Micro Com Systems Ltd.

Closing Date

May 8, 2019

Revised October 1, 2020


Richard D. Oppelt
Purchasing Manager
Finance Department
Tel: (604) 590-7274

Request for Quotations

The City of Surrey (the "City") requires an experienced and qualified Contractor for the provision of everything required including all skilled labour, tools, materials, equipment for File Registry – Scanning & Archiving and any other requirements.


Services to be performed by the Contractor should include but are not limited to the following:

Services are to include pickup and return of record boxes and plans, scanning paper documents and plans (the "Input") and uploading as digital records (the "Output"). Each document and plan type are to be assigned a record identifier (the "Profile Information") to facilitate the City’s retrieval needs. Laserfiche is the software the City uses for digital records management and retrieval.

The objective in selecting a Contractor for these Services is to obtain a cost-effective digital copy of the records within the time and quality specified in this RFQ. The Contractor should have sufficient resources to be able to provide both scanning and digitization services in an efficient and accurate manner. The Contractor shall provide all labor, materials, tools and equipment required for the Services.

The Services will be required for these City departments/sections: Planning & Development Department, and Property and Payment Services Section.

RFQ document for download:
File Registry - Scanning & Archiving Services (.pdf)
Schedule B - Form of Quotation (.doc)

Addendum No 1 (.pdf)
Issue date: April 10, 2019

Addendum No 2 (.pdf)
Issue date: April 17, 2019

Addendum No 3 (.pdf)
Issue date: April 23, 2019

Addendum No 4 REVISED CLOSING (.pdf)
Issue date: April 29, 2019

Addendum No 5 (.pdf)
Issue date: April 30, 2019

If the City determines that an amendment is required to this RFQ, the City's Representative will issue a written addendum by posting it on the BC Bid Website at  (the “BC Bid Website”) and the City Website at (the “City Website”) that will form part of this RFQ.  It is the responsibility of Contractors to check the BC Bid Website and the City Website for addenda.  The only way this RFQ may be added to, or amended in any way, is by a formal written addendum.  No other communication, whether written or oral, from any person will affect or modify the terms of this RFQ or may be relied upon by any Contractor.  By delivery of a Quotation, the Contractor is deemed to have received, accepted and understood the entire RFQ, including any and all addenda.

All inquiries related to this Request for Quotation ("RFQ") should be directed in writing to the contact person named above.