Scanning Of Tax Rolls and Other Document Imaging Projects
Closed State & local contract opportunity Posted
- Solicitation number
- RFB-DCP-32-25
- State
- New York
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- UNSPSC codes
- 81112012 ANS and ATM software maintenance/development services
- 80161510 Serious accident prevention and management services
- 92000000 Public Order and Security and Safety Services
- 81111514 Cloud support services
- 81111515 Cloud fusion service
- 70100000 Fisheries and aquaculture
- 70120000 Livestock services
- 70160000 Wildlife and flora
- 85150000 Food and nutrition services
- 46160000 Public safety and control
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- 78100000 Mail and cargo transport
- 81110000 Computer services
- 80111512 Information technology (IT) expert services
- 81112011 Database management software publishing
- 70140000 Crop production and management and protection
- 80100000 Management advisory services
- 81140000 Manufacturing technologies
- 82120000 Reproduction services
- 92120000 Security and personal safety
- Points of contact
-
- Michael Menton mmenton@dutchessny.gov (845) 486-2909
- Sarah Andrews sandrews@dutchessny.gov (845) 486-3655
Opportunity details come from bidnetdirect.com. Updated .
About this opportunity
Dutchess County, New York, has issued a Request for Bid (RFB-DCP-32-25) for comprehensive document scanning and imaging services targeting the Department of Finance's Tax Collection and Payroll units. The procurement seeks a vendor to digitize approximately 28,000 pages of tax roll documents, including 20 pages in color, and approximately 500 employee folders with an average of 10 files per folder. The selected vendor must convert these physical records into electronic format compatible with the county's OnBase electronic content management system, with tax rolls to be made publicly accessible and employee records searchable by county staff. Vendors must adhere to New York State Archives Digital Imaging Guidelines, perform rigorous quality control, and provide complimentary test scans. The bid requires detailed pricing for services including document transportation, preparation, scanning, indexing, and electronic transmission. Vendor qualifications include a minimum of five years of document imaging experience and provision of professional references. The bid is due on September 23, 2025, at 2:00 pm, with the contract initially spanning one year and potential extensions for up to four additional one-year periods, totaling a maximum of five years.
The contract will be awarded to the lowest responsive and responsible bidder, with the County reserving the right to reject any or all bids. While no specific set-aside designations for disadvantaged enterprises are mentioned, the bid requires vendors to maintain specific insurance coverages. The projected volume of work is consistent, with tax roll pages ranging from 27,139 in 2022 to 27,243 in 2023 across 20 towns including Amenia, Beekman, Clinton, and others. Though no specific budget range is explicitly stated, the comprehensive nature of the project suggests a significant investment in digital transformation of municipal records. The existing OnBase electronic content management system will serve as the integration platform for the digitized documents, indicating the county's commitment to modernizing its record-keeping infrastructure.
Opportunity text
Dutchess County (County) has launched an electronic content management (ECM) initiative with the goal of digitizing paper records for electronic storage, processing, and retrieval. The County is seeking proposals from vendors who can provide high quality, secure scanning, indexing, and conversion services for the Department of Finance and deliver resulting data according to the specifications stated herein.
Files
| File | Type | Posted |
|---|---|---|
| RFB-DCP-32-25 FINAL Specifications.pdf | ||
| RFB-DCP-32-25 Tax Roll Tables.pdf |
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