Backfile Scanning Services
ID: 2026-100-003
• State: Illinois
Opportunity Assistant
Loading
Description
Background
The Housing Authority of Cook County (HACC) is seeking a qualified vendor to provide comprehensive backfile scanning digitization services for Housing Choice Voucher (HCV) and Public Housing Authority (PHA) records. This includes tenant files, landlord files, program files, financial records, inspection reports, correspondence, and administrative records.
The goal is to support HUD program compliance, monitoring, audits, and ongoing case management operations by converting paper-based records into a compliant electronic record system (Docuware). HACC manages nearly 1,800 public housing units and serves over 12,000 households through its Housing Choice Voucher Program.
Work Details
The selected vendor will be responsible for:
- Digitizing approximately 12,959 active and inactive HCV files with an average of 225 pages per file.
- Scanning historical paper files and current tenant files for improved accessibility and compliance.
- Ensuring Optical Character Recognition (OCR) accuracy for document retrieval.
- Preparing documents for scanning by removing staples, clips, bindings, and folders while maintaining original file order.
- Implementing safeguards to ensure confidentiality and security of HCV participant information.
- Delivering digitized document files in approved formats with quality assurance reports.
Period of Performance
The contract term is twelve (12) months from the date of contract execution with no renewal or option periods.
Place of Performance
Services will be performed at the Housing Authority of Cook County's facilities or at an off-site location within 25 miles of HACC's office.
Bidder Requirements
Respondents must demonstrate at least five (5) years of experience in providing backfile scanning services to similar agencies. They must also provide a current certificate of insurance meeting specified coverage requirements including Workers’ Compensation, Commercial General Liability, Automobile Liability, Umbrella or Excess Liability Insurance, Valuable Papers Insurance, Professional Liability Insurance if applicable, and Blanket Crime Insurance where necessary.
The Housing Authority of Cook County (HACC) is seeking a qualified vendor to provide comprehensive backfile scanning digitization services for Housing Choice Voucher (HCV) and Public Housing Authority (PHA) records. This includes tenant files, landlord files, program files, financial records, inspection reports, correspondence, and administrative records.
The goal is to support HUD program compliance, monitoring, audits, and ongoing case management operations by converting paper-based records into a compliant electronic record system (Docuware). HACC manages nearly 1,800 public housing units and serves over 12,000 households through its Housing Choice Voucher Program.
Work Details
The selected vendor will be responsible for:
- Digitizing approximately 12,959 active and inactive HCV files with an average of 225 pages per file.
- Scanning historical paper files and current tenant files for improved accessibility and compliance.
- Ensuring Optical Character Recognition (OCR) accuracy for document retrieval.
- Preparing documents for scanning by removing staples, clips, bindings, and folders while maintaining original file order.
- Implementing safeguards to ensure confidentiality and security of HCV participant information.
- Delivering digitized document files in approved formats with quality assurance reports.
Period of Performance
The contract term is twelve (12) months from the date of contract execution with no renewal or option periods.
Place of Performance
Services will be performed at the Housing Authority of Cook County's facilities or at an off-site location within 25 miles of HACC's office.
Bidder Requirements
Respondents must demonstrate at least five (5) years of experience in providing backfile scanning services to similar agencies. They must also provide a current certificate of insurance meeting specified coverage requirements including Workers’ Compensation, Commercial General Liability, Automobile Liability, Umbrella or Excess Liability Insurance, Valuable Papers Insurance, Professional Liability Insurance if applicable, and Blanket Crime Insurance where necessary.
Loading Map
Loading Map
Overview
Opportunity ID
2026-100-003
Version
1
Response Deadline
April 24, 2026
Past Due
Date Posted
March 9, 2026
Source
Source Notes
You must be signed-in to Housing Agency Marketplace to view additional details.
Est. Value Range
Experimental
$500,000 - $1,500,000
(AI estimate)
Agency Distribution
High
On 3/9/26 Housing Authority of Cook County in Illinois issued Backfile Scanning Services with ID 2026-100-003 due 4/23/26.
Contacts
Documents
Posted documents for Backfile Scanning Services
Opportunity Assistant
AI Analysis
AI Generate