Pasadena City College Planet bids #RFP 27004

Facilities records digitization, blueprint indexing, and searchable repository services

Pasadena Area Community College District is seeking professional services to digitize, organize, and make its facilities records searchable through a maintainable information-management system. - Government buyer: Pasadena Area Community College District, through Purchasing and Contract Services for Pasadena City College, in Pasadena, California. - OEMs and products: No specific OEM, branded software, product, or part number is specified. The District requires a platform-neutral repository that it can access, retrieve, export, and maintain without a mandatory ongoing consultant subscription. - Vendors named in the notice: Alluxi LLC; Altec Systems Inc; ARC Imaging Resources; Cn Ryan Enterprise; Complete Paperless Solutions, LLC; Concourse Tech Inc.; Consul; Data Management Internationale'; Exela Technologies; Floral Park Consulting LLC; Foto Alchemy; GovGuide; Graphic Imaging Services, Inc.; BuzzClan; Ristech Inc.; SoftAvail, Inc.; SOLOXR CORP; Symetri USA, LLC; and Tepa, LLC. - Services requested: - Inventory and assess physical and digital construction, facilities, maintenance, infrastructure, and related records; establish classification, naming, and metadata standards. - Prepare and scan records, including large-format blueprints; apply OCR where feasible and recommend handling of originals. Originals cannot be destroyed or disposed of without written District authorization. - Index records, capture metadata, and link documents to campuses, buildings, projects, drawings, revisions, assets, or building systems where reliably identifiable. - Complete a mandatory pilot using representative records, including large-format drawings, and provide a Pilot Results and Standards Validation Report before full production. - Develop and implement a searchable repository and supporting database, with broadly supported formats and exportable records, metadata, and indexes. - Identify building systems and Level 2 assets from records and field-verify selected items with District Facilities staff. The District prefers identification of mechanical equipment valued above $10,000; a comprehensive physical inventory or condition assessment is not required. - Provide quality checks, training, knowledge transfer, acceptance support, and potentially ongoing records-management services. - Scale and known quantities: No fixed scanning or service quantities are provided. The District has more than 50 buildings and estimates that about 70% of its facilities records are digitized. Existing digital records total approximately 70 GB, mostly PDF (about 60 GB), with JPEG and CAD files also present; physical-record volumes and condition are not verified. The records span more than 100 years. - Notable requirements: Physical records may be processed on-site, off-site, or through a hybrid approach, subject to District approval and secure chain-of-custody controls. Proposals should provide phase-level rough-order-of-magnitude estimates; unit rates may be included for scanning, OCR, indexing, metadata, asset/system records, migration, and system administration. Work is time-and-materials through task orders with not-to-exceed amounts.

Description

Pasadena Area Community College District seeks professional services for a Construction Blue-Prints Indexing and Digital Management System. The work includes assessing, organizing, preparing, digitizing, indexing, and quality-checking existing physical and digital facilities records, and establishing a searchable, maintainable information-management environment. Scope also includes OCR, repository and database development, document relationships, and identifying building systems and assets from records, with a required pilot to validate standards before full production. Addendum No. 1 revised the proposal deadline to October 26, 2026, at 10:00 a.m.

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