Project Information

Bid Title

Unit Price Contract for Document Scanning Services

Issuing Agency

Washington County Board of Education

Location

Maryland

Published Date

Jun 2, 2026

Closing Date

Jun 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-58

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Unit Price Contract for Document Scanning Services

Bid number 2026-58

Bid posting date Tuesday, June 2, 2026 - 2:30pm

It is the intent of Washington County Public Schools (WCPS) to solicit sealed proposals from qualified vendors to provide document scanning services on an as-needed basis in accordance with the provisions contained in this Bid/RFP.

BOE approval Tentative July 21, 2026

Staff Jeff Proulx, Scott Bachtell, Michelle Schultz

Bid number 2026-58

Bid Documents

Posted: 06/02/2026

• 2026-58 Bid Documents.pdf
• Attachment A - 2026-58 Price Proposal.xlsx
• Attachment C - WCPS Mandatory Bid Proposal Affidavit (final) 2-8-23.pdf
• Attachment D - WCPS Contract Affidavit (final) 2-8-23.pdf
• Attachment E - Specification, Price, and Addenda Signature Acknowledgment eMMA SUP (fillable).pdf

Attachment Preview

Unit Price Contract for Document Scanning Services

Bid 2026-58

Procurement Schedule

Issue Date:

June 2, 2026

Pre-Proposal Meeting:

June 10, 2026 at 10:00 AM Eastern Time

Williamsport High School

5 South Clifton Drive

Williamsport, MD 21795

Deadline for Written Questions Submission:

June 12, 2026 by 1:00 PM Eastern Time

Proposal Due:

June 25, 2026 by 11:00 AM Eastern Time

Washington County Public Schools

Center for Education Services

10435 Downsville Pike

Hagerstown, Maryland 21740

Tentative Award Date:

July 21, 2026

Dates and/or times are subject to change by the issuing of a written addendum.

WCPS Contract Managers

Procurement Officer

Scott Bachtell

Supervisor of Purchasing

bachtSco@wcps.k12.md.us

Contract Administrator

Jeff Proulx

Chief Operating Officer

prouljef@wcps.k12.md.us

This Bid/RFP document is posted on the WCPS Purchasing website at www.wcpspurchasing.com. This is also the source for any/all

addenda. Please register your company for notices about this Bid/RFP and similar projects on our website.

Sections

I.

General Terms & Conditions

II. Specific Terms & Conditions

III. Scope of Work and Specifications

IV. Evaluation Criteria

V. Evaluation Process

TABLE OF CONTENTS

WCPS Bid 2026-58

Unit Price Contract for Document Scanning Services

Page

3-19

20-27

28-31

32-33

34

Required Attachments (A, C, D, and E, are available as separate documents on the WCPS Purchasing website)

A. Price Proposal

B. Technical Questionnaire – This document is available at the link below:

https://drive.google.com/drive/u/0/folders/1_CX9ir4JGP6ZM6gzXLSo4GlGem75Ba2P

C. Bid/Proposal Affidavit

D. Contract Affidavit

E. Specification, Price, and Addenda Signature Acknowledgment

WCPS Bid 2026-58

Unit Price Contract for Document Scanning Services

SECTION I - GENERAL TERMS AND CONDITIONS

1. Introduction

It is the intent of Washington County Public Schools (WCPS) to solicit sealed proposals from qualified vendors to

provide document scanning services on an as-needed basis in accordance with the provisions contained in this

Bid/RFP.

2. Definitions

As contained herein, the terms “WCPS”, WCBOE, “Schools” and/or “Owner” means Washington County Public

Schools/Washington County Board of Education/Board of Education of Washington County. The terms “bidder”,

“offeror”, “firm”, “vendor”, and “person” are synonymous, and mean an entity submitting a proposal in response to

this solicitation. Similarly, the terms “bid”, “quote”, and “proposal”, mean the response submitted by an offeror.

The term “contractor” means an offeror awarded a contract as a result of this solicitation. The terms “General and

Special Provisions”, “requirements”, “scope”, “specifications”, and “criteria” mean the services, terms, and

conditions required by the Bid/RFP.

3. Bidder Registration

Vendors are solely responsible for completing the vendor registration process online at wcpspurchasing.com.

Contact Beverly Bergan, Purchasing Associate, at 301-766-2840, or by email to: purchasing@wcps.k12.md.us if

you have any questions or to check the status of your registration. Once registered in the WCPS Vendor Database,

you will be able to view current solicitations and may automatically receive notification of certain bid solicitations.

Washington County Public Schools will not be held responsible for a company’s failure to become and remain a

registered Vendor, to identify appropriate commodity/service categories, to keep the self-service vendor account up

to date with current contact information, and to accomplish these things in a timely manner. Bidders with a repeated

history of not bidding in a specific category may be removed from the Vendor Database for that category at the

discretion of the Purchasing Supervisor.

a. If your firm is already a WCPS registered vendor:

• You must confirm your account is current, and a W-9 must be on file.

4. eMaryland Marketplace Advantage (eMMA) Registration

All Washington County Public School (WCPS) suppliers and or contractors interested in bidding on WCPS projects

must register on eMaryland Marketplace Advantage (https://emma.maryland.gov/) prior to submitting a

proposal/bid.

Contractors are required to register with eMaryland Marketplace Advantage (https://emma.maryland.gov/). Maryland

law requires local and state agencies to post solicitation and award notices on eMaryland Marketplace Advantage.

This cannot be done without the contractor’s self-registration in the system. Registration is free. Failure to comply

with this requirement may be considered grounds for default. It is recommended that any interested bidder register

with eMaryland Marketplace Advantage, regardless of the award outcome for this procurement, as it is a valuable

resource for bid notification for municipalities throughout Maryland.

5. Receipt of Bids

a. Bids received prior to the time of opening will be time-stamped and securely kept unopened. No bid received

after the due date and time listed will be considered. WCPS will not be responsible for the premature opening of

bids received that are not properly addressed or identified. Any bid may be withdrawn before the scheduled time

for opening bids. A Bid sent via email will not be accepted.

b. All inner and outer envelopes and packaging, used by FedEx, UPS, etc., are to be labeled with the following:

• Bidder Name

• Bid Number and Name

• Due Date and Time

WCPS Bid 2026-58

Unit Price Contract for Document Scanning Services

c. Bids received after the designated date and/or time will not be accepted, regardless of when they were mailed or

given to a delivery carrier.

d. Bids not received by the date, time, and location designated on the solicitation cover sheet, due to improper

labeling, may be considered non-responsive.

e. In the event of inclement weather on the date when bids are scheduled to be opened and the WCPS offices are

closed, or operating under a modified schedule, bids will be opened on the next business day at the same time as

previously scheduled. Bids will be accepted until the scheduled time of opening on the next business day.

Often, when schools are closed due to inclement weather, administrative offices remain open. When in doubt,

call the Purchasing Department (301-766-2840).

6. Addenda

a. All changes to the bid solicitation will be made through appropriate addenda issued from the Purchasing

Department.

b. Addenda will be available on the WCPS Purchasing Department webpage.

c. Addenda will be issued no later than four (4) days prior to the date for receipt of Bids, except an Addendum

withdrawing the request for Bids or one which includes postponement of the date for receipt of Bids.

d. Each bidder shall ascertain, prior to submitting a bid, that they have received all Addenda issued and the bidder

shall acknowledge receipt on the Signature Acknowledgement Form. Failure of any bidder to acknowledge the

receipt of addenda will not relieve that bidder from any obligations under this solicitation as amended by

addenda. All addenda so issued will become part of the award and contract documents.

7. Preparation of Bid

a. Should any bidder be in doubt as to the meaning of the specifications, or should they find any discrepancy or

omission, they shall notify the Contract Managers listed on the solicitation cover sheet. No pleas of ignorance of

such conditions and requirements resulting from failure to make such investigations and examinations will

relieve the successful offeror from its obligations to comply in every detail with all the provisions and

requirements of the contract documents, or will be accepted as a basis for any claim whatsoever for any

monetary consideration on the part of the successful bidder. If required, bidders will be notified of clarifications

and/or additional information by means of addenda.

b. Each bid will be sealed, show the full business address and contact information of the bidder, and be signed by

the person(s) legally authorized to sign contracts. All correspondence concerning the bid and contract, including

notice of award, copy of contract, and purchase order, will be emailed or mailed to the address shown on the bid

in the absence of written instructions from the bidder to the contrary.

c. Bidder shall submit one original proposal, with the requested documents signed. Bidders may not submit more

than one proposal. Bids must be prepared on the proposal form(s) provided. WCPS’s Price Proposal and other

forms shall not be altered.

d. Compliance with Laws; The Contractor hereby represents and warrants that:

i. It is qualified to do business in the State of Maryland and that it will take such action as, from time-to-

time hereafter, may be necessary to remain so qualified;

ii. It is not in arrears with respect to the payment of any monies due and owing the State of Maryland, or

any department or unit thereof, including but not limited to the payment of taxes and employee benefits,

and that it shall not become so in arrears during the term of this Contract;

iii. It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its

activities and obligations under this Contract; and

iv. It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any,

necessary to the performance of its obligations under this Contract

WCPS Bid 2026-58

Unit Price Contract for Document Scanning Services

v. Bidder shall provide proof of compliance to WCPS upon request.

e. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any

obligations due and owing the State of Maryland, including the payment of taxes and employee benefits, and that

it shall not become so in arrears during the term of the contract if selected for contract award.

f. Bids by partnerships must be signed with the partnership name, followed by the signature and designation of the

person having authority to sign. When requested, satisfactory evidence of authority of the person signing will be

furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their authority to do so, if

requested.

g. Bids by corporations must be signed with the name of the corporation, followed by the signature and designation

of the person having authority to sign. When requested, satisfactory evidence of authority of the person signing

will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their authority to do so, if

requested.

h. Failure to sign the bid document will result in rejection of the bid as non-responsive.

i. WCPS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in

response to this solicitation.

8. Bid Opening

a. Bids shall be opened in public at the time and place designated in the bid solicitation.

b. A complete evaluation of the proposals will not take place at the bid opening, and no indication of award will be

made. A final recommendation(s) shall be prepared for review and approval by the Board of Education of

Washington County. During the evaluation process, no information will be provided until the final

recommendation has been approved.

c. Final award recommendation and the bid tabulation will be posted on the WCPS webpage after the Board of

Education of Washington County's approval.

9. Award or Rejection of Bids

a. The basis of award shall be the lowest responsible bidder(s) submitting a responsive bid that conforms to the

specifications established in the solicitation with consideration given to the quantities involved, time required for

delivery, purpose for which required, competency and responsibility of bidder, the ability of the bidder to

perform satisfactory service, and the plan for utilization of minority contractors, if applicable.

b. WCPS reserves the right to determine completeness and/or timeliness of bids, to reject any or all bids in whole or

in part, to make partial awards, award to one or multiple bidders, to waive any informality in any quotation, to

increase or decrease quantities if quantities are listed in the bid, to reject any bid that shows any omissions,

alterations of form, additions not called for, conditions, or alternate proposals. The Board of Education of

Washington County may make any such award as is deemed to be in the best interest of WCPS.

c. Bidders may be required, before the awarding of a contract, to show to the complete satisfaction of WCPS that

they have the necessary facilities, ability, and financial resources to execute the contract in a satisfactory manner,

and within the time specified. Bidders may be required to demonstrate they have the necessary experience,

history, and references to assure WCPS of their qualifications.

d. The Board of Education of Washington County reserves the right to award the bid within 90 days from

the date of the bid opening unless a different time period is stated in the bid document.

e. Unless stated otherwise in Section II, the contract may be awarded by line item, group, or in the aggregate,

whichever is in the best interest of WCPS.

Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.