Digitization of Paper Transcripts for TSTC

Texas State Technical College (TSTC) Harlingen is soliciting proposals through Request for Proposal #1191027 for the digitization of approximately 60,000 fragile paper transcripts from the 1960s through the 1990s, totaling approximately 120,000 pages. The qualified supplier must convert these permanent academic records into high-resolution, text-searchable PDF files with indexed metadata, secure storage, and return to TSTC, requiring secure transportation with chain of custody procedures, document handling and preparation, high-resolution scanning at a minimum of 300 DPI in black and white or grayscale with image enhancement, optical character recognition (OCR) with text-searchability, and indexing by student name, student ID, date of birth, and Social Security number when present. The supplier must meet quality control standards with minimum acceptance thresholds of 99.5 percent image legibility and 98 percent OCR character-level accuracy for machine-typed text, comply with FERPA and state privacy requirements, encrypt data in transit and at rest, and prohibit offshore services or data use for model training without prior written approval. Evaluation criteria are weighted as follows: Technical Approach and Methodology (35 points), Experience with Similar Projects and Quality Control Measures (25 points), Sample Output and Proposed Project Timeline (15 points), Pricing (20 points), and History of Support for Institutions of Higher Education in Texas (5 points). Proposals must include itemized pricing with per-image or per-hour rates, detailed cost breakdowns for scanning, OCR, indexing, transportation, and optional on-site services, project timelines with key milestones, staffing availability, sample deliverables, and certifications such as SOC 2 Type II or ISO 27001 if held. All proposals must be submitted electronically through TSTC's Strategic Sourcing portal at https://texas-state-technical-college.public-portal.us.workdayspend.com/ by May 26, 2026, with early registration required to avoid submission delays; bidders should direct inquiries to the portal's Q&A Board or contact solicitations@tstc.edu for technical support.

The solicitation documents do not specify set-aside designations, restrictions on organization types, or disadvantaged enterprise requirements applicable to this procurement. No incumbent vendors, current contractors, or required technology integrations are identified in the available materials. Similarly, no award value or budget range has been disclosed in the posted documentation. Interested suppliers should consult the complete solicitation materials available through the Strategic Sourcing portal for any additional information regarding eligibility requirements, contractor history, or funding parameters. Bidders are encouraged to contact TSTC's Strategic Sourcing Department at solicitations@tstc.edu for clarification on any aspects of the procurement prior to the May 26, 2026 deadline.