Facilities Records Digitization and Information Management Services
Pasadena Area Community College District > Purchasing and Contract Services
Original Solicitation Links
Contact
Submission Instructions
Description
Pasadena Area Community College District is seeking a qualified professional services firm to conduct a one-time facilities records digitization and information management project. The scope includes assessing, organizing, preparing, scanning, indexing, applying metadata, performing OCR, quality assurance, developing document relationships, identifying building systems and significant assets, and implementing a searchable, maintainable facilities information repository. Records may include construction and as-built drawings, shop drawings, specifications, operation and maintenance manuals, utility and infrastructure records, capital project files, and Division of the State Architect-related documentation. The consultant must develop records classification, naming, metadata, indexing, security, backup, export, and information-architecture standards; provide archival masters and searchable copies; support large-format drawings; coordinate with District IT; provide training and documentation; and deliver reports, databases, indexes, registers, and nonproprietary export packages. The District intends to use a time-and-materials agreement with phase-level rough-order-of-magnitude pricing and negotiated hourly rates. Following acceptance of the initial project, the District may authorize ongoing records information management and technical support for up to three additional years. Proposals are limited to 20 single-sided or 10 double-sided pages, excluding specified attachments and appendices.
Classification Codes
Smart Codes
Specifications
Timeline
Requirements
- Commercial Form General Liability — $1,000,000.00
- Business Auto Liability — $1,000,000.00
- Workers' Compensation
- Employers Liability — $1,000,000.00
- Errors & Omissions (Professional Liability) — $1,000,000.00
- Bid Bond
- Payment Bond
- Performance Bond
- Minimum 3 references
- Within the last 3 years
- Client point of contact required for each reference
Documents
| Title | Date Posted |
|---|---|
| RFP No. 27004 Construction Blue-Prints Indexing and Digital Management System | Sep 25, 2026 10:47 AM |
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