Document Scanning Services

PURCHASING DIVISION
Joni Laming, Manager
(616) 632-7720
purchasing@kentcountymi.gov
SOLICITATION
Solicitation Type Bid
Solicitation Number 6629
Description Document Scanning Services
Date of Issuance 7/29/2026
Inquiries Deadline Date & Time (local) 8/7/2026, 2 PM
Due Date & Time (local) 8/12/2026, 2 PM
Buyer Name Pitchellis
INTRODUCTION
The Kent County Purchasing Division is soliciting bids for document prepping, scanning, indexing, and
Optical Character Recognition (OCR) of approximately 10,000 files containing an estimated 950,000
pages.
All services to be completed and invoiced before 12/31/26. All work must be performed in the State of
Michigan and comply with all applicable Criminal Justice Information Services (CJIS) Security Policy
requirements.
The award of this project is contingent upon the availability of funds. To ensure accountability and
consistency throughout the project, all required services must be performed by a single vendor.
Subcontracting of any portion of the work is not permitted.
As an optional service, Kent County may also consider proposals for scanning and indexing of microfilm
consisting of approximately 1,811 rolls of 35MM microfilm and 2,744 rolls of 16MM microfilm,
representing an estimate total of 15,142,000 images.
Kent County will evaluate responsive submissions based on both the total all-inclusive project cost and
by individual line item pricing. The County reserves the right, at its sole discretion, to consider any and
all factors in its evaluation and award to the Respondent whose proposal is deemed most advantageous
to Kent County.
The awarded respondent shall agree to extend all terms, conditions, and pricing established under the
resulting contract to other Kent County departments for a period of twelve (12) months. The County
reserves the right to extend the contract for one additional one-year term upon mutually agreement
between the County and the awarded vendor.
Page 1 of 4

BID OPENING
The sealed submissions will be publicly opened and read aloud by the Kent County Purchasing Division.
Kent County Purchasing Division will conduct public openings via teleconference.
Click here to join the public opening.
SCOPE
1. Respondent will provide transportation of documents to and from their facility. Documents are
located at:
Kent County Probate Court
180 Ottawa Ave NW, Suite 2500
Grand Rapids, MI 49503
2. Respondent will provide boxes and place approximately 10,000 files into boxes for
transportation.
3. There is a loading dock and elevator available for moving packaged files. There is not enough
room to move a pallet throughout building.
4. Respondent will prepare approximately 10,000 files for scanning. Preparation includes, but is
not limited to, the following:
a. Removing all staples, clips, bindings
b. Repairing torn documents to the extent they can be scanned and converted into a
digital file
c. Straightening all folded documents to ensure the best quality scan possible
d. Taping documents (if necessary)
e. Separating documents and indexing (barcode, manual, or auto-fill) provided data.
Indexing will be between 12-14 characters/letters. For example: 18-204432-CA
5. Respondent will scan an estimated 10,000 case files containing approximately 950,000 pages.
6. Respondent will produce clear TIFF documents.
7. Respondent will keep documents in order in the case file. One (1) folder is equal to (1) case
number unless there are additional volumes, which would be labeled on the physical file (ex.,
Volume I, Volume II).
a) Each case file will be scanned as one (1) large TIFF image. Original documents larger
than legal document size can be scanned separately from the rest of the file with
the same keywords for that case number.
8. Keyword information will be provided by Kent County in a data file for Respondent to match
with paper files for scanning and indexing.
9. Most documents are black and white (color documents are to be scanned in greyscale), duplex,
8.5" x 11". Less than 2% of total project are oversized or large format documents.
10. Color documents, photos, and maps (5% of total) will be scanned in black and white/greyscale.
All other documents are grayscale or black and white.
11. All files will be scanned in the order received and returned as quickly as possible. Kent County
staff will be responsible for the destruction of documents.
12. Respondent will visually inspect images for quality. If an image appears to have a problem due
to scanner settings or scanner error, it must be rescanned at no charge.
Page 2 of 4

13. Images named as case numbers will be stored on a portable hard drive for delivery to Kent
County Probate Court located at 180 Ottawa Avenue NW, Grand Rapids, MI, 49503, allowing
import (DIP into OnBase) into our system and backup.
14. While records are at the conversion center, retrieval services will be available daily.
15. Respondent shall not subcontract or use temporary worker(s) to provide any services herein.
Dimensions, if furnished, are for general reference only and should be verified by Respondent.
Kent County will award and contract for the goods and services in this Solicitation in an efficient and
timely manner. In no event will notification of award be more than 45 days from the date of submission.
The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County
Purchasing Division website are incorporated by reference and shall be deemed to have the same force
and effect as if fully set forth herein.
INQUIRIES
Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division
Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the
right to determine the response format or not respond, at its sole discretion.
REFERENCES
Provide 3 references of current/past customers who can verify the quality of products and/or services of
similar size and scope your company provides. References may not include any current/past Kent
County employees.
INVITATION FOR BID/RFQ SUBMISSION
Complete submissions must be received in the Kent County Purchasing Division on or before the due
date/time specified by the designated clock (local time). Late, faxed, or emailed responses will NOT be
considered.
Submissions may be submitted electronically on the Bid Opportunities page of the Kent County
Purchasing Division's website. Respondent must include a complete submission as 1 non-password
protected PDF document.
Respondent shall submit the Submission Form ("Bid Form" "Response Form") posted on the Bid
Opportunities page of the Kent County Purchasing Division's website. Click the Submit Online icon to
submit electronically or to print the Submission Form. Respondent must submit the Bid Bond with
Submission Form.
The time required to upload a submission may vary. Respondent assumes all risks associated with
electronic submission, including all technological difficulties, and deems the County and its service
provider harmless and without fault. Successful electronic submissions are confirmed via Respondent's
email. Respondent shall view the link in the confirmation email to determine accuracy prior to due
date/time.
Submissions that deviate from the Solicitation specifications will only be considered if the deviations are
clearly detailed and noted within the submission. In case of a dispute regarding the true intent and
Page 3 of 4

meaning of the specifications, the County's interpretation will prevail. When a Solicitation states no
alternates, no deviations are permitted.
Kent County is not liable for cost incurred prior to award. A submission shall constitute an irrevocable
offer for a period of 45 days from the due date/time. In the event the notification of award is not made
within 45 days from the due date/time, the Respondent may withdraw or provide a written extension of
their submission.
Submissions may only be withdrawn by written request if the request is received before the due
date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy - Centralized
Purchasing 5(i)(2).
NO BID
Please provide feedback if you are electing not to participate in this Solicitation.
Page 4 of 4