.
7) Encrypted external drives or other City-approved storage media.
8) Optional training and/or data import assistance, if technically feasible.
9) All files delivered in editable and archival digital formats.
F. MINIMUM QUALIFICATIONS
• Minimum five (5) years of experience in professional document scanning and archival
digitization.
• Demonstrated experience with large-scale municipal or governmental archives.
• Expertise in metadata, indexing, file naming conventions, and OCR.
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• Proven chain-of-custody, security, and confidentiality procedures.
• Ability to handle oversized plans, mixed media, and fragile documents.
• Adequate facilities, equipment, and staffing to meet project schedule.
G. PROPOSAL SUBMISSION REQUIREMENTS
1) Cover letter outlining understanding of the project.
2) Description of project team and qualifications.
3) Detailed methodology and workflows for digitization, metadata, and QC.
4) Examples of at least three (3) comparable projects, with references.
5) Proposed project schedule with milestones.
6) Detailed fee proposal (itemized by phase and document type).
7) Hourly rates for additional services.
8) Certificate of Insurance.
H. REVIEW AND SELECTION PROCESS
1) The City of Webster Groves will review all responses that meet requirements and are
received prior to the designated closing date and time.
The review and selection of the company shall be made without regard to race, color, sex,
age, religion, national origin, or political affiliation. The City of Webster Groves, Missouri is
an Equal Opportunity Employer and encourages proposals from qualified minority- and
woman-owned businesses.
2) Proposals will be evaluated using the following selection criteria:
Criteria
Weight Description
Relevant Experience
and Qualifications
30%
Experience with municipal records digitization, similar project
scope and scale, demonstrated expertise in records
management and preservation standards
Technical Approach
and Methodology
Quality control procedures, data security measures, metadata
25% standards, workflow process, deliverables format, and
compliance with records retention requirements
Project Team and
Capacity
15%
Qualifications of key personnel, availability of staff, ability to
meet project timeline, local presence or accessibility
Cost Proposal
20%
Competitiveness and reasonableness of pricing, value for
services provided, clarity of cost structure
References and Past
Performance
10%
Quality of references, demonstrated success on similar
projects, client satisfaction
TOTAL 100%
3) The City may interview top-ranked firms.
4) Final selection and contract award are subject to approval by the City Council in
accordance with Section 3.135 of the City Code.
I. RIGHT OF REFUSAL
The City reserves the right, at its sole discretion, to reject any or all proposals, waive minor
irregularities, cancel the solicitation in whole or in part, or accept proposals as submitted,
without incurring liability to any proposer.
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J. CONTRACT NEGOTIATIONS
Following selection and prior to contract award, the City may negotiate any aspect of a
proposal or proposed contract. If a selected firm fails to provide requested Scope of Work or
cost information in a timely manner, does not negotiate in good faith, or cannot fulfill the
contract, the City may terminate negotiations and pursue discussions with the next qualified
firm.
K. AWARD
The contract will be awarded to the proposal deemed most advantageous to the City, based
on evaluation criteria, qualifications, and City discretion. The City Council reserves the right to
reject any or all proposals and to authorize contract negotiations consistent with Section 3.135
of the City Code. The award is subject to approval by the City Council. The City may withdraw
or decline the award within 30 days, as allowed under Sections 9 and 10, without incurring
liability.
L. SCHEDULE (TENTATIVE)
Milestone
Date
Issue Date
Pre-Proposal Meeting
Deadline for Questions
Question Responses/Addenda Posted
Proposal Due Date
Proposal Evaluation
Negotiation with Selected Vendor
Recommendation to City Council
City Council Approval of Contract
Notice to Proceed
January 16, 2026
January 23, 2026 (10:00 AM at City Hall)
January 30, 2026
February 6, 2026
February 20, 2026
February 23 - 27, 2026
March 2 - March 13, 2026
March 17, 2026
April 7, 2026
Issued following City Council approval and
execution of contract
M. OWNERSHIP OF WORK PRODUCT
All digital files and documentation become the property of the City of Webster Groves. The
City shall have full rights to use, reproduce, and distribute these materials without restriction.
N. INSURANCE
The selected consultant shall, at its own expense, maintain in full force and effect insurance
coverage with carriers licensed to do business in the State of Missouri and acceptable to the
City of Webster Groves. Certificates of insurance shall be provided to the City prior to
commencement of work and shall include a provision that coverage will not be canceled or
materially altered without at least thirty (30) days' written notice to the City.
Minimum coverage shall include the following:
Owner's Protective Insurance
• Bodily Injury, including death: $1,000,000 per person; $2,000,000 per occurrence
• Property Damage: $1,000,000 per occurrence; $2,000,000 aggregate
City of Webster Groves
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