Digitization & Scanning Of City Of Pittsburgh Documents

The City of Pittsburgh's Office of Management & Budget issued Request for Proposal #2023-RFP-017 on July 19, 2023, seeking qualified firms to perform comprehensive digitization and scanning services for municipal documents across multiple city departments. The procurement encompasses scanning and indexing of various document types and formats, including approximately 7,000 street history folders (105,000 pages), 49,000 monuments and correspondence files, 6,300 rolled maps, 8,000 microfiche cards, 65,000 CCB maps and drawings, 70,000 traffic work orders with associated documentation, and zoning and development records spanning from standard 8.5" x 11" documents to oversized formats up to 36" x 48". Deliverables include digital conversion of physical records into searchable formats with comprehensive indexing, OCR compatibility, and delivery in formats such as PDF/A, JPEG, or TIFF at resolutions between 200-4500 ppi depending on document type. The project requires rapid turnaround capabilities, with most document sets needing completion within 3-5 working days and some urgent requests requiring return within 2 hours. Evaluation criteria include firm qualifications (15%), project team qualifications (15%), project approach and plan (30%), cost proposal (30%), and demonstration of good faith efforts for minority and veteran-owned business participation (10%). The deadline for submission of questions was August 1, 2023, with proposal responses due by August 9, 2023, at 5:00 pm through the City's e-Procurement Portal, and all work contingent upon City Council approval before contract execution.

The procurement includes specific set-aside designations with goals for participation by minority-owned business enterprises (18%), women-owned business enterprises (7%), and veteran-owned business enterprises (5%). The selected vendor must demonstrate significant technical and security capabilities, including compliance with ISO/IEC 27001 standards, encryption of data at rest and in transit, annual third-party security assessments, comprehensive audit logging, and maintenance of 99.99% system uptime with all cloud-hosted data remaining in the continental United States. The vendor must be capable of integrating with existing City systems including OnBase, Microsoft Outlook, and ArcGIS, while providing full data ownership and API access to the City. Specific technical requirements mandate document preparation, data security protocols, and network capabilities sufficient to handle the scope of materials across multiple scanning locations. Pricing will be structured based on document size and type with setup fees included, and the City will not reimburse additional shipping or handling charges. No specific budget range or award value is explicitly stated in the available documentation.