Digitalisierung von Bauakten der Stadt Salzgitter

The contract is to be completed within one year. The collection of materials will take place in a maximum of six batches. The first batch is scheduled for collection no later than six weeks after the contract is awarded.

The core scope of work for this tender involves the digitalization of construction files (Bauakten) for the City of Salzgitter, specifically covering files from the years 1990-1991, 1999-2011, 2016-2018, and individual files from 1990-2023.

The statement of work summary and core deliverables include:

• Project Planning and Preparation: This encompasses project planning costs, the preparation of construction files by removing, coding, and packaging them.
• Logistics: The transport of these files from the client to the contractor, involving a maximum of six collection processes.
• Data Capture: Manual recording of index data for each file, such as binder spine labels and file numbers.
• Pre-Digitalization Processing: Preparation of files for scanning, including unbinding, un-stapling, and inserting separator sheets. This also involves careful handling of various document types and conditions (e.g., different paper qualities, sizes, bound documents, envelopes, clear sleeves).
• Scanning and Digitalization: Scanning of the entire file inventory, covering documents up to DIN A3 format, larger than DIN A3, and bound, non-separable documents. The process requires the use of appropriate scanners (e.g., flatbed for fragile paper, pass-through for stable paper) to ensure gentle digitalization.
• Post-Digitalization Processing: Re-stapling of files designated for return to the client.
• Data Management and Transfer: Establishment of an SFTP server for data transfer and subsequent uploads to the client.
• Documentation and Quality Assurance: Creation of a transfer note (gem. TR-RESISCAN, BSI TR-03138) for each scan product, detailing the creator, technical environment, time of capture, document names, page count, any scanning anomalies, quality assurance results, and confirmation of visual and content consistency with the original. This transfer note must be integrated as XMP into the PDF/A 2u document, and all finished scan products must be secured with a qualified electronic signature/seal, including metadata.
• Project Oversight: Comprehensive logging and protocolling of the entire scan process in a database or table to track the project status, process steps, and file information, with status reports provided upon request.
• File Return and Disposal: Return of archive-worthy files to the client, and storage followed by destruction of the remaining file inventory.
• Access and Emergency Services: The client retains short-term access to files, with digital transmission of requested files required within 24-48 hours on weekdays without additional cost. An emergency service must be provided to make files digitally available within 2 hours or physically available within 2-3 hours, 24/7, in urgent situations.
• Timeline: The project is expected to be completed within one year, with the first batch of files to be collected no later than six weeks after contract award.
• Pre-Bid Requirement: Bidders are required to conduct an on-site visit to assess the volume of files, spatial conditions for packaging and transport, and the characteristics of the documents.