Image Scanning Services (FI1076-22)

Marion County, Oregon is seeking qualified vendors to perform image scanning services through a Request for Quote (RFQ) numbered FI1076-22. The procurement targets back-file conversion services, specifically transforming approximately 300,000 pages of paper documents into digital files for various county departments, with potential for significant future expansion. Vendors must provide comprehensive services including secure document pickup, careful document preparation, double-key data entry, and scanning at a minimum 300 DPI resolution. Responses are due by 2:00 PM PST on March 8, 2022, with the County reserving the right to award contracts to multiple vendors. Evaluation criteria will focus on price and the vendor's capability to meet county requirements, with a preference for vendors who can manage multiple document pick-ups and ensure secure document handling. The selected vendor(s) will be required to deliver scanned files and indexing data weekly and maintain firm pricing for one year, with potential contract extension up to five years based on funding availability.

The RFQ does not specify explicit set-aside designations or restrictions on respondent types, indicating that both in-state and out-of-state vendors may submit proposals. While no incumbent vendors are mentioned, the County has established specific operational requirements, including returning original paper documents after scanning and providing monthly invoicing for services performed. The initial project scope of 300,000 pages suggests a potentially significant contract value, though exact budget ranges are not detailed in the available documentation. The County will make payments monthly after invoice approval, and the contract includes provisions for termination for convenience or breach with specified payment terms. Vendors should note that there are no costs for reimbursable expenses, and the County anticipates potential future expansion of scanning services across multiple departments, which could increase the total project volume beyond the initial estimated page count.