Town of North Reading Document Digitization Services RFP 2026-01-PS
Town of North ReadingCity · North Reading, MA- Due
- Jan 12, 2026
- Deadline passed
- Posted
- Dec 2, 2025
- Duration
- 8 months
- Primary contact
- Lillian Hartman
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THE 30-SECOND BRIEF
The Town of North Reading is soliciting proposals for Document Digitization Services under RFP 2026-01-PS. The selected vendor will digitize microfilm and paper records located in the Town Hall vault and upload priority documents into the town's LaserFiche digital records repository. The project is funded by a Community Compact grant with a maximum budget of $184,000. Paper digitization portions must comply with state contract FAC126 standards. Proposals are due by January 12, 2026, at 10:00 AM. Pre-proposal site meetings are available by appointment between Dec 3 and Dec 23, 2025. Written questions must be submitted to Lillian Hartman by January 5, 2026.
Digitized microfilm, Digitized paper records, LaserFiche uploads, Sealed price and non-price proposals
SUMMARY
The Town of North Reading is soliciting proposals for Document Digitization Services under RFP 2026-01-PS. The selected vendor will digitize microfilm and paper records located in the Town Hall vault and upload priority documents into the town's LaserFiche digital records repository.
The project is funded by a Community Compact grant with a maximum budget of $184,000. Paper digitization portions must comply with state contract FAC126 standards. Proposals are due by January 12, 2026, at 10:00 AM. Pre-proposal site meetings are available by appointment between Dec 3 and Dec 23, 2025. Written questions must be submitted to Lillian Hartman by January 5, 2026.
REQUIRED DELIVERABLES
4- Digitized microfilm
- Digitized paper records
- LaserFiche uploads
- Sealed price and non-price proposals
REQUIRED ATTACHMENTS
price proposal, non-price proposal
- Submit to
- Town Administrator’s Office, 235 North St, North Reading MA 01864
- Scope location
- North Reading, MA
Questions about this RFP
How do I respond to this RFP from Town of North Reading?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 12, 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: Town Administrator’s Office, 235 North St, North Reading MA 01864. For questions, contact Lillian Hartman.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Town of North Reading in MA, 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 Lillian Hartman. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Digitized microfilm, Digitized paper records, LaserFiche uploads, Sealed price and non-price proposals. Proposals should clearly address how each deliverable will be met.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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Where can I find more RFPs from Town of North Reading?
All active and historical solicitations from Town of North Reading are tracked and searchable. As a city agency, Town of North Reading regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 8 months. Contract terms may include renewal options.
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: price proposal, non-price proposal. Review the full document from Town of North Reading for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: North Reading, MA. Review the full solicitation for detailed scope requirements.