IFB MBC 25-01 Scanning Services

The California Department of Consumer Affairs, specifically the Medical Board of California, is seeking scanning services through Invitation for Bid (IFB) MBC-25-01, with the objective of obtaining comprehensive on-site digitized photocopy and scanning services for confidential medical records, diagnostic images, charts, depositions, and court documents. The contract will serve the Central Complaint Unit, Complaint Investigation Office, and three Probation Offices located throughout California, with an anticipated contract term from October 1, 2025, through September 30, 2028. Key deliverables include optical character recognition (OCR), electronic document delivery through a secure website within 30 days, and strict confidentiality protocols. The bid solicitation requires contractors to maintain commercial general liability insurance of at least $1,000,000 per occurrence and automobile liability insurance of at least $1,000,000 combined single limit. Critical dates include the IFB availability on July 7, 2025, with a final bid submission deadline of July 22, 2025, at 3:00 PM, and a public bid/cost opening on July 24, 2025, at 9:00 AM. The award will be made to the lowest responsive bidder based on the total cost sheet for the three-year period.

The procurement includes small business preferences, offering a 5% preference for certified small businesses or non-small businesses that subcontract at least 25% to California-certified small businesses. The Disabled Veteran Business Enterprise (DVBE) participation requirement is currently being waived for this solicitation. While no incumbent vendors are specifically mentioned, the contract requires the successful bidder to provide a comprehensive scanning solution that can integrate with the Medical Board's existing document management infrastructure. The solicitation does not explicitly state a total contract value or budget range, but the three-year term suggests a significant commitment to ongoing scanning services. Potential bidders should carefully review the full IFB document to understand the detailed technical specifications, confidentiality requirements, and operational expectations for providing scanning services across multiple California locations.