MHA is requesting proposals from licensed, experienced contractors to provide on-site sorting, bulk shredding and digitalization services for approximately 3,843,750 total sheets of current, aged and historic documents for the Housing Authority for the purpose(s) of digitizing existing paper records into an industry standard digital format to reduce physical storage needs and create an easy to use, fully searchable, high quality digital archive. MHA roughly estimates that scanning will be necessary for approximately 40% of the documents and estimates that approximately 50% of the documents to be scanned are double sided. Those estimates are estimates only and will likely change as the work is carried out. MHA anticipates this work to be completed by December 31, 2025. A more detailed approximation of the number of documents is attached to this RFP. All work must be completed in accordance with the MHA Retention Policy which is also attached to this RFP. An outline of the minimum necessary Services to meet the MHA’s objectives has been defined below. The Consultant is expected to expand upon the scope by incorporating their expertise, proposed method of approach, and recommendations for systems processes. MHA anticipates that the scope of work on this assignment may include some or all of the following services below, and as specifically identified in the Project Phases listed below: • A description of the major components of services associated with each Project Phase. • A description of each work product to be provided by the Consultant and any Subconsultant(s). • A project schedule detailing deliverables and expected completion dates for each Project Phase. • A comprehensive breakdown of the project cost estimates per component. • A table detailing which personnel will perform which services and the estimated time needed to complete each task.
