TPS Document Scanning 2025
| Location: |
Massachusetts |
| Posted: |
Sep 5, 2025 |
| Due: |
Sep 25, 2025 |
| Agency: |
Commonwealth of Massachusetts |
| Type of Government: |
State & Local |
| Category: |
- D - Automatic Data Processing and Telecommunication Services
- R - Professional, Administrative and Management Support Services
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| Solicitation No: |
BD-25-1861-TP539-TP539-120654 |
| Publication URL: |
To access bid details, please log in. |
Bid Solicitation: BD-25-1861-TP539-TP539-120654
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Header Information
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Bid Number:
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BD-25-1861-TP539-TP539-120654
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Description:
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TPS Document Scanning 2025
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Bid Opening Date:
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09/25/2025 11:32:27 AM
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Purchaser:
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Stephen Pifalo
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Organization:
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Tewksbury Public Schools
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Department:
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TP539 - Tewksbury Public Schools
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Location:
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TP539 - Tewksbury Public Schools
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Fiscal Year:
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25
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Type Code:
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NS
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Allow Electronic Quote:
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Yes
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Alternate Id:
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Required Date:
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09/25/2025
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Available Date
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09/05/2025 01:54:14 PM
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Info Contact:
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Bid Type:
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OPEN
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Informal Bid Flag:
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No
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Purchase Method:
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Open Market
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Pre Bid Conference:
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Bulletin Desc:
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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.
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Ship-to Address:
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David Libby
139 Pleasant St
Tewksbury, MA 01876
US
Email: eosborne@tewksbury.k12.ma.us
Phone: (978) 640-7800
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Bill-to Address:
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David Libby
139 Pleasant St
Tewksbury, MA 01876
US
Email: eosborne@tewksbury.k12.ma.us
Phone: (978) 640-7800
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Print Format:
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Bid Print
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Required Quote Attachments
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Item # 1:
(
80-16
-
00
)
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(RFQ) DOCUMENT DIGITIZATION SERVICES
Issued By Tewksbury Public Schools
Date: 8-20-2025
Massachusetts State Contract Commbuys authorized vendor for FAC126
Tewksbury Public School District is seeking proposals from qualified vendors under the SWC FAC126 for 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:
Document Pickup and Transport
Transporting documents from Tewksbury Public School District Central Office to the designated scanning facility.
Ensuring that documents are handled securely and without damage from Tewksbury Public School District Central Office.
Scanning Services
Scanning of physical documents into high-quality digital files (PDF).
Ensuring that files are organized and indexed according to specified categories (e.g. by department - folder name - student name and/or date).
The selected vendor will provide a test scan prior to scanning.
Quality Control
Verifying the accuracy of the scanned documents and ensuring proper resolution and file format.
Addressing any issues with document legibility and clarity as needed.
Data Storage and Delivery
Providing the scanned files on secure storage devices (external hard drive).
Ensuring all scanned documents are properly labeled and categorized.
Project Management and Timeline
Establishing a clear project timeline with milestones for each office scanning completion.
Coordinating with key contacts to ensure smooth operation.
Post Project File Management
The vendor must save scanned documents for 30 days after they are received by Tewksbury Public School District.
Boxes of scanned documents must be securely shredded and a shred certificate must be provided to Tewksbury Public School District.
Office Location
139 Pleasant Street, Tewksbury, Massachusetts 01876
Documents stored in 15in. x 12in. x 10in. Type 1 Banker Boxes
Department # of boxes
SPED 85
Accounts Payable 7
Super Attendant 4
Payroll 4
Total Boxes: 99
Timeline
The scanning project is expected to begin on or around October 01 2025, and should be completed no later than 6 weeks after the documents have been picked up.
The vendor should provide a detailed timeline in their proposal, including time for pickup, scanning, quality control, and final delivery.
Disclosure
If CDs or floppy disks are found, please return them to the original pickup location.
Tewksbury Public Schools reserves the right to deny any bids/proposals.
A site visit is required to bid. Non-site visit bids will not be accepted.
Office Point of Contact
Stephen Pifalo
978 640 7825 option 9
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U N S P S C Code:
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80-16-00
Business administration services
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Qty
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Unit Cost
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UOM
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Total Discount Amt.
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Total Cost
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99.0
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EA - Each
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See also
...for document digitization services including the secure collection, preparation, scanning, indexing...
Town of Tyngsborough
Bid Due: 6/09/2026
* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.
