Personnel File Digitization Services

CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
CITY OF FAYETTEVILLE, NORTH CAROLINA
REQUEST FOR PROPOSALS
Personnel File Digitization Services
RFP No. COF1517003
DATE ISSUED: June 9, 2026
PROPOSALS DUE: July 23, 2026 at 2:00 PM ET
FUNDING SOURCE: Local
ISSUED BY: City of Fayetteville, North Carolina
PRIMARY CONTACT: Kimberly Toon, Purchasing Manager
COFBiddingQuestions@FayettevilleNC.gov
(910) 433-1942
OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.
City of Fayetteville, NC | 433 Hay Street, Fayetteville, NC 28301 | (910) 433-1942 Page 1 of 29

FAYETTEVILLE
AMERICA'S CAN DO CITY
A message from the Ci(v of Fayetteville City Manager, Dr. Douglas J. Hewett, ICMA-CM
The City of Fayetteville is fully committed to providing Small Local Business Enterprises
(SLBEs) and small businesses an equal opportunity to participate in all aspects of City
contracting, including but not limited to participation in the procurement of contracts relating to
construction, professional services, equipment, supplies, and improvements to facilities
throughout the City.
It is the policy of the City to prohibit discrimination against any person or business in pursuit of
these opportunities on the basis of race, sex, color, religion, national origin, age, or disability,
and to conduct its contracting and purchasing programs so as to prevent such discrimination. The
City is committed to following all applicable federal, state, and local laws as they relate to
procurement practices.
Small Business Participation Commitment
The City will actively seek and identify qualified small businesses, including SLBEs, and offer
them the opportunity to participate in the procurement of contracts for all City purchasing and
service contracts as well as construction and repair contracts. The City aspires to spend 40% of
its eligible contract dollars with small local suppliers and contractors.
Small Business Enterprise Program
The City's Charter has been amended by the General Assembly (H.B. 198) to establish a small
business enterprise program to promote the development of small local businesses. The City is
authorized to establish bid and proposal specifications that include measures to enhance
participation by small business enterprises located in Cumberland and Hoke Counties, including:
* Arranging solicitations, specifications, and contract requirements to facilitate small
business participation
* Providing technical assistance and capacity building programs
* Carrying out information and communication programs on contracting procedures and
opportunities
* Implementing outreach programs to identify and engage qualified small businesses
* Offering supportive services to help small businesses compete effectively
* Ensuring prompt payment to subcontractors
* Simplifying bonding and insurance requirements where appropriate
Federal and State-Funded Projects -Important Notice
In accordance with state directive following the U.S. Department of Transportation's October 3,
2025 Interim Final Rule to 49 CFR Part 26:

CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
NOTICE TO BIDDERS
Pursuant to N.C.G.S. 143-129, sealed proposals will be received by the City of Fayetteville, until 2:00
p.m., Thursday, July 23, 2026, at City Hall, 433 Hay Street, Fayetteville, North Carolina, at which time
they will be considered for the purchase of the following:
PERSONNEL FILE DIGITIZATION SERVICES
Bids may be mailed to the City Purchasing Office, Attn: Kim Toon, 433 Hay Street, Fayetteville, NC
28301, or delivered in person or by express mail to the same address.
The bid opening will be held at 2:00 p.m. on Thursday, July 23, 2026, at City Hall, 433 Hay Street,
Fayetteville, NC 28301, for the project entitled "PERSONNEL FILE DIGITIZATION SERVICES".
Plans, specifications, and bid documents may be obtained in the Purchasing Office of the City of
Fayetteville, 2nd floor, City Hall, 433 Hay Street, between the hours of 8:00 a.m. and 5:00 p.m.,
Monday through Friday, or by email request to COFBiddingQuestions@FayettevilleNC.gov.
The advertisement for this RFP was published at least seven (7) full days before the bid opening date
in a newspaper of general circulation and/or electronically in accordance with G.S. 143-129(b).
The City reserves the right to reject any or all bids and to waive all informalities, taking into
consideration quality, performance, and the time specified in the proposals for performance of the
contract.
City of Fayetteville
Kimberly Toon, CLGPO - Purchasing Manager
City of Fayetteville, NC | 433 Hay Street, Fayetteville, NC 28301 | (910) 433-1942 Page 3 of 29

CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
SECTION 1: INTRODUCTION & GENERAL INSTRUCTIONS
1.1 Intent of Request for Proposals
The purpose and intent of this Request for Proposals (RFP) is to solicit competitive proposals from
qualified firms or vendors to provide offsite digitization of personnel records, including employee files,
and medical records. The resulting contract is expected to provide all labor, materials, transportation,
scanning, indexing, quality control, and secure destruction services necessary to convert physical
records into fully searchable digital files.
The project is estimated to include approximately 300 bankers' boxes sized 16.5"L x 12.75"W x
10.38"H and is expected to be completed within 3 months.
. The resulting contract is expected to securely collect, digitize, index, and quality-check approximately
300 bankers' boxes of personnel and medical records, delivering fully searchable (OCR-enabled) PDF
files into the City's Laserfiche system with required metadata and maintaining strict chain-of-custody
and compliance with all applicable laws. Final deliverables also include secure storage and authorized
destruction of originals, along with reporting, QC validation, and preservation copies for permanent
records where required.The following documents constitute this RFP:
* This document (base RFP and all sections)
* Section 5: Scope of Work
* Section 6: Respondent Information Sheet
* Section 7: Financial Proposal / Pricing Form (signed)
* All required Attachments
1.2 Background
The City of Fayetteville is initiating this procurement to modernize and securely convert legacy paper
personnel and medical files into a digital format to improve accessibility, storage efficiency, and
compliance with records management requirements. The digitized records will be used within the City's
Laserfiche system for daily HR operations, auditing, and long-term records retention. This effort
supports improved document retrieval, enhanced data security, and reduced physical storage needs.
Prior contracts for similar services may have been used on a limited or project basis, but this initiative
represents a comprehensive, large-scale digitization effort for the City's personnel records.
1.3 RFP Schedule
Action / Event Responsibility Date / Time
Deadline for Written Questions Respondents Tuesday, June 23,
2026 by 5:00 p.m.
City Response to Questions / City of Fayetteville Friday, June 27, 2026
Addendum Posted by 5:00 p.m.
Proposal Submission Deadline Respondents Thursday, July 23,
2026 by 2:00 p.m.
Evaluation Period City of Fayetteville TBD
Oral Interviews (if applicable) Shortlisted Respondents TBD
City of Fayetteville, NC | 433 Hay Street, Fayetteville, NC 28301 | (910) 433-1942 Page 4 of 29

CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
Anticipated Award / Council Approval City of Fayetteville TBD
Contract Execution City of Fayetteville TBD
Notice to Proceed City of Fayetteville TBD
All dates are subject to change. Any modifications will be communicated via addendum posted to the City's procurement
website.
1.4 Vendor Registration
All vendors wishing to do business with the City of Fayetteville must register at
https://www.fayettevillenc.gov/files/sharedassets/main/v/1/finance/documents/vendor-registration-
form.pdf. A completed W-9 must be submitted with registration.
City of Fayetteville, NC | 433 Hay Street, Fayetteville, NC 28301 | (910) 433-1942 Page 5 of 29

CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
SECTION 2: PROPOSAL SUBMISSION REQUIREMENTS
2.1 Submission of Proposals
Proposals must be submitted in a sealed package clearly marked:
"RFP No.COF1517003 - PERSONNEL FILE DIGITIZATION SERVICES"
Each respondent must provide:
* Three (3) signed hard copies of the complete proposal (original + two copies), AND
* One (1) USB
Paper/mail submissions:
City of Fayetteville - Purchasing Office
Attn: Kimberly Toon
433 Hay Street, Fayetteville, NC 28301
IMPORTANT: Late proposals, regardless of cause, will not be accepted or considered. Failure to
comply with submission requirements may result in rejection of the proposal. G.S. 143-129(b) requires
that bids be sealed; opening a sealed bid prior to the time set for opening constitutes a Class 1
misdemeanor.
2.2 Proposal Contents
The Respondent's complete proposal shall include the following items in the order listed. Failure to
include any required item may result in the proposal being deemed non-responsive.
Narrative / Technical Sections:
1. Cover Letter - confirm: (a) the entire RFP and all addenda have been read; (b) the Respondent
agrees to perform per the Scope of Work; and (c) any proposed subcontractors are identified.
2. Title Page - company name, address, phone number, authorized representative name and title,
and RFP number.
3. Table of Contents
4. Technical Proposal - addressing the full Scope of Work (Section 5) and all specification
requirements.
5. Qualifications & Experience - firm overview, relevant project history, key personnel resumes,
and organizational chart.
6. Project Schedule / Timeline - proposed milestone schedule from Notice to Proceed through
project closeout.
7. Signed Proposal Response Form - Section 7, fully completed and executed by an authorized
representative.
Required Attachments (must be completed, signed, and returned with proposal):
8. Attachment A - Financial / Pricing Proposal
9. Attachment B - References Form (three references required)
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CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
10. Attachment C - Small Business Participation - SDBE & HUB Programs
11. Attachment D - Certification of Financial Condition
12. Attachment E - Location of Workers Utilized by Vendor
13. Attachment F - Non-Collusion Certification
14. Attachment G - Debarment, Suspension & Responsibility Certification
15. Attachment H - Pending Litigation & Legal Proceedings Disclosure
16. Signed Addenda Acknowledgements - for any addenda issued prior to the proposal due date
2.3 Request for Clarification
All questions must be submitted in writing to Kimberly Toon at
COFBiddingQuestions@FayettevilleNC.gov by the deadline in the RFP Schedule. Responses will be
issued as written addenda posted to the City's procurement website. Oral responses are not
authoritative. (G.S. 143-129(b).)
2.4 Addenda
The City may issue written addenda to modify or clarify any part of this RFP. All addenda will be posted
on the City's procurement website. It is the Respondent's responsibility to check for addenda.
Proposals must acknowledge receipt of all addenda issued.
2.5 Withdrawal of Proposals
Proposals may be withdrawn in writing prior to the submission deadline. Written withdrawal requests
must be signed by an authorized officer of the Respondent. Withdrawal after the deadline is permitted
only if the price was based on a substantial error, in accordance with N.C.G.S. 143-129.1.
2.6 Public Records
All materials submitted become public records subject to the North Carolina Public Records Law (G.S.
Chapter 132) upon contract award, except for information properly designated as a trade secret under
G.S. 66-152 or otherwise exempt under G.S. 132-1.2.
2.7 Insurance Requirements
The awarded contractor shall not commence work until all required insurance is in place. At minimum:
* Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
* Workers' Compensation: As required by NC law; minimum $500,000 Employer's Liability
* Professional Liability / E&O: $1,000,000 coverage for each claim with a general aggregate of
$2,000,000
* Automobile Liability: $1,000,000 combined single limit (if applicable)
The City of Fayetteville must be named as Additional Insured on all applicable policies. Certificates
must include 30 days' prior written notice of cancellation. Insurers must be rated "A" or better by A.M.
Best.
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CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
2.8 Conflict of Interest
Respondents must disclose any relationship between their firm and any City of Fayetteville employee,
official, or Council member. Undisclosed conflicts may result in disqualification. See also G.S. 14-234
(public officers and employees prohibited from benefiting from public contracts).
2.9 ADA Compliance
All deliverables must be accessible to individuals with disabilities per the Americans with Disabilities Act
(ADA). Digital deliverables must meet WCAG 2.1 AA standards.
2.10 City's Reserved Rights
The City of Fayetteville expressly reserves the right to:
* Reject any or all proposals in whole or in part, for any reason or for no reason, without liability
to any Respondent. (G.S. 143-129(b).)
* Waive minor informalities or technicalities in any proposal that do not affect price, time, or a
material requirement of the solicitation, where waiver is in the best interest of the City.
* Accept or reject any or all items in a proposal and award by item, group of items, or total
proposal.
* Cancel or withdraw this RFP at any time prior to contract execution, with no obligation to any
Respondent.
* Request additional information or clarification from any Respondent during evaluation
without creating an obligation to award.
* Negotiate contract terms with the highest-ranked Respondent (professional services) or the
lowest responsive, responsible bidder (goods/construction) prior to execution.
* Re-advertise this solicitation if fewer than three responsive proposals are received or if no
proposal is deemed in the best interest of the City.
* Conduct site visits or inspections of a Respondent's facilities or operations prior to or during
the contract term.
No proposal shall be binding on the City until a formal written contract is fully executed by both parties.
The bid tabulation and identification of an apparent low bidder or highest-ranked proposer at opening
do not constitute a contract award.
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CITY OF FAYETTEVILLE, NC | RFP No. COF1517003 | PERSONNEL FILE DIGITIZATION SERVICES
SECTION 3: EVALUATION OF PROPOSALS
3.1 Award Standard
Option B language: This solicitation will be awarded on a best overall value basis. Award will be made
to the responsive, responsible Respondent whose proposal, conforming to this RFP, is determined to
represent the best overall value to the City of Fayetteville, considering price and all other evaluation
factors described in Section 3.2. The City is not obligated to award to the lowest-priced Respondent.
All proposals must be responsive to the requirements of this RFP and submitted by a responsible
Respondent. A responsive proposal substantially conforms to all material terms, conditions, and
specifications of this RFP. A responsible Respondent has the capability, integrity, and reliability to
perform the contract requirements. The City reserves the right to make a determination of non-
responsiveness or non-responsibility at any time during the evaluation process.
Award of a contract is subject to approval by the City Manager and/or the Fayetteville City Council as
required. No contract shall be binding until a formal written agreement is fully executed by both parties.
3.2 Responsibility Criteria / Evaluation Factors
(Option A: These are pass/fail responsibility criteria. Option B: These are weighted scoring factors.)
Criterion Weight (Option B)
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%
TOTAL 100%
Note: The City reserves the right to adjust weighting through written addendum prior to the proposal due date.
3.3 Evaluation Process
1. All proposals received by the deadline will be logged and time-stamped.
2. An evaluation committee will review proposals against the published criteria.
3. The committee may request oral presentations, site visits, or written clarifications from
shortlisted respondents. Evaluators are not required to do so; proposals should be complete as
submitted.
4. A recommendation will be prepared for approval by the City Manager and/or City Council as
required by the Local Government Budget and Fiscal Control Act.
5. Award will be posted to the City's procurement website.
3.4 Confidentiality During Evaluation
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