Project Information

Bid Title

Planning & Development - Records Digitization and Cataloging Services

Issuing Agency

City of Webster Groves

Location

Missouri

Published Date

Jan 14, 2026

Closing Date

Feb 20, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Planning & Development - Records Digitization and Cataloging Services
Category:	Services
Status:	Open

Description: The City of Webster Groves is soliciting proposals to provide records inventory, document digitization, OCR processing, metadata creation, and digital cataloging services for the Planning & Development Department. The City intends to use this competitive RFP process to identify a firm capable of converting a large, diverse collection of physical records into a structured, searchable, and durable digital archive that supports operational efficiency, public access, and long-term records preservation. The project includes, but is not limited to, the following general tasks: Inventory and assess existing paper records. Digitize documents using high-resolution scanning. Apply Optical Character Recognition (OCR) for full text searchability. Create consistent and accurate metadata and indexing for all documents. Establish standardized file naming and digital organization structures. Deliver fully cataloged digital files in formats compatible with the City's document management and archival systems. Provide recommendations for long-term digital preservation and storage. The City of Webster Groves' Planning & Development Department maintains a substantial archive of physical records generated through decades of planning, permitting, inspections, code enforcement, and land-use review activities. Document types include, but are not limited to: Property maintenance "street files" Building permit applications, construction plans, permits, and inspection reports Planning Commission files (plats, rezonings, conditional use permits, development plans, meeting materials) Architectural Review Board applications and meeting materials Board of Adjustment meeting packets and case files Historic Preservation Commission applications, surveys, and reports Legacy materials related to zoning, long-range planning, special studies, and appeals Many documents exist in mixed formats (letter, legal, oversized plans, bound volumes, photographs, etc.). The City seeks document management services to convert these records into a structured, accessible, and future-proof digital archive. Publication Date/Time: 1/14/2026 12:00 AM Closing Date/Time: 2/20/2026 10:00 AM Submittal Information: bids@webstergrovesmo.gov Contact Person: Questions regarding this solicitation must be submitted in writing by email to John Wagner at wagnerj@webstergrovesmo.gov no later than 10:00 AM (CST) January 30, 2026. Qualifications: • Minimum five (5) years of experience in professional document scanning and archival digitization. • Demonstrated experience with large-scale municipal or governmental archives. • Expertise in metadata, indexing, file naming conventions, and OCR. • Proven chain-of-custody, security, and confidentiality procedures. • Ability to handle oversized plans, mixed media, and fragile documents. • Adequate facilities, equipment, and staffing to meet project schedule. Special Requirements: 1) Cover letter outlining understanding of the project. 2) Description of project team and qualifications. 3) Detailed methodology and workflows for digitization, metadata, and QC. 4) Examples of at least three (3) comparable projects, with references. 5) Proposed project schedule with milestones. 6) Detailed fee proposal (itemized by phase and document type). 7) Hourly rates for additional services. 8) Certificate of Insurance Miscellaneous: The City will receive proposals no later than 10:00 AM (CST) February 20, 2026, via email to bids@webstergrovesmo.gov. Proposals must be submitted as a single PDF file under 25 MB. Late submissions will not be considered. Related Documents: Request for Proposals (RFP) for Document Digitization Cataloging Services Attachment A - Sample Document Categories

Attachment Preview

Request for Proposals (RFP)

Planning & Development Records Digitization and Cataloging Services

Issue Date:

Due Date:

Contact:

Email:

Telephone:

January 16, 2026

February 20, 2026

John Wagner, Ph.D., Planning & Development Director

Email: wagnerj@webstergrovesmo.gov

Phone: 314-963-5333

A. INTRODUCTION AND PURPOSE

The City of Webster Groves is soliciting proposals from qualified firms to provide records

inventory, document digitization, OCR processing, metadata creation, and digital cataloging

services for the Planning & Development Department.

This Request for Proposals is issued pursuant to Section 3.135 of the City Code, governing the

procurement of goods and services through competitive solicitation. Proposals will be

evaluated and a contract awarded to the respondent whose proposal is deemed most

advantageous to the City, taking into consideration qualifications, technical approach,

experience, and cost.

The City intends to use this competitive RFP process to identify a firm capable of converting a

large, diverse collection of physical records into a structured, searchable, and durable digital

archive that supports operational efficiency, public access, and long-term records

preservation.

The project includes, but is not limited to, the following general tasks:

• Inventory and assess existing paper records.

• Digitize documents using high-resolution scanning.

• Apply Optical Character Recognition (OCR) for full text searchability.

• Create consistent and accurate metadata and indexing for all documents.

• Establish standardized file naming and digital organization structures.

• Deliver fully cataloged digital files in formats compatible with the City's document

management and archival systems.

• Provide recommendations for long-term digital preservation and storage.

B. PROJECT BACKGROUND

The City of Webster Groves' Planning & Development Department maintains a substantial

archive of physical records generated through decades of planning, permitting, inspections,

code enforcement, and land-use review activities. Document types include, but are not limited

to:

• Property maintenance "street files"

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January 16, 2026

• Building permit applications, construction plans, permits, and inspection reports

• Planning Commission files (plats, rezonings, conditional use permits, development

plans, meeting materials)

• Architectural Review Board applications and meeting materials

• Board of Adjustment meeting packets and case files

• Historic Preservation Commission applications, surveys, and reports

• Legacy materials related to zoning, long-range planning, special studies, and appeals

Many documents exist in mixed formats (letter, legal, oversized plans, bound volumes,

photographs, etc.). The City seeks document management services to convert these records

into a structured, accessible, and future-proof digital archive.

C. PROJECT OBJECTIVES

The selected consultant will:

• Conduct an on-site inventory and assessment of all document categories.

• Develop a document preparation and digitization plan tailored to the City's materials.

• Digitize all records using industry-standard professional equipment and practices.

• Perform OCR on all applicable documents to enable full-text search.

• Create accurate metadata, indexing, and file naming aligned with City standards.

• Catalog documents for import into the City's digital records environment.

• Ensure secure chain-of-custody and document tracking throughout the project.

• Provide final organized digital archives and deliverables in agreed formats.

• Advise the City on digital preservation standards and recommendations.

D. SCOPE OF WORK

Phase 1 – Inventory and Assessment

• Conduct an on-site review of all Planning & Development records.

• Categorize documents by type, age, format, size, and condition.

• Identify fragile, oversized, bound, or otherwise specialized items.

• Develop a Digitization Plan with recommended workflows, estimated document

volumes, and schedule.

Phase 2 – Document Preparation

• Remove staples, bindings, clips, adhesives, and other obstructions.

• Flatten creased or folded documents; repair damaged items as needed.

• Separate oversized documents (e.g., architectural plans) for large-format scanning.

• Label, barcode, or otherwise track materials for chain-of-custody.

Phase 3 – Digitization & OCR

• Scan all documents at appropriate resolutions (Minimum 300 dpi for standard

documents; higher for oversized documents and photographs).

• Perform OCR and metadata creation as appropriate to enable full-text searchability and

compatibility with City systems.

• Ensure image quality, clarity, and legibility.

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January 16, 2026

• Convert files to PDF/A, TIFF, or other City-approved formats.

• Conduct continuous quality control checks.

Phase 4 – Indexing, Metadata, and Cataloging

• Develop metadata fields tailored to City needs (e.g., parcel ID, address, case number,

meeting date).

• Apply standardized file naming conventions.

• Create foldering structures aligned with departmental workflows.

• Cross-reference records when applicable.

Phase 5 – Final Deliverables and Transfer

• Deliver all digitized documents and metadata on encrypted drives or City-approved

storage media.

• Optional: Upload files directly into the City's document management system and

provide training, if technically feasible.

Optional Phase Expansion

If the City determines it is desirable to expand the scope of services to include records from

other City departments or additional materials beyond Planning & Development, the contract

may be amended to include such work. Any such amendment must be approved in

accordance with City Code Section 3.135 and by the City Council, as applicable. No additional

competitive solicitation shall be required for work that is substantially similar in nature to the

services originally procured under this contract.

Definition: For purposes of this clause, “substantially similar in nature” refers to services

involving records inventory, document preparation, digitization, OCR, metadata creation,

indexing, cataloging, and delivery in formats compatible with the City’s document

management systems.

E. DELIVERABLES

The selected firm will provide:

1) Inventory & Digitization Plan summarizing record types, volumes, condition,

recommended scanning methods, and workflow.

2) Prepared document batches and tracking logs.

3) Digitized and OCR-processed files.

4) Metadata and indexing spreadsheets.

5) Foldering and file naming documentation.

6) Cataloging Summary Report documenting methods, metadata, naming conventions,

volumes, and any exceptions.

7) Encrypted external drives or other City-approved storage media.

8) Optional training and/or data import assistance, if technically feasible.

9) All files delivered in editable and archival digital formats.

F. MINIMUM QUALIFICATIONS

• Minimum five (5) years of experience in professional document scanning and archival

digitization.

• Demonstrated experience with large-scale municipal or governmental archives.

• Expertise in metadata, indexing, file naming conventions, and OCR.

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January 16, 2026

• Proven chain-of-custody, security, and confidentiality procedures.

• Ability to handle oversized plans, mixed media, and fragile documents.

• Adequate facilities, equipment, and staffing to meet project schedule.

G. PROPOSAL SUBMISSION REQUIREMENTS

1) Cover letter outlining understanding of the project.

2) Description of project team and qualifications.

3) Detailed methodology and workflows for digitization, metadata, and QC.

4) Examples of at least three (3) comparable projects, with references.

5) Proposed project schedule with milestones.

6) Detailed fee proposal (itemized by phase and document type).

7) Hourly rates for additional services.

8) Certificate of Insurance.

H. REVIEW AND SELECTION PROCESS

1) The City of Webster Groves will review all responses that meet requirements and are

received prior to the designated closing date and time.

The review and selection of the company shall be made without regard to race, color, sex,

age, religion, national origin, or political affiliation. The City of Webster Groves, Missouri is

an Equal Opportunity Employer and encourages proposals from qualified minority- and

woman-owned businesses.

2) Proposals will be evaluated using the following selection criteria:

Criteria

Weight Description

Relevant Experience

and Qualifications

30%

Experience with municipal records digitization, similar project

scope and scale, demonstrated expertise in records

management and preservation standards

Technical Approach

and Methodology

Quality control procedures, data security measures, metadata

25% standards, workflow process, deliverables format, and

compliance with records retention requirements

Project Team and

Capacity

15%

Qualifications of key personnel, availability of staff, ability to

meet project timeline, local presence or accessibility

Cost Proposal

20%

Competitiveness and reasonableness of pricing, value for

services provided, clarity of cost structure

References and Past

Performance

10%

Quality of references, demonstrated success on similar

projects, client satisfaction

TOTAL 100%

3) The City may interview top-ranked firms.

4) Final selection and contract award are subject to approval by the City Council in

accordance with Section 3.135 of the City Code.

I. RIGHT OF REFUSAL

The City reserves the right, at its sole discretion, to reject any or all proposals, waive minor

irregularities, cancel the solicitation in whole or in part, or accept proposals as submitted,

without incurring liability to any proposer.

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January 16, 2026

J. CONTRACT NEGOTIATIONS

Following selection and prior to contract award, the City may negotiate any aspect of a

proposal or proposed contract. If a selected firm fails to provide requested Scope of Work or

cost information in a timely manner, does not negotiate in good faith, or cannot fulfill the

contract, the City may terminate negotiations and pursue discussions with the next qualified

firm.

K. AWARD

The contract will be awarded to the proposal deemed most advantageous to the City, based

on evaluation criteria, qualifications, and City discretion. The City Council reserves the right to

reject any or all proposals and to authorize contract negotiations consistent with Section 3.135

of the City Code. The award is subject to approval by the City Council. The City may withdraw

or decline the award within 30 days, as allowed under Sections 9 and 10, without incurring

liability.

L. SCHEDULE (TENTATIVE)

Milestone

Date

Issue Date

Pre-Proposal Meeting

Deadline for Questions

Question Responses/Addenda Posted

Proposal Due Date

Proposal Evaluation

Negotiation with Selected Vendor

Recommendation to City Council

City Council Approval of Contract

Notice to Proceed

January 16, 2026

January 23, 2026 (10:00 AM at City Hall)

January 30, 2026

February 6, 2026

February 20, 2026

February 23 - 27, 2026

March 2 - March 13, 2026

March 17, 2026

April 7, 2026

Issued following City Council approval and

execution of contract

M. OWNERSHIP OF WORK PRODUCT

All digital files and documentation become the property of the City of Webster Groves. The

City shall have full rights to use, reproduce, and distribute these materials without restriction.

N. INSURANCE

The selected consultant shall, at its own expense, maintain in full force and effect insurance

coverage with carriers licensed to do business in the State of Missouri and acceptable to the

City of Webster Groves. Certificates of insurance shall be provided to the City prior to

commencement of work and shall include a provision that coverage will not be canceled or

materially altered without at least thirty (30) days' written notice to the City.

Minimum coverage shall include the following:

Owner's Protective Insurance

• Bodily Injury, including death: $1,000,000 per person; $2,000,000 per occurrence

• Property Damage: $1,000,000 per occurrence; $2,000,000 aggregate

City of Webster Groves

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Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services

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