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Basic Information

Reference Number

0000336233

Issuing Organization

City of Manitou Springs

Owner Organization

City of Manitou Springs

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP 2023-014

Title

Planning File Digitization

Source ID

PU.AG.USA.2493.C15789426

Details

Location

United States, Colorado, El Paso County

Delivery Point

Email contacts

Piggyback Contract

Description

The City of Manitou Springs’ City Planning Department is seeking proposals from qualified companies to digitize existing paper files of various sizes and conditions. The project will also include organizing and maintaining the files in accordance with appropriate retention schedules. Ability to scan large format documents (often 24” x 36”) and preparation of the files (to include staple removal, etc.) are required. Scanned files shall be integrated into existing digital files and individual files shall be named and searchable. Familiarity with the State of Colorado’s file retention laws, and the ability to recognize important documents, will be essential. The City of Manitou Springs has $100,000 to offer for this project.

Dates

Publication

11/29/2023 08:00 AM MST

Question Acceptance Deadline

12/20/2023 12:00 AM MST

Questions are submitted online

Closing Date

01/03/2024 02:00 PM MST

Prebid Conference

12/13/2023 09:00 AM MST

Other

12/28/2023 10:00 AM MST

Contact Information

Hannah Van Nimwegen

hvannimwegen@manitouspringsco.gov

Chelsea Royston

croyston@manitouspringsco.gov

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

Bonding Requirements

- Performance Bond

100 %

- Payment Bond

50 %

Pre-Bidding Events

Event Type

Prebid Conference

Attendance

Mandatory

Event date

12/13/2023 09:00 AM MST

Location

Microsoft Teams Meeting

Event Note

A pre-proposal conference will be held on date and time identified above, via Microsoft Teams.
Meeting ID: 244 249 094 908
Passcode: pX9evp
The purpose of this pre-proposal conference is to discuss this Request for Proposals.
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Event TypeA - Latest Addendum

File Tour

AttendanceA - Latest Addendum

Recommended

Event dateA - Latest Addendum

12/28/2023 10:00 AM MST

LocationA - Latest Addendum

606 Manitou Ave

Event NoteA - Latest Addendum

Ability to tour the file area, view space and documents, and take measurements.
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Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

PROPOSAL CRITERION/SUBMITTAL REQUIREMENTS:
Proposals must be received no later than RFP Submittal Deadline and time identified above.
(Proposals received after this date and time will NOT be considered for award.)
A signed Attachment A – Proposal Acknowledgement Form – must be included with submitted proposals.

The City will only accept proposals EMAILED to the City contact(s). Emails containing proposals, or a link to a proposal, must contain the RFP Title and RFP Number in the subject line. The body of the email must contain:

COMPANY NAME
RFP TITLE
RFP NUMBER
DUE DATE AND TIME
LINK TO PROPOSAL (if size of proposal exceeds email limitations).