Digital Imaging

Collin County, Texas issued Request for Proposal (RFP) #2025-182 for Digital Imaging Services, a multi-year project to convert approximately six million pages of paper documents to digital storage in compliance with Texas Local Government Code Chapters 201-205 and Texas Administrative Code Chapter 7. The primary objective is to create a digital electronic warehouse for county records that will provide long-term preservation and enhanced public access to current and historical county documents. The project focuses primarily on the District Attorney's case files, encompassing approximately 1,700 boxes containing an estimated 3.4 million pages, along with secondary projects including oversized documents, maps, and drawings from other county departments such as Purchasing, Juvenile Probation, Sheriff's Office, and Public Works. Services required include document preparation, scanning at 300 dpi in black and white format (with color or grayscale used where necessary), indexing with auto-populated metadata fields, quality control validation, and electronic delivery via Laserfiche Briefcase, FTP, hard drives, or thumb drives. The contractor must perform 10% quality control validation with chain of custody documentation, pickup and delivery of boxes within specified timeframes, and return of original documents to Collin County within three business days of electronic data submission. Mandatory pre-proposal meetings were held on August 12 and 14, 2025, at the Collin County Records Department in McKinney, Texas, with the submission deadline of September 11, 2025 at 2:00 p.m. The contract evaluation will utilize a tiered competitive process scoring proposals on fit to general requirements (25 points), firm overview and staff qualifications (25 points), quality assurance plan (25 points), District Attorney project costs (30 points), and oversized document costs (20 points), with additional evaluation at Level 2 for references and solution demonstrations. The initial contract term is one year with options for four additional one-year renewals, with a transitional period not to exceed 90 days if no new contract is awarded by expiration.

The RFP does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises, and the solicitation appears open to all qualified digital imaging service providers meeting the stated requirements. Contractors must demonstrate relevant experience with document digitization projects and provide comprehensive quality assurance plans including chain of custody procedures and personnel background checks for all staff accessing county facilities. Contractors are required to maintain commercial general liability insurance of $1 million per occurrence, workers' compensation coverage, commercial automobile liability of $1 million combined single limit, professional/errors and omissions liability, and umbrella/excess liability of $1 million. Previous related procurements indicate that vendors such as MEI Mail Services Inc., COMPU-DATA International LLC, DocuLynx Operations LLC, and WeScanFiles.com have successfully competed for similar Collin County digital imaging contracts. The selected vendor must integrate electronic images into the County's Laserfiche enterprise document management system, which will serve as the central repository for all digitized records. The estimated contract value is $100,000, with pricing submitted on a per-page basis for various scanning methods, per-hour rates for document preparation, per-document rates for indexing fields, and per-delivery method options, all of which must include all delivery and freight charges.