Plan Scanning Services

The City of Redlands Development Services Department is seeking a qualified firm to provide professional plan scanning services for approximately 32,700 square feet of documents organized into five boxes. The selected vendor will be responsible for the pickup, preparation, duplex scanning, indexing, and return of original documents. All services, including quality checking and indexing, must be performed within the State of California. Key technical requirements include a guaranteed OCR accuracy of 99.5 percent, image resolutions between 300 and 600 dpi, and the delivery of indexed files in TIFF, PDF-A, or JPG formats compatible with Laserfiche. Deliverables must be provided on a portable hard drive and DVD masters, with a maximum turnaround time of 60 calendar days from the date of pickup. The contract term is 12 months, and the award will be based on qualifications, professional competence, and previous experience. Proposers must submit three physical copies of their proposal and a separate sealed fee proposal by September 18, 2026. The successful contractor is required to maintain comprehensive general liability, automobile, and professional liability insurance, with the City named as an additional insured. Additionally, the vendor must provide a 12-month warranty against defects and ensure all documents are stored in a secure, climate-controlled location. Payment terms are set at 30 days from the receipt of an invoice, and the contract is subject to the availability of appropriated funds.