ESBD_535263_1783525882440_RFI 644-26-070226-Document Scanning Services.pdf

RFI# 644 - 26 - 070226

Request for Information

(RFI)

Document Scanning Services

NIGP:

920-38, 920-30, 958-82

1. INTRODUCTION/OBJECTIVE/PURPOSE

The Texas Juvenile Justice Department (TJJD), Central Support and IT, is issuing this Request for Information (RFI) to gather market information and obtain estimated pricing associated with the potential imaging and digitization of approximately 50 million paper records currently maintained in long-term physical storage.

The purpose of this RFI is to assess industry capabilities, available solutions, and estimated costs for large-scale document imaging services that support the Agency’s records management objectives. The Agency seeks information on approaches that may reduce physical storage expenses, improve accessibility and management of records, and enhance long-term preservation efforts.

Additionally, the Agency is evaluating opportunities to reduce risks associated with maintaining extensive paper-based records in warehouse environments. Physical records are susceptible to loss or irreparable damage resulting from natural disasters, fire, and other unforeseen events.

Digitization may provide improved business continuity and records preservation by reducing reliance on physical document storage.

1.2 Agency Liability and Confidential Information

This RFI is only a request for information and no contractual obligation on behalf of the TJJD whatsoever shall arise from the RFI process. It does not constitute a Request for Proposal (RFP), Request for Offer (RFO), Invitation for Bid (IFB), or other solicitation, nor does it constitute the commitment to issue any solicitation in the future. Therefore, those choosing to respond to this RFI will, merely by virtue of submitting such a response, NOT be deemed to be “bidders” in any sense, and no such respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent procurement process related to this RFI.

This RFI does not commit TJJD to pay costs incurred in the preparation or submission of any response to the RFI. It is the responsibility of the potential respondent to monitor the Electronic State Business Daily (ESBD) for additional information pertaining to this RFI.

Pursuant to §552.301 (c) of the Public Information Act (PIA), and the following email address has designated for public information requests: OGC.Webmaster@dps.texas.gov Respondents are advised that materials contained in their response are subject to the aforementioned section of the PIA. Note: A request emailed to any other DPS Department email address does not trigger the requirements of the PIA.

If Respondent asserts that any material in the response is confidential or proprietary information, Respondent must clearly mark the applicable pages of respondent’s submission in boldface type to indicate each claim of confidentiality and include the words “confidential” at the top of the page. Additionally, Respondent must include statement on company letterhead identifying all Response section(s) and specific pages(s) that have been marked as confidential and explain why the information is marked as confidential and excepted from public disclosure under the provisions of the Texas Public Information Act (the Act). Merely making a blanket claim that the entire Response is protected from disclosure because it contains some proprietary information is not acceptable, and will make the entire Response subject to release under the Act.

mailto:OGC.Webmaster@dps.texas.gov

1.3 BACKGROUND

INFORMATION/ HISTORY

TJJD currently maintains an extensive inventory of paper records that have accumulated over a number of years and are housed in long-term physical storage facilities. These records are estimated to total 50 million pages and continue to require significant resources for storage, management, and preservation.

As the volume of physical records has increased, TJJD has identified a need to evaluate strategies that improve records management practices while reducing the operational and financial burden associated with maintaining large-scale paper storage. Continued reliance on physical document storage may result in increasing storage costs and limitations related to accessibility and efficiency.

Additionally, TJJD recognizes the risks associated with preserving records exclusively in paper format. Documents maintained in warehouse environments may be vulnerable to natural disasters, fire, water damage, and other unforeseen incidents that could result in the permanent loss of critical information. TJJD is therefore evaluating potential digitization solutions as part of a broader effort to improve records preservation, support business continuity, and reduce dependency on physical storage.

2. SCHEDULE OF EVENTS

AND TIMELINES

RFI issue date: 07/08/2026

Deadline for submission of RFI: 08/07/2026

To maintain the integrity of the RFI process, all communications with respondents pertaining to this RFI must be referred to and/or coordinated with the TJJD point of contact referenced below.

Communicating with any other TJJD personnel may result in disqualification of the respondent’s response.

Instructions to Recipients

1. All Respondents responding to this RFI who can provide the services requested are encouraged to provide a company capability statement on or before the closing date and time of 08/07/2026.

Electronic transmission via email is preferred for both question/clarifications. The original Proposal, signed in ink, should be submitted via email to:

Contract Specialist email:

Name: Evelyn Green, CTCM/CTCD Phone: 512-490-7199 E-mail address: Evelyn.T.Green@tjjd.texas.gov

3. GENERAL REQUIREMENTS

The Texas Juvenile Justice Department (TJJD) is seeking information from qualified vendors regarding available solutions, services, capabilities, and estimated costs associated with a large-scale document imaging and digitization initiative involving approximately 50 million paper records currently maintained in physical storage.

TJJD seeks information from vendors capable of providing comprehensive document imaging services and related support functions designed to assist the agency in transitioning from physical records to electronic records while supporting long-term records retention requirements, reducing storage costs, improving accessibility, and minimizing risks associated with physical document loss or damage.

The proposed solution may include, but is not limited to, the following services and capabilities:

Document Imaging and Preparation Services

Vendors should provide information regarding:

• Document preparation services required prior to scanning activities, including removal of staples, paper clips, bindings, and handling of damaged documents.

• Capabilities for processing records with varying conditions and characteristics, including:

• Single-sided and double-sided (duplex) pages

• Letter and legal-size documents

• Mixed paper quality and age

• Torn, wrinkled, damaged, or otherwise degraded paper documents

• Scanning and imaging methodologies for high-volume document conversion.

• Estimated pricing for:

• Single-sided document imaging

• Double-sided (duplex) document imaging

• Letter-size document imaging

• Legal-size document imaging

• Equipment requirements and responsibilities, including:

• Vendor-provided equipment and associated costs

• TJJD-purchased equipment options and associated setup requirements

• Initial implementation and setup costs

• List the DIR and State of Texas contracting vehicles the vendor has that would enable the TJJD to contract with the vendor.

Because TJJD currently estimates approximately 50 million sheets of paper requiring imaging services, vendors should acknowledge that actual document characteristics remain unknown, including document composition, condition, and the proportion of single-sided versus duplex records.

Indexing and Search Capabilities

Vendors should provide information regarding indexing capabilities and processes that support efficient retrieval and management of electronic records, including:

• Indexing methodologies and metadata creation

• Search and retrieval functionality

• Optical Character Recognition (OCR) capabilities, if available

• Methods for organizing and categorizing imaged records

• Quality assurance procedures used to verify indexing accuracy

Storage and Hosting Options

TJJD seeks information regarding secure electronic storage options and associated costs should the agency elect vendor-hosted storage services.

Vendors should provide information regarding:

• Available storage environments and associated pricing models

• CJIS-compliant storage capabilities

• TxRAMP Level 2 authorized environments

• FedRAMP-authorized environments, where applicable

• Options for storing electronic records within TJJD-managed environments rather than vendor-hosted solutions

• Long-term storage, retention, and archival capabilities

• Backup, disaster recovery, and business continuity capabilities

Because records maintained by TJJD may contain sensitive and protected information, any proposed hosted environment must meet applicable security requirements and compliance standards.

Operational Approach and Logistics

Vendors should describe their proposed approach for conducting imaging activities, including:

• On-site scanning services performed at TJJD facilities

• Off-site scanning services requiring transportation of records

• Document transportation processes and chain-of-custody procedures

• Security and preservation methods used during transport if records are shipped

• Processes used to prevent document loss, damage, or unauthorized access

Staffing and Security Requirements

Due to the nature of TJJD records and the sensitivity of information that may be contained within those records, vendors should describe personnel screening and security procedures, including:

• Background investigation requirements for personnel handling TJJD records

• Security controls implemented for staff with access to agency information

• Confidentiality and data protection procedures

All work performed under any resulting agreement is preferred to occur within the State of Texas and must occur within the Continental United States.

Pricing Information Requested

TJJD requests estimated pricing information including, but not limited to:

• Per-page pricing for single-sided scanning

• Per-page pricing for double-sided scanning

• Letter and legal document pricing

• Equipment costs

• Staffing costs associated with document preparation, imaging, indexing, and quality control

• Implementation and setup costs

• Storage and hosting costs

• Transportation and logistics costs, if applicable

• Total estimated costs associated with imaging approximately 50 million paper records

Value-Added Services

Vendors are encouraged to identify additional products, services, or capabilities that may provide operational value to TJJD, including innovative approaches, automation capabilities, workflow improvements, records management enhancements, or other solutions that support long-term document retention and management objectives.

TJJD recognizes that document imaging and records retention needs represent an ongoing operational requirement and seeks information regarding scalable and sustainable solutions capable of supporting future document imaging efforts over the long term.

1. TIME TABLE

The respondent’s response must include a realistic schedule that includes product configuration, deployment, testing, and acceptance.

2. LIMITATIONS

Changes may occur between the publishing of this RFI and any subsequent RFIs.

There also may be differences between this RFI and other relevant documents.

3. INDUSTRY DISCUSSIONS

TJJD representatives may or may not choose to meet with potential respondents. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. Oral presentations and product demonstrations may be requested from the Respondents.

4. SUMMARY

THIS IS AN REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide Document Scanning Services. The information provided in this RFI is subject to change and is not binding by the TJJD. TJJD has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become TJJD property and will not be returned.

5. RESPONDENT INFORMATION

Respondents must provide the following:

Company Name:

Street Address:

City/State/Zip:

RFI Point of Contact:

Title:

Phone:

Email:

Company Web Page Address:

NOTE: The respondent acknowledges that they have read all instructions carefully. Failure to complete all requirements as outlined in this RFI, sign and submit in accordance with Section 2 Schedule of Events and Timelines may result in disqualification of the respondent’s response.

RESPONDENT SIGNATURE(S)

Signature of Authorized Representative Name - Printed Date