Gaston County - Microfilm Services Project - RFB #2027-002 (2026)
Gaston CountyCounty · Gastonia, NC- Due
- Nov 4, 2026
- 6 days left
- Posted
- Oct 14, 2026
- Primary contact
- Debbie Stone-Muller
The 30-second brief
Gaston County is soliciting sealed bids for microfilm services to collect, scan, index, perform OCR, and convert approximately 1,912 rolls of microfilm containing archived medical records into searchable digital images and files for the Department of Health and Human Services, Public Health Department. The project involves maintaining a strict chain of custody, HIPAA compliance, secure file transfer, and compatibility with Laserfiche. Sealed bids are due by November 4, 2026, at 2:00 P.M. Eastern Time, with written questions due by October 21, 2026, at 4:00 P.M. Award will be based on the lowest responsive and responsible bidder's Total Base Bid.
Scan, Index, Perform OCR, And convert approximately 1, 912 rolls of microfilm containing archived medical records into searchable digital images and files in accordance with RFB requirements
Lowest responsive and responsible bidder based on Total Base Bid
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Summary
Gaston County is soliciting sealed bids for microfilm services to collect, scan, index, perform OCR, and convert approximately 1,912 rolls of microfilm containing archived medical records into searchable digital images and files for the Department of Health and Human Services, Public Health Department.
The project involves maintaining a strict chain of custody, HIPAA compliance, secure file transfer, and compatibility with Laserfiche. Sealed bids are due by November 4, 2026, at 2:00 P.M. Eastern Time, with written questions due by October 21, 2026, at 4:00 P.M. Award will be based on the lowest responsive and responsible bidder's Total Base Bid.
EVALUATION CRITERIA
Lowest responsive and responsible bidder based on Total Base Bid
REQUIRED DELIVERABLES
Scan, Index, Perform OCR, And convert approximately 1, 912 rolls of microfilm containing archived medical records into searchable digital images and files in accordance with RFB requirements
REQUIRED ATTACHMENTS
13- Executive Summary
- Scope of Services/Technical Response
- Completed Bid Form (Attachment A)
- Company qualifications and experience
- Project Schedule
- Security
- Confidentiality
- HIPAA Compliance Response
- Business Associate Agreement Acknowledgment
- Proof of Insurance and W-9
- Required Certifications and Affidavits
- Description of exceptions
- Subcontractor information
- Submit to
- Gaston County Finance Department, Attn: Debbie Stone-Muller, 128 West Main Ave., Gastonia, NC 28053
- Scope location
- Gastonia, NC
Questions about this BID
How do I respond to this Bid from Gaston County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 4, 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: Gaston County Finance Department, Attn: Debbie Stone-Muller, 128 West Main Ave., Gastonia, NC 28053. For questions, contact Debbie Stone-Muller.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including Gaston County 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 Bid 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 Debbie Stone-Muller. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Scan, Index, Perform OCR, And convert approximately 1, 912 rolls of microfilm containing archived medical records into searchable digital images and files in accordance with RFB requirements. Proposals should clearly address how each deliverable will be met.
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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: "Lowest responsive and responsible bidder based on Total Base Bid" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Gaston County?
All active and historical solicitations from Gaston County are tracked and searchable. As a county agency, Gaston County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of November 4, 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 Bid?
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: Executive Summary, Scope of Services/Technical Response, Completed Bid Form (Attachment A), Company qualifications and experience, Project Schedule, Security, Confidentiality, and HIPAA Compliance Res. Review the full document from Gaston 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: Gastonia, NC. Review the full solicitation for detailed scope requirements.