Scanning, Digitizing and secure Destruction of Hard-Copy City Records

Location:	Montana
Posted:	Nov 6, 2025
Due:	Nov 26, 2025
Agency:	Belgrade city
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	CM WO 25-03
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS (RFP)

Scanning, Digitizing, and Secure Destruction of Hard-Copy City Records

RFP No. WO CM 25-03

RFP Issue Date: November 6, 2025

Proposal Due Date: November 26, 2025 – 3:00 p.m. MDT

Contact: Camille Gregory, City Clerk, cegregory@belgrademt.gov, (406) 388-3559

Submission Address: City Clerk’s Office, City of Belgrade, 91 East Central Avenue,

Belgrade, Montana 59714

1. PURPOSE AND BACKGROUND

The City of Belgrade, Montana (“City”) is seeking proposals from qualified vendors to

provide professional scanning, digitizing, indexing, and secure destruction of hard-copy

City records. The purpose of this project is to convert physical paper records into digital

formats for improved storage, retrieval, and preservation, while ensuring compliance with

Montana public records laws and secure destruction of original materials. This initiative

supports the City’s ongoing efforts to modernize its record-keeping practices, reduce

storage space, and enhance operational efficiency and public access.

2. SCOPE OF WORK

2.1 Records Assessment

• Review and catalog existing hard-copy records identified by the City.

• Identify record series requiring special handling (e.g., confidential, legal, or

historical).

• Confirm estimated quantities (boxes, pages, or linear feet) and recommend

sequencing by department or record type.

2.2 Scanning and Digitization

• Digitize all designated records in a high-quality format (minimum 300 DPI,

searchable PDF or as otherwise agreed).

CITY OF BELGRADE, MONTANA

• Utilize Optical Character Recognition (OCR) to create searchable text within digital

files.

• Index all digital files per City-defined naming conventions (e.g.,

DepartmentCode_RecordSeries_Date.pdf).

• Conduct quality assurance for clarity, completeness, and correct indexing.

• Deliver digital copies on encrypted USB drives or via secure cloud-based transfer

approved by the City.

• Provide a complete electronic index (Excel or CSV) listing file names, record types,

and date ranges.

2.3 Secure Destruction

• Provide certified, confidential destruction of original records after successful

digitization and written City approval.

• Comply with all applicable confidentiality laws during destruction.

• Provide a Certificate of Destruction for all materials destroyed.

• Maintain a documented chain of custody throughout handling, transport, and

destruction.

2.4 Compliance and Security

• Adhere to all applicable Montana State Records Retention Laws and relevant federal

requirements.

• Ensure all personnel are background-checked and trained in confidentiality

procedures.

• Comply with data security best practices (e.g., NIST 800-171).

• All scanned data and physical records remain property of the City.

2.5 Project Management and Timeline

• Submit a detailed Project Management Plan outlining workflow, milestones, and

staffing.

• Assign a dedicated project manager as the primary contact.

• Provide biweekly progress reports on milestones, challenges, and completion status.

• Ensure all deliverables are completed within agreed deadlines.

2.6 Optional Services

• Vendors may propose additional services such as document preparation, historical

document imaging, or records management integration.

3. PROPOSAL REQUIREMENTS

3.1 Executive Summary

• Provide a concise summary (1–2 pages) outlining qualifications, understanding of the

project, and differentiating factors.

3.2 Company Information

• Provide company background, years in business, and relevant services.

CITY OF BELGRADE, MONTANA

• List principal staff and project manager.

• Provide references from at least three municipal/government digitization projects.

3.3 Project Approach and Methodology

• Describe scanning, indexing, and quality assurance processes.

• Outline security measures for handling, transport, and storage.

• Explain destruction procedures and certification process.

3.4 Staffing Plan

• Identify key personnel, project manager, and quality control lead.

• Provide qualifications, certifications, and experience summaries.

3.5 Pricing Proposal

• Itemize pricing by task category (scanning, indexing, destruction, etc.).

• Identify unit costs, estimated quantities, and total estimated cost.

• Include any optional costs and total not-to-exceed project cost.

3.6 Project Timeline

• Include estimated start and completion dates with major milestones.

3.7 Legal and Compliance

• Provide proof of insurance, licenses, and statement of compliance with Montana

records and data privacy laws.

• Submit signed Vendor Non-Disclosure Agreement (Attachment C).

4. EVALUATION CRITERIA

Proposals will be evaluated based on the following weighted criteria:

Evaluation Criteria

Weight

Compliance with RFP

Requirements

10%

Experience and References

25%

Project Methodology and

Quality Controls

25%

Data Security and

Confidentiality Measures

15%

Proposed price

20%

Project Timeline and

Communication Plan

CITY OF BELGRADE, MONTANA

The City may invite top-ranked vendors for interviews or demonstrations before final

selection. The City reserves the right to reject any or all proposals and to award the

contract in the City’s best interest.

5. INSTRUCTIONS FOR SUBMISSION

Three (3) printed copies and one (1) electronic copy (on a labeled USB drive) must be

submitted in a sealed envelope clearly marked:

• “RFP – Scanning, Digitizing, and Destruction of City Records (WO CM 25-03)”

• Faxed or emailed proposals will not be accepted.

• Proposals must be received no later than 3:00 p.m. MDT, November 26, 2025.

Submission Address: City Clerk’s Office, City of Belgrade, 91 East Central Avenue,

Belgrade, Montana 59714

Questions must be submitted by November 17, 2025, 5:00 p.m. MDT. Responses will

be posted by November 19, 2025.

6. TERMS AND CONDITIONS

• The City reserves the right to modify or cancel this RFP at any time.

• All proposal preparation costs are the vendor’s responsibility.

• The selected vendor must enter into a formal contract with the City.

• All records and digital images remain the property of the City.

• The City may terminate the contract for non-performance or breach with ten (10)

days’ written notice.

• Final payment is contingent upon verification of satisfactory deliverables.

• Vendor shall not use City data for training, resale, or distribution.

7. ATTACHMENTS

• Attachment A: Inventory of Records to Be Scanned (to be provided by City)

• Attachment B: City of Belgrade’s adopted Record Retention Guidelines

• Attachment C: Vendor Non-Disclosure Agreement Template

• Attachment D: Sample Index Template

Authorized Signature: ___________________________

Printed Name: _________________________________

Title: ________________________________________

Date: ___________________________

CITY OF BELGRADE, MONTANA

Cost Proposal Table (Vendor to Complete)

Service

Unit Cost

Description

Records

Assessment

Scanning &

Digitization

Indexing & Quality

Assurance

Secure Destruction

Additional Costs

(specify)

Total

Estimated

Quantity

Project Timeline Table (Vendor to Complete)

Task / Milestone

Start Date

Completion Date

Records

Assessment

Scanning &

Digitization

Indexing & QA

Secure Destruction

Final Delivery

Total Cost

Notes

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

Bid Number:	CM WO 25-03
Bid Title:	Scanning, Digitizing and secure Destruction of Hard-Copy City Records
Category:	City of Belgrade Bidding Opportunities
Status:	Open