Cloud Search Government Bids & RFPs

The contractor shall provide deliverables in accordance with the following schedule: implementation plan within 14 days of contract award, service level agreement within 7 days of contract award, system documentation within 7 days of contract award, and LSP records no more than fifteen days following the end of the contractor performance.

Proposals are due on September 4, 2025.

Payment will be made within 30 days of receipt of a proper billing or the delivery of the goods or services to the locations specified in the agreement, whichever is later.

The proposals will be evaluated using a mathematical formula. The lowest cost proposal will serve as the benchmark and receive the maximum available points. All other proposals will be scored proportionally, based on their relative proximity to the benchmark. The Town of Scarborough may ask selected firms to give an onsite demonstration.

A vendor's failure to submit its proposal prior to the deadline will cause the proposal to be disqualified. Late proposals or amendments will not be opened or accepted for evaluation.

Bids must be received by September 4, 2025, at 2:00 PM.

Proposals will be evaluated based upon compliance with the specifications, proposal price, applicability, and suitability of the products/services being offered. Product and vendor reliability, warranty, delivery time, and such other factors deemed appropriate will be considered.

Minimum 3 years experience in government document scanning and digitization. Demonstrated experience with complex formats/files, trifolds. At least 3 references from public agencies. Proof of insurance and data security compliance.

A non-mandatory meeting to view documents is scheduled for August 18, 2025, at 10:00 AM at the Greenwood courthouse.

Respondents must submit their proposals no later than 5:00 pm PST on September 12, 2025, through the LACERA vendor gateway portal.

Proposals will be scored according to exhibit E selection criteria. LACERA staff may select respondents based upon the selection criteria or using a combination of onsite interviews and reference verification.

All respondents must clearly show and document in the proposal the following minimum qualifications: dedicated IP address, indexed and searchable PDFs via the site's search engine, hosting support for composer-managed Drupal installations, display capabilities for PDFs, images, and videos, unrestricted or high-capacity file upload functionality, webops support for multiple development and testing environments, IP-based restrictions, test environments, built-in redundant architecture for failover and disaster recovery, cloud-based SaaS software as a service hosting, 99. 9 SLA service level agreement uptime guarantee, integrated CDN content delivery network, automated backups, process migration from the current hosting provider to the new hosting provider, and 24/7 technical support.

The bid notice states Responses must be received by the closing date and time of this announcement and must reference the solicitation number, nimh25004760.