Consulting Services: Organizational Development (Microfilming, Scanning and Storage Solution)

The City of Newark, New Jersey, is seeking consulting services for an Organizational Development project focused on microfilming, scanning, and storage solutions through Invitation to Bid #2022-49. The procurement aims to develop a comprehensive document management system involving the maintenance and digitization of approximately 10,000 large document plans/drawings and 40,000 corresponding small file documents. Key deliverables include system design software setup, document preparation, indexing, micro scanning, micro filming, and storage services that comply with New Jersey Administrative Code 15:3. Vendors must demonstrate extensive knowledge of records management systems and possess image processing certifications. The bid process requires electronic submission through the ProcureNow e-Procurement Portal, with a strict submission deadline of August 18, 2022, at 10:15 am. Potential bidders had a question submission deadline of August 10, 2022, and the bid will be publicly opened via a Zoom conference call. Vendors will be responsible for site examination, preparing sample microfilms, and participating in the state's image processing system certification.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The procurement includes a two-year pricing structure with detailed hourly rates for various services, though a specific total contract value is not disclosed. The project requires vendors to store silver film rolls at the Division of Revenue and Enterprise Services, Records Management Services, indicating potential integration with existing state infrastructure. Bidders must provide comprehensive pricing proposals covering system design, document preparation, indexing, scanning, and storage services. While no incumbent vendors are mentioned, the project suggests a need for specialized expertise in records management, document digitization, and compliance with state regulatory requirements. The procurement appears targeted at professional consulting firms with specific technical capabilities in document management, microfilming, and digital archival solutions.