BID_FORM-_ITB-26-2026_-_Scanning_Services_FINAL_AFT_2.4.26.pdf

This is a Bid Form for Invitation to Bid (ITB-26-2026) issued by the City of Murfreesboro Purchasing Department for Scanning Services to support the Legal Department. The procurement solicits sealed bids for comprehensive scanning services covering approximately 700,000 images contained in approximately 240 banker boxes. Deliverables include document preparation, scanning, quality assurance, indexing, metadata uploading, and optical character recognition services. Bidders must submit electronic bids through the City's OpenGov e-procurement portal no later than Tuesday, February 24, 2026, at 2:00 p.m. CST. All scanning and receipt of scanned files must be completed by June 30, 2026. The contract term is one year from execution with options to renew for two additional one-year extensions. Qualified vendors must maintain at least five years of conversion experience, operate a physical conversion department in the United States without third-party outsourcing, and maintain a physical presence in Tennessee. Vendors must comply with CJIS and HIPAA requirements and provide three references demonstrating relevant experience within the past five years.

Bid pricing shall be submitted on a per-image basis for scanning, quality assurance, and indexing preparation charges, with all preparation work hours included in the per-image rate. Additional line items include per-hour rates for pickup from and redelivery to the City, a one-time licensing fee for document management software, optional OCR services if not included in the base bid, and data transfer via application programming interface or cloud storage solutions. The City of Murfreesboro is exempt from sales tax, and vendors should exclude sales tax from their pricing submissions. All scanned documents remain the property of the City. Required insurance includes general liability coverage of at least $1,000,000 plus automotive and workers' compensation coverage. No budget or award values have been disclosed in the solicitation materials, and the contract will be awarded to the lowest responsive and responsible bidder whose proposal meets all specifications and requirements.