City of La Mirada #RFP - Consulting Services for CDD Scanning and Digital Indexing Services

Scanning and Digital Indexing Services for Community Development Department Records

The City of La Mirada is seeking qualified document imaging firms to digitize and index approximately 41,000 Community Development Department records. - Government Buyer: - City of La Mirada, Community Development Department - Office of the City Clerk - Scope of Work: - Digitization of about 22,100 building permit jackets (52 file cabinets) - Scanning of roughly 15,200 planning permit folders (36 cabinets, 41 boxes) - Conversion of large format plans and documents, including 2,483 building files, 560 grading files, and additional boxed records (up to 36 x 48 inches) - Services Required: - Document pickup, secure transport, and chain-of-custody procedures - Preparation, scanning, and digital indexing with metadata compatible with Laserfiche (Client 10.2 or newer) - Quality control, standardized file naming, folder structure for efficient retrieval - Digital file delivery and secure destruction of originals - Expedited digital access to specific records upon request - Notable Requirements: - Manual and automated metadata capture - Phased cost proposal by project stage; no standardized pricing sheet or budget provided - Mandatory site visit prior to proposal submission - OEMs and Vendors: - No specific OEMs or vendors are named; RFP is open to qualified document imaging firms - Project supports modernization of records management and improved public access to information.

Description

The City of La Mirada is seeking proposals from qualified document imaging firms to provide scanning and digital indexing services for records maintained by its Community Development Department. The project involves digitizing approximately 41,000 files in three stages: Building Permit Jackets, Planning Permit Folders, and Large Format Plans and Documents. The selected vendor will be responsible for document pickup, preparation, scanning, metadata indexing compatible with the City's Laserfiche system, quality control, digital file delivery, and secure destruction of original documents. The goal is to improve records management, accessibility, and long-term preservation of historical planning, building, and development records.

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