City of Belgrade Scanning Digitizing and Secure Destruction of Hard-Copy City Records RFP 2025
City of BelgradeCity · Belgrade, MT- Due
- Nov 26, 2025
- Deadline passed
- Posted
- Nov 7, 2025
- Primary contact
- Camille Gregory
- (406) 388-3559
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Summary
The City of Belgrade, Montana is seeking proposals from qualified vendors to provide professional scanning, digitizing, indexing, and secure destruction of hard-copy City records.
The project aims 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.
REQUIRED ATTACHMENTS
4- Attachment A: Inventory of Records to Be Scanned
- Attachment B: City of Belgrade's adopted Record Retention Guidelines
- Attachment C: Vendor Non-Disclosure Agreement Template
- Attachment D: Sample Index Template
- Submit to
- City Clerk's Office, City of Belgrade, 91 East Central Avenue, Belgrade, Montana 59714
Questions about this RFP
How do I respond to this RFP from City of Belgrade?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 26, 2025. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: City Clerk's Office, City of Belgrade, 91 East Central Avenue, Belgrade, Montana 59714. For questions, contact Camille Gregory.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Belgrade in MT, 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 RFP 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 Camille Gregory at (406) 388-3559. Questions and answers are typically shared with all prospective bidders.
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Where can I find more RFPs from City of Belgrade?
All active and historical solicitations from City of Belgrade are tracked and searchable. As a city agency, City of Belgrade 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 RFP?
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: Attachment A: Inventory of Records to Be Scanned, Attachment B: City of Belgrade's adopted Record Retention Guidelines, Attachment C: Vendor Non-Disclosure Agreement Template, Attachment D: Sample Ind. Review the full document from City of Belgrade for the complete list.