Scanning_and_Digital_File_Management_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Scanning and Digital File

Management Services

Procurement

RFP No. 2026-RFP-1634

RFP Contact: Matthew Benavides mbenavides2@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

The County of San Mateo is seeking proposals for Scanning and Data File Management Services. The

RFP aims to promote efficient document management, improve accessibility, and protect the documents utilizing a cloud management system. The scope of work will include scanning services and digital file management services in a secure cloud storage system with easy document retrieval by countywide staff.

The Contractor will provide an experienced Account Manager to manage the County's account and assist

County staff as needed.

The Contractor shall be responsible for managing all aspects of Scanning and Data File Management

Services, including but not limited to:

A. Scanning Services

B. Data File Management Solution

C. Transportation and Document Handling

D. Security Requirements

E. Document Destruction

F. Account Manager

G. Training

The Scanning and Data File Management Services shall be provided on an ongoing basis for a period up to five (5) years. The selected firm shall be expected to commence service within 30 days of contract execution. The firm shall be responsible for providing all necessary personnel, equipment, and materials required to fulfill the scope of work.

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1.2. Contact Information

Project Contact:

Matthew Benavides Contract Administrator Email: mbenavides2@smcgov.org Phone: (650) 363-4769

Procurement Contact:

Matthew Benavides Contract Administrator Email: mbenavides2@smcgov.org Phone: (650) 363-4769

Department:

Procurement

Department Head:

Jas Sandhar Procurement Director

1.3. Timeline

RFP Released September 5, 2025

Deadline for Questions, Comments and

Contract Exceptions

September 19, 2025, 12:00pm

Proposal Due Date and Time October 10, 2025, 4:00pm

2. Scope of Work

2.1. Detailed Scope of Work

A. Scanning Services

The County is seeking proposals from qualified Contractors to provide the County with Document Scanning Services capable of scanning and uploading various County documents. The Contractor shall provide the following requirements, but not limited to:

• Capable of scanning various document sizes that may range from, but not limited to, 8.5" x 11" to

36" x 48".

• Provide scanning resolution with a minimum of 300 DPI for both black and white documents and color documents.

• Provide bulk scanning options for larger projects.

mailto:mbenavides2@smcgov.org tel:(650)363-4769 mailto:mbenavides2@smcgov.org tel:(650)363-4769

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• Provide Optical Character Recognition (OCR), Intelligent Character Recognition (ICR), Optical

Mark Recognition (OMR) technology to ensure characters, handwritten notations, marks and other related texts are searchable.

• Files shall be converted into the following formats: PDF, JPEG, TIFF and other related types.

• Scanned documents must maintain original document quality and clarity, with minimal distortion or cropping.

• Indexing and Metadata features to scanned documents for efficient search and retrieval.

• Provide quality control to review and correct potential errors to ensure accuracy and retain quality of documents.

• Turnaround time to complete scan and upload shall be no more than two (2) business days.

• Provide emergency scanning services with turnaround time within one (1) business day.

• Provide/Send end-to-end encrypted (256-bit AES) data encryption and secure storage.

B. Digital File Management Solution

The County requires a Digital File Management System that will improve accessibility and document retrieval, generate reports for review, and reduce physical document clutter. The system shall be capable of the following, but not limited to:

• Provide an online data file management system for storing digital files.

• Provide an online customer portal for county staff to access.

• Provide a twenty-four-seven (24/7) technical support team in case of login and/or other system issues. Technical support shall acknowledge tickets within one (1) business day and resolve them within three (3) business days.

• Provide a Customer Support Portal that has online chat capability that can connect to the technical support team.

• Provide multiple user license package options. (e.g. 1-20 user licenses, 21-50 user licenses, etc.)

• Provide multiple data storage bundle options. (e.g. up to 200gb, up to 500gb, etc.)

• A search option tool for an easy and efficient retrieval of document(s).

• Capable of generating customizable and comprehensive reports but easily digestible for review.

• Provide an electronic data storage and backup of systems via an encrypted connection to storage within multiple secured, mirrored data centers located within the United States.

• A Data File Management system capable of adopting the County's document retention policy and

California Public Records Act.

C. Transportation and Document Handling

In an event documents need to be transported to an off-site facility for substantial size request(s), the

Contractor shall provide the following requirements, but not limited to:

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• Responsible security for handling and transporting physical documents while in transit.

• Provide standard scheduled delivery services and coordinate delivery based on a department identified schedule.

• Provide Emergency Pickup services from County department:

o Emergency requests placed before 2:00 pm (PST) will be picked up and delivered to the

Contractor's facility the same day. After 2:00 pm (PST), emergency requests will be picked up and delivered by the next business day.

• Provide secured and protected containers/boxes to ensure documents are not damaged during transit.

• Provide email notification to County staff, certifying the pick-up from a county location and the receipt of documents at the contractor's facility located within the United States.

• Provide validation of vehicle type to ensure all boxes/containers are accounted for prior to leaving

Contractor's record center with similar process for return(s) of retrieved boxes/containers to

Contractor’s record center.

• Provide return services to the County, as part of the contracted services for those documents requested to be returned post-scanning.

• Provide workflow tracking for the receiving and delivery of documents both ways.

• Provide labels for each container listing all contents.

• Provide multiple scans of labels to maintain security of documents throughout the receipt process.

• Provide a detailed workflow for chain-of-custody of all County containers.

• Provide a detailed customer report of contents received, label and unique ID(s) provided for each container.

• Provide a method that ensures barcode labels are adhered to every box/container to reduce data entry errors and validate accuracy of contents.

• Provide hand-held scanners for every transaction, with corresponding date and time stamps for audit purposes and customer notifications during each step of the entire process.

D. Security Requirements:

Contractor shall provide the following requirements, but not limited to:

• System must be SAML compliant and provide Single Sign On (SSO) capability for accessibility

• A Multi-Factor Authentication (MFA) capability must be enabled

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• Access permissions and restrictions must be assigned to individuals as well as groups in support of their job roles and without providing over-reaching permissions

• Provide role-based access controls for administrators.

• Must provide administrative and security controls such as, performance monitoring, event monitoring.

• System must provide patching processes including security fixes and updates.

• System must provide network defenses including encryption, logging, audit capabilities, vulnerability testing/scanning.

• Provide a disaster recovery plan including backup and restore, plan testing, RTO and RPO.

• APIs, if used, must be regularly tested against vulnerabilities and exploits.

• Data storage to include separate tenancy and kept within the United States; contractor must ensure against data leakage.

• Provide at least thirty (30) day notification for scheduled system maintenance and/or updates.

• If a web portal is used, the HTTP Strict Transport Security will be enabled with sitewide SSL.

System must be protected against SQL injection and DOS exploits in conjunction with the web portal and tested using OWASP standards to ensure integrity.

• Once the document is transferred to the storage location, the Contractor will not maintain any copies of the scanned items including any copies on the device hard drive.

E. Document Destruction

• Throughout the term of the Contract, Contractor shall maintain valid certification with the

National Association of Information Destruction (NAID) and adhere to established industry standards.

• Contractor must provide a Certificate of Destruction for those records disposed of within their facility and at any County facility. Certified destruction shall be performed by shredding.

o Bare minimum strip cut for non-sensitive and confidential documents o Level of Shredding: P2 for general documents, P3 - P5 for confidential documents, and P6 and P7 for highly sensitive documents.

• Contractor must ensure and demonstrate chain of custody and confidentiality of all destroyed records throughout the destruction process.

• Contractor shall provide Certificates of Destruction to the County of all destroyed records along with each monthly invoice.

F. Account Manager:

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The County is seeking a dedicated, experienced, and knowledgeable Account Manager who shall oversee the duties and processes for the County under this contract. The assigned Account Manager shall have the qualifications and perform the following duties but not limited to:

• Main point of contact between the Contractor and County.

• Have a minimum of three (3) years of experience working with public entities.

• The individual may possess Certified Secure Destruction Specialist (CSDS) certification, but it is not required.

• Respond to County's representatives' non-emergent questions and requests within two (2) business days.

• Respond to County's representatives' emergent requests within one (1) business day.

• Assist in creating complex reports that is separate from the preset reports in the system, upon written requests.

• Collaborate with County representatives on comprehensive projects when requested.

• Provide backup contact with equal qualifications in the event the primary account manager is unavailable.

G. Training:

• Contractor shall provide training sessions for County staff to educate on how to access and use the data file management system effectively and efficiently.

o Contractor will provide four onsite training and two virtual/webinar trainings.

• Training sessions will be schedule based on County staff's availability and needs.

• Contractor shall create and provide training materials and SOP's (Standard Operating Procedures) for the service and digital storage system.

2.2. Contractor's Employees

Contractor must demonstrate that their employees have undergone a background security check and must be provided an annual security awareness training. Employees, for the project, must be in the United States or located in a country approved by the County. Contractor will be required to provide Security Awareness

Training at least annually with periodic reassessments. Contractor must provide evidence that their employees are provided training if they are required to handle confidential data. Vendor must adhere to all

County policies and procedures and will utilize all reasonable means and due diligence to protect the confidentiality and security of the County’s data. Contractor will ensure that employees practice least privilege with permissions and restrictions related to job roles and without providing over-reaching permissions.

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2.3. Confidentially

Contractor shall certify that they are compliant with all Federal and State Regulations in regard to confidentiality of documents including HIPPA and Patient Protection and Affordable Care Act. Contractor shall provide protocols to County to ensure staff is educated and follows protocols handling sensitive/confidential documents.

2.4. Accounting and Invoicing

The main account set up for the County must include separate billing and invoicing for each County

Department as a sub-account. Each County department will have a separate billing addresses and multiple ship-to (service) locations. The Contractor shall provide a monthly invoice to each County Department for payment. The invoice will include a detailed list of all service transactions for that department.

2.5. Data Security

o Equipment shall comply with the County of San Mateo Multi-Function Device Standard

(updated 2018), a copy of which is provided with this RFP.

o Once documents are scanned and transferred to the proper storage location, no residual data shall reside in any third-party location.

o Data Security upon Decommissioning and Removal of MFD Equipment: Contractor will provide for End-of-Life security measures with methods in conformance with the County of

San Mateo Multi-Function Device Standard (updated 2018):

▪ The DDR will have the option to maintain physical custody of the hard drive when repairs are required or at the end of life

▪ The hard drive shall be securely sanitized or destroyed before the transfer disposition of the MFD occurs

▪ The hard drive has the capability to be overwritten after each use.

▪ The hard drive shall be swapped and/or returned during a service call.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 4:00 pm, on Friday, October 10, 2025 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

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3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/138915/document?section=1253934

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3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of five (5) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of three (3) years of experience within the last five (5) years in providing account services for government entities?*

☐ Yes

☐ No

*Response required

4.1.3. Proposer shall provide active NAID AAA certification.*

*Response required

4.1.4. Bidder shall provide active Privacy+ certification.*

*Response required

4.1.5. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.6. What is the registered Business Name and Unique Entity ID (UEI) No.?* https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://sam.gov/content/home

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• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

https://government-project.s3.us-west-2.amazonaws.com/138915/61006948-bc48-42bf-9914-6848b7967b27_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L3I7JVZK%2F20250905%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250905T190000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBMaCXVzLXdlc3QtMiJHMEUCIQCrvU2vXUT3xncXnWe9d3BLQ3bmNH%2FF4C3K8%2BH%2Bq6EtYwIgU%2F8168u9fvFxuy%2FkzSEPe1LrwUBNwJpp0qxtWmJWMswqigUIfBACGgw4OTIzNjQ2ODc2NzIiDLvIQNkSEYYkqCwI4CrnBJcB1%2FZgUVTjsx1HICx4nFtw7PnW4Rat6IEmNHitG06SHnUoYvWK%2FuHvqX1qEKMk1orM7IUoIaKv0opG5IHfcfvRlX4OqO1rDP5KHoSZG%2B6Yau8tg0xNVp%2BDyQU8XLX9zE%2BASkLxqaa2MDmjOLveQM1TMjXy8FIMbuuxZmzMC5AZzeorNCUzpIKWEUYcY6hYgit8HMmIBv5zw2cm4ldQ0w0cLxXoIb1gk5N4lfvjyUsa0YLO2X7pASQIpX%2BZV9o27bGohjTltJuMCTKGKThY5ftOo4ogHOR3pbVu43sSJmD6kxiZp%2BceSpv8gaYxhV57RcSiQCV8OBPtxeELBksUWiRkAXqXpzzDpWfhxHPzU%2FF2sSDWfo0IP88wcYWbtMIE7yxFWOJ%2FRURaNb1%2FwHSBbZOWGRnd9aRPVFhcKpw1PWnboEwcC9blHm%2BJhG7fx05W7lrNfDhOctZbG5%2FCQZaFtkBK54yd3NiBArxEyMfsYHf9d98XU6RqFc8%2Fyh8JTOCn07qJJ3wLN0E%2BHkL0oJ0op0bQZdAL%2FD5EW%2FTkhpH18cXl5kOrbGvhUDpxD286xgBDfftsDWBF3HTBaQztkaHHsywcn4gm0U%2Fwb2XM12WZoWPgHpAngI7wzl4SrHWdtjw3V1lasWPM00kxV77%2BXw3Lx%2BeKJynMode58ggvTXVOxapri%2BpufdG7MaJNvRFApVqomVnVM11uC4W7gD6cE%2BsJ%2BzXUJ9wOT%2FEIhstEV6ywbLVXwCSRojiB%2Fn%2BuWNxp%2F67x1N7hUqDSG3Z9CxmqxAvRlCKYLG%2BZID1wRCTMFT0Y4iNVUTHFZzdMdjDh2OzFBjqbAc87E3DqFq%2BjjvS%2FWBFp8wNNi5fHosUBmXeZV5Klg70bSh1dJArmOMUo64E1jDSHN%2FxdKrDm8E%2Bz0Ker5kZ8YMvR4W28G1emajQOpW72wWLASkNqm0%2FOnbwOGOHj4lwJkf2Y7gHNqn%2B0f02I2HjZGjFk8gc28vmi2PjkQqk2NQFupf3Qi0HMcGyFx4DWHNRtszcfMiqmNJwgLunM&X-Amz-Signature=58015b80abff651382a9dfc0aa05cd615c08400d0ca3080fb4b099e9500e827b&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/138915/6ccbe5e6-1826-4e90-9ff1-603d9f04328b_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L3I7JVZK%2F20250905%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250905T190000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBMaCXVzLXdlc3QtMiJHMEUCIQCrvU2vXUT3xncXnWe9d3BLQ3bmNH%2FF4C3K8%2BH%2Bq6EtYwIgU%2F8168u9fvFxuy%2FkzSEPe1LrwUBNwJpp0qxtWmJWMswqigUIfBACGgw4OTIzNjQ2ODc2NzIiDLvIQNkSEYYkqCwI4CrnBJcB1%2FZgUVTjsx1HICx4nFtw7PnW4Rat6IEmNHitG06SHnUoYvWK%2FuHvqX1qEKMk1orM7IUoIaKv0opG5IHfcfvRlX4OqO1rDP5KHoSZG%2B6Yau8tg0xNVp%2BDyQU8XLX9zE%2BASkLxqaa2MDmjOLveQM1TMjXy8FIMbuuxZmzMC5AZzeorNCUzpIKWEUYcY6hYgit8HMmIBv5zw2cm4ldQ0w0cLxXoIb1gk5N4lfvjyUsa0YLO2X7pASQIpX%2BZV9o27bGohjTltJuMCTKGKThY5ftOo4ogHOR3pbVu43sSJmD6kxiZp%2BceSpv8gaYxhV57RcSiQCV8OBPtxeELBksUWiRkAXqXpzzDpWfhxHPzU%2FF2sSDWfo0IP88wcYWbtMIE7yxFWOJ%2FRURaNb1%2FwHSBbZOWGRnd9aRPVFhcKpw1PWnboEwcC9blHm%2BJhG7fx05W7lrNfDhOctZbG5%2FCQZaFtkBK54yd3NiBArxEyMfsYHf9d98XU6RqFc8%2Fyh8JTOCn07qJJ3wLN0E%2BHkL0oJ0op0bQZdAL%2FD5EW%2FTkhpH18cXl5kOrbGvhUDpxD286xgBDfftsDWBF3HTBaQztkaHHsywcn4gm0U%2Fwb2XM12WZoWPgHpAngI7wzl4SrHWdtjw3V1lasWPM00kxV77%2BXw3Lx%2BeKJynMode58ggvTXVOxapri%2BpufdG7MaJNvRFApVqomVnVM11uC4W7gD6cE%2BsJ%2BzXUJ9wOT%2FEIhstEV6ywbLVXwCSRojiB%2Fn%2BuWNxp%2F67x1N7hUqDSG3Z9CxmqxAvRlCKYLG%2BZID1wRCTMFT0Y4iNVUTHFZzdMdjDh2OzFBjqbAc87E3DqFq%2BjjvS%2FWBFp8wNNi5fHosUBmXeZV5Klg70bSh1dJArmOMUo64E1jDSHN%2FxdKrDm8E%2Bz0Ker5kZ8YMvR4W28G1emajQOpW72wWLASkNqm0%2FOnbwOGOHj4lwJkf2Y7gHNqn%2B0f02I2HjZGjFk8gc28vmi2PjkQqk2NQFupf3Qi0HMcGyFx4DWHNRtszcfMiqmNJwgLunM&X-Amz-Signature=370555e8f8a6e7487d5b43ca8552b9e67fa7e928bdfdb8a7bf1bb5bcc069bc97&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject

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“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary (One Page Maximum)*

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Project Approach (Eight Pages Maxiumum)*

The project approach should provide a clear understanding of the scope of work. Additionally, the approach should include the following:

• Clearly communicated methodology of completing the scope of work provided

• Providing a thorough and comprehensive plan

• Descriptive and comprehensible details of customer portal

*Response required

4.3.3. Firm Qualifications (Three Pages Maximum)*

• A brief description of the proposer.

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• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

*Response required

4.3.4. Team Qualification (Two Pages Maximum)*

Provide a brief description of the experience and qualifications of the Account Manager, including short resumes if desired.

Written assurance that the key Account Manager listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

Provide brief description of the experience and qualifications of the firm for processing non-confidential and confidential services.

*Response required

4.3.5. Innovations (Two Pages Maximum)*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

4.3.6. References*

Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

5. Pricing Proposal

SCANNING SERVICES

Line Item Description Unit of Measure Unit Cost

1 Standard Banker Box - 15" x 12" x 10" Box

2 Large Banker Box - 24" x 12" x 10" Box

3 Confidential Standard Banker Box 15" x 12" x 10" Box

4 Confidential Large Banker Box 24" x 12" x 10" Box

5 Black and White Scan Each

6 Color Scan Each

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Line Item Description Unit of Measure Unit Cost

7 Onsite Scanning Service Box

8 Off-Site Service Box

DIGITAL FILE STORAGE SYSTEM

9 System Setup Ea

10 System License Annually Monthly

11 Software Licenses: 1 -20 Authorized Users Monthly

12 Software Licenses: 21 - 50 Authorized Users Monthly

13 Software Licenses: 51 and more Authorized Users Monthly

14 Cloud Storage Space: Up to 200gb Monthly

15 Cloud Storage Space: 200GB - 500GB Monthly

16 Cloud Storage Space: 500GB - 1TB Monthly

17 Cloud Storage Space: 1TB and Higher Monthly

DOCUEMENT DESTRUCTION

18 Non-Confidential Shredding Box

19 Confidential Shredding Box

TRANSPORTATION

20 Standard Pickup and Drop-Off EA

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21 Emergency Pickup and Drop-Off EA

6. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach Points Based 30 (27.3% of Total)

2. Firm Qualifications Points Based 25 (22.7% of Total)

3. Team Qualifications Points Based 20 (18.2% of Total)

4. Price Points Based 25 (22.7% of Total)

5. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Points Based 10 (9.1% of Total)

7. Instructions to Proposers

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7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

7.4. Term

Procurement is issuing Request for Proposal (RFP) No. 2026-RFP-1634 for Scanning and Digital File

Management Services.

The agreement shall have a term of five (5) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by

Page 17 of 20 Release date of September 5, 2025 the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

8. Terms and Conditions for Receipt of Proposals

8.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

8.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

8.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

8.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

8.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

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8.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

8.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

8.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

8.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

8.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

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8.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

8.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

8.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

9. Protest Procedures

9.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

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9.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: Scanning and Digital File Management Services, 2026-RFP-1634