Paper Records Digitization RFP

Project Title Paper Records Digitization RFP Invitation # Bid Posting Date 03/11/2024 4:48 PM (PDT) Project Stage Bidding Bid Due Date 04/11/2024 5:00 PM (PDT) Response Format Electronic and Paper Project Type RFP (Request for Proposal) Response Types Cost File Response File Type of Award Lump Sum Categories 323115 - Digital Printing 323119 - Other Commercial Printing License Requirements Department Economic Development Address 11333 Valley Blvd. El Monte, California 91731 County Los Angeles Bid Valid Liquidated Damages Estimated Bid Value Start/Delivery Date August 2024 Project Duration Three years Bid Bond Bid Bond 0.00% Payment Bond 0.00% Performance Bond 0.00% Pre-Bid Meeting Information Pre-Bid Meeting Yes - Mandatory Pre-Bid Meeting Date 03/18/2024 2:00 PM (PDT) Pre-Bid Meeting Location City Hall West- 11333 Valley Boulevard El Monte, CA 91731 Please see Building Department Online Q&A Online Q&A Yes Q&A Deadline 03/25/2024 5:00 PM (PDT) Contact Information Contact Info Jessica

Medina (626) 258-8624 jmedina@elmonteca.gov Bids to Owner's Agent Description Scope of Services The City of El Monte (“City”), on behalf of the Community and Economic Development Department and Public Works Department, is hereby soliciting competitive proposals for Paper Records Digitization and Ongoing Document Scanning Services for Plans, Permits, Certificates, Maps, As-Builts, Private Development Project Files, CIP Project Files, Variances, Community/Loan Projects and Subrecipient Files for the purpose(s) of digitizing existing paper records into an industry standard digital format to reduce physical storage needs and create an easy to use, fully searchable, high quality digital archive. An outline of the minimum necessary Services to meet the City’s objectives has been defined below. The Consultant is expected to expand upon the scope by incorporating their expertise, proposed method of approach, and recommendations for systems processes. The City anticipates that the scope of work on this assignment may include some or all of the following services below, and as specifically identified in the Project Elements: ▪ A description of the major components of services associated with each Project Element. ▪ A description of each work product to be provided by the Consultant and any Subconsultant(s). ▪ A project schedule detailing deliverables and expected completion dates for each Project Element. ▪ A comprehensive breakdown of the project cost estimates per component. ▪ A table detailing which personnel will perform which services and the estimated time needed to complete each task. Please refer to the Solicitation Objectives and detailed further in Section III Scope of Work. Other Details The City of El Monte Community and Economic Development Department (“CED”) and Public Work Department (“PW”) currently keep records pertaining to permits, certificates, plans, subdivision maps, and variances. Records are stored as paper records in various locations at City Hall. The City now desires to digitize its existing paper records into an industry standard digital format in order to reduce physical storage needs and create an easy to use, fully searchable, high quality digital archive. The City also desires to digitize incoming construction plans and other documents associated with recently issued permits and the City’s capital improvement project plans and project files. The digitized files must be stored and organized such that City staff can easily access and navigate files within Laserfiche, the City’s current document management system, with minimal training and oversight. In sum, the City of El Monte Community and Economic Development Department and Public Works Department are soliciting proposals from qualified Consultants for the following services: ▪Development and implementation of an ongoing scanning process for incoming documents, ranging from full size plans to index card-sized documents. ▪Document scanning services for existing hard copy documents for CED and PW that are currently in storage; and ▪Creation of a standard index compatible with the City’s current document repository. Notes Special Notices Local Programs & Policies Place eBid