What the buyer needs
AI summaryGwinnett County seeks competitive informal written quotes from qualified onshore USA vendors to provide offsite file digitalization services for the Gwinnett County Sheriff’s Office. The contractor must securely digitize legacy administrative investigation records, paper documents, media, and video files, covering approximately 293,000 paper documents, 3,500 indexing points, and an estimated 65 boxes. Requirements include tracking items via barcode technology, scanning paper at no less than 300 DPI, applying optical character recognition, creating a structured index, and delivering files on provided removable storage media. Bidders must direct all questions to Chelsey Ward by 3:00 P.M. on November 4, 2026. Quotes must be typed or submitted in ink and delivered by 3:00 P.M. on November 9, 2026, via email, fax, or mail to the Gwinnett County Purchasing Division. The buyer will evaluate quotes and award the contract to the lowest responsive and responsible bidder, provided the vendor complies with Georgia insurance requirements.
Scope of work
- Coordinate a secure pickup/return schedule and chain-of-custody process
- Utilize barcode technology to track each unit or box through production flow
- Inventory, prepare, scan, and digitize source records maintaining case and document relationships
- Apply optical character recognition so scanned paper records are text searchable at minimum 300 DPI
- Create a consistent electronic case-folder structure and index for each investigation
- Digitize or copy associated media and video files in an approved format
- Perform quality-control review and correct incomplete, illegible, misfiled, rotated, duplicated, or missing images
- Provide basic training, written instructions, and return original records and agency-provided storage media
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Lowest responsive and responsible quote (lump sum total) | Not specified |
| Delivery ARO | Not specified |
Minimum qualifications
- Demonstrated experience digitizing confidential government, law-enforcement, medical, legal, or similarly sensitive records
- Maintain secure storage environment meeting applicable Criminal Justice Information Services (CJIS) and SOC 2 requirements
- Ensure personnel satisfy all required screening, confidentiality, training, and CJIS/SOC 2 requirements before access is granted
- Valid Gwinnett County occupation tax certificate or necessary certificates to do business in Georgia
Documents to include with your response
- Quote Schedule (Page 4 / Page 5)
- Cost breakdown
- References (Page 5 / Page 6)
- Valid Certificate of Insurance
- Contractor Affidavit and Agreement (Page 12)
How to submit
- Method
- Email, fax, or physical delivery
- Instructions
- Quotes should be typed or submitted in ink and returned to Chelsey Ward, Purchasing Associate III, via email at [email protected], fax at 770-822-8735, or delivered to Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.