Document and Media Scanning Services
Closed State & local contract opportunity Posted
- Solicitation number
- RTT0423261130
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
Opportunity details come from broward.bonfirehub.com. Updated .
About this opportunity
Broward County's Records, Taxes and Treasury Division is soliciting qualified vendors through an open-end, indefinite quantity contract for comprehensive Document and Media Scanning Services, with an initial three-year term and two optional one-year renewals. The solicitation was posted on April 23, 2026, with responses due by May 4, 2026. The scope of services includes pickup and transportation, document preparation, scanning, indexing, conversion, and related services for the RTT Division and various other Broward County agencies on an as-needed basis. Vendors must deliver scanned documents in PDF format at a minimum of 300 dots per inch resolution in compliance with Florida Administrative Code Rule 1B-26.003, complete scanning work within sixty business days of pickup, locate and return original documents within forty-eight hours upon request, and provide optical character recognition for text-searchable PDFs. All deliverables must be provided via DVD, external hard drive, encrypted transfer, or other County-approved media. Required qualifications include Service Organization Control (SOC) 2 or SOC 3 Type I or II certification, HIPAA compliance for handling Protected Health Information with execution of a Business Associate Agreement, and compliance with comprehensive security and facility requirements including twenty-four-hour surveillance, access control with monitored security systems, fire suppression equipment, and backup power generators. The County will award to the lowest responsive and responsible vendor based on qualifications, experience, financial capability, adequate facilities, and ability to perform according to specifications, with the County retaining the right to cancel the solicitation, make separate awards to multiple vendors, or procure from alternate sources if the contractor cannot meet delivery timelines at the contracted price.
The solicitation documents do not identify specific set-asides or restrictions on organizational types eligible to respond, disadvantaged enterprise designations, incumbent vendors, or current contractors. However, vendor insurance requirements are substantial and include Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Auto Liability ($1,000,000 combined), Workers' Compensation at statutory limits, Cyber Liability ($2,000,000 per claim with maximum $100,000 deductible), Professional Liability ($2,000,000 per claim with maximum $100,000 deductible), and Crime and Fidelity coverage ($1,000,000 per claim with Broward County named as loss payee and additional insured). All insurance policies must be placed with insurers rated A- or better by A.M. Best with financial size category VII or greater, include thirty days' notice of cancellation and ten days' notice for non-payment cancellation, and provide primary coverage with waiver of subrogation. Vendors must also obtain Level 1 FDLE background clearance for facility access, comply with E-Verify employment verification requirements, and complete the Vendor Questionnaire with required certifications regarding non-debarment status and non-collusion. No specific budget range, award value, or guaranteed minimum purchase quantity is stated in the solicitation; the County shall purchase only the quantities ordered through issued purchase orders, and actual procurement amounts may vary according to County needs throughout the contract period.
Opportunity text
SCOPE OF SERVICES: The Records, Taxes and Treasury Division ("RTT") is seeking a qualified vendor ("Contractor") to furnish all labor, materials, equipment, services and incidentals to provide Document and Media Scanning Services for RTT and various other Broward County agencies that may have need of these services, which include pickup and transportation, preparation, scanning, indexing, conversion and other related services. This open-end contract is for 3 years initial and 2 annual renewals per the Specifications and Requirements Document and Media Scanning Services. Open-End Contract Open-End/Indefinite Quantity Contracts. This solicitation is not for a definite quantity of goods or services and is for an open-end/indefinite quantity contract. The County shall purchase the guaranteed minimum quantity of goods or services (if any) stated in the solicitation but may exceed that minimum amount, and the Contractor shall provide all amounts ordered by the County, limited only by any maximum quantity (if any) stated in the solicitation. The County may issue purchase orders on this solicitation as and when required; issue a blanket purchase order for individual agencies; issue instructions for use of direct purchase orders by various County agencies; procure amounts above any stated guaranteed minimum quantity by any method from any other source(s); or do any combination of the foregoing. No delivery of goods or performance of services shall become due or be accepted without a written purchase order and delivery instruction by the County, unless otherwise expressly provided in the solicitation. Such order will contain the quantity, time of delivery, and other pertinent data. If the County requires delivery within a shorter period than the delivery time specified in the solicitation (if any), and if the Vendor is unable to deliver by that time at the contracted price, the County may obtain such delivery from other sources, without penalty or prejudice to the County, and such shall not be a violation of the contract. Unless otherwise stated in the solicitation, there is no guaranteed minimum quantity of goods or services. Any quantities stated are estimates only. Requested Information: BPRO's Requested Information section identifies "required" and "optional" items for submittal, however all documents and information are relevant to the evaluation process. Therefore, vendors are strongly encouraged to provide all files at time of submittal, including those listed as "optional" in BPRO, to enable a timely and comprehensive review by the County. Questions and Answers: The County provides a specified time for Vendors to ask questions and seek clarification regarding the solicitation requirements. All questions or clarification inquiries must be submitted through BPRO by the Questions due date. The County will respond to questions in BPRO (Messages section). Submittals: Vendor MUST submit its solicitation response electronically through BPRO and receive a Submission Receipt. It is solely the Vendor's responsibility to ensure its response is submitted and received through BPRO by the closing date and time. The County will not consider solicitation responses received by other means. Vendors are encouraged to submit in advance of the closing date and time. Refer to the Purchasing Division website or contact support@gobonfire.com for submittal instructions. In the event that the Vendor is having difficulty submitting a document, immediately notify the Purchasing Agent and then contact support@gobonfire.com for technical assistance.
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