FDC Land Records Scanning

The Pennsylvania Department of Conservation and Natural Resources, Bureau of Facility Design & Construction (FDC), is requesting bids to electronically record, index, and archive approximately 700,000 FDC paper documents and drawings, with bids due August 4, 2026 and a mandatory pre-bid conference on July 29, 2026 at 11:00 a.m. at the Rachel Carson State Office Building in Harrisburg. Attendance at the pre-bid meeting is mandatory; failure to attend results in bid disqualification.

Pennsylvania's Small Business Procurement Initiative applies. Vendors may self-certify as Small Businesses (for-profit, independently owned, no more than 100 full-time equivalent employees, no more than three-year average gross revenues of $47 million) or Small Diverse Businesses (SDBs require third-party certification through the Department of General Services' Bureau of Diversity, Inclusion, and Small Business Opportunities). The Commonwealth's Small Business Reserve program is race and gender-neutral and available to qualifying SBs and SDBs.

The scope covers approximately 3,350 Bureau of Forestry folders and 3,525 Bureau of State Parks folders—approximately 60% letter size, 30% legal size, and 10% 11x17 or larger formats, with variable document quality. All physical documents remain onsite on the 5th floor of the Rachel Carson State Office Building throughout the project. Prior to award, vendors must provide comprehensive IT vendor risk assessment, data security practices, encryption standards, data handling procedures, and incident response protocols within five business days. Qualified bidders must demonstrate prior similar work experience: electronically recording, indexing, and archiving at least 500,000 records for one project within one calendar year.

The contract commences upon execution and purchase order receipt and terminates April 30, 2027. Award is made to the lowest responsive and responsible bidder. Pricing must include all supplies, labor, insurance, tools, equipment, and miscellaneous expenses; payment is made monthly via ACH reimbursement upon satisfactory task completion. The Commonwealth retains all copyright and proprietary rights to work products as works made for hire. Vendors must execute the Worker Protection and Investment Certification Form (BOP-2201) certifying compliance with Pennsylvania labor and workforce safety laws; false certification carries contract termination and three-year ineligibility to bid on state contracts.