Document Scanning Government Bids & RFPs

Delivery of equipment is required within 30 days after receipt of an official purchase order.

WCPS standard payment terms are net 30.

Bid pricing shall be inclusive of minimum one-year full parts and labor warranty.

The basis of award shall be the lowest responsible bidders submitting a responsive bid that conforms to the specifications established in the solicitation with consideration given to the quantities involved, time required for delivery, purpose for which required, competency and responsibility of bidder, the ability of the bidder to perform satisfactory service, and the plan for utilization of minority contractors, if applicable.

All bidders must provide at least three references. Participating bidders must confirm they have been in business for at least five years providing document scanning services.

If the awarded vendors fail to provide the services, equipment, or other items required within the prescribed time limits, the contract managers may elect to obtain services, equipment, or other items necessary from an alternate source. The awarded vendors will pay any additional costs incurred by WCPS for obtaining replacement services, equipment, and other necessary items.

Samples may be requested for testing and evaluation purposes. Failure to submit samples as required at the time designated may be cause for rejection of that item.

Any company objecting to the bid procedure or the recommendation for award has five 5 business days following the date of award by the board of education to file a written protest with the superintendent of schools.

A proposal that is not organized and submitted as separate and distinct technical and price proposal sections will result in disqualification. A technical proposal that includes any pricing information will be disqualified.

Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR ****, Electronic Submission and Processing of Payment Requests. Invoices submitted under any award resulting from this solicitation will be required to utilize the invoice processing platform ipp

All equipment must be covered by the manufacturer's warranty. All, warranty and service associated with the equipment shall be in accordance with the OEM terms and conditions.

This acquisition will be awarded to the lowest priced responsive and responsible offeror on an all or none basis. This acquisition will be awarded to the lowest priced responsive and responsible offeror on an all or none basis

Offerors must be registered in the System for Award Management (SAM) and be an OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system. all firms or individuals responding must be registered with the system for award management sam. vendor shall be an original equipment manufacturer oem authorized dealer, authorized distributor or authorized reseller for the proposed equipmentsystem

Failure to provide evidence of being an authorized distributor may result in your proposal not being further considered. failure to provide evidence of this may result in your proposal not being further considered.

The response due date is June 17, 2026, by 12 PM EDT. The project completion timeframe is a maximal timeframe of 1. 5 to 2 years.

Vendors must be capable of providing on-site document digitization services for classified and unclassified federal records and possess necessary facility and personnel clearances, such as a DOE Q clearance, to handle classified information.