Rebid Fdc Land Records Scanning

Location:	Pennsylvania
Posted:	Aug 12, 2026
Due:	Aug 24, 2026
Agency:	State Government of Pennsylvania
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	6100066489
Publication URL:	To access bid details, please log in.

General Information

Department for this solicitation:

Procurement

Date Prepared:

08/12/26

Types:

IFB

Advertisement Type:

Service

Materials

Service & Materials

PW Construction

Agency Construction

Real Estate

Solicitation/Project#:

6100066489

Solicitation/Project Title:

REBID FDC Land Records Scanning

Description:

PLEASE NOTE: This is a REBID of Solicitation 6100066137. Please be sure to closely review the Statement of Work as some changes have been made from the original solicitation document
***********************************************
DCNR, FDC, requires a vendor to electronically record, index, and archive all FDC paper drawings and documents which includes approximately 700,000 pages, including 3,350 Bureau of Forestry folders and 3,525 Bureau of State Parks folders. Approximately 60% are letter size documents, 30% are legal size, and 10% are 11x17 or larger. The quality of original documents could vary. The files are located on the 5th floor of the Rachel Carson State Office Building (RCSOB), 400 Market Street, Harrisburg, PA 17101, and will remain onsite at RCSOB at all times.

Department Information
Department/Agency:	Department of Conservation and Natural Resources	Delivery Location:	Rachel Carson State Office Building 400 Market Street 5Th Floor Harrisburg Pa 17101
County:	Dauphin	Duration:	Upon execution and receipt of purchase order and will terminate June 30, 2027

Contact Information
First Name:	Natalia	Last Name:	Truitt
Phone Number: (XXX-XXX-XXXX)	717-783-3332	Email:	ntruitt@pa.gov

Solicitation Information
Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation.
Solicitation Start Date:	08/12/26
Solicitation Due Date:	08/24/26	Solicitation Due Time:	2:00 PM
Solicitation Opening Date:	08/24/26	Solicitation Opening Time:	2:01 PM
Opening Location:
No. of Addendums:	0

Amended Date:	08/12/26

Related Solicitation Files

Original Files

	FDC Land Records Scanning Project SOW.pdf
	Terms and Conditions.pdf
	Worker Protection Form-BOP-2201 .docx
	DCNR Small Business Procurement Initiative.pdf

Attachment Preview

STATEMENT OF WORK

Department of Conservation & Natural Resources

Bureau of Facility Design & Construction

Land Records Scanning Project

I. SCOPE OF WORK:

The Department of Conservation and Natural Resources (DCNR), Bureau of Facility Design & Construction (FDC),

requires a vendor to electronically record, index, and archive all FDC paper drawings and documents. The files

are located on the 5th floor of the Rachel Carson State Office Building (RCSOB), 400 Market Street, Harrisburg, PA

17101.

This Statement of Work (SOW) provides a detailed workplan and schedule with estimated quantities of each

document type identified. This project was created by DCNR in order to produce secure digital documents in a

timely fashion, aid internal departments in knowing the types of drawings that are available, repurpose valuable

storage space, and introduce a streamlined quality workflow.

Bidders should only complete and return the required documents listed in Section VIII. BID AWARD in this

SOW. Bidders should NOT attach any vendor quotes, Terms and Conditions, or documents other than those

requested in Section VIII. Bid submissions may be negated if additional attachments are submitted with the

bid response. The Commonwealth's Terms and Conditions are the only terms accepted for this procurement.

Questions regarding the technical aspects of this bid should be directed to Dave Simpson, at 717-772-9093 or

davisimpso@pa.gov. Questions regarding the bidding or contracting procedures should be addressed to

Natalia Truitt at 717-783-3332 or ntruitt@pa.gov.

II. CONTRACT TASKS:

DCNR requires the scanning, indexing, and archiving of approximately 700,000 pages, including 3,350 Bureau of

Forestry folders and 3,525 Bureau of State Parks folders. Approximately 60% are letter size documents, 30%

are legal size, and 10% are 11x17 or larger. The quality of original documents could vary.

The physical Land Records documents will remain onsite at the Rachel Carson State Office Building (RCSOB) at all

times.

DCNR Responsibilities:

• DCNR will provide the name and contact information of the DCNR Project Manager to the awarded Scanning

Contractor prior to the start of the project.

• DCNR will provide access to the building and floor in which the documents are located. Please note, no

access will be granted to Commonwealth IT equipment, internet, or network.

• DCNR will provide ample space for the Scanning Contractor to set up scanning equipment as well as lay

down areas for documents.

• DCNR will provide the Scanning Contractor with access to all files to be scanned, including paper drawings

and documents, on the 5th floor of RCSOB.

• DCNR will ensure a secure FTP site is created prior to the start of scanning and will grant access to the

vendor for the uploading of files.

Scanning Contractor Responsibilities:

• Scanning Contractor will scan all documents and drawings onsite and according to this SOW using their own

equipment.

• Scanning Contractor will ensure all files are prepped, scanned, indexed, and then returned to the location or

file cabinet from which they were removed in the exact order and condition in which they were received

prior to scanning. Scanned documents that were bound prior to scanning will be re-prepped by attaching

with binder clips or another Department approved binding method, as necessary to keep the previously

bound documents sufficiently bound into one document. Binder clips to be provided by Scanning

Contractor.

• Scanning Contractor will contact DCNR to coordinate when individuals will be onsite for the scanning

operations.

• Scanning Contractor will scan the documents during DCNR normal business hours of Monday through Friday

from 7:30 am to 4:00 pm. DCNR expects the Scanning Contractor to work daily for the duration of the

operations without extended interruptions in the work. Occasional absences or extended breaks in the

work are understandable and must be approved in writing by the DCNR Project Manager in advance. This

does not include a daily one-hour lunch or two (2) 15-minute break periods.

-DCNR will provide the Scanning Contractor with a list of Commonwealth holidays during which the

Scanning Contractor will not have access to the building.

• Scanning Contractor will save all files to a secure FTP site created by the Commonwealth. After an initial

DCNR review and approval of the processes and scan results, scans will be uploaded monthly for DCNR to

track progress.

III. DELIVERABLES:

A. Project Administration

This task defines the management and communications on the project. During this task, the Scanning

Contractor will coordinate with the designated DCNR Project Manager to collect information regarding the

materials to be imaged (sequence of scanning, electronic delivery format, etc.) and will develop a detailed

workplan that will be utilized to track the progress of the project. Scanned images of the documents will be

delivered to DCNR via a secure FTP site. For quality control, Scanning Contractor will upload images on a

monthly basis for review.

B. Document Preparation and Scanning – Land Records. This will be priced per page.

1) Document Preparation:

a) Document preparation:

i. Documents that are bound will be unbound to prepare for scanning.

ii. Staples, paperclips, binders, etc., will be removed. Papers will be straightened and repaired as

much as possible.

2) Document Scanning:

a) Images will be scanned in accordance with standards set by the American National Standards

Institute (ANSI).

b) Scanned images will be in .PDF/A format.

c) If the documents within the folder are attached (by staples, binder clips, spiral bindings, etc.), they

should be scanned as a single PDF document. The naming of each individual document does not

have to be specific and can be the generic file name the scanner creates.

d) Each large-scale sized map will be a separate .PDF/A. If there are any maps found in the folders, they

will be labeled “Map 1”, etc., (example: Map 1, Map 2, Map 3, etc.).

e) Color original documents will be scanned in color. Black and white original documents will be

scanned in black and white:

i. Resolution will be 300 dpi.

f) Images to be automatically enhanced (de-speckle, straighten images, auto-focus) using scanning

software.

g) Quality Assurance Manager:

i. The Scanning Contractor will have a Quality Assurance Manager review and approve images

after scanning and prior to indexing.

C. Document Indexing: This will be priced and invoiced at 2 intervals; once at the halfway (50%) point and

once when the project is fully indexed (100%). Vendors must enter a price for both the 50% and 100%

intervals.

1) Naming Convention of Folders:

a) Forestry – Digital folders are to be named using the following naming convention: “County,

Township – Project Name”. Any dates or additional information included in the physical file with the

county and township should also be included and entered exactly as shown. For example, Section

XIV. Image #1 shows how the current physical folder is labeled. The digital folder should be named

“Juniata Co., Milford Twp.-1949 – BOSSINGER BROS. TIMBER TRESPASS”.

b) Forestry – If there is no county or township shown on the label of the physical folder, the digital

folder should be named exactly how the physical folder is labeled. For example, Section XIV. Image

#2 shows how the current physical folder is labeled. The digital folder should be named “DISTRICT

12 FIELD NOTES – Survey of Lewis Lockcuff Acquisition”.

c) State Parks – Digital folders should be named to match the physical folder with the State Park name

entered first.

2) Each index field will be limited to one hundred twenty (120) characters. If characters would be

exceeded, Scanning Contractor will discuss with DCNR Project Manager who will determine what

different naming convention or abbreviations will be used for that particular folder.

3) Scanning Contractor will doublecheck images for accuracy. Data will be validated by a Quality Assurance

Manager.

a) Bad images are to be flagged and rescanned.

b) Index Fields are to be checked for errors.

D. Quality Control & Delivery: This will be priced and invoiced at 2 intervals; once at the halfway (50%)

point and once when the project is fully delivered (100%). Vendors must enter a price for both the 50%

and 100% intervals.

1) Prior to moving images to the secure FTP site, the images will be inspected by the assigned Scanning

Company Project Manager or designated Quality Assurance Manager, who will determine if the images

are ready for finalization or if they need to be discussed with the designated DCNR Project Manager.

2) Any unusual circumstances or issues with a document that arise will be brought up individually for

discussion with the designated DCNR Project Manager. A resolution to any unusual circumstances or

issues with documents will be resolved by the designated DCNR Project Manager within 30 days.

3) All digital documents will be delivered to DCNR via a secure FTP site created by the Commonwealth.

4) 100 scans will be uploaded to the secure FTP site within 2 weeks of project start for DCNR to perform

an initial quality control review. After the initial review and DCNR approval of the processes and scan

results, scans will be uploaded monthly to the secure FTP site for DCNR to track progress.

a) If DCNR finds any scanned images to be unacceptable, the Scanning Contractor will rescan

unacceptable images at their own expense.

5) All physical files will be returned to the location or file cabinet from which they were removed in the

exact order and condition in which they were received prior to scanning. Scanned documents that

were bound prior to scanning will be re-prepped by attaching with binder clips or another

Department approved binding method, as necessary to keep the previously bound documents

sufficiently bound into one document. Binder clips to be provided by Scanning Contractor.

IV. ESTIMATED QUANTITIES

It shall be understood and agreed that any quantities listed in the Contract are estimated only and may be

increased or decreased in accordance with the actual requirements of the Commonwealth and that the

Commonwealth in accepting any bid or portion thereof, contracts only and agrees to purchase only the materials

and services in such quantities as represent the actual requirements of the Commonwealth. The Commonwealth

reserves the right to purchase materials and services covered under the Contract through a separate,

competitive procurement procedure, whenever Commonwealth deems it to be in its best interest.

V. CONTRACT TERM:

The contract shall commence upon execution and receipt of purchase order and will terminate June 30, 2027.

VI. PRE-BID CONFERENCE:

A mandatory pre-bid conference was held prior to the original bid opening on Wednesday, July 29, 2026, at

11:00 am. Contractors who attended the July 29th session are not required to attend the pre-bid conference for

the rebid. A mandatory pre-bid conference will be conducted prior to the opening of the rebid. The pre-bid

conference for the rebid will be held Wednesday, August 19, 2026, at 11:00 am. An employee from the DCNR

Bureau of Facility Design and Construction will meet prospective bidders in the lobby of the Rachel Carson State

Office Building, 400 Market Street, Harrisburg, PA 17101, and will escort all prospective bidders to the 5th floor.

Prospective bidders who did not attend the original pre-bid conference must attend to discuss job specifications

and to tour the scanning area. All prospective bidders must sign in to acknowledge attendance.

Contractors may not request an alternate date if unable to attend the scheduled pre-bid conference. All

interested Contractors that did not attend the July 29, 2026, pre-bid conference must attend Wednesday,

August 19, 2026.

VII. INSURANCE:

The Contractor is required to have in place during the term of the Contract and any renewals or extensions

thereof, the following types of insurance, issued by companies acceptable to the Commonwealth and authorized

to conduct such business under the laws of the Commonwealth of Pennsylvania:

A. Workmen’s Compensation Insurance for all of the Contractor’s employees and those of any

subcontractor, engaged in work at the site of the project as required by law.

B. Public Liability and Property Damage Insurance to protect the Commonwealth, the Contractor, and any

and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or

disease, accidental death and damage to property including the loss of use resulting from any property

damage, which may arise from the activities performed under the Contract, or the failure to perform

under the Contract, whether such performance or non-performance be by the Contractor, by any

subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of

coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death,

and $250,000 per person and $1,000,000 per occurrence for property damage. Such policies shall be

occurrence rather than claims-made policies and shall not contain any endorsements or any other form

designated to limit and restrict any action by the Commonwealth, as an additional insured, against the

insurance coverage in regard to work performed for the Commonwealth.

Prior to commencement of the work under the Contract and at each insurance renewal date during the term of

the Contract, the Contractor shall provide the Commonwealth with current certificates of insurance. These

certificates or policies shall name the Commonwealth as an additional insured and shall contain a provision that

the coverage’s afforded under the policies will not be cancelled or changed until at least thirty (30) days written

notice has been given to the Commonwealth.

The Commonwealth shall be under no obligation to obtain such certificates from the Contractor(s). Failure by

the Commonwealth to obtain the certificates shall not be deemed a waiver of the Contractor’s obligation to

obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance

policies. A copy of the insurance certificates can be emailed to the Procurement Contact at ntruitt@pa.gov.

VIII. BID AWARD:

Bidder must complete and include the following with the bid response:

A. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us,

B. A properly executed Worker Protection and Investment Certification Form.

The unit price must include the cost of all supplies needed, labor, insurance, superintendence, tools, equipment,

all miscellaneous expenses, and any other items necessary for the completion of all tasks included herein within

the time frame specified.

The bid will be awarded based on lowest total sum. In the event of a discrepancy between the unit price and

extension of figures, the unit price will prevail.

Please note that the Department will only accept two (2) decimal points when entering your pricing.

Please be aware that after bid opening the awarded vendor must be prepared to provide the following

information within 5 business days of request by the issuing officer:

To complete the IT Vendor Risk Assessment, vendor will be required to provide the following information:

· Vendor name and an overview of the services to be provided, including the business objectives and/or business

justification.

· Indicate whether the service is considered critical to business operations.

· Identify the classification of Commonwealth data involved.

· Describe how Commonwealth data will be handled (processed, accessed, used, stored, transmitted, or all

applicable actions).

· Describe the potential business impact if a data breach were to occur.

· Identify any applicable compliance requirements (e.g., None, CJIS, CHRIA, HIPAA/PHI, PII, IRS Publication 1075,

SSA, or other regulatory requirements).

· Indicate whether the vendor will provide network, infrastructure, Platform as a Service (PaaS), or Software as a

Service (SaaS) services.

· Provide the vendor's SOC 2 Type II report, ISO/IEC 27001 certification, SIG questionnaire, and/or other relevant

security documentation.

· Provide the vendor's StateRAMP and/or FedRAMP authorization, if applicable.

· Provide the vendor's Information Security Policy.

· Provide the vendor's Penetration Test Executive Summary.

· Provide any additional documentation that demonstrates the vendor's security and compliance program and

how customer information is protected.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Rebid Fdc Land Records Scanning

Attachment Preview

See also