RFB-DCP-32-25 FINAL Specifications.pdf

ATTENTION VENDORS

If you find that you are not interested in bidding/quoting this particular project, please fill in this sheet and return it to:

County of Dutchess

Office of Central and Information Services

Division of Central Services

378 Violet Avenue, Suite 2

Poughkeepsie, NY 12601

We are very interested in learning why you do not bid.

BID #: RFB-DCP-32-25

BID TITLE: SCANNING OF ANNUAL TAX ROLLS

AND OTHER DOCUMENT IMAGING PROJECTS

VENDOR NAME ___________________________________________________________

CONTACT ___________________________________________________________

ADDRESS ___________________________________________________________

PHONE _______________________________ FAX _______________________

For purposes of facilitating your firm’s response to our bid the County of Dutchess is interested in hearing reasons for failure to respond. If your firm is not responding, please indicate the reason by checking all appropriate items below and returning this form to the address above.

WE ARE NOT RESPONDING BECAUSE:

_____ Items and/or materials requested are not manufactured by us or are not available to our company.

_____ Our items and/or materials do not meet your specifications

_____ Specifications are not clearly understood or applicable _____ too vague _____ too rigid

_____ Quantities too small

_____ Other _______________________________________________________

RFB-DCP-32-25 Page 1 of 30

SCANNING OF ANNUAL TAX ROLLS

BID #

RFB-DCP-32-25

Bid Due

September 23, 2025

2:00 pm

SUBMIT BIDS TO:

COUNTY OF DUTCHESS

OFFICE OF CENTRAL AND INFORMATION SERVICES

DIVISION OF CENTRAL SERVICES

378 VIOLET AVENUE, SUITE 2

POUGHKEEPSIE, NY 12601

PHONE (845) 486-3670 FAX (845) 486-3659

RFB-DCP-32-25 Page 2 of 30

INSTRUCTIONS AND INFORMATION

Read all documents contained in the bid specifications.

• Sealed bids for SCANNING OF TAX ROLLS AND OTHER DOCUMENT IMAGING PROJECTS will be received in the Division of Central Services, 378 Violet Avenue, Suite 2, Poughkeepsie, New York 12601, on or before 2:00 p.m. on September 23, 2025, and at that time and place bids will be opened and read aloud. In addition to an on-site bid opening, this solicitation will be conducted through Microsoft Teams Audio Conferencing, access information is as follows:

Microsoft Teams Join the meeting now Meeting ID: 263 785 097 523 0 Passcode: Rm2uQ2hu Dial in by phone +1 516-268-4602,,219145460# Phone conference ID: 219 145 460#

• The County of Dutchess official bid documents are obtained from the Empire State Purchasing Group’s Regional Bid

Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or, if applicable, the Department of

Public Works. Copies of bidding documents obtained from any other source are not considered official copies. In addition to obtaining the official bid documents, any and all addendum pertaining to a particular bid or RFP are posted on the same website that the official bid documents are obtained: www.bidnetdirect.com/new-york/county-of-dutchessIt is incumbent upon all potential bidders to view all posted addenda prior to the bid close date. If you have obtained this document from a source other than the County of Dutchess Purchasing Office, Department of Public

Works or the Empire State Regional Bid Notification System, it is recommended that you obtain an official copy.

You may obtain an official copy by registering on the Empire State Regional Bid Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or by using the link provided at www.dutchessny.gov , selecting “Government”, then selecting “Bidding and RFP Opportunities”.

• Bidders are responsible for submitting their bids to the appropriate location at or prior to the time and date as stated in the bid documents. No bids will be accepted after the designated time or date indicated. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. Delay in mail delivery is not an exception to the receipt of a bid.

• Bidders must indicate, on the outside of their sealed bid and mailing envelope, the following information:

1. SCANNING OF TAX ROLLS AND OTHER DOCUMENT IMAGING PROJECTS

2. RFB-DCP-32-25

3. September 23, 2025, 2:00 PM

4. <COMPANY NAME>

Failure to do so may result in rejection of the bid as being unresponsive.

• The following forms are necessary to be submitted as a bid, as well as any additional forms requested in the detailed specifications:

1. CS-1 - Bid proposal form/price page(s) Note: some bids may include a separate Bid Proposal Form.

Such exceptions will be noted in the bid specification.

2. CS-2 – Non-Collusion Affidavit, completed, signed and dated.

It is not necessary to submit your copy of the technical specifications with the bid. They should be retained by the bidder for their records.

• Bidders must submit one (1) original, plus one (1) digital copy (on CD or USB drive, as single pdf document) of their bids, unless otherwise stated in the specifications. The original must be clearly marked. All bids must be filled out in ink or be typewritten. Bids submitted in pencil will be rejected as unresponsive. Bids which have been corrected by white out or cross out and have not been initialed and/or dated will be rejected as unresponsive.

RFB-DCP-32-25 Page 3 of 30 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzRlMDQ5NjItMDQ0NS00MDExLWE0ZTUtNjgyNmM3NTIyMTk2%40thread.v2/0?context=%7b%22Tid%22%3a%22a6989191-6584-4219-b8ea-dad9692538d5%22%2c%22Oid%22%3a%22222effc2-7592-4475-9be8-cf0c2058d73c%22%7d tel:+15162684602,,219145460 http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.dutchessny.gov/

INSTRUCTIONS AND INFORMATION (Cont’d)

• The original submitted bid is the official bid document and is retained by Central Services. It is incumbent upon the bidder to ensure that the bid copy/s match the original document in its entirety.

• No bidder may withdraw a bid within forty-five (45) days after the actual date of the bid opening.

• Should the bidder find discrepancies or omissions in the specifications, he/she will notify the Purchasing Agent, at once. The Purchasing Agent will not assume responsibility for any oral instructions, or interpretations of meaning of the specifications or other contract documents to any bidder by any person or persons.

• The Purchasing Agent, and/or his/her designee, will be the only one authorized to make changes or alterations to anything contained in these specifications. Such changes will be posted as an addendum on the following website:

www.bidnetdirect.com/new-york/county-of-dutchess.

• Written questions and inquiries concerning this bid must be submitted to Michael Menton mmenton@dutchessny.gov with a copy to Sarah Andrews at sandrews@dutchessny.gov on or before the date and time stated in the bid documents. Verbal questions will not be entertained.

• References in the specifications to a particular trade name, manufacturer’s catalog or model number are made for descriptive purposes to guide the bidder in interpreting the type and quality of materials or supplies or nature of work desired. Such descriptions should not be construed as excluding bids on other types of materials and supplies or for performing the work in a manner other than specified, providing that the materials and supplies and manner of performing the work offered are of equal quality to that specified and equally acceptable to the County of Dutchess for its purposes. Exceptions must be clearly stated. The Purchasing Agent will determine equal products or services.

• Samples may be requested by the County for the purpose of product evaluation. It is understood that samples will be provided at no charge to the County and will be returned, when requested, within 30 days after the evaluation is completed, at the expense of the vendor. All samples left longer than 30 days after the evaluation period will be discarded.

• Any bidder, contractor, or manufacturer who, in the course of his work, uses or supplies products which may be toxic or harmful, must provide an MSDS to the Division of Central Services and the Office of Risk Management prior to the use of those products by the County or the contractor.

• The County of Dutchess guarantees no minimum or maximum purchase.

• Bidders who are required to adhere to the prevailing wage schedule must obtain and maintain a current schedule from the New York State Department of Labor for the entire term of the contract. The County may audit adherence to this schedule at any time during or after the contract period.

• All contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor

(NYSDOL) under Labor Law Section 220-i.

• The Purchasing Agent reserves the right to reject all bids, parts of all bids, or all bids for any one or more items or contractual services included in the proposed contract, when such rejection is in the best interest of the County.

• The County of Dutchess reserves the right to award to single or multiple vendors, in whole or in part, by item, by class, by category, or to establish primary/secondary contracts, whichever the County deems to be in the best interest of the County of Dutchess.

RFB-DCP-32-25 Page 4 of 30 http://www.bidnetdirect.com/new-york/county-of-dutchess mailto:mmenton@dutchessny.gov mailto:sandrews@dutchessny.gov

• The award of the contract will be made to the lowest priced responsible bidder which has complied with the specifications. A responsible bidder is a manufacturer, producer, dealer, vendor, or bona fide manufacturer's agent who has demonstrated judgment and integrity, is of good reputation, experienced in his work, whose record of past performance in the trade is established as satisfactory, and whose financial status is such to provide no risk to the

County of Dutchess in its contractual relations.

• The County reserves the right to require supplementary financial or other information from all bidders to assist in determining the qualifications of bidders.

• Upon acceptance of any bid, the successful bidder will execute a contract, if applicable, in accordance with the specifications, with the County of Dutchess, State of New York.

• A contract will not be assignable by the contractor in whole or in part without the written consent of the County of

Dutchess.

• All or any Dutchess County department may participate in the resulting contract(s). Each ordering agency will be invoiced directly for their orders and will receive shipments at their designated locations.

• The County of Dutchess reserves the right to allow other governmental entities authorized under the General Municipal

Laws of the State of New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the vendor and the vendor is only bound to any contract between the County of Dutchess and the vendor.

Dutchess County will have no responsibility in the dealings between the vendor and any other governmental entity other than Dutchess County.

• The County reserves the right to purchase items pursuant to General Municipal Law 103 from New York State Contracts, other County, political subdivision or district contracts, or New York State Preferred Sources within its discretion.

• Prior to any vendor receiving payment for goods and/or services rendered, the County of Dutchess requires that all vendors have a current completed IRS form W-9 on file with the County of Dutchess finance department.

• A contract will be deemed in force only to the extent of appropriations available to each department for the purchase of such articles or services. The County’s extended obligations on those contracts that envision extended funding through successive fiscal periods will be contingent upon actual appropriations for the following years.

• 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 paragraph (b) of subdivision 3 of section

165-a of the state finance law

• Dutchess County encourages submission of bids by certified Minority and/or Women-Owned Business Enterprises

(MWBE) and/or Disadvantaged Business Enterprises (DBE).

• The County is encouraging the use of electronic payment (via ACH) to entities that it does business with. Any awarded vendor will be requested to receive payments through an ACH.

• CONFIDENTIAL/TRADE SECRET INFORMATION

The County of Dutchess is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFB, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must ensure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

RFB-DCP-32-25 Page 5 of 30 http://web2.westlaw.com/find/default.wl?mt=NewYork&db=1000138&rs=WLW12.04&docname=NYSFS165-A&rp=%2ffind%2fdefault.wl&findtype=L&ordoc=989815866&tc=-1&vr=2.0&fn=_top&sv=Split&tf=-1&referencepositiontype=T&pbc=AF0B0C7B&referenceposition=SP%3b236f00000e5f2&utid=1 http://web2.westlaw.com/find/default.wl?mt=NewYork&db=1000138&rs=WLW12.04&docname=NYSFS165-A&rp=%2ffind%2fdefault.wl&findtype=L&ordoc=989815866&tc=-1&vr=2.0&fn=_top&sv=Split&tf=-1&referencepositiontype=T&pbc=AF0B0C7B&referenceposition=SP%3b236f00000e5f2&utid=1

• GRIEVANCE AND PROTEST PROCEDURES:

1. Any protest to the Division of Central Services’ consideration of any bid must be submitted in writing and received by the Director of Central Services no later than five (5) calendar days after the bid award. A written reply to the protest will be sent to the protesting bidder by the Director of Central Services.

2. The protest must contain:

▪ Identification of the statute or procedure that is alleged to have been violated;

▪ A precise statement of the relevant facts;

▪ Identification of the issues to be resolved;

▪ Aggrieved party’s argument and support documentation.

Any notice of protest received after the deadline will not be considered.

• NOTE: VARIATIONS AS STATED IN THE BID SPECIFICATIONS TAKE PRECEDENCE OVER

THIS INSTRUCTIONS AND INFORMATION SECTION.

Date: September 04, 2025

RFB-DCP-32-25 Page 6 of 30

SPECIFICATIONS

RFB-DCP-32-25

SCANNING OF TAX ROLLS

1.0 DESCRIPTION

Dutchess County (County) has launched an electronic content management (ECM) initiative with the goal of digitizing paper records for electronic storage, processing, and retrieval. The County is seeking proposals from vendors who can provide high quality, secure scanning, indexing, and conversion services for the Department of Finance and deliver resulting data according to the specifications stated herein.

2.0 SCOPE OF SERVICES

2.1 The County desires to reduce its paper records storage

2.1.1 To convert Tax Roll books by Town into an electronic format to be stored and retrieved from the

County’s ECM system after the foreclosure of the tax lien for that specific levy.

2.1.2 To digitize inactive employee records that have a long-term retention period for storage in the

County’s ECM system.

2.1.3 To digitize additional records as identified that may have historical significance or require a longer than average retention

2.2 The County uses OnBase, a product of Hyland Software Inc., as its ECM system.

2.3 The Tax rolls are considered public information to be available to the public at all times.

2.4 The employee records need to be searchable by appropriate County staff for answering inquires from various entities, including the New York State and Local Retirement System.

3.0 TECHNICAL SPECIFICATIONS

The vendor will be used to complete document conversion and imaging projects for the Department of

Finance:

Tax Collection unit.

The majority of documents measure approximately 11 inches wide by 14 inches long and are housed in two-hole punch ledger binders. Additional records, which have been appended to the Tax Roll records, including but not limited to warrants, resolutions, and correspondence will also be scanned and included as part of the digital surrogate for each Tax Roll. This record series is arranged chronologically and by municipality. Some of the Tax Roll records are bound across several ledgers. Prior year ledgers that have already been scanned can be found on the County’s website https://www.dutchessny.gov/DutchessCountyPublicAccess/Tax-Rolls/TaxRolls.aspx

There are approximately 28,000 pages contained across all the ledgers for one year to be scanned as

Black and White with 1 page per town being scanned in color (20 total). Please refer to Tax Roll Tables

(attached as a separate document to this bid) Table 1 for the actual Tax Roll Count to be considered for this bid. For reference purposes only, Tax Roll Tables (attached as a separate document to this bid)

Table 2 represents the actual tax records to be scanned through the first bid extension period, should the

County agree to extend the contract.

RFB-DCP-32-25 Page 7 of 30 https://www.dutchessny.gov/DutchessCountyPublicAccess/Tax-Rolls/TaxRolls.aspx

Payroll Unit:

Most documents measure 8.5 inches wide by 11 inches long and are housed in heavy duty folders labeled with employee specific information. Records will include system printouts, fax, employment information requests, withholding forms, and other printed material that may have handwritten notes on them. There are approximately 500 employee folders to scan with an average of 10 files per folder.

The majority of documents are in stable condition and with information recorded using typeset fonts and handwritten notation. The project will produce Master Images, which comply with the New York State

Archives Imaging Production Guidelines, the details of which can be found here:

http://www.archives.nysed.gov/common/archives/files/mr_erecords_imgguides.pdf

The vendor will provide the following services. The vendor must be capable of providing all services described in the New York State Archives’ Digital Imaging Guidelines, and providing all services in accordance with the specifications herein.

Document Imaging, Conversion, and Indexing

• Vendor will provide a scanning, imaging, conversion, and indexing process with the resulting images and data being sent to the County for import into the County’s electronic content management system.

• The vendor will convert paper documents of varying sizes to electronic format. Document sizes may range from small (letter size) to large (ledger size paper).

• Vendor will pick up boxed files from designated County locations and transport them to the vendor’s scanning facility.

• Vendor will store files in a secure location with fire and burglar alarm protections during the entire time they are in the vendor’s possession.

• Vendor will prepare documents for scanning by removing staples, bindings, paperclips, post-it notes, etc.

• Vendor will image and index documents according to the New York State Archives’ Digital Imaging

Guidelines and specifications mutually agreed upon between the County and vendor.

• Vendor will store physical files after the images of the respective files have been delivered to the

County and the County has reviewed the images through their quality control process.

Quality Control

• The vendor will perform quality control of both the resulting digital images and index data in accordance with the New York State Archives’ Digital Imaging Guidelines.

• The vendor will use a quality control process to verify the following:

o The correct number of images (pages) for each record has been captured.

o The images are not obscured, streaked, skewed, incomplete, or unreadable.

o The index information for each document is complete and accurate.

Test Scans

• The vendor will provide complimentary test scans and indexing of no fewer than 12 files to verify the vendor’s process will produce the images and data as required by the County. The test scans are required before the vendor begins the scanning job so that adjustments can be made if necessary. If

RFB-DCP-32-25 Page 8 of 30 http://www.archives.nysed.gov/common/archives/files/mr_erecords_imgguides.pdf http://www.archives.nysed.gov/publications/imaging-production-guidelines http://www.archives.nysed.gov/publications/imaging-production-guidelines http://www.archives.nysed.gov/publications/imaging-production-guidelines the vendor cannot produce scans or index files in an acceptable format and quality, then the contract would be terminated.

The vendor will provide all labor, materials, tools, and equipment needed for the requested services.

4.0 TASKS AND DELIVERABLES

Assessment

• The vendor will examine existing records and provide complimentary estimates for the entire project and/or phases of the scanning project.

Transportation

• The vendor will pick up bound ledgers from the Department of Finance.

• The Vendor will return records to Dutchess County Records Management Officer (or designee) for destruction upon verification by OCIS and Finance of the completion of the scanning project.

Document Preparation

• Vendor will prepare records for scanning based on County specifications and the New York State

Archives’ Digital Imaging Guidelines.

• Prepare documents for scanning, including removal of staples, bindings, paperclips, post-it notes, etc.

• Classification of documents based on criteria provided by the County.

Document Imaging

• Vendor will scan and/or convert records to electronic formats based on requirements in the Scope of

Services and the New York State Archives’ Digital Imaging Guidelines.

• Scan paper documents. If a document consists of multiple pages, the document must be scanned as a single file, multi-page document.

• Fragile documents or documents that require special handling will be processed in the safest way to protect the integrity of the original document and ensure readability in electronic format.

• The imaging process will capture 100% of the information on each page of each document. The process must preserve data identical to, or functionally equivalent to, the original record.

• Documents will be scanned front-to-back with pages in the same order as exists in the physical record.

• Documents will be imaged single-sided or duplex as required.

• If specified by the County, blank pages will be removed from the resulting image.

• Scanned images will not be modified in any way other than those allowed in the New York State

Archives’ Digital Imaging Guidelines.

• Documents and images must be oriented correctly for viewing.

• Documents will be scanned in black and white, grayscale, or color as specified by the County.

• All images produced will be in either TIFF or PDF/A format, use lossless compression, and be imaged at a minimum of 300 PPI with a 1:1 image ratio.

• All scanning will be performed in accordance with the New York State Archives’ Digital Imaging

Guidelines.

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Indexing

• Vendor will index records using keyword metadata specified by the County. Vendor will work with

County staff to learn how to accurately identify and index documents.

• Index data will be included for each file and both index data and file will be capable of automated import into the County’s electronic content management system, OnBase by Hyland Software Inc.

Quality Control

• Vendor will perform quality control as specified in the Scope of Services and New York State

Archives’ Digital Imaging Guidelines, including visual inspection of each digitized page.

• In addition to the quality control process performed by the vendor, the County will perform quality control prior to final acceptance of digital images. Any image failing to meet quality specifications, or containing inaccurate or incomplete index data, will be rejected. The vendor will re-scan or re-convert, and re-index rejected images at no additional cost.

• Resulting digital images and index data will be transmitted to the County in an electronic format.

The format of the images and index data must adhere to the requirements in the Scope of Services and the New York State Archives’ Digital Imaging Guidelines, and be in format capable of automated import into the County’s enterprise content management system.

• The vendor must have the ability to locate and return to the County any original document that is in the possession of the vendor within two business days from the time requested.

o Additionally, if the County requires access to view a document while in the possession of the vendor, the vendor will have the ability to locate, scan/image, and electronically transfer the document or selected pages to the County. This temporary file result does not need an index or to have OCR performed.

• The vendor will hold all records at no cost to the County for a minimum of 90 days following delivery of digital images to the County.

o The Vendor will return records to Dutchess County Records Management Officer (or designee) for destruction upon verification by OCIS and Finance of the completion of the scanning project.

Delivery

• The vendor will transport and deliver resulting images and index data to the County using a secure mechanism, such as external hard drive or secure FTP.

This solicitation and resulting contract does not guarantee a minimum or maximum quantity of records to be scanned.

5.0. QUALIFICATIONS

• Ability to perform document imaging and deliver results according to the specifications and the New

York State Archives’ Digital Imaging Guidelines.

• Ability to handle unique sized or type of documents.

o Performing OCR’ing of text to be included in resulting PDF/A files.

• Vendor must provide sample scanned images as part of the proposal. These can be sent as a separate document along with the electronic version of the bid proposal on a CD or USB drive.

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6.0 EXPERIENCE

6.1 Proposers interested in being considered shall have the following qualifications and experience:

• Experience working with other local municipalities imaging documents of similar volume, size, and condition.

• Experience handling, preparing, imaging, indexing, and performing quality assurance of similar documents, and electronically transferring the results to clients for use in an electronic content management system.

• Experience imaging documents according to the parameters set in the New York State Digital

Imaging Guidelines.

6.2 Vendor will provide a minimum of three references for other local municipalities for which the vendor has conducted services as described herein. Bidders must provide, with their bid submission, Attachment A entitled Certificate of Experience.

6.3 Vendor will provide the resumes and/or a description of the training and experience of all staff who will be involved with this project.

6.4 Vendor will provide evidence of five (5) years minimum experience in document imaging and conversion.

7.0 PROPOSAL REQUIREMENTS

The award is based on the lowest responsive and responsible vendor. Selection will include a review of qualifications provided in response to this solicitation. Vendors submitting a proposal submission package are asked to provide the following information in sequence, as their Technical Proposal. Failure to include the items specified may result in the vendor being disqualified for being deemed non-responsive:

7.1 A description of the contractor's qualifications and experience for this project, including the contractor's history, background, resources, and capabilities in areas relevant to this project, including the requirements outlined in Section 5.0 and 6.0.

• A detailed description of the capabilities and process used by the vendor for digital imaging and conversion.

o Describe vendor’s experience with clients and projects of similar content and scope.

7.2 A narrative of the contractor’s understanding of the project and proposed approach to the scope of services, including its ability to accomplish the tasks.

7.3 The following items should be fully addressed in the proposal in a concise, narrative form. Do not solely indicate “yes” or “no”.

1. Vendor information.

a. Name of vendor.

b. Primary revenue source, including percentage of revenue from document imaging and conversion activity.

c. Number of years in business.

d. Business locations within the United States.

2. Security certifications held by the vendor.

3. Security measures followed by the vendor.

RFB-DCP-32-25 Page 11 of 30

4. Process for transporting documents from County to vendor site, including description of transport vehicles and qualifications of drivers.

5. Physical address and location of vendor document storage site and imaging / work site.

6. Procedures for tracking inventory of records held by the vendor.

7. Process for storing County documents at vendor site, including climate control, security, access, auditing, and other aspects of physical storage.

8. Equipment or hardware used by the vendor for document imaging and conversion.

9. Physical document size range for document imaging (smallest to largest).

10. Process for document imaging, conversion, and indexing.

11. Image output format(s) and attributes.

12. Index data output format(s) and attributes.

13. Quality control process for images and index data.

14. Process for document image correction.

15. Cost and process of reassembling physical files for return to County, excluding the restoration of fasteners removed during document preparation.

16. Cost and process of storing documents post-imaging.

17. Customer support process.

7.4 Bid Proposal Form (CS-1), Total Project Cost – includes all labor, materials, tools and equipment needed for the requested services and will include the following:

1. Cost of document transportation.

2. Cost of document preparation.

3. Cost of document scanning. Specify cost based on scanning various size documents (including abnormally large or unique sizes) at varying qualities.

4. Total price per image per document including preparation, scanning, and indexing.

5. Cost of imaging documents in bitonal (black and white) vs. grayscale vs. color.

6. Cost of document indexing.

7. Cost of electronic document transmission.

8. Cost of record post-production record storage beyond any normal timeframe included in the cost of scanning.

9. Cost of handling fragile documents or documents that require special handling.

10. Cost of performing OCR of text and including it in the results.

11. Details of any costs not listed above.

7.5 Bid Proposal Form (CS-1), Cost per scanned image that makes up the Total Project Cost.

7.6 In addition, the vendor must demonstrate financial soundness by submitting a certified annual report, including balance sheets and profit and loss statements. All information pertaining to the financial soundness of the proposer will remain confidential.

8.0 ALTERNATIVES

Vendors may include in its Proposal items not specified in this solicitation which it would consider relevant to the services to be provided under the proposed contract. All such alternatives must be listed separately from the Proposal and the fees and/or costs associated therewith must be separately stated and itemized.

Proposals will be screened for completeness and compliance with the requirements outlined in these specifications.

RFB-DCP-32-25 Page 12 of 30

9.0 AWARD

The award is based on the lowest responsive and responsible vendor Total Project Cost, (see Bid

Proposal Form CS-1.)

The County of Dutchess reserves the right to accept any submittal and/or parts thereof and/or to reject any and all submissions, or to waive any irregularities in the submissions if it is determined to be in the best interest of Dutchess County.

The award of a contract is contingent upon the successful execution of the formal contract agreement.

10.0 CONTRACT AND INSURANCE REQUIREMENTS

The successful vendor will be required to enter into a formal contract agreement with the County of

Dutchess. See the Standard Contract Agreement for all contractually required insurance coverage.

Vendors must acknowledge the insurance requirements by signing the “Statement of Understanding of

Indemnification and Insurance Requirements” form attached. Insurance certificates must be submitted and approved by Dutchess County before the contract can be fully executed. Any inquiry regarding the contract and insurance requirements must be submitted in accordance with the section titled

QUESTIONS.

The County of Dutchess may reject any proposal based upon proposed amendments to its standard contract.

11.0 TERM OF CONTRACT

The contract term will be for one (1) year commencing upon successful execution of the formal contract. The County reserves the right to extend the initial contract term for four (4) additional one-year periods for a maximum of five years.

12.0 PRICE ADJUSTMENT

Any renewal shall be upon the existing terms and conditions, including price. Notwithstanding the foregoing, in the event that the successful vendor incurs additional expenses that requires a price increase in subsequent years, the successful vendor may request an annual increase. A price adjustment request must be made in writing and include the reason for the request, documentation supporting the request, the current pricing, and the requested revised pricing.

The County will review the price adjustment request. If the price adjustment is deemed reasonable the price adjustment request will be accepted by written acknowledgement. If the request is not accepted the County may entirely reject the request or may counter with revised pricing.

13.0 OWNERSHIP OF WORK PRODUCT

All work products including digital forms produced or created by the proposer as a result of or related to the performance of work or services under this solicitation will be the property of Dutchess County.

RFB-DCP-32-25 Page 13 of 30

14.0 QUESTIONS

Submit questions pertaining to this solicitation, including any inquiries related to contract and insurance requirements, by email to Mike Menton at mmenton@dutchessny.gov and Sarah Andrews at sandrews@dutchessny.gov by close of business Monday, September 15, 2025.

15.0 PROPOSAL SUBMISSION REQUIREMENTS

15.1 See PROPOSAL SUBMISSION CHECKLIST for additional submission requirements.

15.2 Bidders must submit one (1) original plus one (1) digital copy (on CD, DVD or USB drive, as a single pdf document) of their bid and send to:

Sarah Andrews

Director of Central Services

County of Dutchess

Office of Central and Information Services

Division of Central Services

378 Violet Avenue, Suite 2

Bids must be received no later than 2:00 pm on September 23, 2025.

Label outside SEALED mailing envelope with company name and RFB-DCP-32-25.

RFB-DCP-32-25 Page 14 of 30 mailto:mmenton@dutchessny.gov mailto:sandrews@dutchessny.gov

BID PROPOSAL SUBMISSION CHECKLIST

Company Name:

This proposal submission checklist MUST be completed and submitted with your response, to assure compliance with all required documentation.

Proposer’s who fail to provide all of the following items, may be deemed non-responsive:

Check if included Proposer’s Submission Includes the following:

Completed Proposal Submission Checklist (this document).

Completed and signed Bid Proposal Form CS-1 (2 pages).

Completed and signed Non-Collusion Affidavit Form CS-2.

Documentation to completely satisfy all items outlined in Section 5.0, 6.0 and 7.0.

Sample scanned images as part of the proposal. These can be sent as a separate document along with the electronic version of the bid proposal.

Certificate of Experience (Attachment A) per section 6.2

Completed and signed the Statement of Understanding of Indemnification and Insurance

Requirements form. (Attachment B)

Completed Addenda Acknowledgment Form (Attachment C) – if applicable.

One (1) original plus one (1) digital copy (on CD, DVD or USB drive, as a single pdf document) of the entire Bid Submission Package must be sent in a sealed envelope clearly marked with Bidder name and Bid # RFB-DCP-32-25.

RFB-DCP-32-25 Page 15 of 30

COUNTY OF DUTCHESS

Division of Central Services

BID PROPOSAL FORM

The undersigned, having carefully examined these specifications, dated September 04, 2025, does hereby agree to furnish and deliver to the County of Dutchess, Poughkeepsie, New York, the proposed items/services at the price(s) indicated:

Full Legal Name of

Company Submitting Quote:

Street Address:

Mailing Address:

City: __________________________________________ State: ______ Zip:

Contact Name:

Phone Number: ( ) Fax Number: ( )

E-Mail Address: Web Address:

Federal ID Number: _ Unique Entity Identifier (UEI): _____________________

Name of Authorized Official Submitting Proposal:

(Please Print or Type)

Signature of Authorized Official Submitting Proposal:

Date: ________________

NOTE: By signing and submitting this proposal for consideration by the Dutchess County Division of

Central Services, the vendor acknowledges that they have read, understand and agree to all aspects of the specifications as presented without reservation or alteration.

CS-1 (1 of 2)

RFB-DCP-32-25 Page 16 of 30

BID PROPOSAL FORM

line item

Description PRICE

1 Total Project Cost (see Section 4.0 of these specifications) * $

Cost per scanned image as part of the Total Project Cost (see section

7.5 of these specifications)

*The Total Project Cost will include the following:

4 Cost of document transportation.

5 Cost of document preparation.

Cost of document scanning, which includes scanning various size documents (including abnormally large or unique sizes) at varying qualities.

Total price per image per document including preparation, scanning, and indexing.

Cost of imaging documents in bitonal (black and white) vs. grayscale vs.

color

9 Cost of document indexing.

11 Cost of electronic document transmission.

Cost and process of reassembling physical files for return to County, excluding the restoration of fasteners removed during document preparation.

13 Cost and process of storing documents post-imaging.

Cost of record post-production record storage beyond any normal timeframe included in the cost of scanning.

Cost of handling fragile documents or documents that require special handling.

16 Cost of performing OCR of text and including it in the results.

17 Complimentary Test Scans

ADDITIONAL CHARGES not specified above (if any). Specify description, unit of measure and unit price for each additional charge below:

18a

18b

18c

CS-1 (2 of 2)

RFB-DCP-32-25 Page 17 of 30

NON-COLLUSION AFFIDAVIT

As required by Section 103-d of the New York State General Municipal Law, the bidder certifies under the penalties of perjury that:

(a) “By submission of this, 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 knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor.

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.”

Signed

By

(President or Authorized Representative)

Dated ___________________

Bid submitted by: Name:

Address:

Phone:

Fax #:

Email:

CS-2

RFB-DCP-32-25 Page 18 of 30

ATTACHMENT A

CERTIFICATE OF EXPERIENCE

(This form must be filled in by the Bidder)

TITLE: Scanning of County Documents

BID NUMBER: RFB-DCP-32-25

I, ________________________________HEREBY CERTIFY THAT FOLLOWING LOCAL MUNICIPALITIES HAVE HAD THE

DESCRIBED WORK PERFORMED WITHIN THE LAST FIVE YEARS AND CAN BE CONTACTED AS REFERENCES:

1. NAME OF BUSINESS: ______________________________________________________________________

CONTACT NAME: ____________________________________________________________________________

ADDRESS: ___________________________________________________________________________________

AMOUNT OF CONTRACT: ____________________________ TELEPHONE NO.: ________________________

EMAIL: _____________________________________________ FAX NUMBER: _________________________

TYPE OF WORK: _____________________________________________________________________________

2. NAME OF BUSINESS: ______________________________________________________________________

ADDRESS: ___________________________________________________________________________________

AMOUNT OF CONTRACT: ____________________________ TELEPHONE NO.: ________________________

3. NAME OF BUSINESS: ______________________________________________________________________

ADDRESS: ___________________________________________________________________________________

AMOUNT OF CONTRACT: ____________________________ TELEPHONE NO.: ________________________

4. NAME OF BUSINESS: ______________________________________________________________________

ADDRESS: ___________________________________________________________________________________

AMOUNT OF CONTRACT: ____________________________ TELEPHONE NO.: ________________________

5. NAME OF BUSINESS: ______________________________________________________________________

ADDRESS: ___________________________________________________________________________________

AMOUNT OF CONTRACT: ____________________________ TELEPHONE NO.: ________________________

COMPANY NAME OF BIDDER: ____________________________________________________________________

BY: __________________________________________________ TITLE: _________________________________________

ANY ALTERATIONS TO THIS DOCUMENT MADE BY THE OFFEROR MAY BE GROUNDS FOR REJECTION OF THE BID, CANCELLATION OF ANY

SUBSEQUENT AWARD, OR ANY OTHER LEGAL REMEDIES AVAILABLE TO THE COUNTY OF DUTCHESS.

RFB-DCP-32-25 Page 19 of 30

ATTACHMENT B

STATEMENT OF UNDERSTANDING OF

INDEMNIFICATION AND INSURANCE REQUIREMENTS

I (We) have read the Indemnification and Insurance Requirements cited in the subject specifications and understand the obligations thereof. These requirements have been reviewed with our insurance agent and/or legal counsel and it was determined that the Indemnification and Insurance requirements are acceptable. Upon receipt of a designation from the County of Dutchess to perform the services described in these specifications, I

(we) intend to enter into an agreement with the County of Dutchess that will include the Indemnification and

Insurance requirements as stated within these specifications.

Full Legal Name of Company: ____________________________________________________________

Street Address:

City: _________________________ State: ________________ Zip: __________________

Name of Authorized Official Submitting Proposal:

(Please Print or Type)

Signature of Authorized Official Submitting Proposal:

Date: ________________

RFB-DCP-32-25 Page 20 of 30

ATTACHMENT C

ADDENDA ACKNOWLEDGMENT FORM

Bidder/Proposer acknowledges receipt of the following addenda to the above referenced solicitation.

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Failure to acknowledge receipt of all addenda may deem the Vendor as non-responsive.

Full Legal Name of Company Submitting Bid/Proposal:

Authorized Signature:

Title:

Date:

RFB-DCP-32-25 Page 21 of 30

AGREEMENT

THIS AGREEMENT, bearing the date set forth on the signature page, by and between the COUNTY

OF DUTCHESS, a municipal corporation with offices at 22 Market Street, Poughkeepsie, New York 12601

(hereinafter referred to as the “COUNTY”) and <<Company_Name>>, an independent contractor (xxxx a xxxx corporation), whose address is <<Address>>, <<City>>, <<State>> <<Zip>> (hereinafter referred to as the

“CONTRACTOR”).

W I T N E S S E T H:

WHEREAS, the County’s Department of Finance desires the services of the Contractor to provide [brief service description], and

WHEREAS, the Contractor is qualified and is willing and able to perform such services in a timely manner, and

WHEREAS, the funds necessary to pay for such services are appropriated in the 202x Adopted County

Budget, now, therefore, it is mutually agreed by and between the parties hereto as follows:

1. SCOPE OF SERVICES. The Contractor shall perform, using standards of care acceptable to the

County and in strict compliance with all applicable Federal, State and local laws, regulations and procedures, the services set forth in Exhibit “A” annexed hereto and made a part of this Agreement.

If any term of the Scope of Services contradicts or creates an ambiguity with any term of this

Agreement, this Agreement shall govern.

2. PROJECT AND DOCUMENTS FORMING THIS AGREEMENT. This Agreement shall be deemed to include (if applicable): the advertisement for proposals; the Instructions to Bidders; the Information for Bidders; the Contractor’s proposal; the technical and contract specifications dated xx, 20xx; the plans or drawings; any addenda to specifications if the same are issued prior to the date of receipt of proposal; insurance contacts and certificates of insurance; and all provisions required by law to be inserted in the contract, whether actually inserted or not. The project is described as follows:

xx [Bid] [Request For Proposal] #xx-xx for xx.

3. TERM OF AGREEMENT. This Agreement shall be effective xx xx, 20xx and shall terminate on xx xx, 20xx, unless otherwise terminated as set forth herein.

4. EXTENSION. This Agreement may be extended for additional periods of one (1) year each, not exceeding in total five (5) years from the original Agreement date, upon such terms and conditions as may be agreed between the parties in writing by fully executing a contract extension/amendment.

5. PAYMENT. As full and complete consideration for the services so rendered, the County shall pay a total sum not to exceed xx THOUSAND and 00/100 ($xx,000.00) DOLLARS. The Contractor shall be required to receive payments electronically by submitting an authorization form to the Dutchess County

Comptroller.

Payment of the above consideration shall be made to the Contractor upon submission of xx statements in a form satisfactory to the County. No payment shall be made prior to audit and approval by the County.

RFB-DCP-32-25 Page 22 of 30

6. INDEPENDENT CONTRACTOR STATUS. The Contractor agrees that it is an independent contractor and that it shall not hold itself out to be an employee or officer of the County, and that therefore, neither

Federal, State, nor local income tax nor payroll tax of any kind shall be withheld or paid by the County on behalf of the Contractor or its employees; that the Contractor shall not be eligible for, and shall not be entitled to participate in, any employee pension, health, retirement or other fringe benefit plan of the County; that the

Contractor shall have no Workers’ Compensation or disability coverage through the County for the Contractor or its employees, and that the Contractor shall not be entitled to make any claim against the County for these or any other rights or privileges of an officer or employee of the County.

7. INDEMNIFICATION. The Contractor agrees to the fullest extent permitted by law to defend, indemnify and hold the County and its employees harmless from any and all such losses, claims, liens, demands and causes for action, including but not limited to, judgments, penalties, interest, court costs, and legal fees incurred by the County on behalf of any party, in connection with or arising from the Contractor’s work. The

Contractor shall investigate, handle, respond to and defend any such claims, demands or suits at its sole expense, and shall bear all other related costs and expenses even if such claims, demands, or suits are groundless, false or fraudulent. This indemnification section shall survive the expiration or termination of this

Agreement.

In any matter in which indemnification hereunder would violate Section 5-322.1 of the New York

General Obligations Law or any other applicable legal prohibition, the foregoing provision shall not be construed to indemnify the County for damage arising out of bodily injury to persons or to property caused by or resulting from the sole negligence of Dutchess County employees. The term “employee” shall include all officers, advisory board members and/or volunteers serving the County.

8. INSURANCE REQUIREMENTS. At all times during the term of this Agreement, the

Contractor and its sub-contractors, if any, shall maintain at its own cost the following insurance and shall provide proof thereof to the County, in the form of a Certificate of Insurance, prior to commencing work under this Agreement:

Workers’ Compensation Employer’s Liability (statutory limits). In compliance with the Workers’

Compensation Law of the State of New York, each contractor shall provide:

a. a certificate of insurance on an Acord form indicating proof of coverage for Workers’ Compensation

Employer’s Liability, OR

b. a New York State Workers’ Compensation Notice of Compliance (Form C-105, Form…