RFP026-25 Document Scanning Services

The City of Meriden is seeking a qualified firm to provide document scanning services for approximately 10,000 large document plans and 40,000 corresponding small file documents. The selected vendor will be responsible for scanning, indexing, and microfilming the documents, as well as providing consultation services for the city's document management system. The vendor must have experience in scanning and archiving municipal documents and must be able to provide a secure and reliable system for storing and retrieving the scanned documents. Some key requirements include: • Scanning documents at 300 DPI, TIFF G-4 images for plans • Microfilming using polyester-based, silver gelatin type safety film • Indexing documents by address, permit number, and block and lot • Providing a comma-delimited text file for the microfilm index • Storing microfilm at the Division of Revenue and Enterprise Services, Records Management Services (DARM) The city is looking for a vendor that can provide high-quality scanning and indexing services, as well as excellent customer support and consultation services. The selected vendor will be required to work closely with city staff to ensure a smooth transition and to provide training and support as needed.