Portage County Document Scanning & Services RFP

Portage County, Wisconsin is seeking a document scanning and digital conversion services contractor through a Request for Proposal (RFP #2022-17) for its Planning and Zoning Department. The procurement involves scanning and digitizing paper files and microfilm records across five categories: Sanitary Permits, Zoning Permits, Board of Adjustment Appeals/Petitions, Planning and Zoning Requests, and Major Subdivision Files. Total project scope includes approximately 177,000 pages from 104 boxes of Sanitary Permits, 62,100 pages from microfilm for Zoning Permits, and additional documents from other file categories. Deliverables must include PDF files with standardized naming conventions and database tables indexed by tax parcel numbers, permit numbers, descriptions, and municipality codes. Mandatory vendor qualifications include three years of experience in document preparation and scanning, demonstrated security protocols for sensitive documents, and prior work with government entities. The evaluation committee will score proposals based on Organization Capabilities (75 points), Staff Qualifications (75 points), Proposer Solutions (500 points), and Cost Proposal (350 points), totaling 1,000 possible points. Key dates include a pre-proposal site visit on September 26, 2022, at 10:00 a.m. and proposal submissions due by 2:00 p.m. on October 13, 2022, with an estimated contract award during the week of November 21, 2022.

The RFP does not specify specific set-aside designations or restrictions for disadvantaged enterprises. The contract will be effective upon purchase order issuance and continue through December 31, 2023, with options to renew for up to three additional one-year periods. The County will provide access to a tax parcel information database and coordinate document logistics, with pickup and delivery available Monday through Friday from 7:30 a.m. to 4:30 p.m., excluding holidays. The contractor must deliver files via Secure FTP, provide 24-hour turnaround for on-demand requests, and offer confidential document destruction or return options. While no specific incumbent vendor is mentioned, the document references MHC (formerly Vanguard) as the current IMS21 system vendor. The RFP allows vendors to perform work outside the United States, though notes that Midwest proximity might influence pricing and project completion. Proposals must include comprehensive pricing and service options, with prices remaining fixed for the entire contract period and potential adjustments negotiated only during renewal periods. No specific budget range or total contract value is explicitly stated in the procurement documents.