Hawaii eProcurement Portal #Q26003007

Hawaii DLNR Land Division Solicits Scanning and Digitizing Services for Lease Files

The State of Hawaii Department of Land & Natural Resources, Land Division, is seeking vendors to provide comprehensive scanning and digitizing services for its lease files and related documents. - Government Buyer: - State of Hawaii Department of Land & Natural Resources, Land Division - Scope of Work: - Scanning and digitizing approximately 200 lease files, totaling an estimated 70,000 standard pages - Includes standard, oversized, and small-sized documents, as well as fragile and old papers - Output must be in searchable PDF/A-1a or higher (preferably PDF/A-2) with embedded OCR layers - Deliverables must maintain original document order and condition - Digital files must be organized by lease and section, with specific file naming conventions and folder structures - Secure electronic transfer of digital files is required - Service Requirements: - Both on-site and off-site scanning options are permitted - Vendors must provide a comprehensive pricing proposal, including per-page rates and PDF/A output level options - Methodology, turnaround time, and chain-of-custody procedures must be detailed - Liability insurance is required for on-site work - Compliance with state and federal statutes is mandatory - Notable Requirements: - Careful handling and preservation of fragile, old, and oversized documents - No use of bookmarks or metadata in deliverables - Removal and reattachment of fasteners as needed - No specific OEMs or vendors are named in the solicitation

Description

The DLNR Land Division is soliciting quotations for scanning and digitizing lease files and related documents into searchable PDF/A-1a or higher format. The scope includes scanning various document types, ensuring text searchability with embedded OCR, and maintaining document order and condition. Vendors must provide detailed pricing proposals including methodology, turnaround time, and options for on-site or off-site services. The project involves approximately 200 leases with an estimated 70,000 standard pages over the contract term.

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