Image Scanning Services (AO1029-21)

Marion County, Oregon is soliciting proposals through RFP AO1029-21 for comprehensive image scanning services to digitize critical county records. The procurement seeks a vendor to scan approximately 550 deed books (with 300 pages each) and 130,000 property appraisal files (approximately 18 pages per file) at a minimum resolution of 300 DPI. All scanned documents must be stored in TIFF format and indexed for import into the County's Laserfiche system. The primary objectives include improving record accessibility, storage efficiency, and digital preservation of historical property documentation. Proposals were due by January 6, 2022, with an anticipated contract start date in Spring 2022 for an initial three-year term, potentially extendable to five years. The County will evaluate proposals based on qualifications, scope of work, and cost, with the potential to conduct interviews as part of the selection process. Vendors must demonstrate capability to handle fragile records and manage document pickup and scanning with minimal disruption to county operations.

The RFP does not specify any specific set-aside designations or restrictions on participating organizations. No incumbent vendor information was provided, and the document does not outline specific budget ranges or award values for the project. The County will allow a one-time pickup of deed books, with potential partial pickups for property jackets depending on project turnaround. No special security measures are required for the vendor's scanning facility, and additional image processing beyond border removal will not be accepted. The awarded vendor will only need to meet standard liability requirements. All scanned records will be considered public records, and the vendor must ensure careful handling and accurate digital reproduction of the source documents. While specific financial details are not disclosed, the project represents a significant digitization effort for Marion County's property records management system.