City of Yreka Onsite Document Scanning and Digitization Services RFP 2026
City of YrekaCity · Yreka, CA- Due
- Sep 11, 2026
- Deadline passed
- Primary contact
- Cyndy Prohaska
- (530) 841-2386
The 30-second brief
The City of Yreka is soliciting proposals for onsite scanning, OCR, and digital indexing of approximately 270,000 pages of municipal records. Services must be performed at City Hall with a project completion target of 18 to 20 weeks.
PDF/A-1b files, TIFF files, CSV and XML index files, Daily project logs, Weekly progress reports, Final project report
Technical Capability and Methodology (25), Government Experience and References (20), Cost / Price Assessment (20), Northern California Coverage and Onsite Capability (15), OCR Accuracy and Indexing Quality (10), Security and Chain-of-Custody Procedures (10)
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Summary
The City of Yreka is soliciting proposals for onsite scanning, OCR, and digital indexing of approximately 270,000 pages of municipal records. Services must be performed at City Hall with a project completion target of 18 to 20 weeks.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
6- PDF/A-1b files
- TIFF files
- CSV and XML index files
- Daily project logs
- Weekly progress reports
- Final project report
REQUIRED STAFFING
Project Manager, scanning operators
- Submit to
- City Hall, City Clerk's Office, 701 4th Street, Yreka, CA 96097
- Scope location
- Yreka, CA
Questions about this RFP
How do I respond to this RFP from City of Yreka?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 11, 2026. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: City Hall, City Clerk's Office, 701 4th Street, Yreka, CA 96097. For questions, contact Cyndy Prohaska.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Yreka in CA, 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 Cyndy Prohaska at (530) 841-2386. 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: Project Manager, scanning operators. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: PDF/A-1b files, TIFF files, CSV and XML index files, Daily project logs, Weekly progress reports, Final project report. 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: "Technical Capability and Methodology (25), Government Experience and References (20), Cost / Price Assessment (20), Northern California Coverage and Onsite Capability (15), OCR Accuracy and Indexing Q..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Yreka?
All active and historical solicitations from City of Yreka are tracked and searchable. As a city agency, City of Yreka 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. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Yreka for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Yreka, CA. Review the full solicitation for detailed scope requirements.