Scanning Services

The City of Murfreesboro, Tennessee is soliciting sealed bids for scanning services and document management software through Invitation to Bid (ITB-26-2026) for its Legal Department. The procurement encompasses comprehensive scanning services for approximately 700,000 images contained in approximately 240 banker boxes, with deliverables including document preparation, scanning, quality assurance, indexing, metadata uploading, and optical character recognition services. Bidders must submit electronic bids through the City's OpenGov e-procurement portal no later than Tuesday, February 24, 2026, at 2:00 p.m. CST, with public bid opening conducted via Zoom. All scanning and receipt of scanned files must be completed by June 30, 2026, and the contract term is one year from execution with options to renew for two additional one-year extensions. Qualified vendors must have at least five years of conversion experience, maintain a physical conversion department in the United States with no third-party outsourcing, and maintain a physical presence in Tennessee. Required qualifications include compliance with CJIS and HIPAA requirements, ability to provide specialized file requests within four hours or hand delivery within 24 hours at no charge, comprehensive general liability insurance of at least $1,000,000 plus automotive and workers' compensation coverage, and three references demonstrating relevant experience within the past five years. Bidding evaluation will award the contract to the lowest responsive and responsible bidder whose proposal meets all specifications and requirements outlined in the ITB.

Bid pricing must be submitted on a per-image basis for scanning, quality assurance, and indexing preparation charges, with all hours of preparation work included in the bid pricing; additional line items include per-hour rates for pickup from and redelivery to the City, a one-time licensing fee for document management software, potential OCR services, and data transfer via application programming interface or cloud storage solutions. No specific set-aside designations or restrictions on organizational types have been identified in this procurement. The City of Murfreesboro is exempt from sales tax, and bidders should account for this exemption in their pricing submissions. All scanned documents will remain the property of the City of Murfreesboro, and the City will provide a tax exemption certificate to the selected vendor. No incumbent vendor, current contractor, or existing technology integration requirements have been specified in the available procurement documents. Budget or award values have not been disclosed in the solicitation materials.