Scanning and Digital File Management Services

The County of San Mateo is seeking proposals for Scanning and Digital File Management Services through RFP No. 2026-RFP-1634, targeting comprehensive document management solutions for county-wide operations. The procurement aims to implement efficient scanning services, digital file management, and secure cloud storage with easy document retrieval capabilities. Proposers must provide services including scanning documents ranging from 8.5" x 11" to 36" x 48", offering OCR and metadata indexing, and maintaining a secure cloud-based digital file management system with 24/7 technical support. Minimum qualifications include five years of similar service experience, NAID AAA and Privacy+ certifications, and an account manager with at least three years of government entity experience. The evaluation criteria will be points-based, allocating 30% to project approach, 25% to firm qualifications, 20% to team qualifications, 25% to pricing, and an additional 10% for local business preferences. Proposals are due on October 10, 2025, at 4:00 pm, to be submitted electronically through the county's eProcurement portal, with an expected contract commencement within 30 days of execution and a potential service period of up to five years.

The solicitation does not explicitly specify set-aside designations for disadvantaged enterprises, though the local business preference suggests potential advantages for San Mateo County-based firms. The contract will require strict compliance with HIPAA regulations, with comprehensive data security protocols including SAML compliance, multi-factor authentication, and maintaining a rigorous chain of custody for all documents. While no incumbent vendors are directly mentioned, the county requires integration with a secure cloud storage system and comprehensive document management infrastructure. The pricing structure includes unit costs for scanning services (standard and confidential banker boxes, black and white/color scans), digital file storage system setup, software licenses, cloud storage, document destruction, and transportation services. Though a specific budget range is not disclosed, the standard contract templates indicate the procurement is structured for contracts both over and under $200,000, suggesting flexibility in potential contract values based on the selected proposer's capabilities and pricing.