Scanning and Digital Imaging Services

The City of Waycross, Georgia, located in Wilcox County, is soliciting sealed bids for comprehensive scanning and digital imaging services to convert approximately 150,000 to 250,000 physical pages and 1,000 large-format building plans into digital formats. The scope of work includes pickup and secure transport of materials from City Hall, document preparation, scanning at a minimum of 300 DPI (600 DPI where required), document-level indexing organized by address with appropriate metadata fields, delivery in PDF/A or TIFF formats compatible with Laserfiche ECM software with OCR capabilities, quality assurance, and secure handling of confidential information. The selected vendor must complete the project within 6 to 8 months and is responsible for all packaging and material transportation, with work permitted outside Georgia but not outside the United States. Qualified vendors must be United States-based, possess appropriate facilities meeting City specifications including air-conditioned space, security alarm systems, fire sprinkler systems, and fire suppression systems, and demonstrate experience with document digitization and records management. Key dates include a mandatory pre-proposal conference and site visit on Monday, August 11, 2025, at 10:00 a.m., a written questions deadline of Wednesday, August 13, 2025, at 5:00 p.m., and sealed bid submission by 10:00 a.m. on Wednesday, August 20, 2025, to Mamie Jackson, Purchasing Manager, at the City of Waycross Purchasing Department. Evaluation criteria require vendors to provide company overview, experience and qualifications, detailed project approach and methodology, staffing plan, timeline, technology and equipment specifications, security and compliance measures, comprehensive cost proposals including any costs not explicitly listed, and client references.

There are no identified set-aside designations or disadvantaged enterprise restrictions mentioned in the available documentation. This is a new initiative with no incumbent vendor, as the City has not previously contracted for these services. The selected vendor must integrate all deliverables with the City's existing Laserfiche ECM software system, which is the specified native format for all scanned documents in TIFF format. The City has indicated openness to considering alternative content management systems but not within the current fiscal year, and it did not establish a contract vehicle for future opportunities at this time. Progressive monthly billing is acceptable to the City. No specific budget range or award value has been disclosed in the available procurement documents, though the project scope of 150,000 to 250,000 pages plus large-format plans suggests a substantial contract value.