Project Information

Bid Title

Digitization of MU Record Documents

Issuing Agency

University of Missouri System

Location

Missouri

Published Date

Feb 20, 2026

Closing Date

Mar 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0102

Original Source

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Bid Documents

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Project Description

Bid Information

Type	Request for Proposal
Status	Issued
Number	26-0102 (Digitization of MU Record Documents)
Issue Date & Time	2/20/2026 08:00:00 AM (CT)
Close Date & Time	3/24/2026 02:00:00 PM (CT)
Question Cut Off Date	3/10/2026 02:00:00 PM (CT)
Notes	The University of Missouri requests proposals for the Furnishing and Delivery of Digitization of MU Record Documents. Qualified suppliers are invited to submit a proposal on the items or services specified. All proposals shall be subject to the terms and conditions included herein. Proposals submitted must be received utilizing the University of Missouri System's electronic bidding platform. The University assumes no responsibility for any supplier’s on time submission.

Contact Information

Name	John Adams
Address	2910 LeMone Industrial Blvd. Columbia, MO 65201
Phone	(573) 884-8797
Fax
Email	adamsjv@umsystem.edu

Bid Documents

Document name	Format
Bid Invitation	Acrobat / PDF	BINVAVL	9125242

Bid Attachments

File Name	Description	File Size
Solicitation Terms and Conditions 01-26-26.pdf	University of Missouri General Terms and Conditions	148 KB	339725	7161152
Instructions to Respondents 01.26.26.pdf	University of Missouri Instructions to Respondents	153 KB	339725	7161153
Insurance_Requirements_Low_Risk.docx (please login to view this document)	Low Risk Insurance Requirements	15 KB	339725	5059397

Attachment Preview

26-0102

Digitization of MU Record Documents

Issue Date: 2/20/2026

Questions Deadline: 3/10/2026 02:00 PM (CT)

Response Deadline: 3/24/2026 02:00 PM (CT)

UM Procurement

Contact Information

Contact: John Adams

Address: UM Procurement

2910 LeMone Industrial Blvd.

Columbia, MO 65201

Phone: (573) 884-8797

Email: adamsjv@umsystem.edu

Page 1 of 11 pages

Deadline: 3/24/2026 02:00 PM (CT)

26-0102

Event Information

Number:

26-0102

Title:

Digitization of MU Record Documents

Type:

Request for Proposal

Issue Date:

2/20/2026

Question Deadline: 3/10/2026 02:00 PM (CT)

Response Deadline: 3/24/2026 02:00 PM (CT)

Notes:

The University of Missouri requests proposals for the Furnishing and Delivery of

Digitization of MU Record Documents. Qualified suppliers are invited to submit a

proposal on the items or services specified. All proposals shall be subject to the

terms and conditions included herein.

Proposals submitted must be received utilizing the University of Missouri System's

electronic bidding platform. The University assumes no responsibility for any

supplier’s on time submission.

Billing Information

Address: 801 Conley Avenue

325 Jesse Hall

Columbia, MO 65211

Email: umprocimagingvouche@umsystem.edu

Bid Activities

Walk-Through/Site Visit

3/2/2026 2:00:00 PM (CT)

All bidders must attend a mandatory site tour in order to view/see the volume of records and current organization

conditions.

The University will be hosting a walk-through/site visit. This visit is mandatory. If attending, please RSVP to John

Adams at Adamsjv@umsystem.edu by March 2, 2026 at 4PM.

The site walk-through/site visit is scheduled for March 3, 2026 at 2:00 PM, beginning at the GSB Lobby, General Services

Building, 900 East Stadium Blvd, Columbia, MO 65211.

Deadline for Questions

3/10/2026 2:00:00 PM (CT)

Any questions related to this Request for Proposal must be submitted through the online bidding system no later than

3/10/2026 02:00:00 PM (CT).

Bid Attachments

Solicitation Terms and Conditions 01-26-26.pdf

University of Missouri General Terms and Conditions

Instructions to Respondents 01.26.26.pdf

University of Missouri Instructions to Respondents

Insurance_Requirements_Low_Risk.docx

Low Risk Insurance Requirements

Download

Download

View Online

Page 2 of 11 pages

Deadline: 3/24/2026 02:00 PM (CT)

26-0102

Bid Attributes

1 General Terms and Conditions

I acknowledge reading the University of Missouri General Terms and Conditions attachment and agree that these

Terms shall be incorporated into and apply to any agreement resulting from this Solicitation.

Yes

(Required: Check if applicable)

2 Exceptions to Terms and Conditions

Do you have any exceptions to the Terms and Conditions (under Attachments tab)? If YES, please list exceptions

below.

Yes No

(Required: Check only one)

3 Exception to General Terms and Conditions

Provide page number, section and reason for exception. (Attach additional pages if needed).

NOTE: Exceptions taken may cause the solicitation response to be rejected at the sole discretion of the University.

Any terms to which Supplier does not take exception shall be binding and any subsequent objection to those terms

shall have no effect.

(Optional: Maximum 1000 characters allowed)

4 Instructions to Respondents

I acknowledge reading and understand the Instructions to Respondents attachment.

Yes

(Required: Check if applicable)

5 Supplier Agreement

The University of Missouri expects the awarded Supplier to comply with all terms outlined in the General Terms and

Conditions included with this solicitation. If the awarded supplier requires a separate agreement to be executed in

addition to this RFP and its responsive proposal, such agreement shall be incorporated into the final contract

award. However, the Supplier's agreement shall not supersede or conflict with the University's terms unless agreed

to by the University. Supplier's agreement must be attached on the Response Attachment tab in an editable Word

Document format in order to be considered by the University. Any hyperlinked terms must also be attached in an

editable Word Document format. The University will not accept hyperlinked terms, and any such

hyperlinked terms are hereby rejected.

Acknowledged

(Required: Check if applicable)

6 LOCAL BUYING PREFERENCE

7 Maintain a regular place of business in the State of Missouri?

Yes No

(Required: Check only one)

8 Are company headquarters located in Missouri?

Yes No

(Required: Check only one)

Page 3 of 11 pages

Deadline: 3/24/2026 02:00 PM (CT)

26-0102

9 EVALUATION OF SUPPLIER'S SDVE PARTICIPATION

If a Respondent is proposing participation by a Service-Disabled Veteran Enterprise (SDVE), in order to receive

evaluation consideration for participation by the SDVE, the Respondent must provide the requested information with

the proposal. Information not included with the proposal will not be considered in scoring.

SDVE Evaluation: The Respondent must either be a SDVE or must be proposing to utilize a SDVE as a

subcontractor and/or supplier that provides at least three percent (3%) of the total contract value. If the

Respondent proposing a SDVE participation percentage meets or exceeds three percent (3%) of the total contract

value and provides the required documentation identified herein, then the Supplier shall be assigned the three (3)

bonus points.

SDVE Commitment: If the Respondent is awarded a contract and the Respondent received points for the SDVE

participation in the evaluation, the percentage level of SDVE participation committed to by the Respondent shall be

a contractual requirement.

1 Spending with SDVE Companies

0 If you are a certified SDVE, as defined in the Instructions to Respondents, section #9, please provide evidence of

certification in attributes #11 & 12. If you are not a certified SDVE, are you willing to commit to using one or more

certified SDVE companies in the performance of this contract if awarded? If yes, please explain the nature of the

participation by each SDVE and provide the percentage of the contract value that will be attributable to such SDVE

and evidence of certification.

(Optional: Maximum 4000 characters allowed)

1 SDVE Certified in Missouri

1 Are you a Service-Disabled Veteran Business Enterprise (SDVE) certified by the State of Missouri, Office of

Administration?

Yes No

(Required: Check only one)

1 Missouri Certification Name/Number

2 If YES was checked above in #11 as being a certified SDVE by the State of Missouri, Office of Administration,

provide the name of the SDVE your certificate is under.

(Optional: Maximum 1000 characters allowed)

1 PAYMENT

3

1 Pay Terms

4 The University's standard pay terms are Net 30. Do you offer an early pay discount if paid sooner? If so, explain.

(Optional: Maximum 1000 characters allowed)

Page 4 of 11 pages

Deadline: 3/24/2026 02:00 PM (CT)

26-0102

1 Payment Preference

5

SUA - Payment settles using Due Immediate pay terms. The Single Use Account option is an electronically

issued single use MasterCard payment, which avoids delays. Please complete this SUA Enrollment Form.

ACH - Standard settlement terms are Net 30 but may be escalated if early pay discounts are offered.

Payment is made electronically which avoids delays and eliminates the potential for interception. Payment

can settle as soon as next day. If ACH is chosen and respondent is awarded, an email invitation will be sent

to register in PaymentWorks in order to securely provide your ACH information.

Check - Standard settlement terms are net 30. Payments will be mailed and are subject to USPS delivery,

which may be significantly delayed.

SUA (Single Use Credit Card)

ACH/Direct Deposit

Check

(Required: Check all that apply)

1 CONTRACT AWARD

6 Evaluation of this RFP will be based on meeting the mandatory requirements in order to be qualified for scoring.

Qualified respondents will then be scored on the ability to meet the desirable criteria, SDVE participation, Missouri

based, supplier presentations (when applicable), and financials.

Acknowledged

(Required: Check if applicable)

1 Best and Final

7 The University of Missouri reserves the right to negotiate best and final terms with any Respondent.

1 Insurance Requirements

8 If awarded, Supplier agrees to maintain, on a primary basis and at its sole expense at all times during the life of any

resulting contract, insurance coverage limits, including endorsements, as outlined in Required Insurance

Attachment.

Acknowledged

(Required: Check if applicable)

1 Background Information

9 The University of Missouri has provided teaching, research and service to Missouri since 1839. It was the first

publicly supported institution of higher education established in the Louisiana Purchase territory. Today, the

University of Missouri is one of the nation’s largest higher education institutions with more than 73,000 students,

24,000 faculty and staff on four campuses, an extension program with activities in every county of the state,

comprehensive distance learning services and an extensive health care network. Facts and figures about the

University of Missouri System can be found at https://www.umsystem.edu/about-us/facts.

The University of Missouri (Mizzou) Planning, Design, and Construction currently stores all remaining paper copies

of record documents—including plans, specifications, shop drawings, and operation and maintenance manuals—in

approximately 1,000 square feet of space in the basement of GSB. The organization of these documents was

disrupted by a relocation of storage in recent years and will require investigation and sorting before they can be

scanned into a searchable, logical format. The department is in the process of developing a robust construction

and building information database, and we plan to incorporate the scanned documents into this system.

Page 5 of 11 pages

Deadline: 3/24/2026 02:00 PM (CT)

26-0102

Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561410Document Preparation Services

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