S.1 Retrieval and Return of Original Files The Town currently possesses over 1,000 property files that include plans, drawings, permits, easements and other critical property information. The files are housed in 27-inch deep lateral file drawers, 165 in total, which are located at Town Hall and are estimated to include approximately 600,000 standard size pages and 17,000 large format pages. The Town will review files and load into boxes provided by vendor for transport. The vendor is required to retrieve the files from Town Hall, in small batches, and return the files, once scanned, to the Town in the original carrier (folder, sleeve, etc.). S.2 Scanning of Files Scanning includes documents of various sizes, including some folded plans with a mix of color and black and white. Please see “Attachment 1” for detailed scanning requirements. S.3 Indexing of Files As the files are scanned and digitized, the vendor will index the files primarily based upon the Town’s provided MBLU/GISID list. Laserfiche indexing requirements include the MBLU/GISID, the associated street address provided in the MBLU/GISID list, the document date, and unique document name up to twenty (20) characters each. The vendor will upload the files to the Town’s Laserfiche repository and deliver the indexed files to the Town on a portable hard drive, organized by MBLU/GISID. The Town may request that the proposer send an electronic copy of any files in the vendor’s possession to the Town as needed.
