Specifications include, but are not limited to: The Village of Bellevue’s Information Technology Department is seeking a long-term contracted vendor to help digitize various paper documents digitally. The Village of Bellevue started its digitizing projects in 2008. The Village continues to seek help converting paper documents into digital Portable Document Format (PDF), allowing for more efficiency throughout the organization. The Village would like meter cards, agendas/minutes, annual reports, various plans, and other information digitized. Future document digitization will be determined based on the available funds and Village Board approval actions. The vendor must schedule an onsite visit (Before the RFP February 16, 2024 deadline) to assess the estimated cost of the digitizing project. The selected vendor will provide secure transport, standard prep (removal of paper clips, staples, and so on), scan, index (index fields should include year, vendor name, or customer name), quality assurance and verification, and export the files to a designated storage media that is secured on the vendor’s network. PDFs are saved based on each folder. In addition, all PDF files will be scanned at 300 dots per inch to a searchable PDF format. Documents will be scanned by bitonal, color, or grayscale, depending on the original document.
