Document Digitization Services RFP

The Town of North Reading is seeking proposals for Document Digitization Services. A full Request for Proposals document may be obtained from the Division of Public Services at North Reading Town Hall, 235 North St, North Reading MA 01864 during office hours, Monday to Thursday 8am-4pm and Friday 8am-1pm (excluding holidays). It may also be obtained by contacting Lillian Hartman at lhartman@northreadingma.gov . Qualified persons or businesses are requested to submit sealed price and non-price proposals to the Town Administrator’s Office, 235 North St, North Reading MA 01864 no later than 10:00 am on Monday, January 12, 2026.

The Town is seeking a vendor to digitize microfilm and paper records in the Town Hall vault, and upload priority documents into the town’s LaserFiche digital records repository. Funded in part by a Community Compact grant, the contract period ends August 31, 2026 with a maximum budget of $184,000. Portions of proposals related to paper document digitization must comply with the standards under state contract FAC126: Records Management, Digitization, and Archiving Services, and cannot exceed that pricing.

Pre-proposal site meetings may be scheduled in advance between December 3 and December 23, during which time potential proposers will be able to see the files. While not required, it is highly advantageous for the proposer to attend. Questions are to be submitted in writing only, by email to lhartman@northreadingma.gov no later than 4pm on Monday, January 5, and answers will be circulated as an addendum to all RFP requestors.

The Town of North Reading reserves the right to reject any or all proposals or to cancel this request for proposals if it is in the Town’s best interest to do so and to waive minor informalities.