INVITATION TO BID

This Invitation to Bid (ITB) is subject to the instructions, conditions, specifications, addenda, and any other elements of this ITB, including those incorporated by reference.

DATE ISSUED: February 10, 2026

BID TITLE: ITB-26-2026 – Scanning Services

CITY CONTACT PERSON: Cathy Smith, Purchasing Director

TELEPHONE NUMBER: 629-201-6214

EMAIL: purchasing@murfreesborotn.gov

All bid responses must be received and acknowledged by the Purchasing Department on or before the day and time listed below, at which time all bids will be publicly opened and read aloud via Zoom.

A link will be provided to all those registered as following this bid. Only electronic bids will be accepted.

BID OPENING DATE: February 24, 2026

BID OPENING TIME: 2:00pm CST

1. Instructions and Conditions

1.1 Bid Submission to the City of Murfreesboro. The City is seeking bids for “ITB-26-2026 – Scanning Services” for the City of Murfreesboro’s Legal Department. The scope of work is set forth in the specifications in Section 2 of this ITB. Electronic bids will be received by the City of Murfreesboro until 2:00 p.m. local time on February 24, 2026, at which time the bids will be publicly opened via Zoom.

1.2 Deadline and Late Responses. No bids received after bid opening date and time will be accepted.

Bids received by the Purchasing Department after the specified time will be considered late. The City shall not be responsible for bids that are mailed or sent via private delivery services. The City will not accept bids submitted by fax. Only electronic bids will be accepted.

1.3 Organization of Bid and Completeness. Please submit one electronic copy to the Purchasing

Department office via the City’s e-procurement portal, OpenGov. Bidders must allow sufficient time to ensure receipt of the bid. It shall be the sole responsibility of the bidder to have the bid submitted to the City before the bid deadline. Partial or incomplete bids will be rejected. All bid responses should be typewritten. If not typewritten, they must be written in ink and clearly legible. Bidders are cautioned to verify their bid response prior to submission.

1.4 Signature. All bids must be signed by a duly authorized officer of the company empowered with the legal right to bind the company. A typed name will not be acceptable without the person’s written or electronic signature as well. Signatures are required where indicated; failure to comply with this requirement shall be cause for rejection of bid. All submitted bids must be binding for a period of one (1) year from the bid submission deadline.

1.5 Reponses to Terms and Conditions. Unless an exception is taken, the awarded contract will contain the requirements of this Invitation to Bid. In its sole discretion, the City reserves the right to either consider or reject any bid which takes exception to the specifications or attached contract.

1.6 Completeness of Invitation to Bid (“ITB”). These documents, and those listed on OpenGov, constitute the complete set of specification requirements and ITB. The bidder is responsible for ensuring that all pages and all addenda are received. The City advises all bidders to closely examine this ITB package and immediately direct any questions regarding the completeness of this ITB package and any addenda to the City’s Contact Person via the Question/Answer tab on OpenGov. Bidders must register with OpenGov to ensure that all relevant written communications are available to them in the preparation of their proposal. Registration can be accomplished through the website: https://procurement.opengov.com/portal/murfreesborotn

1.7 Bid Interpretation. Communication with the Purchasing Department. Cathy Smith is the City’s contact for coordinating communications between the department and firms submitting bids. If additional information is required in order to make an interpretation of items in this ITB, written questions (including e-mails) will be accepted until five (5) business days prior (02/17/2026) to the bid opening date. All questions regarding the ITB should be addressed via OpenGov Question/Answer Tab or to purchasing@murfreesborotn.gov.

The City specifically requests that no contact concerning this ITB be made with any other City personnel until the selection process has been completed. Failure to honor this requirement will be viewed negatively in the selection process and may result in the disqualification of a bid.

https://procurement.opengov.com/portal/murfreesborotn mailto:purchasing@murfreesborotn.gov

1.8 Discrepancies, Errors, and Omissions. Any discrepancies, errors, omissions, or ambiguities in this ITB, the specifications or addenda (if any) should be reported to the contact person for the City.

If necessary, a written addendum will be issued on OpenGov, notification made to firms on record, and the addendum will be incorporated into the ITB and will become part of the contract. The City will NOT be responsible for any oral instructions, clarifications, or other communications and no such oral communication may be relied on by any bidder.

The City of Murfreesboro is not responsible for technical errors or omissions made by prospective bidders during the bid submission process that may result in a bid not being submitted, being submitted incompletely, or being submitted incorrectly. In the case of technical issues that are verified to be a City error, the Purchasing Department will take reasonable steps to resolve the issue so that the process remains fair to all bidders.

1.9 Errors. Certain mistakes may be corrected so long as the intended correct bid response is clearly evident. In the event of a disagreement between unit price and extended price, the unit price will control.

1.10 Further Negotiation. The City reserves the right to further negotiate, after the ITBs are opened, with any potential vendor if such is deemed necessary at the discretion of the City.

1.11 Economy of Preparation. ITB should be prepared simply and economically, providing a straightforward, concise description of bidder’s capabilities to satisfy the requirements of the ITB.

Emphasis should be on completeness and clarity of content.

1.12 Subcontracting. If any part of the work is, or is to be, subcontracted, the bidder shall provide within the ITB response submittal a description of the subcontracting organization and the contractual arrangements made therewith. All subcontractors will be subject to approval by the City. The successful bidder will also furnish, at the request of the City, the corporate or company name and the names of the officers or principals of said companies proposed as subcontractors by the bidder.

1.13 Bid Modification. Bids may be modified, withdrawn, and/or resubmitted in writing to the City prior to the deadline for bid submission via the procurement portal. After this deadline, no withdrawals or resubmissions may be made for any reason. Bidders must register with OpenGov to ensure that all relevant written communications are available to them in the preparation of their proposal. Registration can be accomplished through the website:

1.14 Tax Exempt. The City is exempt from federal and state taxes. Upon request, the City will provide a sales tax exemption certificate to the awarded firm. Contractors doing business with the City shall not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations to the City, nor shall any vendor be authorized to use the City’s Tax Exemption Number in securing such materials.

1.15 Contract Term. If an award is made, any contract resulting from this ITB will be effective on the date the contract is signed. The contract shall not be effective until approved by the City Council and signed by all required parties. The term shall be one (1) year from date of contract execution, with the option to renew for two (2) one-year extensions.

1.16 Pricing Effective for One (1) Year. The successful bidder shall provide in the bid price the cost for the goods or services rendered. Pricing shall be effective for one year from date of bid award. If, in the bidder’s opinion, additional equipment or services are necessary, this shall be included with explanation in the bid. It is requested that bidders raise any such questions in advance of submitting a bid to the City. To submit a bid implies consent to the terms set forth in this ITB.

1.17 Approval Required. No award or acquisition can be made until approved by the City Council. The

City will not be obligated to bidders for equipment and/or services until the completion of a signed contract approved by authorized officials of the City. This solicitation in no manner obligates the City to the eventual rental, lease, or purchase of any equipment or services described, implied, or which may be proposed, until confirmed by a written contract. Progress towards this end is solely at the discretion of the City and may be terminated at any time prior to the signing of a contract.

1.18 Terms and Conditions. The City reserves the right to reject any and all bids, to waive any irregularities in a bid, to make awards to more than one bidder, to accept any part or all of a bid, or to accept the bid (or bids) which, in the judgment of the governing body, is in the best interest of the City. The City also reserves the right to make revisions to any quantity shown on the bid form dependent upon bid prices and available funding. Prices bid on each item shall be firm regardless of the actual quantity of item(s) purchased.

1.19 Withdrawal of Bid. No bidder may withdraw its bid for a period of ninety (90) calendar days after the date and time set for the opening of the responses. In the event the City awards a contract to a bidder and during such ninety (90) day period determines that such bidder will be unable to properly perform the contract, the City reserves the right to terminate the contract and award the contract to the next best offer without being required to re-advertise the project.

1.20 Cost of Response. The City will not be liable for any costs incurred by the bidders in preparing a response to this solicitation. Bidders will submit responses at their own risk and expense. The City makes no guarantee that any equipment or services will be purchased as a result of the solicitation and reserves the right to reject any and all responses. All responses and their accompanying documentation will become the record of the City.

1.21 Contract. The successful bidder’s responses to this ITB shall be included as an addendum to the contract. Should any conflict or discrepancy arise between the ITB and the contract, the contract shall control. All bidders who are awarded contracts pursuant to this ITB agree to be bound by the terms and conditions set forth in the attached sample City Contract. If the bidder objects to any contract terms or proposes any additional terms such objections and terms must be set forth in the bid. Rejection of any proposed City Contract terms may be a basis for rejection of the bid.

1.22 Contract Termination. The City reserves the right to cancel the contract for the work without cost or penalty to the City if, in the City’s opinion, there is a failure at any time by the contractor to adequately perform the contract, or if there is any attempt to willfully impose upon the City a material or product or workmanship which is, in the opinion of the City, of an unacceptable quality. Cancellation of the contract shall not impair any rights or claim of the City to damages for the breach of any covenants of the contract by the contractor. The contract awarded may be terminated upon any of, but not limited to, the following occurrences:

1.22.1 Bankruptcy or insolvency of the bidder, one or more of the bidder’s general partners, or any individual or entity that owns 10% or more of the bidder;

1.22.2 Conviction of any financial or other crime specified in the contract, by the bidder, bidder’s officers, bidder’s general partners, or any individual or entity that owns 10% or more of the bidder;

1.22.3 Failure of the bidder to provide satisfactory services or failure to comply with the specifications;

1.22.4 Unauthorized substitution of products other than those identified in the specifications or specifically approved by the City as a substitute prior to award of the contract;

1.22.5 Unsatisfactory performance of products supplied by the bidder or services provided by the bidder;

1.22.6 Fraud by the bidder, bidder’s officers, bidder’s general partners, or any individual or entity that owns 10% or more of the bidder; or

1.22.7 Any other breach of the terms of the ITB specifications or contract.

1.23 Contract Modification. The contract may be modified only by written amendment executed by all parties and their signatories hereto.

1.24 Replacement or Repair. No waiver of any provision of the contract shall affect the right of any party thereafter to enforce such provision or to exercise any right or remedy available to it in the event of any other default. The City, at its option and in lieu of immediate termination, may request the awarded bidder replace or repair any defective goods or correct performance by written notice to the contractor. In that event, the contractor shall take correct action within the amount of time specified by the City in the written notice. Exercise of this option shall not relieve the contractor of any liability to the City for damages for the breach of any covenants of the contract by the contractor.

1.25 Expense of Legal Action. Awarded bidder agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the contract, and in the event the City prevails, awarded bidder shall pay all expenses of such action including the City’s attorney fees and costs at all stages of the legal action.

1.26 Governing Laws. The validity, construction, and effect of the contract, and any and all extensions and/or modifications thereof shall be governed by the laws of the State of Tennessee.

1.27 Severability. Should any provision of the contract be declared to be invalid by any court of competent jurisdiction, such provision shall be severed and shall not affect the validity of the remaining provisions of the contract. Any action between the parties arising from this agreement shall be maintained in the courts of Rutherford County, Tennessee.

1.28 Indemnification and Hold Harmless.

1.28.1 Contractor must indemnify, defend, and hold harmless the City, its officers, agents and employees from any claims, penalties, damages, costs and attorney fees (“Expenses”) arising from injuries or damages resulting from, in part or in whole, the negligent or intentional acts or omissions of contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, in connection with the performance of this Agreement, and, Expenses arising from any failure of Contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

1.28.2 Pursuant to Tennessee Attorney General Opinion 93-01, the City will not indemnify, defend or hold harmless in any fashion Contractor from any claims arising from any failure, regardless of any language in any attachment or other document that Contractor may provide.

1.29 Statutory Disqualification. By submitting a response, it is represented that neither Contractor nor any of its officers, directors, shareholders, member, or partners has been convicted or plead guilty or nolo contender to any violation of the Sherman Anti-Trust Act, mail fraud, or other state or federal criminal violation in connection with a contract let by the City of Murfreesboro or any political subdivision of the State of Tennessee.

1.30 Contractor’s Employment Practices. Bidder, after being first duly sworn, affirms that by its employment policy, standards and practices, it does not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to the individual’s race, creed, color, national origin, age or sex and it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

1.31 City’s Employment Practices. It is the policy of the City not to discriminate on the basis of age, race, sex, color, national origin, or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities. With regard to all aspects of this contract, Bidder certifies and warrants it will comply with this policy. Bidder must affirm that under its employment policies, standards and practices, it does not subscribe to any personal policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to the individual’s race, creed, color, national origin, age or sex and that it is not in violation of and will not violate any applicable laws concerning the employment of individuals with disabilities.

1.32 Non-Discrimination. It is the policy of the City not to discriminate on the basis of age, race, sex, color, national origin, veteran status, disability, or other status or class protected under federal or state law in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities. With regard to all aspects of this Agreement, Contractor certifies and warrants it will comply with this policy. No person may be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the City’s contracted programs or activities, on the grounds of handicap and/or disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or Tennessee State Constitutional or statutory law; nor may they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the City or in the employment practices of the City’s Contractors. Accordingly, all proposers entering into contracts with the City may upon request be required to show proof of such nondiscrimination and to post in conspicuous places that are available to all employees and applicants, notices of nondiscrimination.

1.33 Conflict of Interest. By submitting a response, it is represented that no officer, committee member, or director of the City or other persons whose duty is to vote for, let out, overlook, or in any manner supervise any work on any contract for the City has a “direct interest”, as defined by T.C.A. § 12-4-101, in the bidder or in the work which is subject to this ITB.

1.34 Ethical Standards. Bidder understands that is shall be a breach of ethical standards for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person, a gratuity of an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy or other particular matter, pertaining to any program requirement of a contract or subcontract or to any solicitation or bid therefore.

1.35 Breach of Ethical Standards. A breach of ethical standards could result in civil/or criminal sanctions and/or debarment or suspension from being a contractor or subcontractor under City contracts.

1.36 Payments. Payments under the contract shall be made upon submittal of an invoice after performance of the portion of the services which each payment represents. The final payment shall not be made until after the performance is complete.

1.37 Warranty. All goods and services provided as a result of this Invitation to Bid shall come with the standard manufacturer’s warranty.

1.38 Codes & Regulation. All services and work to be done must comply with City, county, state, and federal laws, rules, codes and regulations. All work shall be in accordance with the specifications as described in Section 2. The contractor will obtain and pay for all permits, if any, necessary to complete the work.

1.39 Iran Divestment Act of Tennessee. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to T.C.A. § 12-12-106. Bids not conforming with this provision shall not be opened. Failure of any bidder to comply therewith shall void such bid and such bid shall not be considered.

1.40 Non-Boycott of Israel. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each supplier is not boycotting Israel pursuant to T.C.A. § 12-4-119, and will not boycott Israel during the term of contract. This applies to contracts of $250,000 or more and to contractors with ten

(10) or more employees.

1.41 Evaluation of Bid. Any contract awarded pursuant to this ITB shall be awarded to the lowest responsive and responsible bidder whose bid response meets the requirements and criteria set forth in this ITB. A “responsive bidder” means a person who has submitted a bid response, which conforms in all material respects to the ITB. A “responsible” bidder means a person who has the capacity, reputation, and experience in all respects to perform fully the contract requirements and the integrity and reliability, which will assure good faith performance within the time specified without delay or interference. The City may make such investigations as deemed necessary to determine the ability of the bidder to provide the products and services required by the bid package. Any items proposed deemed not of equal and/or better and of comparable quality as that specified shall be cause for rejection of a bid. The City will evaluate bid based on lowest cost which fully conforms to specifications and whether the proposed costs and terms are, in the City’s judgment, consistent with current market pricing, appropriate for the services provided, and commensurate with the level of quality expected. In addition to the price, the following aspects will be considered in the award of a contract:

1.41.1 The ability of the bidder to perform the contract or to provide the material or equipment for service required;

1.41.2 Whether the bidder can perform the contract and provide the material or service promptly or within the time specified without delay or interference;

1.41.3 References provided (three required) establishing the bidder has experience required in the last five years providing similar services;

1.41.4 The character, integrity, reputation, experience, and efficiency of the bidder;

1.41.5 The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;

1.41.6 The ability of the bidder to provide future maintenance and service for the use of the subject contract;

1.41.7 Terms and conditions stated in the bid;

1.41.8 Compliance with specifications or the ITB;

1.41.9 Utilization of the format set forth in this ITB for submittal of a bid; and,

1.41.10 Bidder’s past performance with the City.

1.42 Bidder’s Compliance. The City will evaluate proposals for compliance and completeness. All forms listed in OpenGov as required must be completed and uploaded with the bid. Failure to submit any of the required forms will make the bid non-responsive and therefore disqualified.

1.43 Insurance. During the term of this bid and subsequent contract, the successful bidder must maintain comprehensive general liability insurance with limits of not less than $1,000,000, as well as automotive and workers’ compensation insurance policies. Contractor will provide to the City: (i) a standard certificate of insurance evidencing this coverage prior to commencement of work and upon renewal or expiration of the policies reflected thereupon, (ii) upon request, an endorsement naming the City as additional insured under the terms of the policy as follows: “The City of Murfreesboro, Tennessee, its officers, employees, contractors, consultants, and agents.”

2. Bid Specifications

2.1 Overview. The City of Murfreesboro is requesting bids for scanning services and document management software. This bid shall be extended to the needs of any City department at any time in the future as needed. This particular bid addresses the needs of the Legal Department.

Bids should be priced accordingly on a per image cost to include scanning, QA, indexing, and prepping charges. The number of hours of prep required for this project should be included in the bid pricing. Bids should include any ongoing licensing, support, maintenance, storage, or any other related costs associated with this project. Scanning and receipt of scanned files should be by June 30, 2026.

2.2 Qualifications

2.2.1 Vendor must have a physical conversion department with all work performed at the conversion facility (IE: No third-party or outside of the United States outsourcing for scanning, QA or Indexing or uploading allowed)

2.2.2 Vendor must have professional services team to assist in initial scanning job setup and ongoing support after job completion

2.2.3 Vendor must be able to provide special file requests within 4 hours at no charge or hand deliver paper files within 24-hour service at no charge.

2.2.4 Vendor must have been in business doing conversion work for at least 5 years

2.2.5 Vendor must store records in a secure facility

2.2.6 Vendor must comply with CJIS requirements

2.2.7 Vendor must comply with HIPAA requirements

2.2.8 Vendor to provide storage at their conversion facility for a period of time to be determined by each department’s needs past project completion.

2.2.9 Vendor to have a physical representation located in Tennessee

2.2.10 All scanned documents will remain the property of the City of Murfreesboro

2.2.11 Vendor must be able to customize or replicate the system to meet the specific needs of multiple City of Murfreesboro departments.

2.3 Conversion Specifications

2.3.1 Pick-up Services

2.3.1.1 Vendor must maintain full chain of custody for the records.

2.3.1.2 Vendor must provide pickup services for boxes to vendor location on an on-going project basis. Scheduling flexibility to be mutually agreed upon by named vendor and City of Murfreesboro.

2.3.2 Document Preparation

2.3.2.1 Vendor to remove all binding materials.

2.3.2.2 Vendor to tape down any small items.

2.3.2.3 Vendor is to move & tape any item covering information to a blank sheet of paper for subsequent scanning

2.3.2.4 Vendor to straighten all documents as necessary for legibility.

2.3.2.5 Vendor to unfold any required documents

2.3.3 Scanning

2.3.3.1 Vendor to ensure documents are scanned at 300dpi.

2.3.3.2 Vendor must provide scanning in greyscale, bi-tonal and color manner.

2.3.3.3 Vendor to ensure the image format will be PDF.

2.3.3.4 Vendor will ensure border removal on non-standard size Images.

2.3.3.5 Vendor to ensure image enhancement through programmatic means (VRS or equivalent).

2.3.4 Quality Control

2.3.4.1 Vendor must provide Quality Control service at page-level.

2.3.5 Indexing

2.3.5.1 Vendor must provide indexing services broken down by each individual department’s need.

2.3.6 Uploading of Metadata and Images

2.3.6.1 Vendor must provide regularly scheduled uploads into the document management system as agreed upon by the specific City of Murfreesboro Department.

2.3.7 Requested Files

2.3.7.1 During the conversion process it may become necessary for the City to obtain document(s)/record(s) that are in the possession of the vendor and yet to be scanned. All documents and records must be made available to the City upon request with 4 hours for electronic transfer or within 24 hours for hand delivery. All document(s)/record(s) requests must be processed and received by the City via email or hand delivered. Vendor must provide record requests at no charge.

2.3.8 Disaster Recovery

2.3.8.1 Vendor must have a disaster recovery process to safeguard all documents and date in all phases of the conversion process.

2.3.8.2

2.3.9 Project Completion

2.3.9.1 Vendor will assume liability for destruction of documents/records upon project completion or return documents to the City of Murfreesboro dependent on each department’s needs.

2.3.9.2 City shall have a minimum of sixty (60) days to review the scanned images for quality and accuracy and to notify Contractor in writing whether the scanned images are acceptable.

2.3.9.3 Vendor to complete the total project including importing all images and metadata by the deadline determined by each department.

2.3.9.4 Vendor will transfer completed product via external hard drive delivered to the appropriate

City department. (incremental batch completion delivery)

2.3.9.5 Upon completion of the project, departments must be able to access their documents on a per-user basis.

2.3.10 Support and Maintenance

2.3.10.1 24/7 Phone support

2.3.10.2 24/7 Access to Knowledge Base Articles

2.3.10.3 Discussion forums and education resources available to City departments

2.3.10.4 Access to new releases and product updates

2.3.11 Legal Department Specific Requirements

2.3.11.1 Indexing Categories: Year, Matter Number, City Department [Client] Name, Matter Name

2.3.12 Add Alternate- Software- Document Management Software Specifications

2.3.12.1 Vendor must have in-house, technical support staff for any 3rd party software and be a reseller for the third party software vendor. Software for indexing must be Lanserfiche or comparable software with equivalent capabilities.

2.3.12.2 Vendor must provide customer the capability to scan in documents and add them to any additional third party repository with the ability to search them within said repository post contract completion.

2.3.12.3 Provide one or more licenses to document management software

2.3.12.4 Phone support from reseller's engineers

2.3.12.5 Second level support through Software company from supplier consulting.

2.3.12.6 24/7 Access to Knowledge Base Articles

2.3.12.7 Discussion forums and education resources from the software support site

2.3.12.8 Access to new releases & product updates from the software support site

2.3.13 Project Completion Requirements

2.3.13.1 Vendor will assume liability for destruction of documents/records upon project completion.

2.3.13.2 In addition to transferring Vendor will transfer completed product via external hard drive delivered to the City, Vendor may transfer the images to the City via data transfer API or shared internet/cloud storage solution.

2.4 Confidentiality of Records

2.4.1 Contractor acknowledges that while engaging in the project(s), Contractor will have access to certain records and information of the City that is either non-public, confidential, privileged, or proprietary in nature. The City’s granting access to such information does not constitute a waiver of the attorney-client privilege, work product doctrine, or any other privileged or confidential status recognized by state or federal law.

2.4.2 Contractor shall abide by strict standards of confidentiality of records and information shall be maintained in accordance with applicable state and federal law. All records and information, regardless of form, medium or method of communication, provided to the Contractor by the City or acquired by the Contractor on behalf of the City that is regarded as confidential under state or federal law, as well as any physical or electronic copies thereof, shall be regarded as “Confidential Information.” Nothing in this Section shall permit Contractor to disclose any Confidential Information, regardless of whether it has been disclosed or made available to the Contractor due to intentional or negligent actions or inactions of agents of the City or third parties. Confidential Information shall not be disclosed except as required or permitted under state or federal law. In addition, Contractor shall not directly or indirectly use any Confidential Information, and Contractor shall take all necessary steps to safeguard the confidentiality of such material or information in conformance with applicable state and federal law. The obligations set forth in this Section shall survive the termination of this Contract.

2.4.3 If Contractor is required to disclose any Confidential Information to any court or government authority, Contractor shall: (a) immediately give written notice to the City so that the City has a reasonable opportunity to seek a protective order or its equivalent;

and (b) shall make a reasonable effort on its own to obtain a protective order requiring that Confidential Information ordered to be disclosed be kept secret by protective measures appropriate to the sensitivity of the subject information and that the Confidential Information be used only for the purposes for which the order was issued.

2.4.4 Contractor agrees that at no point shall Contractor have any proprietary interest in or right to use any records or information obtained from the City, including physical and electronic copies thereof, and that all times such records and information shall remain the sole property of the City.

MURFREESBORO PURCHASING DEPARTMENT

BID FORM

Date: ITB-26-2026 - SCANNING SERVICES

Name of Company:

INSTRUCTIONS:

All prices must include all costs. Costs included in the bid prices shall include services rendered, accessories, and any cost necessary to provide this service in accordance with “ITB-26-2026, Section 2. Specifications.”

Pricing for each component shall be effective for one (1) year from date of bid award. The City is not subject to sales tax.

ITEM

NO.

QUANTITY DESCRIPTION UNIT PRICE PRICE-

EXTENDED

2.

3.

ADD

ALTERNATE

ADD

ALTERNATE

ADD

ALTERNATE

700,000 images/Approximately

240 banker boxes (estimate)

1 LICENSE

Scanning, QA, and Indexing

Preparation Charge

Pickup from and Redelivery to the City

TOTAL BID PRICE

OCR (if not included in Base Bid)

Document Management Software

Transfer of images via data transfer API or shared internet/cloud storage solution

$____________ per image

$_______per hour for ________ hours per license

Sample Agreement Scanning Services Between the City of Murfreesboro and ____________

This Agreement is entered into and effective as of _____________________, by and between the CITY OF MURFREESBORO, a municipal corporation of the State of Tennessee (the "City"), and CONTRACTOR, a _________________ of the State of _____________(“Contractor”).

This Agreement consists of the following documents:

⋅ This document ⋅ ITB-26-2026 – Scanning Services, issued ______, February 10, 2026 (the “Solicitation”);

⋅ Contractor’s Proposal, dated ____________ (“Contractor’s Proposal”);

⋅ Contractor’s Price Proposal, dated _____________ (the “Price Proposal”); and, ⋅ Any properly executed amendments to this Agreement.

In the event of conflicting provisions, all documents will be construed according to the following priorities:

⋅ First, any properly executed amendment or change order to this Agreement (most recent amendment or change order given first priority);

⋅ Second, this Agreement;

⋅ Third, the Solicitation; and ⋅ Lastly, Contractor’s Proposal.

1. Duties and Responsibilities of Contractor.

Contractor shall provide Scanning Services for the City of Murfreesboro based on ITB-26-2026, Section 2 “Bid Specifications” of the ITB and “Bid Form submitted by Contractor.”

2. Term.

The term of this Agreement commences on the Effective Date and expires on _________, unless extended by mutual agreement of Contractor and the City or earlier terminated as set forth herein Termination. Contractor's services may be terminated in whole or in part:

A. Upon 30-day prior notice, for the convenience of the City.

B. For the convenience of Contractor, provided that Contractor notifies the City in writing of its intent to terminate under this paragraph at least 30 days prior to the effective date of the termination.

C. For cause, by either party where the other party fails in any material way to perform its obligations under this Agreement. Termination under this subsection is subject to the condition that the terminating party notifies the other party of its intent to terminate, stating with reasonable specificity the grounds therefore, and the other party fails to remedy the problem within 15 days after receiving the notice.

D. Should Contractor fail to fulfill in a timely and proper manner its obligations under this Agreement or if it should violate any of the terms of this Agreement, the City has the right to immediately terminate the Agreement. Such termination does not relieve Contractor of any liability to the City for damages sustained by virtue of any breach by Contractor.

E. Should the appropriation for Contractor’s work be withdrawn or modified, the City has the right to terminate the Agreement immediately upon written notice to Contractor.

3. Payment.

Any compensation due Contractor under the Agreement shall be made upon submittal of an invoice after completion of the project, which shall not be deemed complete until the City provides notice to Contractor that the scanned images are acceptable or sixty (60) days following the delivery of the images to the City, whichever occurs first. The City agrees to pay Contractor after services have been received, accepted, and properly invoiced as indicated in the Contract and/or purchase order. Once Contractor has submitted an invoice, the City will issue payment within thirty (30) days from submittal. The final payment shall be made only after Contractor has completely performed its duties under this Contract and the work has been accepted by the City and all work has been approved by an Authorized Representative from the City of Murfreesboro, including the return of any original files to the City as may be requested by the City. Invoices must bear the purchase order number. Final payment shall not be made until after performance is complete. All invoices should be sent to accountspayable@murfreesborotn.gov with a copy to alexiajakes@murfreesborotn.gov.

4. Price.

The price for the services rendered pursuant to this Contract shall be invoiced at the per unit prices and other charges fixed by the Contractor as per the Contractor’s Proposal (Exhibit A), dated ________________, for a TOTAL ESTIMATED PRICE OF _______________.

Any compensation due Contractor under the Contract shall be made upon submittal of an invoice after performance of the portion of the services which each payment represents.

5. Taxes.

The City of Murfreesboro is exempt from State sales tax and will issue a tax exemption certificate to the Contractor as requested. City shall not be responsible for any taxes that are imposed on Contractor. Furthermore, Contractor understands that it cannot claim exemption from taxes by virtue of any exemption that is provided to City.

6. Insurance.

During the term of this Contract, Contractor must maintain comprehensive general liability insurance with limits of not less than $1,000,000, as well as automotive and workers’ compensation insurance policies. Contractor will provide to the City: (i) a standard certificate of insurance evidencing this coverage prior to commencement of work and upon renewal or expiration of the policies reflected thereupon, (ii) upon request, an endorsement naming the City as additional insured under the terms of the policy as follows: “The City of Murfreesboro, Tennessee, its officers, employees, contractors, consultants, and agents.”

7. Indemnification.

a. Contractor must indemnify, defend, and hold harmless the City, its officers, agents and employees from any claims, penalties, damages, costs and attorney fees (“Expenses”) arising from injuries or damages resulting from, in part or in whole, the negligent or intentional acts or omissions of contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, in connection with the performance of this Contract, and, Expenses arising from any failure of Contractor, its officers, employees and/or agents, including its subcontractors or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

mailto:accountspayable@murfreesborotn.gov mailto:alexiajakes@murfreesborotn.gov

b. Pursuant to Tennessee Attorney General Opinion 93-01, the City will not indemnify, defend or hold harmless in any fashion Contractor from any claims arising from any failure, regardless of any language in any attachment or other document that Contractor may provide.

c. Copyright, Trademark, Service Mark, or Patent Infringement.

I. Contractor, at its own expense, is entitled to and has the duty to defend any suit which may be brought against the City to the extent that it is based on a claim that the products or services furnished infringe a copyright, Trademark, Service Mark, or patent. Contractor will indemnify, defend, and hold harmless the City against any award of damages and costs made against the City. The City will provide Contractor immediate notice in writing of the existence of such claim and full right and opportunity to conduct the defense thereof, together with all available information and reasonable cooperation, assistance, and authority from the City in order to enable Contractor to do so. The City reserves the right to participate in the defense of any such action. Contractor has the right to enter into negotiations for and the right to effect settlement or compromise of any such action provided (i) any amounts due to effectuate fully the settlement are immediate due and payable and paid by Contractor; (ii) no cost or expense whatsoever accrues to the City at any time; and (iii) such settlement or compromise is binding upon the City upon approval by the Murfreesboro City Council.

II. If the products or services furnished under this Contract are likely to, or do become, the subject of such a claim of infringement, then without diminishing Contractor's obligation to satisfy the final award, Contractor may at its option and expense:

a. Procure for the City the right to continue using the products or services.

b. Replace or modify the alleged infringing products or services with other equally suitable products or services that are satisfactory to the City, so that they become non-infringing.

c. Remove the products or discontinue the services and cancel any future charges pertaining thereto; provided however, Contractor will not exercise this option until Contractor and the City have determined that each of the other options are impractical.

III. Contractor has no liability to the City if any such infringement or claim thereof is based upon or arises out of the use of the products or services in combination with apparatus or devices not supplied or else approved by Contractor, the use of the products or services in a manner for which the products or services were neither designated nor contemplated, or the claimed infringement in which the City has any direct or indirect interest by license or otherwise, separate from that granted herein.

8. Termination – Breach.

In the event that any of the provisions of the Contract are violated by the Contractor, the City may serve written notice upon the Contractor of its intention to terminate the Contract, and unless within seventy-two (72) hours after the serving of such notice upon the Contractor such violation or delay shall cease and satisfactory arrangement for correction be made, the City may immediately terminate the Contract at any time after said seventy-two (72) hours. Such termination shall not relieve Contractor of any liability to City for damages sustained by virtue of any breach by Contractor.

9. Termination-Funding.

Should funding for this procurement be discontinued, City shall have the right to terminate the Contract immediately upon written notice to Contractor.

10. Termination—Notice.

City may terminate this Contract at any time upon thirty (30) days written notice to Contractor.

In that event, the Contractor shall be entitled to receive just and equitable compensation for any satisfactory authorized work completed as of the termination date.

11. Notices. Notice of assignment of any rights to money due to Contractor under this Contract must be mailed first class mail or hand delivered to the following:

If to the City of Murfreesboro:

City Manager City of Murfreesboro 111 West Vine Street Murfreesboro, TN 37130

If to Contractor:

12. Compliance with Laws.

Contract agrees to comply with any applicable federal, state, and local laws and regulations.

13. Maintenance of Records.

Contractor must maintain documentation for all charges against the City. The books, records, and documents of Contractor, insofar as they relate to work performed or money received under the Contract, must be maintained for a period of three full years from the date of final payment and will be subject to audit, at any reasonable time and upon reasonable notice by the City or its duly appointed representatives. Accounting records must be maintained in accordance with the Generally Accepted Accounting Principles.

14. Confidentiality of Records

a. Contractor acknowledges that while engaging in the project(s), Contractor will have access to certain records and information of the City that is either non-public, confidential, privileged, or proprietary in nature. The City’s granting access to such information does not constitute a waiver of the attorney-client privilege, work product doctrine, or any other privileged or confidential status recognized by state or federal law.

b. Contractor shall abide by strict standards of confidentiality of records and information shall be maintained in accordance with applicable state and federal law. All records and information, regardless of form, medium or method of communication, provided to the Contractor by the City or acquired by the Contractor on behalf of the City that is regarded as confidential under state or federal law, as well as any physical or electronic copies thereof, shall be regarded as “Confidential Information.” Nothing in this Section shall permit Contractor to disclose any Confidential Information, regardless of whether it has been disclosed or made available to the Contractor due to intentional or negligent actions or inactions of agents of the City or third parties. Confidential Information shall not be disclosed except as required or permitted under state or federal law. In addition, Contractor shall not directly or indirectly use any Confidential Information, and Contractor shall take all necessary steps to safeguard the confidentiality of such material or information in conformance with applicable state and federal law. The obligations set forth in this Section shall survive the termination of this Contract.

c. If Contractor is required to disclose any Confidential Information to any court or government authority, Contractor shall: (a) immediately give written notice to the City so that the City has a reasonable opportunity to seek a protective order or its equivalent;

and (b) shall make a reasonable effort on its own to obtain a protective order requiring that Confidential Information ordered to be disclosed be kept secret by protective measures appropriate to the sensitivity of the subject information and that the Confidential Information be used only for the purposes for which the order was issued.

d. Contractor agrees that at no point shall Contractor have any proprietary interest in or right to use any records or information obtained from the City, including physical and electronic copies thereof, and that all times such records and information shall remain the sole property of the City.

15. Modification of contract.

This Contract may be modified only by written amendment executed by all parties and their signatories hereto. Depending upon the nature and amount of the amendment, the approval of the City Council may be required. Minor modifications to the contract may be executed by signature of the City Manager in lieu of the City’s signatory hereto.

16. Relationship of the Parties.

Nothing herein may in any way be construed or intended to create a partnership or joint venture between the parties or to create the relationship of principal and agent between or among any of the parties. None of the parties hereto may hold itself out in a manner contrary to the terms of this paragraph. No party becomes liable for any representation, act, or omission of any other party contrary to this section.

17. Waiver.

No waiver of any provision of this Contract affects the right of any party thereafter to enforce such provision or to exercise any right or remedy available to it in the event of any other default.

18. Employment.

Contractor may not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age, sex, veteran status, or any other status or class protected under federal or state law or which is in violation of applicable laws concerning the employment of individuals with disabilities.

19. Non-Discrimination.

It is the policy of the City not to discriminate on the basis of age, race, sex, color, national origin, or disability in its hiring and employment practices, or in admission to, access to, or operation of…