Scanning and Digital File Management Services

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

The County of San Mateo is seeking proposals for Scanning and Data File Management Services. The RFP aims to promote efficient document management, improve accessibility, and protect the documents utilizing a cloud management syst em. The scope of work will include scanning services and digital file management services in a secure cloud storage system with easy document retrieval by countywide staff. The Contractor will provide an experienced Account Manager to manage the County's account and assist County staff as needed.

The Contractor shall be responsible for managing all aspects of Scanning and Data File Management Services, including but not limited to:

1. Scanning Services
2. Data File Management Solution
3. Transportation and Document Handling
4. Security Requirements
5. Document Destruction
6. Account Manager
7. Training

The Scanning and Data File Management Services shall be provided on an ongoing basis for a period up to five (5) years. The selected firm shall be expected to commence service within 30 days of contract execution. The firm shall be responsible for providing all necessary personnel, equipment, and materials required to fulfill the scope of work.