Baldwin Park Planet bids #144560

City of Baldwin Park Document Digitization Services for Community Development Department

The City of Baldwin Park's Community Development Department is seeking qualified consultants to digitize a large volume of paper records for its Planning, Building and Safety, and Housing divisions. - Government Buyer: - City of Baldwin Park, Community Development Department (Planning, Building and Safety, Housing divisions) - Products/Services Requested: - Comprehensive document digitization services - Organizing, scanning, and digitizing several hundred boxes of official records - Includes construction plans, permits, site plans, and other documents of various sizes and conditions - Wide-format scanning for large documents - Optical Character Recognition (OCR) for keyword searchability - Integration with the City's Laserfiche document management system - Quality assurance protocols for digital files - Secure collection, chain of custody, and return or optional destruction of physical records - Unique/Notable Requirements: - Ability to handle a wide range of document sizes and conditions, including aged or sensitive materials - Itemized pricing required per division and per image or large format sheet - Proposals must include project timelines for different project sizes (100, 200, 500, 1,000+ boxes) - Compliance with regulatory requirements for official city records - No specific OEMs or vendors are named; the opportunity is open to all qualified bidders

Description

The City of Baldwin Park is seeking qualified consultants to digitize its existing paper records and create permanent electronic files in an industry-standard digital format. The project aims to reduce physical storage needs and create a fully searchable, high-quality digital archive for the Community Development Department, including construction plans, permits, and other files related to capital improvement projects. The scope includes document collection, preparation, scanning, indexing, quality assurance, and secure return or destruction of physical records. Proposals must be submitted electronically by August 18, 2026.

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