Document Scanning Services

The State of New Hampshire, specifically the Department of Administrative Services Division of Procurement and Support Services, is seeking document scanning services for approximately 75 boxes of files located in Merrimack County and Concord City. The procurement requires a vendor to pick up the documents, scan them at 300 DPI in black and white into searchable PDF format, and provide secure file transfer options including encrypted USB drives, CD/DVDs, and online cloud retrieval. Deliverables include returning original documents to the State, creating indexed and searchable digital files, and maintaining document security throughout the process. The bid (RFB 236-24) was originally due on May 8, 2024, but has been extended to May 15, 2024, at 1:30 PM Eastern Time, with the last day for questions extended to May 10, 2024. Evaluation criteria appear to focus on lowest total cost while meeting all specified service requirements, with the State reserving the right to reject any or all bids. The contract will commence upon approval by the Governor and Executive Council and continue until project completion.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the documents. The total project involves scanning approximately 1,875 folders contained in banker's boxes measuring approximately 15" x 12" x 10", with no more than 25 folders per box. While no incumbent vendor was identified, the State has outlined specific technical requirements, including document preparation, scanning specifications, and file transfer methodologies. The documents indicate that pricing should cover all aspects of the service, including file transfer, scanning, indexing, and secure document handling. The initial online/cloud retrieval service will be provided at no charge for the first 60 days, with potential monthly fees thereafter. Although no precise budget range was specified, vendors are required to provide unit pricing for various scanning and transfer services, suggesting flexibility in potential contract value.