DLNR Land Division - Lease File Scanning and Digitizing Services

The Department of Land and Natural Resources, Land Division of the State of Hawaii, is soliciting quotes for the scanning and digitization of approximately 200 lease files, totaling an estimated 70,000 standard pages, into searchable, archival-quality digital formats. The project requires the conversion of diverse document types—including legal agreements, board submittals, compliance records, correspondence, and appraisal reports—into searchable PDF/A-1a or higher format, with a strong preference for PDF/A-2 or PDF/A-3 conformance. Each lease must be digitized into separate, logically grouped files using a standardized naming convention such as LeaseID-legaldocs.pdf, with all files organized into a single folder per lease. Scanned documents must maintain original order, orientation, and integrity, with a minimum resolution of 300 DPI, full-text OCR embedding, and removal of blank pages. A lavender-colored completion page must be appended to each lease file, containing the scan date, lease ID, and relevant notes. Physical documents must be handled with extreme care, with fasteners carefully removed and reattached identically, and returned in near-original condition. On-site scanning at the Land Division office on Oahu is preferred, though off-site processing is permitted with a documented chain-of-custody protocol and secure transport. Digital deliverables must be submitted via secure SFTP or encrypted cloud transfer, accompanied by an Excel manifest listing all generated files, their corresponding lease IDs, and exact page counts. The solicitation, issued under number Q26003007 and posted on May 20, 2026, with a response deadline of June 6, 2026, operates under a fixed-price procurement model and does not incorporate federal FAR clauses or federal procurement structures. Instead, it follows state-specific administrative requirements, with no mention of UEI, CAGE codes, socioeconomic certifications, or federal accounting data. Award will be based on best value, weighing technical compliance—including adherence to file format standards, scanning quality, metadata accuracy, and on-site capability—against cost reasonableness, rather than selecting solely on the lowest price. Security and confidentiality are critical, with the agency removing sensitive information prior to vendor access and mandating secure delivery methods. Vendors must conduct work during normal business hours on Oahu and adhere to strict documentation handling protocols, including reassembly of spiral-bound documents using agency-provided binding equipment. Proposals will be evaluated on technical approach, quality of output, compliance with naming