Scanning Services

The City of Pittsburgh's Office of Management & Budget, on behalf of the Department of Permits, Licenses, and Inspections, is soliciting bids for comprehensive document scanning and indexing services through Invitation for Bid #2022-IFB-167. The procurement seeks a contractor to perform extensive scanning of various city records, including residential and commercial building permits, site plans, subdivision files, violation case files, occupant load placards, certificates of occupancy, and inspection records. Required services include scanning single-sided and double-sided documents with 300 dpi resolution, creating OCR output files, and delivering images compatible with the city's OnBase electronic records system. The contractor must handle diverse document types, including standard paper documents, mylar, and vellum, with specific unit costs for scanning and indexing documents ranging from 5" x 8" to 36" x 42". Key procurement dates include a bid release on September 28, 2022, a question submission deadline of October 12, 2022, and a bid submission deadline of October 19, 2022, at 2:00 pm. The contract period spans from October 1, 2022, through September 30, 2024, with options for two additional one-year renewals.

While the procurement documents do not explicitly mention set-aside designations or specific restrictions on responding organizations, the vendor must demonstrate robust capabilities in document handling, confidentiality, and technical scanning proficiency. The successful contractor will be required to provide secure document management, maintain strict confidentiality protocols, and ensure high-quality digital reproduction of historical records. Pricing will be evaluated based on a comprehensive unit cost structure that includes document set-up fees and an hourly rate for project preparation. The bid includes line-item pricing for various document sizes, suggesting a detailed cost evaluation process. Although specific budget ranges are not disclosed in the available documentation, the comprehensive scanning requirements and two-year contract period indicate a potentially significant investment in digitizing the city's historical permit and inspection records. The city's requirement for compatibility with the existing OnBase electronic records system suggests that technical integration capabilities will be a critical evaluation criterion for potential vendors.