TPS Scanning 2026.pdf
PDF 41 KB Posted
- Attached to
- Document Scanning
- Solicitation number
- BD-27-1336-SCHOO-ADMIN-133157
- Issued by
- Middlesex County, Massachusetts
About this file
This is a Request for Quotation (RFQ) for Document Digitization Services issued by Tewksbury Public Schools in Massachusetts on August 25, 2026, under the state contract FAC126. The project involves scanning approximately 30 banker boxes of physical documents (15"x12"x10") from various departments including AP/Payroll (24 boxes), HR (4 boxes), and Superintendent's Office (2 boxes) into high-quality PDF digital files. The vendor is responsible for document pickup and transport from the Central Office located at 139 Pleasant Street, Tewksbury, Massachusetts, scanning and indexing documents by department and other specified categories, performing quality control verification, delivering scanned files on secure external hard drives, and managing the overall project timeline. The project is expected to begin on October 5, 2026, and be completed by November 23, 2026. A mandatory site visit walkthrough is scheduled for September 16, 2026, at 9:00 AM at the School District Offices, and bids submitted without site visit attendance will not be accepted. The point of contact is Stephen Pifalo at 978-640-7825 option 9.
The vendor must provide a detailed project timeline in their proposal and deliver a test scan prior to full scanning operations. Following project completion, the vendor is required to maintain scanned documents for 30 days after delivery and subsequently provide a shred certificate confirming secure destruction of the original documents. No specific pricing information, set-asides, incumbents, or funding amounts are detailed in the RFQ. Tewksbury Public Schools reserves the right to deny any bids or proposals submitted.
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Text version
(RFQ): DOCUMENT DIGITIZATION SERVICES
Issued By: Tewksbury Public Schools
Date: 8/25/2026
Massachusetts State Contract Commbuys authorized vendor for FAC126
Tewksbury Public School District is seeking proposals from qualified vendors under the SWC FAC126 for a Document Digitization Services located in Northeastern Massachusetts. The scope of work involves the scanning of various physical documents into digital formats for archival and easy access. These documents may vary in size and quantity but in general are single sided sheets of 8 by 11 paper, and we require a vendor with the capacity to complete the project in a timely and efficient manner.
Scope of Work:
The winning vendor will be responsible for:
1. Document Pickup and Transport:
· Transporting documents from Tewksbury PublicSchool District Central Office to the designated scanning facility.
· Ensuring that documents are handled securelyand without damage from Tewksbury Public School District Central Office.
2. Scanning Services:
· Scanning of physical documents into high-qualitydigital files (PDF)
· Ensuring that files are organized and indexedaccording to specified categories (e.g., by department, folder name, student name and/or date).
· The selected Vendor will provide a test scanprior to scanning
3. Quality Control:
· Verifying the accuracy of the scanned documentsand ensuring proper resolution and file format.
· Addressing any issues with document legibilityand clarity as needed.
4. Data Storage and Delivery:
· Providing the scanned files on secure storagedevices (external hard drive)
· Ensuring all scanned documents are properlylabeled and categorized.
5. Project Management and Timeline:
· Establishing a clear project timeline withmilestones for each office’s scanning completion.
· Coordinating with key contacts to ensure smoothoperation.
6. Post project file management
· The Vendor must save scanned documents for 30 days after scanned are received by Tewksbury Public School District.
· Boxes of scanned documents must be securelyshredded and a shred certificate must be provided to Tewksbury Public School District.
Office location:
139 Pleasant Street, Tewksbury, Massachusetts 01876
Documents stored in 15”x 12” x 10” Type 1 Banker Boxes
Department # of boxes
SPED 0
AP/Payroll 24
Superintendent 2
HR 4
Total Boxes: 30
Timeline:
· The scanning project is expected to beginon October 5, 2026, and should be completed by November 23th, 2026. (start date is an estimate)
· The vendor should provide a detailed timelinein their proposal, including time for pickup, scanning, quality control, and final delivery.
Disclosure:
· If CD’s or floppy disks are found, pleasereturn them to the original pickup location.
· Tewksbury Public Schools reserves the rightto deny any bids/proposals.
· A site visit is required to bid. Non-sitevisit bids will not be accepted.
· Walk through September 16th 09:00. SchoolDistrict Offices 139 Pleasant Street Tewksbury Massachusetts.
Office Point of contact:
Stephen Pifalo
978 640 7825 option 9
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