Full Text
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, [EMAIL REDACTED], (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 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). ---PAGE BREAK--- 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 DepartmentCode_RecordSeries_Date.pdf). • Conduct quality assurance for clarity, completeness, and correct indexing. • Deliver digital copies on 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 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. ---PAGE BREAK--- 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 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 5% ---PAGE BREAK--- 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 printed copies and one 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: ---PAGE BREAK--- CITY OF BELGRADE, MONTANA Cost Proposal Table (Vendor to Complete) Service Description Unit Cost Estimated Quantity Total Cost Records Assessment Scanning & Digitization Indexing & Quality Assurance Secure Destruction Additional Costs (specify) Total Project Timeline Table (Vendor to Complete) Task / Milestone Start Date Completion Date Notes Records Assessment Scanning & Digitization Indexing & QA Secure Destruction Final Delivery ---PAGE BREAK--- CITY OF BELGRADE, MONTANA Attachment A – Inventory of Records to Be Scanned Vendors may schedule a meeting with the Camille Gregory, City Clerk, [EMAIL REDACTED], (406) 388-3559 to conduct a physical of the documents for the RFP. An approximate box and other document count is: ---PAGE BREAK--- CITY OF BELGRADE, MONTANA Attachment B – City of Belgrade’s adopted Retention Schedule The City of Belgrade, Montana has adopted the Secretary of State’s Retention schedule. This link will take you to the Schedule 8 – Municipal records document: ajax.php?juwpfisadmin=false&action=wpfd&task=file.download&wpfd_category_id=105&w pfd_file_id=60055&token=25ef001d6bea13a58a13754a443feb02&preview=1 is the direct link to the document. ---PAGE BREAK--- CITY OF BELGRADE, MONTANA Attachment C – Vendor Non-Disclosure Agreement (NDA) Template CITY OF BELGRADE, MONTANA VENDOR NON-DISCLOSURE AGREEMENT For Scanning, Digitizing, and Secure Destruction of City Records This Non-Disclosure Agreement (“Agreement”) is entered into as of 2025, between the City of Belgrade, Montana (“City”), and (“Vendor”), collectively referred to as the “Parties.” 1. Purpose The Vendor is engaged by the City to provide scanning, digitizing, indexing, and secure destruction services for City records, which may contain confidential, proprietary, or legally protected information. This Agreement ensures the protection of that information during and after the project. 2. Definition of Confidential Information “Confidential Information” means all records, documents, data, or information disclosed to Vendor by the City, including but not limited to personnel files, financial records, legal documents, or other protected data. It includes any metadata, electronic files, or storage media containing City information. 3. Obligations of Vendor 1. Use Confidential Information solely for the performance of services under RFP WO CM 25-03. 2. Restrict access to City records to authorized, background-checked employees only. 3. Not copy, disclose, or distribute any Confidential Information to any third party without written City approval. 4. Immediately notify the City of any unauthorized access, loss, or disclosure. 5. Return or permanently destroy all City data upon project completion or termination. 4. Ownership of Records All records, data, and digital reproductions remain the sole property of the City of Belgrade, Montana. 5. Duration Vendor’s confidentiality obligations remain in effect for five years following project completion or termination. 6. Breach and Remedies Any violation constitutes a material breach. The City may pursue all legal and equitable remedies, including termination and damages. ---PAGE BREAK--- CITY OF BELGRADE, MONTANA 7. Governing Law This Agreement shall be governed by the laws of the State of Montana. Authorized Signatures City of Belgrade Vendor Name: Title: Date: Name: Title: Date: ---PAGE BREAK--- CITY OF BELGRADE, MONTANA Attachment D – Sample Index Template CITY OF BELGRADE – DIGITAL RECORD INDEX TEMPLATE RFP No. WO CM 25-03 This template defines the minimum indexing requirements for digital files delivered to the City. Vendors may propose additional metadata fields if beneficial. Depart ment Reco rd Type Rec ord Seri es Cod e Descrip tion / Title Date Range File Name File For mat Storage Location / Folder Path Notes Finance Acco unts Paya ble Invoic es FIN- AP Invoices FY2020 01/01/2 020– 12/31/2 020 FIN_AP_2020_ 001.pdf PDF (OC R) Finance/AP /2020 Comp lete Plannin g Buildi ng Permi ts PLN- BP Residen tial Permits 2019– 2021 PLN_BP_2019 _045.pdf PDF (OC R) Planning/P ermits/ Conta ins site maps Clerk Coun cil Minut es CLK- MIN City Council Meeting s 2023– 2025 CLK_MIN_202 3_01.pdf PDF (OC R) Clerk/Minut es/ Archiv ed Required Fields: Department, Record Type, Description, File Name, File Format, and Date Range. Optional Fields: Series Code, Notes, or Storage Path for shared repositories. ---PAGE BREAK--- CITY OF BELGRADE, MONTANA