REQUEST FOR PROPOSAL (RFP) STATE PURCHASE-FY25-0263-SL: Statewide Document Scanning and Records Management Services

Background
The State of Missouri, through its Office of Administration, Division of Purchasing, is issuing this Request for Proposal (RFP) for Document Scanning and Records Management Services on behalf of various state agencies. The purpose of this RFP is to solicit competitive sealed proposals to provide comprehensive document scanning and records management services that will enhance the efficiency and accessibility of records for state agencies. The Missouri Department of Mental Health and the Missouri Department of Labor and Industrial Relations are among the agencies involved, with a significant volume of paper records requiring digitization.

Work Details
The contractor shall provide a range of services including:
- banker box collection
- transport of records
- document scanning
- indexing
- transmitting data entry
- confidential shredding
- records management services
- monthly storage
- inventorying (including barcoding and labeling)
- microfilm conversion to PDF
- microfiche conversion to PDF
- other related services as requested by various state agencies.

The contractor must have a secure storage facility within 100 driving miles of Jefferson City, Missouri. Minimum experience requirements include five years in relevant services and membership in professional organizations such as NAID and AIIM. The contractor's team must include qualified personnel with specific certifications such as PSIGEN and FileBound certification for engineers, as well as CompTIA A+ certification for technicians.

Period of Performance
The contract period will be effective from the date of award through one year, with options for renewal for three additional one-year periods at the discretion of the Division of Purchasing.

Place of Performance
Services will be performed at various locations throughout the State of Missouri, specifically within 100 miles of Jefferson City for secure storage facilities.

Bidder Requirements
Vendors must be registered in MissouriBUYS in a 'Prospective' or 'Spend Authorized' status to submit proposals. They must also comply with specific certifications including MBE/WBE or SDVOSB if applicable. Additionally, contractors must maintain compliance with all applicable federal and state laws regarding employment eligibility (E-Verify) and confidentiality agreements related to HIPAA where applicable. Contractors must provide evidence of liability insurance naming the State as an additional insured.