Document Management Services

The City of Mesa awarded a $254,000 fixed‑price contract to ICM Conversions Inc. (ICM Document Solutions) for comprehensive document management services. The work encompasses the digitization of roughly 55,000 historic plan files—including large‑format construction drawings—through grayscale 300 dpi scanning, removal of staples and clips, and conversion to PDF. Scanned files are to be indexed by permit number, address, and parcel number, then loaded into the City’s Enterprise Document Management System via secure transfers. Physical originals are to be retrieved, transported to the contractor’s off‑site facility, and returned in their original condition after scanning. Quality control includes visual inspection of 25 % of images with re‑scanning at no cost to the City. The contract is a firm‑fixed‑price, single‑award, full‑open competition with an anticipated performance period of at least one year. • Large‑format (up to ~40″) and standard‑size document scanning (300 dpi, grayscale) • Complete lifecycle handling: pickup, off‑site digitization, indexing, SFTP/hard‑drive delivery, and return of originals • Mandatory 25 % visual quality control and metadata indexing (permit number, address, parcel) • Fixed‑price contract valued at $254,000 with no disclosed extensions or renewals