Project Information

Bid Title

Planning & Development - Records Digitization and Cataloging Services

Issuing Agency

City of Webster Groves

Location

Missouri

Published Date

Jan 16, 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: 1/16/2026 8:00 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

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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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