PUBLIC NOTICE IS HEREBY GIVEN that the City of Alhambra (CITY) invites bids for the aforementioned project and will receive such bids in the office of the City Clerk, 111 South First Street, Alhambra, CA 91801, up to the hour of 10:30 a.m. on July 27, 2023. They will be publicly opened at 11:00 a.m. in the City Council Chambers.

Contract documents and specifications are available from the Alhambra Civic Center Library, 101 South First Street, Alhambra, CA, and also for free via email. If potential bidders would like to receive an electronic copy, please contact Hilda LohGuan at hildal@alhambralibrary.org For security reasons, you must enable JavaScript to view this E-mail address. .

Bids shall be submitted in writing on the Proposal forms provided by the City of Alhambra. All information requested therein must be clearly and legibly set forth in the manner and form indicated. The City of Alhambra will not consider any proposal not meeting these requirements. All enclosed bid packet documents must be completed and submitted with the proposal. Failure to do so will disqualify the bid.

The City has attempted to provide all information available in this NIB and no formal preproposal conference or communication will be held. It is the responsibility of each respondent to review, evaluate, and as necessary, request any clarification during the open Questions and Answers period before the submittal of a bid proposal. All questions must be received by 10:00 am on Thursday, July 20, 2023.

• Questions about this NIB must be submitted via e-mail to Hilda LohGuan, Library Director at: hiIdal@alhambralibrary.org For security reasons, you must enable JavaScript to view this E-mail address.

•The subject line of the email must state the following: NIB No N2M23-74- Professional Digital Scanning Services.

Questions received by the City after this designated time will not be answered. Only written questions submitted during the Questions & Answers period will be accepted and no response{s) other than those posted on the City's website will be provided. Responses by the City will be provided through the issuance of a formal Addenda to this NIB posted on the City's website. The Addendum with responses to questions or requests for clarification will be posted on the City's website at: https://www.cityofalhambra.org/bids.aspx .

It is the responsibility of interested parties to check the City's webpage regularly for any potential new information as it relates to this NIB. Clarifications and/or addenda will be issued at the City's discretion. The City reserves the right to amend or supplement this NIB before the deadline. Failure to obtain clarifications and/or addenda from the City's website shall not relieve the bidder from being bound by any additional terms and conditions in the clarifications and/or addenda or from considering additional information contained therein in preparing your bid proposal. Any harm to the respondent from such failure shall not be valid grounds for a protest against award{s) made based upon this solicitation. Respondents shall not contact any City personnel, outside of the protocol established herein, with any questions or clarifications concerning this NIB from the date this NIB is released until a selection is announced by the City. The City reserves the right to reject any proposal for violation of this provision.

Proposals more than $100,000 must be accompanied by a proposal guarantee consisting of a bid bond payable to the City of Alhambra in the amount not less than 10 percent of the total amount bid. Any proposal not accompanied by such a guarantee will not be considered. If a bidder to whom a contract is awarded fails or refuses to execute the contract documents or furnish the required insurance policies and bonds as set forth in those documents, the proposal guarantee shall be forfeited to the City of Alhambra. The proposal guarantees of all bidders will be held until the successful bidder has properly executed all contract documents.

Proposals shall be enclosed in a sealed envelope plainly marked on the outside, "SEALED BID FOR THE PROFESSIONAL DIGITAL SCANNING SERVICES PROGRAM, IN THE CITY OF ALHAMBRA- DO NOT OPEN WITH REGULAR MAIL." Proposals may be mailed or delivered by messenger. However, it is the bidder's responsibility alone to ensure delivery of the proposal to the hands of the City of Alhambra's designated official prior to the bid opening hour stipulated in the Notice Inviting Bids. Late proposals will not be considered.

1. All scanning and document storage services must be furnished in the United States. At no time should the City's physical and digital documents be transported outside of the United States for processing. Successful vendors will provide to the Alhambra Library and the City of Alhambra certifications and clearances held for document scanning and organization.
2. Each respondent agrees that the City of Alhambra shall not, in any event, be liable for any preaward of contract expenses incurred by any firm(s). The City will not pay any costs incurred in the preparation, printing, interview, or contract negotiation process. All costs associated with preparing and presenting the responses shall be borne by the respondent. In addition, each respondent agrees that all documentation and materials submitted with a proposal shall remain the property of the City.
3. While the City understands that the respondent may desire to treat certain information as confidential, the City is bound by applicable law. The City of Alhambra is a public body and written correspondence may be subject to the California Public Records Act and the City may not be able to treat matters as confidential. Likewise, any contract with the Proposer is required to be approved by the City Council at a public meeting.
4. The selected service provider will be required to enter into a Professional Services Contract with the City of Alhambra and maintain insurance coverage as indicated in the appendix of this NIB Submission of a bid proposal indicates that the service provider accepts the terms of the contract.
5. A City of Alhambra Business License will be required for the selected respondent and any subcontractor.