About this opportunity
AI summaryThe City of Los Angeles Office of the City Clerk requests proposals to retrieve, disassemble, scan, reassemble, and index City Council files to ensure ADA compliance and improve public accessibility through its online pages. The selected contractor must perform offsite work at a facility in the Los Angeles area, scanning up to an estimated 9,000 folders (approximately 1,125,000 pages) at 300 dpi with proper document analysis, file separation, image repair, and quality control. Only onshore United States organizations are eligible to bid. Proposers must attend a mandatory pre-proposal conference on December 1, 2026, submit written questions by November 18, 2026, and email complete digital proposals to [email protected] by December 15, 2026, at 5:00 PM PST. A review committee will evaluate submissions out of 100 maximum total points based on proposer experience (20 points), key personnel qualifications (20 points), and past performance (20 points). The estimated budget is $45,000.00 for an initial three-year term starting March 1, 2027, with two optional one-year renewals.
Buyer and opportunity details
- Client
- City of Los Angeles
- Solicitation No.
- 230178
Scope of work
- Pick up archival boxes from the City Records Center using bonded employees and contractor vehicle
- Create a unique barcode control number for each archive box and maintain a detailed content log
- Prepare documents by removing staples and paperclips, unfolding dog-ears, and taping sticky notes
- Scan up to an estimated 9,000 folders (1,125,000 pages) at contractor facility in Los Angeles area
- Scan in 300 dpi black and white, or color/grayscale for unique documents like photographs
- Tag compact discs and different media types and format files for City Legislative Management System
- Perform error removal, file separation, image repair, and index correction within 24 hours
- Perform quality control, host images on a dedicated server, and return original boxes
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Experience of the Proposer | 20 |
| Qualifications of key personnel | 20 |
| Past performance | 20 |
Minimum qualifications
- Qualified to conduct business in California via business registration with the California Secretary of State
- In good standing with the California Secretary of State if a corporation or LLC
- Not determined non-responsible or debarred by the City pursuant to Contractor Responsibility Ordinance
- Not debarred by the federal government, State of California, or local government
- Successfully completed contracts similar in size and scope to the services solicited for a minimum of 2 years
- No outstanding debt that has not been repaid or under repayment plan with State of California or City of Los Angeles
- Use bonded employees and contractor vehicle for transporting archival boxes
Documents to include with your response
- Cover Letter limited to one page
- Work Plan
- Three business references
- Cost and Price Proposal
- Bidder Certificate CEC Form 50
- Prohibited Contributors (Bidders) CEC Form 55
- Non-Collusion Affidavit
- Contractor Workforce Information Form
- Certification of Compliance with Child Support Obligations
- Iran Contracting Act of 2010 Compliance Affidavit
Key dates
- Date Issued
- 10/31/2026
- Questions due
- Tuesday, November 18, 2026
- Pre-bid meeting
- Tuesday December 1st 2026 at 10AM
- Proposals due
- Tuesday December 15, 2026 5:00 PST
- Contract start
- 03/01/2027
How to submit
- Method
- Instructions
- Submit proposals via email to [email protected], attention Records Management Division, Office of the City Clerk. Proposal narrative excluding attachments limited to 4 pages.
Contract details
- Term
- 3 years with 2 options to renew for 1 year
- Estimated value
- $45,000.00
- Place of performance
- Contractor facility in the Los Angeles area and C. Erwin Piper Technical Center in downtown Los Angeles