REBID FDC Land Records Scanning

The Pennsylvania Department of Conservation and Natural Resources (DCNR), Bureau of Facility Design & Construction (FDC) is requesting bids on electronic scanning, indexing, and archiving of approximately 700,000 pages of land records and drawings (3,350 Bureau of Forestry folders and 3,525 Bureau of State Parks folders) under a rebid of Solicitation 6100066137, with bids due August 24, 2026. A mandatory pre-bid conference is scheduled for August 19, 2026 at 11:00 a.m. at the Rachel Carson State Office Building in Harrisburg, Pennsylvania; attendance is required and failure to attend results in disqualification.

Pennsylvania's Small Business (SB) and Small Diverse Business (SDB) programs are available to qualified vendors; SBs must be for-profit, independently owned U.S. businesses with no more than 100 full-time equivalent employees and three-year average gross revenues not exceeding $47 million, while SDBs must first self-certify as SBs and then submit current third-party certification to the Department of General Services' Bureau of Diversity, Inclusion, and Small Business Opportunities.

The scope encompasses document preparation, scanning, indexing, and quality control for materials ranging from letter size (60%) through legal size (30%) to 11x17 or larger formats (10%). All files are located on the 5th floor of RCSOB and must remain onsite throughout the project. Unit pricing is structured in phases: document preparation and scanning are priced per page, while indexing and quality control are each priced at two intervals (50% and 100% completion). The contract term runs from execution through June 30, 2027, with monthly reimbursement-basis payment upon satisfactory completion.

Awardees must provide IT vendor risk assessment and Commonwealth data security documentation within five business days of bid opening, including encryption methods, file integrity verification, data retention procedures, access controls, and incident response protocols. Contractors must demonstrate prior experience performing similar work of at least 500,000 records for one project within one calendar year. Insurance requirements include Workers' Compensation and Public Liability and Property Damage Insurance with minimum coverage of $250,000 per person and $1,000,000 per occurrence. The Commonwealth's standard Terms and Conditions are the only accepted terms. All contractors must execute the Worker Protection and Investment Certification Form (BOP-2201) and comply with Pennsylvania labor, wage, workforce safety, and prevailing wage laws.