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 sourcing event specification document outlines the requirements for the Tennessee Bureau of Investigation (TBI) Forensic Services Division's case file digitization project. The TBI seeks contractor services to scan approximately 1,000 15-inch boxes containing approximately 16 million forensic case file images. The project requires industry-standard production scanning equipment capable of 300 DPI color resolution with duplex scanning and deletion of blank pages. All scanned documents must undergo 100% quality inspection with proper orientation, no speckling, and no skewing prior to delivery. Scanned files must be delivered in PDF format via secure file transfer protocol (SFTP) and identified by case file number. The contractor must provide 24/7/365 access to files via a secure Image on Demand portal during processing and store completed files in a secure, climate-controlled environment for five years following scanning or until authorized destruction by the TBI Forensic Quality Assurance Manager. The project completion deadline is June 30, 2026, with the contract term beginning November 21, 2025, providing approximately eight months for project execution. Prior to contract award, the selected vendor must submit CJIS, HIPAA, and SOC2 compliance verification, permit a TBI site visit, and successfully scan a test box meeting TBI quality standards for approval by the TBI Forensic IT Manager.
Contractor qualifications include current experience scanning forensic laboratory records for accredited crime laboratories or law enforcement agencies, with all project personnel limited to US-based resources and required to pass fingerprint-based background checks with current Level One Criminal Justice Information System (CJIS) certification or equivalent Department of Defense security training. The contractor must remove all scanned information from devices used in the scanning process and ensure access to case files and digital storage is limited to approved personnel only. The State will award a single contract to the lowest-cost respondent meeting all specified requirements, with no specific set-aside designations mentioned. Bids opened on October 29, 2025, at 13:52 CDT through the Edison Supplier Portal, with closing on November 21, 2025, at 14:00 CST. The procurement contact is Stephen Seibert at (615) 253-2187 or stephen.seibert@tn.gov. All contractors must verify compliance with the Iran Divestment Act, maintain appropriate insurance coverage, comply with non-discrimination guidelines, 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 | ||
| Questions_34800-13758_Final.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Case_file_digitization_bid_specs.pdf | ||
| Digitization.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Digitization_2.pdf | ||
| Terms_and_Conditions_34800-13758.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Terms_and_Conditions_34800-13758.pdf | ||
| Digitization_2.pdf | ||
| Case_file_digitization_bid_specs.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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