City of Webster Groves Planning & Development Records Digitization and Cataloging Services RFP
City of Webster GrovesCity · Webster Groves, MO- Due
- Feb 20, 2026
- Deadline passed
- Posted
- Jan 16, 2026
- Primary contact
- John Wagner
- (314) 963-5333
The 30-second brief
The City of Webster Groves is soliciting proposals for records inventory, document digitization, OCR processing, metadata creation, and digital cataloging services for the Planning & Development Department. The project aims to convert a large collection of physical records into a structured, searchable, and durable digital archive.
Inventory & Digitization Plan, Prepared document batches and tracking logs, Digitized and OCR-processed files, Metadata and indexing spreadsheets, Foldering and file naming documentation, Cataloging Summary Report, Encrypted external drives or other City-approved storage media, Optional training and/or data import assistance, All files delivered in editable and archival digital formats
Relevant Experience and Qualifications (30%), Technical Approach and Methodology (25%), Project Team and Capacity (15%), Cost Proposal (20%), References and Past Performance (10%)
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Summary
The City of Webster Groves is soliciting proposals for records inventory, document digitization, OCR processing, metadata creation, and digital cataloging services for the Planning & Development Department.
The project aims to convert a large collection of physical records into a structured, searchable, and durable digital archive.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
9- Inventory & Digitization Plan
- Prepared document batches and tracking logs
- Digitized and OCR-processed files
- Metadata and indexing spreadsheets
- Foldering and file naming documentation
- Cataloging Summary Report
- Encrypted external drives or other City-approved storage media
- Optional training and/or data import assistance
- All files delivered in editable and archival digital formats
REQUIRED ATTACHMENTS
8- Cover letter
- Description of project team and qualifications
- Detailed methodology and workflows
- Examples of at least three (3) comparable projects
- Proposed project schedule
- Detailed fee proposal
- Hourly rates for additional services
- Certificate of Insurance
- Submit to
- [email protected]
Questions about this RFP
How do I respond to this RFP from City of Webster Groves?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is February 20, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact John Wagner.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Webster Groves in MO, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is John Wagner at (314) 963-5333. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Inventory & Digitization Plan, Prepared document batches and tracking logs, Digitized and OCR-processed files, Metadata and indexing spreadsheets, Foldering and file naming documentation, Cataloging Summary Report, Encrypted external drives or other City-approved storage media, Optional training and. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Relevant Experience and Qualifications (30%), Technical Approach and Methodology (25%), Project Team and Capacity (15%), Cost Proposal (20%), References and Past Performance (10%)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Webster Groves?
All active and historical solicitations from City of Webster Groves are tracked and searchable. As a city agency, City of Webster Groves regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover letter, Description of project team and qualifications, Detailed methodology and workflows, Examples of at least three (3) comparable projects, Proposed project schedule, Detailed fee proposal,. Review the full document from City of Webster Groves for the complete list.