IFB MBC-25-02 Scanning Services

The Department of Consumer Affairs, Medical Board of California (MBC) is issuing Invitation for Bid (IFB) MBC-25-02 to procure on-site digitized photocopy and scanning services for confidential medical records, diagnostic images, charts, depositions, and court documents at multiple locations throughout California, including hospitals, clinics, doctor's offices, courthouses, and attorney offices, with primary MBC offices in Sacramento, San Dimas, and Cerritos. Services must be performed during standard business hours (8:00 A.M. to 5:00 P.M., Monday through Friday, excluding state holidays) and must include optical character recognition (OCR) capability with delivery of documents in searchable PDF format through a secure website within thirty days of request. Qualified vendors must be registered with the California Secretary of State, possess valid business licensure, and demonstrate a minimum of two years of experience providing similar services with three professional references, including at least one from a state government or city/county entity. The procurement timeline requires written questions by February 19, 2026, with responses provided by February 24, 2026; bids are due by March 4, 2026, at 12:00 p.m., followed by a public bid opening on March 5, 2026, at 9:00 a.m. The anticipated contract start date is April 1, 2026, with a three-year term extending through March 31, 2029. The contract will be awarded to the lowest responsive and responsible bidder based on a cost sheet including per-visit site charges, per-page photocopying rates, and specialized services such as radiological record copying and audio-to-CD conversion.

A 5% small business preference is available to certified Small/Micro Business Enterprise (SBE) bidders or non-small businesses committing to subcontract at least 25% of the net bid price to certified small businesses, while DVBE participation requirements are waived for this procurement. Contractors must provide secure website access with Transport Layer Security (TLS) 1.2 encryption, multi-factor authentication, 16-character minimum passwords, and unique user logins, maintaining records for ninety days post-completion. All contractors must comply with California confidentiality requirements and maintain comprehensive insurance coverage including General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), and statutory Workers' Compensation insurance. Contractors are responsible for providing their own transportation, equipment, and personnel, with progress payments permitting 10% withholding pending final project completion and acceptance. No incumbent vendors, award values, or budget ranges are specified in the procurement documents.