Project Information

Bid Title

Scanning and Digital File Management Services

Issuing Agency

County of San Mateo

Location

California

Published Date

Sep 7, 2025

Closing Date

Oct 10, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Scanning and Digital File Management Services

Addenda: 0

Release Date: 9/5/2025

Due Date: 10/10/2025

Post Information

Posted At:Fri, Sep 5, 2025 12:00 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

The County of San Mateo is seeking proposals for Scanning and Data File Management Services. The RFP aims to promote efficient document management, improve accessibility, and protect the documents utilizing a cloud management syst em. The scope of work will include scanning services and digital file management services in a secure cloud storage system with easy document retrieval by countywide staff. The Contractor will provide an experienced Account Manager to manage the County's account and assist County staff as needed.

The Contractor shall be responsible for managing all aspects of Scanning and Data File Management Services, including but not limited to:

1. Scanning Services
2. Data File Management Solution
3. Transportation and Document Handling
4. Security Requirements
5. Document Destruction
6. Account Manager
7. Training

The Scanning and Data File Management Services shall be provided on an ongoing basis for a period up to five (5) years. The selected firm shall be expected to commence service within 30 days of contract execution. The firm shall be responsible for providing all necessary personnel, equipment, and materials required to fulfill the scope of work.

Timeline

RFP Released:

September 5, 2025

Deadline for Questions, Comments and Contract Exceptions:

September 19, 2025, 12:00pm

Proposal Due Date and Time:

October 10, 2025, 4:00pm

Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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