IWQ 140121 Provision of File Digitalization

Gwinnett County is soliciting competitive informal written Quotes from qualified vendors for the Provision of File Digitalization for the Gwinnett County Sheriff’s Office.

The Gwinnett County Sheriff’s Office is seeking quotes from qualified vendors to securely digitize legacy administrative investigation records and associated paper, media, and video files. The work includes converting paper documents into searchable PDF files, organizing the resulting digital records into an index that functions as a case-folder structure, and delivering the completed files on Sheriff’s Office-provided removable storage media.

The project includes approximately 293,000 paper documents, approximately 3,500 indexing points, and an estimated 65 boxes of records. The final quantity may vary. The selected vendor shall provide all labor, equipment, supplies, supervision, secure facilities, processing, quality control, and documentation necessary to complete the work.

• Coordinate a secure pickup/return schedule and chain-of-custody process with the Sheriff’s Office.
• Utilize barcode technology to closely track each unit/box through the required production process flow.
• Inventory, prepare, scan, and digitize the source records while maintaining the existing case and document relationships.
• Apply optical character recognition so scanned paper records are text searchable.
• Create a consistent electronic case-folder structure and index for each investigation.
• Digitize or copy associated media and video files in a format approved by the Sheriff’s Office, without reducing the quality of the source material unless authorized in writing.
• Perform quality-control review and correct incomplete, illegible, misfiled, rotated, duplicated, or missing images and files.
• Return all original records and agency-provided storage media using the approved secure transportation and barcode tracking process.

Dual Data Delivery

• During the production phase, data must be able to be accessible via CJIS compliant platform via secure IP address.
• Data must be delivered will be copied to a USB Hard drive encrypted, and shipped with chain of custody shipping documentation.

Post Project

• Provide basic training and written instructions explaining the file-naming convention, folder structure, and index.
• Assist the Sheriff’s Office with resolving missing, unreadable, corrupted, or incorrectly indexed files identified during review.
• Chain of custody shipping documentation must accompany the return shipment

Quotes should be typed or submitted in ink and returned to the Attention of Chelsey Ward, Purchasing Associate III. Quotes should be received by **3:00 P.M. November 9, 2026** via email at Chelsey.Ward@GwinnettCounty.com, by fax (770-822-8735), or sent to the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.

The following pages should be returned with your quote: *Quote Schedule*, Page 4 and *References*, Page 5.

Award will be made to the vendor submitting the lowest responsive and responsible Quote. Award will be based on lump sum total; however, vendors must provide a cost breakdown.

Successful vendors will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-7 or higher.

Work and invoicing MUST be completed by December 31, 2026.