Henderson County Municode #RFP Department of Social Services Scanning and Digitalization Services Project

Henderson County DSS Scanning and Digitalization Services Solicitation

Henderson County Department of Social Services (DSS) is seeking a vendor to provide comprehensive scanning and digitalization services for its records. - Scope of Work: - Scan and digitize approximately 540 boxes of DSS documents, totaling about 1.5 million images - Offsite scanning is permitted, but vendors must ensure secure handling and storage of sensitive and confidential information - Index digital files by case ID, last name, and first name - Deliver digital files as OCRed, indexed PDFs (converted from TIFF), compatible with Microsoft Office and mobile platforms - Images must be bitonal (black text on white), minimum 300 dpi, with group IV compression - Equipment must support legal-size paper - Export files for Laserfiche and deliver via SFTP - DSS must have access to records during scanning with 48 hours' notice - Upon acceptance, vendor must securely destroy physical documents and provide a certificate of destruction - Alternate pricing requested for additional DSS programs (e.g., Medicaid, Foster Care, Program Integrity) - Requirements: - Secure handling and restricted access to records - Compliance with federal (2 CFR Part 200) and North Carolina statutes - MWBE participation encouraged - Insurance and W9 required - Progress billing allowed at 25%, 50%, and 100% completion - Project completion required by DSS review and acceptance, with a final deadline specified - Selection based on cost, experience, references, and schedule - Project funded by ARPA/Coronavirus Fiscal Recovery Funds

Description

Henderson County Department of Social Services is soliciting proposals for a scanning and digitalization services project involving approximately 540 boxes of documents. The scope includes offsite scanning, secure handling of sensitive information, indexing by case ID and name, and delivery of OCRed, indexed PDFs. The project requires destruction of physical documents after acceptance and includes a mandatory pre-proposal meeting. Proposals are due by May 6, 2026, and the project must be completed by October 1, 2026.

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