Fayetteville Granicus #COF1517003

Fayetteville RFP for Offsite Digitization of Personnel and Medical Records

The City of Fayetteville, North Carolina is seeking proposals for the offsite digitization of approximately 300 bankers boxes of personnel and medical records. - Government Buyer: - City of Fayetteville, North Carolina (Purchasing Office) - Contact: Kimberly Toon - Products/Services Requested: - Offsite digitization of 300 bankers boxes of personnel and medical records - Includes scanning, indexing, quality control, and secure destruction services - Deliverables: Searchable, OCR-enabled PDFs with required metadata, uploaded to the City's Laserfiche system - Preservation-quality copies for permanent records - Certificates of destruction upon authorization - Document preparation and scanning services - Removal of staples/clips, document repairs, taping fragile pages - Greyscale scanning at minimum 300 DPI, double-sided scanning, blank page detection/removal - Full-text OCR and indexing with required metadata fields - Secure pickup and transportation - Documented chain of custody, secure monitored vehicles - Quality control and project management - Image validation, indexing accuracy, weekly status reports, monthly meetings, issue tracking - Secure destruction services - Destruction only upon written authorization, with certificate and compliance with state laws - Unique/Notable Requirements: - Compliance with ADA, E-Verify, and non-discrimination policies - Compliance with North Carolina state records retention laws and Department of Natural and Cultural Resources (DNCR) approval for destruction - Pricing to be provided per bankers box and transportation - Strong emphasis on small and local business participation (40% goal for eligible contract dollars) - Project completion expected within three months from Notice to Proceed - Contract term: one year, with up to two one-year renewals (maximum three years) - No specific OEMs or vendors are named in the solicitation.

Description

This Request for Proposals (RFP) solicits competitive proposals from qualified firms or vendors to provide offsite digitization of personnel records, including employee files and medical records. The contract will cover all labor, materials, transportation, scanning, indexing, quality control, and secure handling. The City of Fayetteville aims to promote participation by small local businesses in this procurement. Proposals are due by July 23, 2026, at 2:00 PM ET.

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