Case_file_digitization_bid_specs.pdf
PDF 126 KB Posted
- Attached to
- Digitization - UPDATED State and local contract opportunity
- Solicitation number
- Event 34800-13758
- Issued by
- Davidson County, Tennessee
About this file
This is a sourcing event specifications document from the State of Tennessee, Tennessee Bureau of Investigation (TBI), Forensic Services Division, for case file digitization services. The project encompasses scanning approximately 1,000 boxes of forensic case files containing approximately 16 million images indexed by unique 9-digit case numbers. Services requested include scanning using industry-standard equipment at a minimum of 300 DPI color resolution with duplex (double-sided) scanning, with blank pages deleted; conducting 100% image quality inspection to ensure proper orientation, absence of speckling or skewing, and correction of all errors prior to upload; secure storage of scanned files in a climate-controlled environment for five years following completion or until notification from the TBI Forensic Quality Assurance Manager that files may be destroyed; and delivery of PDF files via secure file transfer protocol (SFTP) identified by case file number. Prior to contract award, the selected contractor must provide verification of CJIS, HIPAA, and SOC2 compliance; permit a site visit by TBI personnel; and successfully scan a test box meeting TBI quality standards with verification by the TBI Forensic IT Manager. The contract term is eight months beginning November 21, 2025, with the option for up to one 12-month renewal, not exceeding a total of 60 months. Bids open on October 29, 2025, at 13:52 CDT and close on November 21, 2025, at 14:00 CST through the Edison Supplier Portal.
The State will award a single contract to the lowest-cost respondent meeting all requirements, with no specific set-aside designations mentioned. The contractor must be currently CJIS, HIPAA, and SOC2 compliant; limit all resources and personnel to US-based (on-shore) only; and ensure that all personnel handling case files and accessing digital storage have passed fingerprint-based background checks performed by TBI and hold current Level One CJIS certification or equivalent Department of Defense security training. Additional requirements include maintaining 24/7/365 access to files via secure Image on Demand portal during processing, removing all information from contractor devices following scanning, and arranging for secure destruction of files (shredding or burning) after the storage period expires. TBI reserves the right to request individual case files be returned to the lab if necessary and may opt for digital records in lieu of hard copies. The procurement contact is Stephen Seibert at (615) 253-2187 or stephen.seibert@tn.gov. Contractors must maintain appropriate insurance coverage, comply with non-discrimination guidelines, verify immigration status, affirm compliance with the Iran Divestment Act, and adhere to federal and state regulations regarding record confidentiality.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Terms_and_Conditions_34800-13758.pdf | ||
| Case_file_digitization_bid_specs.pdf | ||
| Digitization.pdf | ||
| Questions_34800-13758_Final.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Case_file_digitization_bid_specs.pdf | ||
| Terms_and_Conditions_34800-13758.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Digitization_2.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Digitization_2.pdf | ||
| Terms_and_Conditions_34800-13758.pdf | ||
| Case_file_digitization_bid_specs.pdf | ||
| Digitization.pdf | ||
| Terms_and_Conditions_34800-13758.pdf | ||
| lab_locations_12.04.2023_(2).pdf |
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Text version
State of Tennessee Sourcing Event Specifications
Forensic Services Division Case File Scanning
1.0 Scope
TBI currently has the equivalent of ~1000, 15-inch boxes of case files (~16 million images). Case files are indexed by a unique 9-digit number. Contractor shall meet the following specification requirements for scanning case file records belonging to the Tennessee Bureau of Investigation- Forensic Services Division.:
• Contractor shall have prior experience scanning forensic laboratory records for an accredited crime laboratory or law enforcement agency.
• TBI shall be able to locate all documents prior to their being scanned. TBI may request individual case files be returned to lab if necessary and shall have 24/7/365 access. TBI may opt for a digital record in lieu of the hard copy case file. Contractor shall allow 24/7/365 access to files via secure Image on Demand portal while files are being processed at Contractor’s site.
• Contractor shall store the scanned case files in a secure climate-controlled environment for five years following scanning or until they are notified by the Forensic Quality Assurance Manager that files can be destroyed, whichever comes later. Files will be destroyed after this period by secured means (i.e. shedding, burning). Contractor shall ensure that information on devices used for scanning files is removed so that no information scanned is retained on Contractor’s devices.
• Contractor shall use industry-standard production scanning equipment. At least 300 DPI color scanning is required. All images will be scanned double-sided (duplex). Blank backs shall be deleted.
• Contractor shall provide 100% image quality inspection of all scanned data. Any errors in the scanning process shall be corrected prior to data upload. Scans shall be properly orientated, not speckled and not skewed. TBI Quality Assurance team shall perform random reviews of final scanned documents and will require Contractor to make corrections, as needed, at no additional cost.
• Contractor shall ensure that the files provided are PDF file type and shared with TBI personnel via a secure methodology such as SFTP. These files shall be identified by the case file number associated with each case in the TBI Laboratory Information Management System. Handling of case files and access to the digital storage location for the files shall be limited to only Contractor’s personnel who have passed a fingerprint-based background check performed by the TBI, have current Level One Criminal Justice Information System (“CJIS”) certification or other Department of Defense security training. Contractor shall provide documentation verifying that personnel who have met these requirements are allowed to work on this project.
• Contractor shall limit resources, including personnel to US-based (on-shore) resources only.
• Contractor shall be currently CJIS (Criminal Justice Information Services), HIPAA (Health Insurance Portability and Accountability Act) and SOC2 (Systems and Organization Controls 2) compliant.
• Contractor shall complete the project by June 30, 2026
Prior to awarding contract, Contractor shall:
• provide verification of CJIS, HIPAA and SOC2 compliance; and
• allow a site visit by TBI personnel; and
• scan a test box provided by TBI. Quality of scanned documents and resolution shall meet quality standards as determined by the TBI; and
• TBI Forensic IT Manager shall ensure electronic data files meet TBI requirements.
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