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 specifications document pertains to the Tennessee Bureau of Investigation's Forensic Services Division and outlines requirements for a comprehensive case file digitization project. The project involves scanning approximately 1,000 boxes of forensic case files containing approximately 16 million images, with all files indexed by unique 9-digit numbers. Scanning must be performed at a minimum of 300 DPI color resolution using industry-standard equipment with duplex scanning and deletion of blank backs. All scanned documents must undergo 100% image quality inspection, with corrected files delivered as PDF documents via secure file transfer protocol (SFTP) and identified by case file number. The contractor must provide 24/7/365 access to files during processing through a secure Image on Demand portal and store all digitized files in a secure, climate-controlled environment for five years following scanning completion or until authorized destruction by the Forensic Quality Assurance Manager. Prior to contract award, the contractor must submit verification of CJIS, HIPAA, and SOC2 compliance; permit a TBI site visit; and successfully scan a test box meeting TBI quality standards, with final electronic data files verified by the TBI Forensic IT Manager. The contract term is eight months beginning November 21, 2025, with project completion required by June 30, 2026, and potential for one 12-month renewal not exceeding 60 months total.
The contractor must be currently CJIS, HIPAA, and SOC2 compliant and may only utilize US-based resources. All contractor personnel with access to case files must pass fingerprint-based background checks conducted by TBI, possess current Level One Criminal Justice Information System (CJIS) certification or equivalent Department of Defense security training, and provide documentation verifying these qualifications. The contractor must ensure all information scanned is removed from devices following processing and allow TBI quality assurance teams to conduct random reviews of final documents with corrections required at no additional cost. Bids will be received through the Edison Supplier Portal with bids opening October 29, 2025, at 13:52 CDT and closing November 21, 2025, at 14:00 CST. The State will award a single contract to the lowest-cost respondent meeting all specified requirements. The procurement contact is Stephen Seibert at (615) 253-2187 or stephen.seibert@tn.gov. No specific budget allocation is stated in the specifications, and contractors must maintain appropriate insurance coverage and comply with non-discrimination guidelines, immigration verification requirements, and federal and state regulations regarding record confidentiality, including the Iran Divestment Act.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Terms_and_Conditions_34800-13758.pdf | ||
| Digitization.pdf | ||
| Questions_34800-13758_Final.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Terms_and_Conditions_34800-13758.pdf | ||
| Case_file_digitization_bid_specs.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Digitization_2.pdf | ||
| lab_locations_12.04.2023_(2).pdf | ||
| Digitization_2.pdf | ||
| Case_file_digitization_bid_specs.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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