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(9) <br />3. Description of the Drawings <br />MNMeMoyaLINrfflanel <br />The land development and construction documents consist of both monochromatic and color <br />documents ranging in size from 8 W by 11" paper documents to 36" x 48" (Size E) architectural <br />drawings, and even larger. The majority of such documents are either 24"x36" (Size D) or 36" x 48" <br />(Size E) architectural drawings. Documents are typically stapled or otherwise bound together along one <br />edge by multiple fasteners. The large format drawings are currently stored as rolled drawings sets. The <br />rolled drawing sets typically have between 2-100 sheets. The City shall provide a spreadsheet that <br />indicates an itemized list being picked up.The City requires that firm(s) scan both sides of documents <br />only when there is information on both sides. City will not pay for the scanning of blank images. <br />Backsides containing information but not scanned by firm(s) shall be rescanned and inserted into the <br />multipage file in the correct sequence at no cost to City, other than the per image cost. <br />4. Scanning Quality Requirements <br />Firm(s) will ensure that all information that can be interpreted on the original can be interpreted on a full <br />size printout of the scanned image. Resolution shall be sufficient to ensure that all information legible <br />on the original is legible on the tagged image file format. Images will be stored in the Tagged Image File <br />Format (TIFF) with Group 4-IV compression. The City reserves the right to change the format to JPG <br />and/or PDF at any -time (file format should not be limited to the above mentioned formats). All images <br />shall be correctly oriented with the topside up and skew of less than three degrees. Permits and <br />Documents shall be scanned in Black and White. All drawings / Blue prints shall be scanned in <br />Greyscale. The firm(s) will be responsible for ensuring that the number of pages in each drawing set <br />matches the number of images scanned for the set. The firm(s) will scan any missing pages from a set <br />if they are discovered by the City after the fact for up to a year at no additional cost. City reserves the <br />right to have the firm(s) redo any scan that does not meet City's quality standards at no cost to the City. <br />5. Indexing Requirements <br />All scanned documents that are contained in the Laserfiche Briefcase shall be indexed to a Laserfiche <br />template. All scanned documents shall be named by permit number or Certificate of Occupancy <br />number and type of document. Example: Permit _101102591_issued date or Plan_101102591 issued <br />date and COO_80420618. Indexes for these scanned documents should include but not be limited to <br />the following fields. The retention schedule of all files is indefinite. Firm(s) will correct any errors in the <br />indexing noted by City at no charge. <br />The field indexes shall be but not limited to the following: <br />Index Description <br />Sample Data <br />1. Document Title: prefix of " Plans" ,"Permit", or "COO" + {Street <br />Number) + {Partial Street Number) + {Street Pre -Qualifier) + {Street <br />Name) + {Street Type) + {Permit or COO number) + {Issued date) <br />Plans (or) Permit 202 % E <br />Adams St <br />2. <br />Plan Type: Always "Plans" <br />Plans <br />3. <br />Permit Type: Always "Permit" <br />Permits <br />4. <br />Street Number of drawing or permit location <br />202 <br />5. <br />Partial Street Number of drawing or permit location (if any) <br />1/2 <br />6. <br />Street Pre -Qualifier, if any (one character- N, S, E, W) <br />E <br />RFP No. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES Page 23 of31 <br />25D-27 <br />