City of Fayetteville Personnel File Digitization Services RFP COF1517003 2026
City of FayettevilleCity · Fayetteville, NC- Due
- Jul 23, 2026
- Deadline passed
- Posted
- Jun 9, 2026
- Contract term
- 1 year
- Primary contact
- Kimberly Toon
- (910) 433-1942
The 30-second brief
The City of Fayetteville is soliciting proposals for the offsite digitization of approximately 300 bankers' boxes of personnel and medical records. Services include scanning, indexing, quality control, and secure destruction, with final delivery into the City's Laserfiche system.
Digitized records in searchable PDF format, Indexed files with metadata, Weekly status reports, Final project report, Preservation-quality copies, Certificate of destruction
Technical Approach & Understanding of Scope (30%), Qualifications Experience & References (25%), Project Team & Key Personnel (20%), Cost / Price Proposal (15%), SDBE / HUB Small Business Participation (10%)
Hear what Fayetteville plans next before it's posted.
Get alerts freeFree account · 30-second setup · No credit card
Summary
The City of Fayetteville is soliciting proposals for the offsite digitization of approximately 300 bankers' boxes of personnel and medical records. Services include scanning, indexing, quality control, and secure destruction, with final delivery into the City's Laserfiche system.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
6- Digitized records in searchable PDF format
- Indexed files with metadata
- Weekly status reports
- Final project report
- Preservation-quality copies
- Certificate of destruction
REQUIRED ATTACHMENTS
8- Attachment A - Financial / Pricing Proposal
- Attachment B - References Form
- Attachment C - Small Business Participation
- Attachment D - Certification of Financial Condition
- Attachment E - Location of Workers Utilized by Vendor
- Attachment F - Non-Collusion Certification
- Attachment G - Debarment Suspension & Responsibility Certification
- Attachment H - Pending Litigation & Legal Proceedings Disclosure
- Submit to
- City Purchasing Office, Attn: Kim Toon, 433 Hay Street, Fayetteville, NC 28301
- Scope location
- Fayetteville, NC
Questions about this RFP
How do I respond to this RFP from City of Fayetteville?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is July 23, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: City Purchasing Office, Attn: Kim Toon, 433 Hay Street, Fayetteville, NC 28301. For questions, contact Kimberly Toon.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Fayetteville in NC, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Kimberly Toon at (910) 433-1942. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Digitized records in searchable PDF format, Indexed files with metadata, Weekly status reports, Final project report, Preservation-quality copies, Certificate of destruction. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Technical Approach & Understanding of Scope (30%), Qualifications Experience & References (25%), Project Team & Key Personnel (20%), Cost / Price Proposal (15%), SDBE / HUB Small Business Participatio..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Fayetteville?
All active and historical solicitations from City of Fayetteville are tracked and searchable. As a city agency, City of Fayetteville regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Attachment A - Financial / Pricing Proposal, Attachment B - References Form, Attachment C - Small Business Participation, Attachment D - Certification of Financial Condition, Attachment E - Location o. Review the full document from City of Fayetteville for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Fayetteville, NC. Review the full solicitation for detailed scope requirements.