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B26000669 Scanning and Digitization Services

General Information
Solicitation Number
B26000669
Status
Closed
Department
Budget & Finance
Division
Administrative and Research Office
Islands (where the work/delivery is to be performed)
Oahu
Category
Goods and Services
Release Date
09/26/2025
Offer Due Date & Time
10/15/2025 04:30 PM
Description
The State of Hawai‘i Department of Budget and Finance is issuing this Invitation for Bids for Scanning and Digitization Services. The Department has several agencies with paper documents that need to be converted and indexed into a digital format.
Contact Person
Moriyama, Reid
Email
reid.t.moriyama@hawaii.gov
Phone
808-586-1529
General Comments
Procurement Officer
Tracy Ban
Attachments
00.IFB.DocScanning.docx
01.OFFEROR.FORM.1.2.xlsx
02.AG-003.ContractGoodsSvcsIFB.pdf
03.AG-008 103D.SOH.GenTermsConditions.pdf
04.AG-009.ContractorAcknowledgement.pdf
05.AG-010.ContractorStandardsofConduct.pdf
06.AG-011.ScopeofServices.docx
07.AG-012.CompensationPaymentSchedule.docx
08.AG-013.TimeofPerformance.docx
09.AG-014.CertofExemption.pdf


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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Moriyama, Reid.

B26000669 Scanning and Digitization Services

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Scanning and Digitization Services
1
JOB
518210, 518210 

Code Table
Commodity Code Description
518210 Optical scanning services
518210 Scanning services, optical
General
Quantity
1
Unit of Measure
JOB
Title
Scanning and Digitization Services
Description
The State of Hawai‘i Department of Budget and Finance is issuing this Invitation for Bids for Scanning and Digitization Services. The Department has several agencies with paper documents that need to be converted and indexed into a digital format.
Attachments

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Moriyama, Reid.

B26000669 Scanning and Digitization Services

Instructions
  • ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
  • QUESTIONS ABOUT THIS SOLICITATION: Enter questions about this solicitation in the Question & Answer tab in HIePRO.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
  • OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions. The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
  • COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to Tyler Hawaii, the vendor administering the HIePRO. Payment must be made to Tyler Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
  • HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai , Hawaii, and Maui.
  • VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
  • VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.