Digitization.pdf
PDF 54 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 procurement invitation document issued by the Tennessee Bureau of Investigation (TBI) for digitization services related to forensic case file management. The project involves scanning approximately 1,000 boxes containing roughly 16 million forensic case file images at 300 DPI color resolution with 100% image quality inspection. The procurement includes three line items: 1,800 case file boxes, 1,800 units of boxing and transporting files, and 200 units of special handling services. The bid opening is scheduled for October 29, 2025, at 13:52 CDT, with a closing date of December 12, 2025, at 14:00 CST. All deliverables must be shipped to the TBI Receiving Dock at 901 RS Gass Boulevard, Nashville, Tennessee, with a delivery deadline of November 19, 2025. The contract term is eight months beginning November 21, 2025, with eligibility for up to one 12-month renewal, not to exceed a total of 60 months. Prior to contract award, the selected vendor must provide CJIS, HIPAA, and SOC2 compliance verification, permit a TBI site visit, successfully scan a test box meeting quality standards, and have electronic data files verified by the TBI Forensic IT Manager.
Bids will be evaluated on a lowest-cost basis among respondents meeting all technical and compliance requirements, with a single contract awarded to the successful vendor. The procurement is open to all qualified vendors registered with the Tennessee Supplier Portal with no specific set-asides identified. Vendors must affirm compliance with the Iran Divestment Act, provide current contact information for a designated contract administrator, and demonstrate non-discrimination practices. All personnel must pass fingerprint-based background checks with current CJIS certification, and only US-based resources are permitted. Digitized files will be transferred via secure file transfer protocol with strict access controls, and the contractor must completely remove scanned information from all devices after processing. Vendors should submit bids through the Edison Supplier Portal at https://sso.edison.tn.gov, with the procurement contact being Stephen Seibert at (615) 253-2187 or stephen.seibert@tn.gov.
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 | ||
| 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 |
Show all 16
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Text version
Event Description Procurement Contact: Stephen Seibert p. 615-253-2187.
Email: Stephen.Seibert@tn.gov
READ THE ENTIRE BID, including the Event Details, Specifications, and Terms and Conditions and any other attachments.
If the Review and bid on this event link included in the e-mail notification does not work, please go to https://sso.edison.tn.gov/psp/paprd/SUPPLIER/SUPP/h/?tab=PAPP_GUEST Log in with your vendor ID and password in order to search bid opportunities.
NOTE: Need help with EDISON? Call the Edison HELP Desk at 866-376-0104 or 615-741-4357
Please do not wait until the last day to POST YOUR BID. The Edison system will sign you out after 30 minutes of inactivity. Your password expires EVERY 90 DAYS. It is the responsibility of the Edison User (bidder/vendor) to maintain their own profile information (Email address, phone numbers, address or contacts) and to continue to keep it current by logging into the Supplier Portal and making changes as needed.
Supplier Portal link: https://sso.edison.tn.gov/psp/paprd/SUPPLIER/SUPP/h/?tab=PAPP_GUEST (Maintain supplier information)
Central Procurement Office Website: https://www.tn.gov/generalservices/procurement.html
The website is constantly being updated with information to assist the agencies and vendors; you are encouraged to visit the website frequently.
General Questions Question UOM Best Worst Response Please enter the number of days, from the bid opening date, after which your bid offer will expire: 0
Required: Yes Mandatory Response:No
Response Comments
We ask that you take a few short minutes to complete this survey. The purpose of this survey is to capture Respondents' assessments of CPO procurement processes.
Your responses will remain anonymous, and will have no bearing or consideration on contract award.
https://www.surveymonkey.com/r/stateoftncpocustomer
Required: No Mandatory Response:No
Event Details
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 1 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
Question UOM Best Worst Response
The Respondent affirms the following statement, as required by the Iran Divestment Act Tenn. Code Ann. § 12-12-111: "By submission of this response, each Respondent and each person signing on behalf of any Respondent certifies, and in the case of a joint response each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each Respondent is not on the list created pursuant to Tenn. Code Ann.
§ 12-12-106." For reference purposes, the list is currently available online at:
https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/library-/public-information-li brary.html
Required: Yes Mandatory Response:No
Response Comments
Please list the following information:
List the Contract Administrator's Name List the Contract Administrator's Address List the Contract Administrator's Phone Number List the Respondent's Toll Free Phone Number List the Contract Administrator's Pager or Cell Number List the Contract Administrator's Email Address List the Respondent's Website
Required: Yes Mandatory Response:No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 2 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
Question UOM Best Worst Response
I (we) agree to strictly abide by all the statutes and terms contained in the rules of the Department of General Services, Central Procurement Office, which are by reference made a part hereof, in addition to the special terms, conditions and specifications embodied in the invitation to bid.
IMPORTANT: By Selecting YES, the bidder certifies compliance with the above and further certifies that this bid is made without collusion or fraud. Yes
Required: Yes Mandatory Response:Yes
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 3 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
Line Details Line: 1 Item ID: Line Qty: 1800 UOM: Each Bid Qty: 1800 Required: Yes Reserve Price: No
Description: CASE FILE BOXES
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Line: 2 Item ID: Line Qty: 1800 UOM: Each Bid Qty: 1800 Required: Yes Reserve Price: No
Description: BOXING AND TRANSPORTING FILES
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Line: 3 Item ID: Line Qty: 200 UOM: Each Bid Qty: 200 Required: Yes Reserve Price: No
Description: SPECIAL HANDLING
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 4 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 5 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1800 UOM: Each Description: CASE FILE BOXES
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: TBI - RECEIVING DOCK
901 RS GASS BLVD
NASHVILLE TN 37216-2639
United States
Quantity: 1800 Due Date: 11/19/2025 Freight Terms:
Ship Via: Best Option Available
Line: 2 Item ID: Line Qty: 1800 UOM: Each Description: BOXING AND TRANSPORTING FILES
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: TBI - RECEIVING DOCK
901 RS GASS BLVD
NASHVILLE TN 37216-2639
United States
Quantity: 1800 Due Date: 11/19/2025 Freight Terms:
Ship Via: Best Option Available
Line: 3 Item ID: Line Qty: 200 UOM: Each Description: SPECIAL HANDLING
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 6 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: TBI - RECEIVING DOCK
901 RS GASS BLVD
NASHVILLE TN 37216-2639
United States
Quantity: 200 Due Date: 11/19/2025 Freight Terms:
Ship Via: Best Option Available
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 7 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
Appendix B - Terms & Conditions
1. The undersigned acknowledges that all submitted information and documentation will become the property of the state of Tennessee. The undersigned also affirms that the information given above is true, accurate, and includes pertinent information necessary to identify and explain the operation of this organization to the best of my knowledge and is in no way misleading.
2. Should any data change in the future, the Supplier agrees to immediately submit the correct information electronically through the State's Supplier Portal.
If the information will be submitted in writing please mail to the following address:
Department of Finance and Administration 312 Rosa L. Parks Ave.
21st Floor Tennessee Tower ATTN: Supplier Maintenance Nashville, TN 37243
3. No person on the grounds of handicap or disability, age, race, color, religion, sex, national origin, creed, or any other classification protected by Federal and/or Tennessee State constitutional and/or statutory law shall be excluded from participation in, or denied benefits of, or be otherwise subjected to discrimination in the performance of the Contract or in the employment practices of the Contractor. The Contractor shall, upon request, show proof of such non-discrimination, and shall post in conspicuous places, available to employees and applicants, notices of non-discrimination.
Last Updated: 08/30/2016
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: TBI Call for Shipping Information United States
Contact: Stephen Seibert Phone: (615) 253-2187 Email: stephen.seibert@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34800-0000013758 Sell RFx 8 Event Round Version 1 1 Event Name Digitization Start Time Finish Time
10/29/2025 13:52:00 CDT 12/12/2025 14:00:00 CST
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