City of Webster Groves Planning & Development Records Digitization and Cataloging Services RFP 2026
City of Webster GrovesCity · Webster Groves, MO- Due
- Feb 20, 2026
- Deadline passed
- Posted
- Jan 16, 2026
- Primary contact
- John Wagner
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 its Planning & Development Department. The project involves converting a diverse collection of physical records—including property maintenance street files, building permits, construction plans, and Planning Commission files—into a structured, searchable digital archive. Key tasks include high-resolution scanning, full-text searchability via OCR, and establishing standardized file naming conventions. Vendors must have at least five years of experience in professional document scanning and archival digitization, particularly with municipal archives. Proposals are due via email by 10:00 AM CST on February 20, 2026, with a question deadline of January 30, 2026.
Inventory and assessment, High-resolution scans, OCR processed files, Metadata and indexing, Standardized file naming, Digital organization structures, Archival system compatible files, Long-term preservation recommendations
Minimum five years experience, large-scale municipal archive experience, metadata/OCR expertise, chain-of-custody procedures, ability to handle oversized/fragile media, adequate staffing/facilities
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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 its Planning & Development Department.
The project involves converting a diverse collection of physical records—including property maintenance street files, building permits, construction plans, and Planning Commission files—into a structured, searchable digital archive. Key tasks include high-resolution scanning, full-text searchability via OCR, and establishing standardized file naming conventions. Vendors must have at least five years of experience in professional document scanning and archival digitization, particularly with municipal archives. Proposals are due via email by 10:00 AM CST on February 20, 2026, with a question deadline of January 30, 2026.
EVALUATION CRITERIA
6- Minimum five years experience
- Large-scale municipal archive experience
- Metadata/OCR expertise
- Chain-of-custody procedures
- Ability to handle oversized/fragile media
- Adequate staffing/facilities
REQUIRED DELIVERABLES
8- Inventory and assessment
- High-resolution scans
- OCR processed files
- Metadata and indexing
- Standardized file naming
- Digital organization structures
- Archival system compatible files
- Long-term preservation recommendations
REQUIRED ATTACHMENTS
8- Cover letter
- Project team description
- Methodology and workflows
- Three comparable project examples with references
- Project schedule
- Itemized fee proposal
- Hourly rates
- Certificate of Insurance
REQUIRED STAFFING
additional services
- Submit to
- [email protected]
- Scope location
- Webster Groves, MO
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. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: additional services. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Inventory and assessment, High-resolution scans, OCR processed files, Metadata and indexing, Standardized file naming, Digital organization structures, Archival system compatible files, Long-term preservation recommendations. 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: "Minimum five years experience, large-scale municipal archive experience, metadata/OCR expertise, chain-of-custody procedures, ability to handle oversized/fragile media, adequate staffing/facilities" 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, project team description, methodology and workflows, three comparable project examples with references, project schedule, itemized fee proposal, hourly rates, Certificate of Insurance. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Webster Groves for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Webster Groves, MO. Review the full solicitation for detailed scope requirements.