Rfp - Records Management Scanning Project
ID: 2425-01-516-S38-385
• State: Texas
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Description
Background
The City of Pharr is issuing a Request for Proposals (RFP) for a Records Management Scanning Project to negotiate a binding agreement for records digitization services.
The project aims to enhance the efficiency and accessibility of city records by converting approximately 8,000,000 images from six city departments into digital formats.
This initiative aligns with the City’s mission to improve public access to records while ensuring compliance with legal retention requirements.
Work Details
The selected vendor will provide comprehensive document imaging services, including:
- Scanning, digitizing, indexing, and quality control of approximately 8,000,000 images of records from various city departments.
- Retrieval of files from the City for processing and subsequent return after digitization.
- Preparation of documents for scanning, which includes removing staples and paperclips, repairing torn documents, and ensuring all documents are ready for processing.
- Quality control measures such as using 300 DPI or higher resolution for scanning, duplex scanning where necessary, and ensuring proper orientation and readability of scanned documents.
- Each scanned image will be assigned a unique file name as specified by the City.
- The vendor must ensure that all work is performed within the State of Texas without outsourcing any part of the project.
Period of Performance
The contract will be executed in two phases:
Phase I from October 2025 to September 2026 with an estimated budget of $250,000;
Phase II from October 2026 to September 2027 with funding contingent on Phase I completion.
Place of Performance
All work must be performed within the State of Texas.
The vendor will retrieve records from the City’s location and return them post-processing.
Bidder Requirements
Bidders must demonstrate experience in document imaging services and comply with specific requirements including:
- Providing proof of insurance coverage as specified in the RFP.
- Submitting a non-collusion affidavit affirming no collusion regarding proposal terms.
- Compliance with federal and state laws regarding employment practices.
- Certification that they do not engage in business with terrorist organizations as per Chapter 2252 of the Texas Government Code.
The City of Pharr is issuing a Request for Proposals (RFP) for a Records Management Scanning Project to negotiate a binding agreement for records digitization services.
The project aims to enhance the efficiency and accessibility of city records by converting approximately 8,000,000 images from six city departments into digital formats.
This initiative aligns with the City’s mission to improve public access to records while ensuring compliance with legal retention requirements.
Work Details
The selected vendor will provide comprehensive document imaging services, including:
- Scanning, digitizing, indexing, and quality control of approximately 8,000,000 images of records from various city departments.
- Retrieval of files from the City for processing and subsequent return after digitization.
- Preparation of documents for scanning, which includes removing staples and paperclips, repairing torn documents, and ensuring all documents are ready for processing.
- Quality control measures such as using 300 DPI or higher resolution for scanning, duplex scanning where necessary, and ensuring proper orientation and readability of scanned documents.
- Each scanned image will be assigned a unique file name as specified by the City.
- The vendor must ensure that all work is performed within the State of Texas without outsourcing any part of the project.
Period of Performance
The contract will be executed in two phases:
Phase I from October 2025 to September 2026 with an estimated budget of $250,000;
Phase II from October 2026 to September 2027 with funding contingent on Phase I completion.
Place of Performance
All work must be performed within the State of Texas.
The vendor will retrieve records from the City’s location and return them post-processing.
Bidder Requirements
Bidders must demonstrate experience in document imaging services and comply with specific requirements including:
- Providing proof of insurance coverage as specified in the RFP.
- Submitting a non-collusion affidavit affirming no collusion regarding proposal terms.
- Compliance with federal and state laws regarding employment practices.
- Certification that they do not engage in business with terrorist organizations as per Chapter 2252 of the Texas Government Code.
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Overview
Agency
Opportunity Type
RFP
Opportunity ID
2425-01-516-S38-385
Version
1
Response Deadline
Feb. 12, 2026
Past Due
Date Posted
Jan. 15, 2026
Source
Est. Value Range
Experimental
$500,000 - $2,000,000
(AI estimate)
Agency Distribution
Low
On 1/15/26 City of Pharr in Texas issued RFP Records Management Scanning Project with ID 2425-01-516-S38-385 due 2/12/26.
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