Document Scanning Services

The City of Newark, New Jersey is seeking document scanning services through Bid 2021-47, soliciting electronic bids via the ProcureNow e-Procurement Portal for comprehensive document digitization of Elevators inspection records and Uniform Construction Code (UCC) Permits. The procurement requires a vendor with extensive experience scanning and archiving municipal documents, including engineering plans, with the capability to integrate scanned documents into the City's Alchemy system (version 8.2). Bidders must successfully scan and archive a random sample of 500 folders as part of the evaluation process, and comply with New Jersey Division of Revenue and Enterprise Services Records Management Services guidelines. Specific technical requirements include scanning at a minimum resolution of 300 DPI, preserving raised seals, and maintaining a full chain of custody for documents. The bid submission deadline is August 19, 2021, at 10:15 am, with electronic submissions exclusively accepted, and any bid received after this time will be rejected. The contract duration is set for two years, with pricing schedules established for both Year 1 and Year 2.

The solicitation does not explicitly mention set-aside designations for disadvantaged enterprises. Vendors are strictly prohibited from subcontracting work or sending documents outside of New Jersey, ensuring local processing and control. The pricing structure is comprehensive, covering document processing services for volumes ranging from 500,000 to 3,000,000 documents, with unit costs for file preparation, indexing, document scanning, microfilming (16mm and 35mm archival film), and large format drawing scanning. The city reserves the right to award the contract in part or in whole, and for either one or two years, with all prices remaining firm throughout the contract term. While specific budget ranges are not detailed, the extensive scope of services and potential document volume suggest a significant contract value. The successful vendor must apply tracking numbers to each document batch and demonstrate robust document management capabilities to meet the city's archival and preservation requirements.