25D - AGMT FOR SCANNING AND DIGITIZING

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CITY OF SANTA ANA Exhibit B: Scanning and Indexing Services- Scope of Work The selected firms(s) will perform scanning and the indexing of all records and documents submitted by the City for conversion of each into a digital format. These will include but are not limited to the following document types from the Building Satety Agency: permits, correspondence, documents, pictures, reports, certificates, microfilm, and the blueprints of varying sizes. Firm(s) will pick up all records and will upload the scanned files in a Laserfiche Briefcase format into a storage space on the City server. Laserfiche Briefcase will include all the necessary indexes required by the city. From the storage space on the City server, the Firm will import the Laserfiche Briefcase to the Laserfiche repository hosted by the City and will perform basic spot checks of the scanned images. Firm(s) will be required to notify the City each time new files have been scanned and uploaded completely. Firm(s) shall provide an encrypted USB memory stick for all records. Documents returned to the City shall not be shuffled together or otherwise co -mingled in a manner which prevents City from easily differentiating project plans or documents. The firm(s) will verify clarity of images of documents and/or other files in addition to the indexing of each file prior to returning these back to the City. PERMIT DOCUMENTS & BLUEPRINT SCANNING AND INDEXING 1. General The scope of this work is to provide the services with any and all required hardware, software, and personnel to create scanned images and electronic indexing for all of the blueprints submitted by the City. This work shall include: • Pick up all drawings at the beginning of the job. • Scan all drawings at City's preferred resolution (at time of RFP: at least 300 dpi). • Index all drawing as described in section 6. • Provide a Laserfiche Briefcase of the scanned images and their corresponding metadata. After the drawings are scanned, firm(s) is/are to provide an encrypted USB memory stick and destroy all the documents after city provides written approval. 2. Methodology The selected firm(s) will develop a methodology to scan and index all drawings cost effectively and efficiently. Methodology will ensure quality of the final product (density, contrast, brightness, lack of skew, resolution, visual quality, etc.). It shall ensure security and privacy; preventing theft, loss, or unauthorized copying of the drawings/documents. It shall ensure that all documents are properly scanned and indexed in proper sequence as described below. Scanning shall not exceed 45 calendar days, unless previously approved by the city. Methodology shall include providing documents needed on high priority basis within three days of a telephone request to the best of the firm's ability. Methodology shall provide options for either destroying drawings/documents after City approval of the finished product, or returning the drawings/documents organized as described further in section 7 below. Under no circumstances should firm(s) keep or store the digital copies longer than the City's provided timeframe. Under no circumstances will firm(s) destroy documents unless clear direction to do is provided in writing by the City. RFP No. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES Page 22 of 31 25D-26