RFP Department of Social Services Scanning and Digitalization Services Project

Location:	North Carolina
Posted:	Apr 23, 2026
Due:	May 6, 2026
Agency:	County of Henderson
Type of Government:	State & Local
Category:	G - Social Services Q - Medical Services
Publication URL:	To access bid details, please log in.

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Henderson County Government

RFP: Department of Social Services Scanning and

Digitalization Services Project

Date of Issue: April 23, 2026

Mandatory Pre-Proposal Meeting

Location: 1200 Spartanburg Highway

Suite 300

Hendersonville, NC 28792

Date: April 29, 2026

Time: 10:00 AM

Proposal Due Date: May 6, 2026, by 5:00PM

Direct all inquiries concerning this RFP to:

Doug Guffey

Purchasing Agent

Phone: 828-694-5023

Email: hcpurchasing@hendersoncountync.gov

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PROPOSAL FORM

GENERAL

Pursuant to the General Statutes of North Carolina and 2 CFR Part 200 Federal Uniform Administrative

Requirements, Cost Principles, and Audit, as amended, sealed proposals, subject to the conditions and

specifications herein, are invited for scanning and digitalization services. All proposals will be received by

the Henderson County Finance Department, at 113 North Main St., Hendersonville, NC 28792, May 6,

2026, at 5:00 PM.

PRICING

The submitting firm has carefully examined the annexed form of scope of work and proposal

requirements, and hereby declares that they will furnish the services called for in the manner

prescribed in the specifications for the following price:

Description

Pricing

Scanning and Digitalization Services

Pricing shall be inclusive of all applicable fees and taxes.

OFFER AND ACCEPTANCE

Henderson County seeks offers for the services described in this solicitation. The County’s acceptance of

any offer must be demonstrated by execution of the acceptance found below. Acceptance shall create a

contract having an order of precedence as follows: In cases of conflict between documents comprising

the contract, the order of precedence shall be (1) special terms and conditions specific to this RFP, (2)

specifications and requirements contained within the RFP, (3) Henderson County Terms and Conditions

of this RFP, and (4) the agreed portions of the awarded Firm’s offer. No contract shall be binding on the

County until an encumbrance of funds and preaudit has been made for payment of the sums due under

the contract.

EXECUTION

In compliance with this Request for Proposals, and subject to all the conditions herein, the undersigned

offers and agrees to furnish any or all services or goods upon which prices are offered, at the price(s)

offered herein, within the time specified herein. By executing this offer, I certify that this offer is

submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

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OFFEROR:

STREET ADDRESS:

CITY, STATE & ZIP:

PRINT NAME & TITLE OF PERSON SIGNING:

AUTHORIZED SIGNATURE:

DATE:

P.O. BOX:

TELEPHONE NUMBER:

ZIP:

TOLL FREE TEL. NO

FAX NUMBER:

E-MAIL:

Offer valid for one hundred and twenty (120), days from date of offer opening unless otherwise stated

here: ______days.

ACCEPTANCE OF OFFER

If any or all parts of this RFP are accepted, an authorized representative of Henderson County shall affix

their signature hereto. A copy of this acceptance will be forwarded to the successful firm(s).

FOR COUNTY USE ONLY

Offer accepted and contract awarded pursuant to Purchase or Contract Order number _________ this

______ day of _____________________, 20____, as indicated on attached certification,

by _____________________________________________ (Authorized representative of Henderson

County).

This instrument has been preaudited in the manner required by the Local Government Budget &

Fiscal Control Act. N.C.G.S. 159-28(a).

Henderson County Finance Director

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Section 1: Purpose

Henderson County’s Department of Social Services seeks an entity for digitalization and scanning

services. All proposals and contracts are governed by Henderson County policy, North Carolina General

Statues, and 2 CFR Part 200 as applicable.

Section 2: RFP Schedule

Listed below are the dates and times by which stated actions must be taken or completed. The County

may determine, in its sole discretion, that it is necessary to change any of these dates and times. Should

changes be required, proper notice will be provided to potential respondents.

Action

RFP issued

Mandatory Pre-Proposal Meeting

Deadline for Questions

County Responses

Proposals Due

Time

5:00 PM

10:00 AM

5:00 PM

Date

04/23/2026

04/29/2026

05/01/2026

May 6, 2026

A MANDATORY PRE-PROPOSAL MEETING will be held at 1200 Spartanburg Highway, Suite 300

Hendersonville, NC 28792 at the time indicated above. Please meet at the front lobby in the

Department of Social Services Building. If the submitting firm does not attend the pre-proposal meeting

or is not present for the duration of the meeting your proposal will not be considered as responsive.

Section 3: RFP Contact

Any and all questions, concerns, request for additional information, and/or alternate product

considerations shall be directed to the Henderson County Finance Department to the attention of the

Lead Purchasing Agent:

Doug Guffey

hcpurchasing@hendersoncountync.gov

Section 4: Proposal Questions

The County is not liable for interpretations/misinterpretations or other errors, or omissions made by the

respondent in responding to this RFP. The respondent shall examine this RFP to determine if the

County’s requirements and terms and conditions are clearly stated. If, after examination of the various

requirements and terms and conditions of this RFP, the respondent believes there are any requirements

or terms and conditions which remain unclear or which restrict competition, the respondent may

request, in writing, that the County clarify the requirement(s) and terms(s) and condition(s) specified.

The respondent must provide the Section(s), Subsection(s), Paragraph(s), and page number(s) that

identify the requirements or conditions questioned by the respondent.

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Requests for clarification, technical questions, and/or approval of alternate products to this RFP must be

received by the County no later than the date shown above in Section 2, entitled “RFP Schedule”, under

Deadline for Questions. The respondents’ failure to request clarification and submit questions by the

date in the RFP schedule above shall be considered to constitute the respondents’ acceptance of all

County requirements and terms and conditions. The County shall issue addenda reflecting questions and

answers to this RFP, if any, and shall be posted to the County’s website at

https://www.hendersoncountync.gov/rfps.

Section 5: Objections to the Specifications

It is not the intent of the RFP to exclude or limit competition or favor any supplier. If there is an objection

to any of the specifications or requirements listed herein, the respondent must notify Doug Guffey, Lead

Purchasing Agent in writing, stating and listing the specifications and objections, no later than the date

shown above in Section 2, entitled “RFP Schedule”, under Deadline for Questions. If a pre-proposal

meeting has been scheduled, any objections must be presented in writing at that time. The objections

stated must pertain both to form and substance of the RFP document. Failure to object in accordance with

the above procedure shall constitute a waiver on the part of the submitting firm to protest the solicitation.

All concerns, questions, clarifications, or other correspondence must be directed only to Doug Guffey,

Lead Purchasing Agent. Information obtained from other sources will not be considered in the evaluation

and award of this RFP.

Section 6: Scope of Work

A. Overview:

The firm will scan and digitalize documents from DSS as defined herein.

B. Requirements

1. General:

a. File scanning of approximately 540 boxes of varying paper sizes

b. Documents will need to be boxed in order to be taken offsite

c. Department shall have access to records while scanning is being performed

with 48 hours notice

d. Offsite scanning is permissible

e. Due to the sensitive/confidential information contained in these documents

the vendor must protect all digitalized data, restrict access to only authorized

personnel, and ensure secure storage and destruction of the physical

documents from the commencement of the project to the end.

2. Specifications of Documents

a. Documents will need to be prepared for scanning as documents may contain

staples, paperclips, binder clips, etc.

3. Required Scanning Equipment

a. The scanner will need to be able to scan Legal size paper

4. Indexing

a. Digitalized documents shall be indexed by case Id, Last name, First name

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Title	Bid/RFP Closing Date	Bid/RFP Status	Files	View	Bid Awarded To
RFP Department of Social Services Scanning and Digitalization Services Project	Wed 5/6/26	Open - accepting bids and proposals	Bid Packet Attachment I: Funding Procedural Addendum Attachment II: Vendor Information Form	View Details