City of Blanco, TX Document Digitization Services RFP 2026-RFP-002
City of BlancoCity · Blanco, TX- Due
- Aug 21, 2026
- Deadline passed
- Posted
- Jul 31, 2026
- Primary contact
- Callie Ann Alex
- (830) 833-4525
The 30-second brief
The City of Blanco, TX is seeking proposals under solicitation 2026-RFP-002 for municipal document digitization services and optional cloud-based Electronic Records Management System (ERMS), SaaS document management solutions, or a public transparency portal. The scope encompasses collection, transportation, preparation, high-resolution scanning at minimum 300 DPI, OCR capability, indexing, quality control, electronic file delivery, internal document workflow, and secure destruction or return of records including administrative files, permits, utility records, financial records, historical documents, and oversized maps. Proposals are due by August 21, 2026, with written questions due August 14, 2026. Evaluation criteria include experience and qualifications, proposed methodology, cost, timeline adherence, references, quality assurance procedures, platform availability, and security measures.
Digitization Costs including per-page scanning costs, OCR and indexing costs, Pickup/delivery fees, Oversized document fees; Cloud Content Services Platform or Enterprise Content Management suite including initial costs and fees, Subscription costs, Upgrade options, Tiered data storage costs, Length of contract and relative discounts
Experience and qualifications, Proposed methodology, Cost, Ability to meet timelines, References, Quality assurance procedures, Platform options and record availability, Security measures
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Summary
The City of Blanco, TX is seeking proposals under solicitation 2026-RFP-002 for municipal document digitization services and optional cloud-based Electronic Records Management System (ERMS), SaaS document management solutions, or a public transparency portal.
The scope encompasses collection, transportation, preparation, high-resolution scanning at minimum 300 DPI, OCR capability, indexing, quality control, electronic file delivery, internal document workflow, and secure destruction or return of records including administrative files, permits, utility records, financial records, historical documents, and oversized maps. Proposals are due by August 21, 2026, with written questions due August 14, 2026. Evaluation criteria include experience and qualifications, proposed methodology, cost, timeline adherence, references, quality assurance procedures, platform availability, and security measures.
EVALUATION CRITERIA
8- Experience and qualifications
- Proposed methodology
- Cost
- Ability to meet timelines
- References
- Quality assurance procedures
- Platform options and record availability
- Security measures
REQUIRED DELIVERABLES
Digitization Costs including per-page scanning costs, OCR and indexing costs, Pickup/delivery fees, Oversized document fees; Cloud Content Services Platform or Enterprise Content Management suite including initial costs and fees, Subscription costs, Upgrade options, Tiered data storage costs, Length of contract and relative discounts
REQUIRED ATTACHMENTS
3- Proof of insurance coverage including general liability
- Workers' compensation
- Professional liability/errors and omissions
- Submit to
- [email protected] or City of Blanco, Attn: City Secretary, 300 Pecan Street, Blanco, Texas 78606
- Scope location
- Blanco, TX
Questions about this RFP
How do I respond to this RFP from City of Blanco?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is August 21, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected] or City of Blanco, Attn: City Secretary, 300 Pecan Street, Blanco, Texas 78606. For questions, contact Callie Ann Alex.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Blanco in TX, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Callie Ann Alex at (830) 833-4525. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Digitization Costs including per-page scanning costs, OCR and indexing costs, Pickup/delivery fees, Oversized document fees; Cloud Content Services Platform or Enterprise Content Management suite including initial costs and fees, Subscription costs, Upgrade options, Tiered data storage costs, Length. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Experience and qualifications, Proposed methodology, Cost, Ability to meet timelines, References, Quality assurance procedures, Platform options and record availability, Security measures" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Blanco?
All active and historical solicitations from City of Blanco are tracked and searchable. As a city agency, City of Blanco regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Proof of insurance coverage including general liability, workers' compensation, and professional liability/errors and omissions. Review the full document from City of Blanco for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Blanco, TX. Review the full solicitation for detailed scope requirements.