This bid is for onsite licensing document digitization and scanning at regional offices in Allegany County, Harford/Cecil Counties, and Eldersburg, Carroll County, Maryland.
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What the job is
Volume: Approximately 450,000 pages in Allegany, 150,000 in Harford/Cecil, and 180,000 in Carroll. You may quote one, two, or all three offices.
Scope: Supply staff and equipment for inventory, document preparation, scanning, searchable indexing by Provider ID and licensing category, and upload to a designated cloud repository. Records must remain onsite and be returned to their original storage locations.
Image quality: Black-and-white scanning at 300–600 ppi; grayscale at 300–400 ppi, with color where needed. Deliver PDF/A, TIFF, or JPEG2000 files meeting FADGI and ISO 19264-1:2021 standards, with independent quality review and rescanning as needed.
Security: Encrypt files during processing, transfer, and storage; maintain access and chain-of-custody logs; keep data within the continental U.S. Staff require fingerprint-based criminal background checks and confidentiality agreements. Annual SOC 2 Type 2 auditing is required.
Experience: High-volume sensitive-record digitization and childcare licensing or comparable early childhood/human services records.
Schedule: Anticipated start October 15, 2026; completion by December 31, 2026.
Pricing: Provide an all-inclusive per-page rate and total for each office quoted, including travel, equipment, preparation, indexing, quality checks, and security costs.
XL Eagle