Shelby County Highway Department
RFP - Scanning ROW Sketch Roll Maps
Shelby County seeks to contract with a single vendor who will be responsible for meeting the following requirements.
Point of Contact:
Scott Holladay, P.E.
Assistant County Engineer
506 Highway 70
Columbiana, AL 35051
Office 205-669-3880
Direct 205-670-6888
- Scope of Required Services and Work Product to be delivered:
60 Roll Maps to be scanned
Maps are 42 Inches Wide
Maps vary greatly in length from 10’ up to 35’ or more in several cases
Indexing-Map Number on file name sheets with corresponding number on outside of each roll map
Maps may be cut in order to manage equipment capabilities, image quality, and file sizes
These parameters will be discussed with each proposed vendor during on-site visit prior to award
Maps are on thick card stock type of paper with a yellow/tan tint
All maps are done in pencil
Each proposed vendor shall be required to physically examine maps and discuss the project with county staff prior to submitting their proposal
All materials shall be returned to Shelby County after completion
Shelby County has an Enterprise Information Management system (M-Files) to find, share, and secure documents and information across the enterprise. All scanned images must be compatible with the M-Files application and indexing specifications.
In order to ensure information security and quality of work, subcontracting or partnering arrangements will not be acceptable. Selected vendor must perform 100% of all work including handling and transport logistics. No subcontracting or business partnering arrangements will be permissible
Evaluation and selection will be based on the information requested in the following section and on the County's sole judgment of the quality and features of the services offered, support capabilities of the firm and proposed fee structure.
Item 1 | Description Vendor must document expertise in large format paper to digital media conversion. | Vendor Response Description of Experience |
2 | Vendor must document expertise in fragile and historic document to digital media conversion. | Description of Experience |
3 | Vendor must conduct onsite inspection at Shelby County prior to responding to bid. Schedule appointment via contact. | Onsite Inspection Completed |
5 | Vendor must submit statement of work (SOW) describing understanding of all procedures and deliverables required. | SOW Attached |
6 | Vendor must provide a minimum of three client references for which bidder has provided large format conversion services. Information provided must include a description of the project and complete contact information. | References Provided |
7 | Vendor preferred will also offer full-service software systems integration services in support of the implementation of imaging and workflow solutions. | Description of Expertise |
8 | Vendor preferred will have provided successful projects to other county departments in State of Alabama in the past three years | Description of Experience |
- The project is to be completed and all items returned to the County within 2 months of official RFP award notification
- Awarded company must be able to respond to inquiries and issues within 24 hours
The Bidder should submit their response with project pricing reflected. All items in the mandatory requirements section must also be addressed. Proposals must be received no later than 2:00pm CST on August 21, 2025 and can be emailed to sholladay@shelbyal.com or submitted to:
Shelby County Commission
200 West College Street, Room 125
Columbiana, AL 35051
If mailed, be sure to mark the envelope in the lower left-hand corner, “RFP – SCANNING ROW SKETCH ROLL MAPS”, with opening date and time.