RFP - Medical Records Scanning Services

Walworth County Department of Health and Human Services has issued Request for Proposal #18-166 for Medical Records Scanning Services, seeking a vendor to digitize approximately 450,000 historical medical record pages stored in 204 banker boxes. The solicitation requires scanning documents ranging from postcard to legal size (8.5" x 14") as black and white PDF images with Optical Character Recognition (OCR) at 240 or 300 DPI resolution, with indexing according to a flexible naming convention. Vendors must have a minimum of three years verifiable experience in medical records scanning for government entities and be properly licensed in Wisconsin. Key proposal submission deadlines include questions due by September 17, 2018 at 3:30 p.m. CST and sealed proposals due by September 27, 2018 at 1:00 p.m. CST at the Walworth County Purchasing Division in Elkhorn. The County will evaluate proposals based on four primary criteria: vendor company and staff experience (0-20 points), proposal completeness (0-10 points), ability to meet service scope (0-40 points), and proposed pricing (0-30 points). The successful vendor must provide pickup and delivery services, maintain document security and confidentiality, perform quality assurance checks conforming to ANSI/AIIM standards, and destroy original documents through a third-party shredding company with a certificate of destruction.

The contract requires vendors to provide three professional references and maintain comprehensive general liability insurance of at least $1,000,000. Vendors must comply with HIPAA regulations and undergo background checks. The procurement includes a mandatory pilot project demonstration phase at no additional cost to the County, with potential contract cancellation if scanning results are unsatisfactory. Walworth County reserves the right to split awards among multiple contractors. Pricing will be submitted on a flat-fee basis, with separate cost proposals for per-image scanning, per-box transportation, and per-box shredding costs. While no specific set-aside designations are mentioned, vendors must meet comprehensive qualifications including professional licensing, experience, and compliance standards. The solicitation does not specify a precise budget range, but all pricing must include labor, equipment, transportation, insurance, and incidental charges. All services must be completed by December 28, 2018, with an initial in-person meeting required between the County staff and the selected vendor to review specifications before order placement.