When is the submission deadline?

Submissions are due November 4, 2026. Questions must be submitted by October 21, 2026.

What is the budget for this RFP?

Settle estimates the budget at $100,000 – $500,000. The issuer has not published an official figure.

It was issued by Gaston County. The work is located in Gastonia, North Carolina, United States.

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Microfilm Services Project

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Overview

Healthcare Services, Wellness & Biotech

Gastonia, North Carolina, United StatesPosted: October 14, 2026Deadline: November 4, 2026

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SUMMARY

Gaston County is seeking a qualified vendor to scan, index, and convert approximately 1,912 rolls of microfilm containing archived medical records into searchable digital images.

KEY REQUIREMENTS

Must be a qualified vendor to collect, scan, index, and convert microfilm records
Must maintain a documented chain of custody for all records
Must perform Optical Character Recognition (OCR) on all scanned images
Must assemble each patient's complete medical record into a single multi-page PDF file
Must index records by Patient Last Name, Patient First Name, Date of Birth, and Patient Number (when available)
Must comply with all applicable federal and state privacy laws, including HIPAA requirements
Must execute a Business Associate Agreement (BAA) prior to beginning work
Must provide proof of insurance

BUDGET

Estimate

$100,000 – $500,000

TIMELINE

Questions due: October 21st, 2026

Bid opening: November 4th, 2026

Proposed date of award: November 5th, 2026

Effective date of contract: November 12th, 2026

QUESTION DEADLINE

October 21, 2026

CONTACTS

Primary procurement contact — name, title, email, and phone

Additional decision-makers and their departments

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Issuing Agency

Gaston County

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DESCRIPTION

Gaston County is soliciting sealed bids for a project to scan and convert approximately 1,912 rolls of microfilm containing archived Public Health medical records into a searchable digital format. The project includes pickup, chain of custody, scanning, OCR processing, indexing (by patient last name, first name, date of birth, and patient number), and delivery of digital files compatible with the County's Laserfiche content management system. The vendor must maintain HIPAA compliance and provide a project completion report. Original microfilm must be returned unless destruction is authorized in writing.

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Frequently asked questions

When is the submission deadline?: Submissions are due November 4, 2026. Questions must be submitted by October 21, 2026.
What is the budget for this RFP?: Settle estimates the budget at $100,000 – $500,000. The issuer has not published an official figure.
Who issued this RFP?: It was issued by Gaston County. The work is located in Gastonia, North Carolina, United States.

Analysis generated by Settle AI from the source RFP.

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Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.

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