Fairfield County Board of Commissioners Digital Imaging Services RFP 2026 - Lancaster, OH
Fairfield CountyCounty · Lancaster, OH- Due
- Nov 27, 2026
- 13 days left
- Posted
- Nov 13, 2026
- Contract term
- 1 year
- Primary contact
- Jeffrey D. Porter
- (740) 652-7895
The 30-second brief
Fairfield County Board of Commissioners, Ohio is soliciting proposals for professional digital imaging services for the scanning of County records and documents, historical documents, and 3D spatial imagery. Services include document preparation, high-volume scanning, optical character recognition (OCR), indexing, quality assurance, electronic file delivery, and 3D spatial scanning for County facilities in Lancaster, OH. The proposal submission deadline is November 27, 2026, at 12:00 p.m. EST, with questions due by November 20, 2026. Evaluation criteria emphasize technical approach, cost and overall value, relevant experience, quality assurance, data security, and project management.
Relevant experience and vendor qualifications 15%, Technical approach and service capabilities 25%, Quality assurance and accuracy controls 15%, Data security and records protection 15%, Project management and proposed schedule 10%, Total cost and overall value 20%
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Summary
Fairfield County Board of Commissioners, Ohio is soliciting proposals for professional digital imaging services for the scanning of County records and documents, historical documents, and 3D spatial imagery.
Services include document preparation, high-volume scanning, optical character recognition (OCR), indexing, quality assurance, electronic file delivery, and 3D spatial scanning for County facilities in Lancaster, OH. The proposal submission deadline is November 27, 2026, at 12:00 p.m. EST, with questions due by November 20, 2026. Evaluation criteria emphasize technical approach, cost and overall value, relevant experience, quality assurance, data security, and project management.
EVALUATION CRITERIA
6- Relevant experience and vendor qualifications 15%
- Technical approach and service capabilities 25%
- Quality assurance and accuracy controls 15%
- Data security and records protection 15%
- Project management and proposed schedule 10%
- Total cost and overall value 20%
REQUIRED ATTACHMENTS
7- Non-Collusion Affidavit
- W-9
- Certification Regarding Debarment
- Conflict of Interest Disclosure
- EEO Certification
- Drug-Free Workplace Certification
- Vendor Information Form
- Submit to
- [email protected] or Administrative Courthouse, 210 E. Main St., 3rd Floor, Lancaster, OH 43130
- Scope location
- Lancaster, OH
Questions about this RFP
How do I respond to this RFP from Fairfield County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 27, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected] or Administrative Courthouse, 210 E. Main St., 3rd Floor, Lancaster, OH 43130. For questions, contact Jeffrey D. Porter.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Fairfield County in OH, 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 Jeffrey D. Porter at (740) 652-7895. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Relevant experience and vendor qualifications 15%, Technical approach and service capabilities 25%, Quality assurance and accuracy controls 15%, Data security and records protection 15%, Project manag..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Fairfield County?
All active and historical solicitations from Fairfield County are tracked and searchable. As a county agency, Fairfield County 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.
Is this solicitation still open for submissions?
Based on the posted deadline of November 27, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
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: Non-Collusion Affidavit, W-9, Certification Regarding Debarment, Conflict of Interest Disclosure, EEO Certification, Drug-Free Workplace Certification, Vendor Information Form. Review the full document from Fairfield County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Lancaster, OH. Review the full solicitation for detailed scope requirements.
