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File Digitization

This bid is for secure file digitization in Lawrenceville, Gwinnett County, Georgia.

Due
November 9, 2026
1 day left
Location
Gwinnett County, GA
Georgia
Posted on
ssl.doas.state.ga.us
Notice ID
PE-77023-NONST-2027-000000817

Please quote digitizing approximately 293,000 paper documents and associated media and video files for delivery to the Gwinnett County Sheriff’s Office.

  • Files: Searchable PDF files organized by investigation, with approximately 3,500 index entries across an estimated 65 boxes; final quantities may vary.
  • Security: Secure pickup, storage and return, with barcode tracking and records of who handles the files.
  • Quality: Preserve case relationships and media quality, correct file errors, and provide basic training and written instructions.
  • Delivery: Deliver completed files on Sheriff’s Office-provided removable storage and finish work and invoicing by December 31, 2026.
  • Experience: Experience digitizing confidential government, law-enforcement, medical, legal or similarly sensitive records.
  • Insurance: Provide a valid insurance certificate meeting County requirements, including liability, vehicle, workers’ compensation and data security coverage.

Please confirm availability and send your quote by November 9, 2026.

The original documents

Deadline: November 9, 2026

  • 140121 INV.pdf PDF · 24 pages

See the original on ssl.doas.state.ga.us

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Bidding it yourself? Get the full package and submit on ssl.doas.state.ga.us before November 9, 2026.

What they need

  • VolumeApproximately 293,000 paper documents across 65 boxes, with 3,500 indexing points, plus associated media and video files.
  • ScanningPrepare documents and scan at a minimum 300 DPI into searchable PDFs with OCR; capture both sides where needed and preserve color when meaningful. Include sample approval and quality control.
  • OrganizationPreserve case relationships, create indexed case folders, and provide an Excel or CSV index. Copy or digitize associated media without reducing quality.
  • SecurityMeet applicable CJIS and SOC 2 requirements, with screened personnel, secure processing, barcode tracking, documented chain of custody, and secure pickup and return of originals.
  • Delivery and accessProvide secure online access during production and final files on client-provided encrypted USB storage. Requested records must be accessible within 48 hours. Include basic training and secure deletion of working copies after acceptance.
  • How longWork and invoicing must be completed by December 31, 2026. The start date is coordinated with the department.Source: 140121 INV.pdf, page 5

What you have to submit

Pulled from the 1 solicitation document (24 pages). Each item links to the page it came from. Check the originals and any amendments before you bid.

1How and where to submit

  • Formal bids and proposals go in a sealed package addressed to the Gwinnett County Purchasing Division. Show the vendor name, opening date and hour, and solicitation number on the face.Source: 140121 INV.pdf, page 16
  • Any addenda should be enclosed in the sealed envelope as well.Source: 140121 INV.pdf, page 16

2Deadline

  • Quotes should be received by 3:00 P.M. The date and time zone are not stated in the text provided.Source: 140121 INV.pdf, page 1

3Forms to fill out

  • Bid bond
  • Performance bond
  • Payment bond
  • The Quote Schedule page must be returned with the quote. Failure to return it may result in rejection.Source: 140121 INV.pdf, page 5
  • Certification of Non-Collusion in Quote Preparation, signed and dated.Source: 140121 INV.pdf, page 5

4Bonds and insurance

  • If required in the solicitation, a 5% bid bond, 100% performance bond and 100% payment bond must be furnished. A missing bid bond makes the submittal non-responsive.Source: 140121 INV.pdf, page 17
  • Commercial General Liability (occurrence form): $2,000,000 general aggregate, $2,000,000 products/completed operations aggregate, $1,000,000 personal and advertising injury, $1,000,000 each occurrence.Source: 140121 INV.pdf, page 7
  • Automobile Liability: $1,000,000 combined single limit per accident.Source: 140121 INV.pdf, page 7
  • Workers compensation at Georgia statutory limits. Employers Liability: $500,000 each accident, $500,000 disease policy limit, $500,000 disease each employee.Source: 140121 INV.pdf, page 8
  • Waiver of subrogation in favor of Gwinnett County Board of Commissioners. Umbrella/Excess Liability limits depend on contract sum.Source: 140121 INV.pdf, page 8

5Pricing format

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