Digital Scanning Capital Project

Nassau County, through the Incorporated Village of Garden City, is seeking a digital scanning and document conversion vendor for a comprehensive records management project targeting the Village Clerk's Office. The procurement involves scanning and indexing approximately 436,000 permanent records, including 300 bankers boxes, 400 rolls of microfilm, 500,000 business documents, and 4,000 large format plans. Vendor responsibilities include packing, transporting, indexing, scanning, and performing quality control on the files, with mandatory integration into the Village's existing Laserfiche document imaging system. A mandatory site visit was scheduled for December 10 and 11, 2019, for potential bidders to inspect documents, and sealed bids were due by 11:00 AM EST on Friday, December 20, 2019. The project will be executed in phases over a projected three-year period, with unit pricing established for various document types in both grayscale/black & white and color scanning. Evaluation criteria will focus on lowest responsible bidder status, with specific attention to per-unit pricing rather than overall project cost.

The procurement does not include any specific set-aside designations for disadvantaged businesses or service-disabled veteran-owned enterprises. Strict requirements mandate that all work must be performed within the United States, with no subcontracting permitted without prior written consent from the Village. The project has an estimated contract value of $200,000, with potential bidders including ARC Document Solutions, TransPerfect Legal Solutions, DRS Imaging Services LLC, Image Data Inc., and Konica Minolta Business Solutions USA Inc. The successful vendor must demonstrate comprehensive familiarity with Laserfiche software and be capable of seamlessly integrating digital files into the existing system. No shipping of documents outside the United States is allowed, and the vendor must ensure all scanned documents are searchable and organized by subject rather than physical document breaks. The contract term is specified as one year, with the Village Clerk responsible for making the final contract award recommendation.