Document Scanning Services

The City of Newark, New Jersey (Essex County) is issuing Invitation to Bid (ITB) #2024-15 for comprehensive Document Scanning Services through its e-Procurement Portal. This procurement seeks a qualified vendor to provide document management solutions including microfilming, scanning, and storage of approximately 10,000 large document plans/drawings and 40,000 corresponding small file documents, with pricing proposals covering two potential contract years and service volumes ranging from 500,000 to 3,000,000 documents. The successful vendor must demonstrate expertise in records management systems, state records retention regulations, and image processing certification, while delivering legibly scanned documents that meet New Jersey state records retention requirements and enable reliable retrieval capabilities. Key project deliverables include system design, document preparation, indexing, microfilming, and scanning services, with the vendor required to maintain strict confidentiality, provide full chain of custody documentation, and apply tracking numbers to each document during the scanning process. Pricing proposals must include all labor, materials, supplies, transportation, and handling costs. The bid submission deadline is 10:15 a.m. on Thursday, June 20, 2024, with electronic bids submitted through the City's e-Procurement Portal only; bids received after the deadline will not be accepted, and bidders are strongly advised to submit well in advance of the closing time. The City reserves the right to award the contract in part or whole for one or two years, with all prices remaining firm for the contract term.

Bidders must comply with extensive New Jersey state regulations and local ordinances, including completing mandatory submission forms covering Equal Employment Opportunity Language, Americans with Disabilities Act compliance, Ownership Disclosure Statements, Bidder Qualification Questionnaires, Criminal Conviction Disclosures, Iran Investment Activities disclosures, Sweatshops Ordinance compliance, political contribution disclosures, and Sudan Ordinance compliance. The procurement documentation does not identify specific set-aside designations for disadvantaged enterprises, though the comprehensive compliance requirements and vendor qualification standards suggest the City maintains a commitment to ethical procurement and non-discrimination policies. No incumbent vendors or current contractors are identified in the available documentation. No specific budget range or award value is listed in the procurement materials, though the scope of services covering document volumes up to 3,000,000 items across two contract years suggests a substantial procurement requiring significant resources and specialized capabilities from the selected vendor.