• 3.1. Secure Pickup and Transport: o Securely pack and transport all designated property files from their current location(s) within the City of Lewiston to the vendor's secure processing facility. o Maintain a detailed chain-of-custody log from pickup to final return. • 3.2. File Preparation: o Prepare documents for scanning, including removal of staples, paper clips, and bindings (unless otherwise specified). o Repair minor tears if necessary for scanning. o Insert document separator sheets as needed for logical unit identification (e.g., between different document types within a single folder). • 3.3. Document Scanning: o Scan all documents within each property file folder. o Scanning Resolution: Minimum 300 DPI (dots per inch). o Image Format: Searchable PDF (PDF/A preferred). o Color/Grayscale: Scan documents grayscale. o Duplex Scanning: Scan double-sided pages. o Image Enhancement: Perform image enhancement techniques (e.g., de-skew, orientation correction, border removal) as needed for optimal legibility. o Blank Page Removal: Automatically detect and remove blank pages. • 3.4. Indexing: o Capture index data for each property file folder and potentially for specific documents within the folder. The City requires the following index fields: ▪ Required Fields: ▪ Property Address: For development review files. ▪ Property Address: For all property files. ▪ Subdivision Name: For subdivision files o Index data must be accurate and consistent. o Provide index data in a non-proprietary, delimited format (e.g., CSV, TXT, or XML) compatible with standard database and spreadsheet applications. • 3.5. Quality Control (QC): o Implement a robust QC process to ensure image quality (legibility, completeness, proper orientation) and indexing accuracy. o Describe the QC methodology, including percentage of images/index fields reviewed. The City reserves the right to perform its own QC checks on deliverables. • 3.6. Deliverables: o Two (2) Pilot deliverables at 0.1% of the project (250 - 300 Documents) and 1% of the project (2,500 – 3,000 Documents) will be provided before the completion of the project for quality assurance. o Digital Images: Provide all scanned images organized logically (e.g., one folder per property file, named using Parcel ID and/or Address with date of scanning. File naming convention should be “ParcelID_Address_Date.pdf” o Index Data File: Provide a complete index data file (CSV format) containing all captured metadata as specified in section 3.4. o Delivery Medium: Deliver all digital images and the index data file on USB Drive or SSD. • 3.7. Return of Physical Files: o Securely return all original physical documents and folders to the City location from which they were picked up. o Files should be returned in their original folders, organized in the same order as received. o Provide a final chain-of-custody confirmation upon return. • 3.8. Project Management: o Assign a dedicated project manager. o Provide regular status reports to the City's designated contact person bi-weekly. o Develop a detailed project timeline upon award.
