Record Conversion Services for Register of Deeds
Closed State & local contract opportunity Posted
- Solicitation number
- 2026-11
- State
- South Carolina
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- 20446 Imaging Systems, Microcomputer (Including Digital Imaging Network (Din), Technology, And Digital Imaging Communications In Medicine (Dicom)
- 90648 Historical Preservation
- 91844 E-Mail Archiving And Records Management Consulting
- 92034 Media Conversion Services
- 94851 Imaging And Diagnostic Services
- 95882 Records Management Services (Including Document Management Services Which Also Includes Technology Integration)
- 96227 Document Shredding Services
- 96272 Restoration/Preservation Services (Of Antiques, Costumes, Paintings, And Other Objects)
- 99028 Document Recovery Services, Disaster (Including Paper Documents/Film/Tapes Etc)
- Points of contact
-
- Roman Martinez roman.martinez@cityofdoral.com (305) 593-6725
- Lorena Fuentes lfuentes@cityofedinburg.com (956) 388-8972
- Jaime Fitch jfitch@dorchestercountysc.gov (843) 563-0142
- Carla Murillo cmurillo@cityblm.org (309) 434-2277
- Brandy Taylor btaylor@cityofconroe.org (936) 522-3132
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
Dorchester County, South Carolina is seeking proposals for Record Conversion and Preservation Services for the Register of Deeds Office through RFP No. 2026-11. The procurement involves comprehensive document scanning, indexing, imaging, and preservation services for deeds, plats, mortgages, conveyance indexes, and other vital records, with the goal of digitizing documents in compliance with National Historical Publications and Records Commission (NHPRC) standards. Proposers must perform on-site scanning of bound, unbound, oversized, and fragile documents at 300 dpi resolution, conduct double-key data entry indexing, and ensure original document preservation. The evaluation criteria will include relevant experience (25%), technical approach (25%), staffing and qualifications (15%), security and compliance (15%), and cost proposal (20%), with proposals scored on a 0-5 point scale. A mandatory site visit and pre-proposal meeting is scheduled for October 7, 2025, at 10:00 AM at the Register of Deeds Office, with proposals due on October 16, 2025, at 2:00 PM, and the last day for questions being October 10, 2025, at 5:00 PM. The contract term will be one year with options to renew for up to four additional one-year terms.
The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The successful proposer will be required to deliver two encrypted external storage devices containing final images and index files that are compatible with the county's existing I3Vertical Records Management System. While no incumbent vendor is identified, the project requires advanced technological capabilities, including specialized scanning equipment, 100% thumbnail and full-size image inspection, sequential file naming conventions, and double-key data entry with 98%+ accuracy. The proposal will require vendors to demonstrate robust technical infrastructure, including security protocols, document tracking procedures, equipment inventory, storage facility specifications, and comprehensive image processing capabilities. Although a specific budget range is not disclosed, the complexity of the project suggests a significant investment in document conversion and preservation services, with potential for multi-year engagement through the renewable contract structure.
Opportunity text
Dorchester County (the County) invites qualified firms to submit proposals to provide Record Conversion and Preservation Services for the Register of Deeds Office.
This Request for Proposals (RFP) document provides background and general information for Respondents and should be used in the development of proposals.
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