What the buyer needs
AI summaryThe County seeks qualified contractors to provide document move, storage, and scanning services to digitize and index county records across various departments. Requested tasks include inventorying, barcode tracking, transporting, preparing, scanning, indexing, and securely storing or returning various formats such as case files, vital statistic books, death certificates, microfilm, and audio or video media. Eligibility is restricted to onshore USA vendors who can perform onsite work. Responders must submit questions via email by November 13, 2026, and submit final proposals through the DemandStar portal by December 1, 2026, at 2:00 p.m. Central Time. Complete submissions meeting all mandatory pass/fail requirements will be scored on qualification, expertise, and experience (20 points), key personnel qualifications (15 points), and contractor's cost (15 points), with additional points possible for demonstrations or interviews. The anticipated contract begins in January 2027 and shall not exceed 15 years.
Scope of work
- Create a complete box manifest and inventory
- Implement a barcode-based tracking system for all boxes onsite prior to transport
- Load and transport boxed records and files using secure transportation to contractor facility
- Retrieve and return documents upon County request
- Provide access to files within 24 hours during move and while in temporary or permanent storage
- Digitize records in various mediums according to County specifications
- Index digital images in accordance with County metadata requirements using approved import templates
- Maintain secure electronic backups and destroy, store, or return physical documents
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Mandatory Requirements (completeness and timely receipt) | Pass/Fail |
| Qualification, Expertise, and Experience | 20 points |
| Contractor’s Cost | 15 points |
| Key Personnel Qualifications | 15 points |
Minimum qualifications
- Demonstrated experience performing large-scale digitization, scanning, and document-management projects including three completed project examples
- Personnel who have logical and physical access to CJI must submit to a fingerprint-based record check and complete BCA vendor screening
Documents to include with your response
- Lobbying Certification Form
- References Form
- Contractor Information Form
- Attachment A: Rate Card
- Responder Declarations
- Qualifications and Experience narrative with three prior project examples
- Resumes for key personnel
- Exceptions to Terms and Conditions Form
How to submit
- Method
- Electronic via the DemandStar portal
- Instructions
- Responders must register with the DemandStar portal to submit responses.