Document Digitation Services

The Housing Authority of the City of Alameda is soliciting proposals for document digitization (scanning) and shredding services on an as-needed basis across District sites and departments, with proposals due August 13, 2026. Proposers must be currently National Association of Information Destruction (NAID) certified for document and media destruction — a mandatory qualification filter.

Proposers must demonstrate successful performance of work of similar size and scope during the past two years and must be properly equipped to perform the work as specified in the RFP. The scope covers on-site document scanning and destruction services at multiple Alameda locations as requested by individual departments and sites throughout the contract term.

Insurance requirements include Commercial General Liability of $2,000,000 per occurrence, Automobile Liability of $1,000,000 (if motor vehicles are used), Workers' Compensation at statutory limits with $1,000,000 Employers' Liability per accident, and Professional Liability of $2,000,000 per occurrence. Cyber Liability insurance is required if the contractor handles Personally Identifiable Information, Payment Card Information, or Personal Health Information. All policies must be issued by carriers with A.M. Best ratings of at least A:VII, name the Housing Authority of the City of Alameda, Alameda Affordable Housing Corporation, and Island City Development as additional insureds with primary and non-contributory coverage, and include 30-day cancellation notice provisions. Evidence of coverage must be maintained for five years after contract completion.

Proposers must provide at least three references for projects of similar scope within the past two years and complete a Conflict of Interest Certification form. Bidders must also submit a Profile of Proposer form disclosing company establishment date, ownership structure, key personnel, insurance details, Federal and State identification numbers, litigation history, tax compliance, debarment status, and any relationships with Housing Authority officials.

Place of performance includes all District sites and departments in Alameda, California on an as-needed basis.