Scanning Council Files for ADA

The City of Los Angeles, through the Office of the City Clerk, is soliciting proposals under solicitation number 230178 to digitize approximately 9,000 council file folders, totaling an estimated 1,125,000 pages. The primary objective is to convert these paper files into ADA-compliant digital formats, specifically meeting WCAG requirements, to increase public accessibility via the City Clerk's online pages. The contract is envisioned as a three-year term with two optional one-year renewals. The selected vendor will be responsible for the end-to-end process, including the retrieval of files from the Records Management Division at the C. Erwin Piper Technical Center using bonded employees and company vehicles, document preparation such as removing staples and taping sticky notes, scanning, and the eventual return of original files and digital copies. Proposals are evaluated based on a 100-point scale covering the proposer's experience, key personnel qualifications, past performance, and the best overall value to the City, with additional points potentially awarded to qualified local businesses. The contractor must adhere to strict quality standards, including a 24-hour window to correct errors or rescan documents at no additional cost. Compliance requirements include the Zero Waste City Facilities and Events Ordinance, the California Public Records Act, and various municipal certifications regarding lobbying, campaign finance, and the Iran Contracting Act of 2010. The City also emphasizes business inclusion for MBE, WBE, SBE, EBE, DVBE, and OBE entities, requiring proposers to conduct subcontractor outreach via the RAMP platform.