Document and Media Scanning Services

Broward County's Records, Taxes and Treasury Division is procuring Document and Media Scanning Services through an open-end/indefinite quantity contract with an initial three-year term and two optional one-year annual renewals. The solicitation, posted February 25, 2026 with a due date of March 3, 2026, seeks a qualified contractor to provide comprehensive services including pickup and transportation, document preparation, scanning, indexing, conversion, and related services for the RTT Division and various other county agencies. All documents must be scanned at a minimum resolution of 300 dots per inch in Portable Document Format with Optical Character Recognition conversion where applicable, processed in compliance with Florida Administrative Code Rule 1B-26.003, and completed within sixty business days of pickup. The contractor must maintain Service Organization Control (SOC) 2 or SOC 3 Type I or II certification, provide National Association for Information Destruction (NAID) certification demonstrating industry compliance with annual and random audits, and establish secure twenty-four-hour monitored facilities with comprehensive security measures including surveillance cameras, access controls, fire suppression systems, and backup power generators. The contractor bears full responsibility for document security, loss prevention, HIPAA compliance for Protected Health Information, Business Associate Agreement execution, and strict confidentiality of all county information. Pricing is determined by tiered unit costs based on order quantities as specified in the Bid Response Form, with quality control requirements mandating random sampling verification and rescanning at no additional cost for failed documents. Required qualifications include compliance with E-Verify requirements, current Broward County Local Business Tax Receipt for vendors with business addresses within the county, appropriate insurance coverage meeting specific liability and cyber coverage limits, and submission of a completed vendor questionnaire certifying non-debarred status and non-collusion.

The solicitation does not specify set-aside designations or restrictions limiting eligible respondents to particular enterprise categories, though all vendors must comply with the Broward County Procurement Code and Florida Statutes. No incumbent vendors or current contractors are identified in the available documentation. Vendors must obtain insurance from carriers authorized to conduct business in Florida with an A.M. Best rating of A- or better and financial size category VII or greater, including Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Auto Liability of $1,000,000 combined, Workers' Compensation at statutory limits, Cyber Liability of $2,000,000 per claim, Professional Liability of $2,000,000 per claim, and Crime and Fidelity Insurance of $1,000,000 per claim, with Broward County named as additional insured on applicable policies. All contractor personnel requiring facility access must obtain Level 1 Florida Department of Law Enforcement background checks at the contractor's expense, submit badge requests at least two weeks prior to service commencement, and comply with facility-specific security protocols. The County retains the right to cancel the solicitation, issue addenda, and award to the lowest responsive and responsible bidder; no specific award value or budget range is identified in the available solicitation documents, as this is an indefinite quantity contract where the County will issue purchase orders as needed without a guaranteed minimum quantity.