Description
This solicitation sought a comprehensive, on‑premise digitization solution for the historic record books of the Sedgwick County Register of Deeds. The work required scanning roughly 2,600–2,800 bound and loose‑page books at 300 dpi, producing color JPEGs (or grayscale JPEGs for photostats) that would later be converted to black‑and‑white TIFF files, all organized with strict naming conventions and metadata. The vendor would also deliver a secure temporary web portal for county staff to view, search, and export images, and provide two encrypted USB drives containing the final data set. Additional responsibilities included a pilot‑set quality review, detailed inventory tracking, weekly status reporting, on‑site project management, and full documentation/training for county personnel. The RFP outlined extensive insurance requirements, a 30‑day termination clause, and optional ten‑year renewal provisions. Although a bid opening took place on September 16 2025, the county cancelled the solicitation on September 18 2025 due to budget adjustments, and all proposals were to be destroyed.
• Scope: on‑site scanning of ~2,600‑2,800 legacy books, OCR, metadata, secure data delivery, temporary portal.
• Requirements: 300 dpi JPEG → TIFF conversion, 8‑digit file naming, weekly reports, insurance coverage, 99.999 % system availability.
• Timeline: proposals due September 16 2025; bid opening September 16 2025; cancelled September 18 2025.
• No award was made; the project was withdrawn before any contract execution.