Document Scanning, Digitization, And Certified Destruction Services
ID: RFP 26-002
• State: California
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Description
Background
The City of Carson, through its City Clerk’s Office, is seeking professional document scanning proposals from qualified firms to provide services including document scanning, digitization, indexing, descriptive metadata, secure digital delivery solutions, and certified destruction services.
The City Clerk’s Office manages a variety of official records that require secure handling and long-term preservation. This initiative aims to enhance the City's commitment to green practices by converting physical records into structured digital formats while ensuring compliance with relevant laws and standards.
Work Details
The contractor will be responsible for the following services:
1. **Records Pick-Up, Transport & Chain-of-Custody**: Schedule pick-ups with the City Clerk’s Office; provide secure transport; maintain documented chain-of-custody logs; track boxes and report discrepancies.
2. **Document Preparation and Handling**: Inventorying, labeling, removing fasteners, sorting records, and special handling of fragile documents.
3. **Scanning and Imaging**: High-resolution scanning of various document types; OCR processing for searchable files; image enhancement techniques for legibility.
4. **Indexing and Metadata**: Capture metadata based on City-defined standards; ensure consistent naming conventions.
5. **Quality Assurance/Quality Control**: Maintain a QA/QC program for image clarity and indexing accuracy; re-scan rejected images at no additional cost.
6. **Digital Delivery and Secure Storage**: Provide secure digital delivery via encrypted transfer; protect digital records from unauthorized access; return or securely delete data upon request.
7. **Certified Destruction of Records**: Perform destruction only with prior written authorization from the City Clerk; maintain chain-of-custody documentation and provide Certificates of Destruction.
Period of Performance
The contract is expected to be executed within approximately 90 days following the proposal deadline, with specific timelines established on a per-project basis.
Place of Performance
Services will be performed within the City of Carson, California.
Bidder Requirements
Proposers must have a minimum of five years’ experience in providing document scanning, digitization, indexing, and secure destruction services for public sector clients. They must demonstrate technical expertise in high-volume document processing and secure destruction practices. Proposers are required to have satisfactory references for similar services within the past three years and must comply with local business requirements including maintaining a valid City business license.
The City of Carson, through its City Clerk’s Office, is seeking professional document scanning proposals from qualified firms to provide services including document scanning, digitization, indexing, descriptive metadata, secure digital delivery solutions, and certified destruction services.
The City Clerk’s Office manages a variety of official records that require secure handling and long-term preservation. This initiative aims to enhance the City's commitment to green practices by converting physical records into structured digital formats while ensuring compliance with relevant laws and standards.
Work Details
The contractor will be responsible for the following services:
1. **Records Pick-Up, Transport & Chain-of-Custody**: Schedule pick-ups with the City Clerk’s Office; provide secure transport; maintain documented chain-of-custody logs; track boxes and report discrepancies.
2. **Document Preparation and Handling**: Inventorying, labeling, removing fasteners, sorting records, and special handling of fragile documents.
3. **Scanning and Imaging**: High-resolution scanning of various document types; OCR processing for searchable files; image enhancement techniques for legibility.
4. **Indexing and Metadata**: Capture metadata based on City-defined standards; ensure consistent naming conventions.
5. **Quality Assurance/Quality Control**: Maintain a QA/QC program for image clarity and indexing accuracy; re-scan rejected images at no additional cost.
6. **Digital Delivery and Secure Storage**: Provide secure digital delivery via encrypted transfer; protect digital records from unauthorized access; return or securely delete data upon request.
7. **Certified Destruction of Records**: Perform destruction only with prior written authorization from the City Clerk; maintain chain-of-custody documentation and provide Certificates of Destruction.
Period of Performance
The contract is expected to be executed within approximately 90 days following the proposal deadline, with specific timelines established on a per-project basis.
Place of Performance
Services will be performed within the City of Carson, California.
Bidder Requirements
Proposers must have a minimum of five years’ experience in providing document scanning, digitization, indexing, and secure destruction services for public sector clients. They must demonstrate technical expertise in high-volume document processing and secure destruction practices. Proposers are required to have satisfactory references for similar services within the past three years and must comply with local business requirements including maintaining a valid City business license.
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Overview
Agency
Opportunity Type
RFP (Request for Proposal)
Opportunity ID
RFP 26-002
Response Deadline
Feb. 26, 2026
Past Due
Date Posted
Feb. 3, 2026
Source
Pre-Bid Conference
No
Est. Value Range
Experimental
$500,000 - $2,000,000
(AI estimate)
Agency Distribution
Moderate
On 2/3/26 City of Carson in California issued RFP (Request for Proposal) Document Scanning, Digitization, And Certified Destruction Services with ID RFP 26-002 due 2/26/26.
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Documents
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