Police Records Digitization Service

The agency is seeking a vendor to provide comprehensive police records digitization services to convert archived police department records into a searchable and organized digital format. The project addresses the need to preserve, organize, and efficiently retrieve historical law enforcement documents. The scope of work covers records pickup or on-site mobilization, inventory and tracking, document preparation, scanning, image capture, indexing, quality control, secure file delivery, and either the return of original materials or authorized secure destruction. The selected vendor must deliver scanned images in an acceptable, searchable format alongside an indexing structure that ensures efficient identification and retrieval. The agency requires the implementation of strict quality control procedures to verify image legibility, completeness, proper orientation, file naming accuracy, indexing accuracy, and the reconciliation of scanned files to the source inventory. Maintaining a secure chain of custody throughout the entire process is a critical requirement for this project. Bidders must possess prior experience with digitizing and cataloging microfilm to be eligible for this opportunity. The agency restricts eligibility to onshore organizations based in the United States. Work performance may take place either onsite or offsite depending on the finalized arrangements. The agency is currently looking for proposals to establish the budget for this undertaking. A pre-proposal onsite visit is scheduled for June 23, 2026, to allow interested parties to assess the project environment. Bidders must submit all questions regarding this opportunity no later than June 26, 2026.