City of Bartow ITB 26-11 Offsite Record Storage and Scanning Services - 2026
City of BartowCity · Bartow, FL- Due
- Mar 18, 2026
- Deadline passed
- Posted
- Feb 24, 2026
- Primary contact
- Adaira Morales
- (863) 534-0140
The 30-second brief
The City of Bartow, Florida is seeking bids for offsite records storage, document scanning, indexing, conversion, and certified destruction services in accordance with the Florida Department of State and Rule 1B-26.003, Florida Administrative Code. The project involves storing approximately 2,000 cubic feet of documents initially, with letter-size, legal-size, plan boxes, and large containers, at a secure, temperature-controlled facility located within Polk County, Florida. The vendor must coordinate the transfer of all existing records from the current facility in Apopka, Florida at no additional cost and provide a web- or cloud-based inventory tracking system with barcode capabilities. Submission deadline is March 18, 2026, at 2:00 p.m. EDT, with physical delivery to the City of Bartow Procurement Department or electronic submission via OpenGov.
Initial transportation cost, Storage cost per standard box letter, Storage cost per standard box legal, Storage for ancillary box, Regular pick-up/delivery, Rush same day pick-up/delivery, New pickup for storage, Courier/driver - handling, Reshelving fee, Record destruction, Permanent removal, Purchase standard storage boxes, Purchase plan storage boxes, Packing/re-packing - initial move, Packing/re-packing - ongoing, Data entry - scanning service, Employee access to portal, Training, Scan on demand - letter size documents (300 DPI), Scan on demand - large documents (greater than 8.5x14) (300 DPI), Scan - plats / maps, Email services fee, Repository fee
Overall low bid for all items combined, vendor's evaluation quality of performance on previous projects, ability/capacity/equipment/skill, schedule adherence, reputation and experience, compliance with laws and ordinances, financial resources, quality/availability/adaptability of suppliers, future maintenance and service capability
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Summary
The City of Bartow, Florida is seeking bids for offsite records storage, document scanning, indexing, conversion, and certified destruction services in accordance with the Florida Department of State and Rule 1B-26.003, Florida Administrative Code.
The project involves storing approximately 2,000 cubic feet of documents initially, with letter-size, legal-size, plan boxes, and large containers, at a secure, temperature-controlled facility located within Polk County, Florida. The vendor must coordinate the transfer of all existing records from the current facility in Apopka, Florida at no additional cost and provide a web- or cloud-based inventory tracking system with barcode capabilities. Submission deadline is March 18, 2026, at 2:00 p.m. EDT, with physical delivery to the City of Bartow Procurement Department or electronic submission via OpenGov.
EVALUATION CRITERIA
9- Overall low bid for all items combined
- Vendor's evaluation quality of performance on previous projects
- Ability/capacity/equipment/skill
- Schedule adherence
- Reputation and experience
- Compliance with laws and ordinances
- Financial resources
- Quality/availability/adaptability of suppliers
- Future maintenance and service capability
REQUIRED DELIVERABLES
Initial transportation cost, Storage cost per standard box letter, Storage cost per standard box legal, Storage for ancillary box, Regular pick-up/delivery, Rush same day pick-up/delivery, New pickup for storage, Courier/driver - handling, Reshelving fee, Record destruction, Permanent removal, Purchase standard storage boxes, Purchase plan storage boxes, Packing/re-packing - initial move, Packing/re-packing - ongoing, Data entry - scanning service, Employee access to portal, Training, Scan on demand - letter size documents (300 DPI), Scan on demand - large documents (greater than 8.5x14) (300 DPI), Scan - plats / maps, Email services fee, Repository fee
REQUIRED ATTACHMENTS
11- W-9
- Addendum Acknowledgement Page
- Bidders Incorporation Information
- Drug-Free Workplace Certification
- Affidavit Certification Immigration Laws
- Employment Eligibility Verification (E-Verify) Certification
- Sworn Statement on Public Entity Crimes
- Non-Collusive Affidavit
- Vendor Certification Regarding Scrutinized Companies Lists
- Affidavit Regarding the Use of Coercion for Labor or Services
- Reference Form
- Submit to
- https://procurement.opengov.com/portal/bartowfl/projects/240404
- Scope location
- Bartow, FL
- Projected sq ft
- 2,000 sq ft
Questions about this ITB
How do I respond to this ITB from City of Bartow?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is March 18, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/bartowfl/projects/240404. For questions, contact Adaira Morales.
Can small businesses or minority-owned firms bid on this ITB?
Most government agencies, including City of Bartow in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the ITB submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Adaira Morales at (863) 534-0140. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Initial transportation cost, Storage cost per standard box letter, Storage cost per standard box legal, Storage for ancillary box, Regular pick-up/delivery, Rush same day pick-up/delivery, New pickup for storage, Courier/driver - handling, Reshelving fee, Record destruction, Permanent removal, Purch. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Overall low bid for all items combined, vendor's evaluation quality of performance on previous projects, ability/capacity/equipment/skill, schedule adherence, reputation and experience, compliance wit..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Bartow?
All active and historical solicitations from City of Bartow are tracked and searchable. As a city agency, City of Bartow regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this ITB?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: W-9, Addendum Acknowledgement Page, Bidders Incorporation Information, Drug-Free Workplace Certification, Affidavit Certification Immigration Laws, Employment Eligibility Verification (E-Verify) Certi. Review the full document from City of Bartow for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Bartow, FL. The total projected area is 2000 sq ft. Review the full solicitation for detailed scope requirements.