Washington County Public Schools Wcps #2026-58

WCPS Solicits Document Scanning and Digitization Services Contract

Washington County Public Schools (WCPS) in Maryland is seeking a unit price contract for comprehensive document scanning and digitization services. - Government Buyer: - Washington County Public Schools (WCPS), Board of Education, Center for Education Services - Products and Services Requested: - High-volume scanning, digitizing, and indexing of sensitive records (student, HR, payroll, contracts, facilities) - Scanning of various document sizes: standard (8.5" x 11"), legal (8.5" x 14"), tabloid (11" x 17"), and large-format drawings (18" x 24", 24" x 36", 36" x 48") - Black and white, grayscale, and color scanning with Optical Character Recognition (OCR) - Indexing by multiple fields (e.g., Student ID, Last Name, Employee ID) - Scanning of photographs and pictures - Document pickup and return (per skid), preparation, quality assurance, and secure destruction with certification - Electronic and physical file retrieval during processing - Upcharge for Williamsport High School files if applicable - Estimated Volume: - Approximately 1.7 million pages of student records - Unique or Notable Requirements: - All scanning, indexing, and handling must be performed within the United States - Strict confidentiality and security standards, including compliance with HIPAA and FERPA - Secure delivery and return of original documents to WCPS at 10435 Downsville Pike, Hagerstown, MD - Firm, all-inclusive pricing required - Option for two additional two-year contract extensions - No specific OEMs or vendors are named in the solicitation - Registration with eMaryland Marketplace Advantage (eMMA) and compliance with Maryland procurement laws required

Description

Washington County Public Schools (WCPS) is soliciting sealed proposals from qualified vendors to provide document scanning services on an as-needed basis. The contract is a unit price contract, and vendors are expected to furnish all labor, materials, services, and equipment necessary to complete the work. The solicitation includes various document sizes and scanning types, with pricing submitted per page or per skid for document handling. The project is managed by Washington County Public Schools in Maryland, USA, with a tentative award date of July 21, 2026.

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