C/30892 Scanning and Digitization Services of City of Cambridge Legislative Records
ID: BD-26-1144-CAMBR-CAMBR-127676 • State: Massachusetts
Opportunity Assistant
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Description
Background
The City of Cambridge is seeking bids for scanning and digitization services for its legislative records, maintained by the City Clerk's office. This project aims to digitize historical documents dating back to the city's formation in 1630, with a focus on making these records publicly accessible. The Records Management and Archives (RMA) program will oversee the digitization process, which is the third phase of a larger initiative to preserve and provide access to the city's historical documentation.
Work Details
The contractor will provide scanning and digitization services for approximately 86,000 records, including loose papers, pamphlets, booklets, and document bundles. The vendor must ensure that all documents are scanned without cutting or damaging them, maintaining their original order. Specific tasks include:
- Light dusting of documents
- Removal of metal fasteners
- Application of archival-quality clips
- Digitization at a resolution of 600 dpi or as specified by Massachusetts Secretary of State’s guidelines
- Quality control checks for clarity and accuracy
- Proper indexing of documents with up to fifteen fields.
The vendor will also be responsible for returning all original documents in their original condition after scanning.
Period of Performance
The contract will commence upon award and is expected to be completed within a timeline agreed upon during project initiation. The City anticipates that records will be transported and scanned in batches of ten.
Place of Performance
The services will be performed at the contractor's facility; however, initial document review can take place at Cambridge City Hall located at 795 Massachusetts Avenue, Cambridge, MA.
Bidder Requirements
Bidders must have professional-grade equipment suitable for scanning both documents and photographic prints. They should demonstrate experience with municipal records through at least three similar projects and have completed five digitization projects of comparable size and scope. Bidders must adhere to quality control standards outlined in the scope of services and provide references from previous clients.
The City of Cambridge is seeking bids for scanning and digitization services for its legislative records, maintained by the City Clerk's office. This project aims to digitize historical documents dating back to the city's formation in 1630, with a focus on making these records publicly accessible. The Records Management and Archives (RMA) program will oversee the digitization process, which is the third phase of a larger initiative to preserve and provide access to the city's historical documentation.
Work Details
The contractor will provide scanning and digitization services for approximately 86,000 records, including loose papers, pamphlets, booklets, and document bundles. The vendor must ensure that all documents are scanned without cutting or damaging them, maintaining their original order. Specific tasks include:
- Light dusting of documents
- Removal of metal fasteners
- Application of archival-quality clips
- Digitization at a resolution of 600 dpi or as specified by Massachusetts Secretary of State’s guidelines
- Quality control checks for clarity and accuracy
- Proper indexing of documents with up to fifteen fields.
The vendor will also be responsible for returning all original documents in their original condition after scanning.
Period of Performance
The contract will commence upon award and is expected to be completed within a timeline agreed upon during project initiation. The City anticipates that records will be transported and scanned in batches of ten.
Place of Performance
The services will be performed at the contractor's facility; however, initial document review can take place at Cambridge City Hall located at 795 Massachusetts Avenue, Cambridge, MA.
Bidder Requirements
Bidders must have professional-grade equipment suitable for scanning both documents and photographic prints. They should demonstrate experience with municipal records through at least three similar projects and have completed five digitization projects of comparable size and scope. Bidders must adhere to quality control standards outlined in the scope of services and provide references from previous clients.
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Overview
Agency
Opportunity Type
Open Market
Opportunity ID
BD-26-1144-CAMBR-CAMBR-127676
Response Deadline
April 30, 2026
Past Due
Date Posted
April 9, 2026
Est. Value Range
Experimental
$500,000 - $1,500,000
(AI estimate)
Agency Distribution
High
Source
On 4/9/26 City of Cambridge in Massachusetts issued Open Market Scanning and Digitization Services of City of Cambridge Legislative Records with ID BD-26-1144-CAMBR-CAMBR-127676 due 4/30/26.
Contacts
Documents
Posted documents for C/30892 Scanning and Digitization Services of City of Cambridge Legislative Records
Opportunity Assistant
AI Analysis
AI Generate
Classifications
NAICS
UNSPSC
811120 - Data services
Additional Details
Source Department
CAMBR - City of Cambridge
Source Location
CAMBR - City of Cambridge