Bid opportunity - Document Scanning Services

BID PACKAGE PARAMETERS

Scanning Services – Building Permits and Applications
City of Union, Missouri

1. Project Overview

The City of Union, Missouri is seeking bids from qualified firms to provide document scanning and digital conversion services for existing building permits and related applications. The intent is to convert paper records into searchable, indexed electronic files suitable for long-term retention and retrieval.

2. Scope of Work

The successful bidder shall provide all labor, equipment, and materials necessary to complete document preparation, high-resolution scanning, OCR creation, indexing, quality control, secure handling of records, return of originals, and delivery of final digital files.

3. Estimated Volume

Document type: Building permits and applications.
Estimated quantity: 21 Banker Boxes, 25 files/box, 26 large plat rolls.
Quantities are estimates only and may increase or decrease.

4. Technical Specifications

Minimum resolution: 300 DPI.
File format: Searchable PDF (PDF/A preferred).
OCR accuracy: Minimum 98%.
Index fields may include permit number, address, applicant name, permit type, and year.

5. Data Security & Confidentiality

Vendor must comply with all applicable laws, maintain confidentiality of records, ensure secure chain-of-custody, and certify deletion of temporary files upon project completion.

6. Vendor Qualifications

Bidders must demonstrate experience in document scanning services, preferably for municipal or governmental entities, and provide at least three references.

7. Pricing Requirements

Pricing shall be submitted as per page, per permit, or lump sum. All costs must be clearly identified and inclusive of labor, equipment, and delivery.

8. Project Timeline

Anticipated start date: February 2026
Substantial completion: 120 Days

9. Insurance Requirements

General Liability: $1,000,000 per occurrence.
Workers’ Compensation as required by Missouri law.
Professional Liability insurance recommended.

10. Bid Submission Requirements

Bids shall include a completed bid form, pricing proposal, qualifications, project schedule, security procedures, and proof of insurance.

11. Evaluation Criteria

Bids will be evaluated based on cost, experience, technical approach, ability to meet schedule, and references.

12. Terms & Conditions

The City reserves the right to reject any or all bids, waive informalities, and award the bid deemed most advantageous. No bid may be withdrawn for 60 days after opening.

13. Contact Information

Jaklynn Welker, MMC

City of Union

10 East Locust Street

Union, MO 63084