The bid is for scanning and digitization services for the City Clerk's office. Bidders must submit a sealed bid by April 1, 2026, at 10:00 AM. A pre-bid meeting will be held on March 24, 2026. Questions must be submitted via email. The contract requires commercial general liability insurance and automobile liability insurance. The city reserves the right to reject any and all bids. The award will be made to the lowest responsible and responsive bidder. The scope of services must be completed within twelve months from the date of contract award/execution. The contractor guarantees all equipment, materials, and/or workmanship for one year after final inspection and acceptance. Prompt pay discounts will be considered. The contractor must provide a digital copy of a record within a reasonable timeframe if requested. The contractor must maintain professionalism and integrity while working with sensitive materials. The contractor must provide the city with documents and records upon request. The contractor shall obtain from its employees authorization that appropriate city personnel may obtain all available criminal offender information from the criminal history systems board.
The scope of services and requirements included herein shall be completed no later than twelve months from date of contract award/execution.
Terms, prompt pay discount 30 days, net 45 days.
The bidder to who a contract is awarded guarantees to the city of worcester all equipment, materials and or workmanship for a period of one 1 year after final inspection and acceptance and shall replace promptly any defective equipment, materials andor workmanship required without additional cost to the city.
Awards will be made to the bidder quoting the lowest net price in accordance with the specifications.
Bidders must include the following evidence of their experience and qualifications: relevant municipal or government scanning experience demonstrated capacity for largevolume projects description of tools, workflows, and staffing model scanning facility must be based in massachusetts dedicated experienced project manager with reporting on project metrics minimally, number of boxes scanned, remaining boxes and budget burn.
Any bid withdrawn after time and date specified, the bidder shall forfeit deposit on bid as liquidated damages.
A prebid meeting will be held at city hall on tuesday, march 24, 2026 at 10: 00 am. bidders to meet at city clerks office on second floor.
Any prospective bidder requesting a change in or interpretation of existing specifications of terms and conditions must do so within five 5 days saturdays, sundays and holidays excluded before scheduled bid opening date.