RFP 2026_18 Public Defender Scanning Services.pdf

RFP 2026-18 Public Defender Scanning Services

REQUEST FOR PROPOSAL

CATOOSA COUNTY – 2026-18 PUBLIC DEFENDER SCANNING SERVICES

Submittal Deadline:

Thursday, August 27, 2026, at 2:00 PM

Catoosa County Board of Commissioners Attention: Projects Administration Department

800 LaFayette Street Ringgold, GA 30736

Table of Contents 2026-18 Public Defender Scanning Services

Document Section Page(s)

Project Introduction 3 Submittal Deadline 3 Pre-Proposal Conference 3 Inquiries 3 Scope of Work 4-5 Bonds 5-6 Permits 6 Conduct of Work 6 Right of Refusal 6 Protection and Damages 7 Terms and Conditions 7-8 Bid Fee Form 9 Indemnification 10 Insurance Requirements 10-11 Georgia Immigration & Compliance Act 12-13 Local Vendor Privilege 14-15 Non-Collusion Affidavit 16 Proposal Evaluation 17 References and Client List 18 Respondent Checklist 19 Contractor Identification Form 20

I. Introduction:

Catoosa County Board of Commissioners are seeking sealed written Proposals, from qualified vendors, to provide records digitization services which include scanning, formatting, indexing, and shredding for our Public Defender’s Office. Instructions for preparation and submission of a proposal are contained in this packet. Proposals must be typed or printed in ink.

II. Submittal Deadline:

TWO (2) Copies of your Bid must be sealed and delivered in person, by mail or overnight delivery service to the office of the Board of Commissioners, 800 LaFayette Street, Ringgold, GA 30736 no later than 2:00 p.m. EST on Thursday, August 27, 2026. Bids will be publicly opened and read aloud. Bids received after said time will not be accepted.

Bids shall include a cover letter that includes your plan for accomplishing the Scope of Work.

The envelope shall state “RFP-2026-18 Public Defender Scanning Services” to prevent accidental opening.

Bids shall be identified on the exterior of the sealed envelope with all the information required by law, including the name of the project and the Respondent's name, address and license number, expiration date and classification (as applicable).

Please address the submittal to:

Projects Administrator Catoosa County Board of Commissioners

Ringgold, GA 30736

III. Pre-Proposal Conference:

N/A

IV. Inquiries:

All questions concerning this RFP and all questions arising prior to award are to be addressed via email to BidQuestions@catoosacountyga.gov

Deadline for questions is: 12:00 P.M. EST on Friday, August 21, 2026.

Responses and/or Addendum will be published on the Catoosa County Website on:

Monday, August 24, 2026.

It is the sole responsibility of the bidder to review the Catoosa County website at www.catoosacountyga.gov/bids before submitting their Bid.

mailto:BidQuestions@catoosacountyga.gov http://www.catoosacountyga.gov/bids

V. Scope of Work:

The Vendor will be responsible for picking up the ~560 file boxes from the storage locations. There are four separate locations where the files are currently stored.

• Site 1: 43 Maple St, Ringold, GA 30736 o Contains 202 banker boxes (vary in size; letter to legal). The County is adding 9 additional, to the overall count, to account for the loose folders/files. The total for this location is ~211.

• Site 2: 875 Lafayette St, Ringgold, GA 30736 o Contains 42 banker boxes (vary in size; letter to legal).

• Site 3: 5238 Evitt St, Ringgold, GA 30736 o Contains 139 banker boxes (vary in size; letter to legal).

• Site 4: 101 Napier St, LaFayette, GA 30728 o Contains 168 banker boxes (vary in size; letter to legal).

The Vendor will need a lift gate and/or a ramped cargo truck as there will not be a loading dock.

The Vendor shall remove staples, fasteners, bindings, glue binder, fix torn pages, flatten pages, etc prior to scanning.

The Vendor shall perform duplex scanning (240 DPI Black/White, Multipage, Optical Character Recognition – fully searchable, PDF) to capture both sides of the document(s) where needed.

Document(s) and images must be oriented correctly for viewing and text must be fully readable within the document margins. Images shall be scanned as color for clarity. Scanned images are also to be reviewed by the Public Defender’s Office prior to JCATS upload.

The Vendor shall format PDF file sizes no greater than 100MB and be named with the JCATS number.

The Vendor shall scan anything written on the inside or outside of the file folders.

The Vendor understands that any unscannable materials such as data storage (CD’s, DVD’s, USB Drives, VHS Tapes, Cell Phones, etc) shall be placed/sealed in a manilla envelope with the Client’s name and JCATS Number and returned to the Public Defender’s Office.

The Vendor will ensure that scanned documents should be de-skewed, de-speckled, blank pages and black borders removed, hole punch images removed, and background color drop out (where possible).

The Vendor must secure documents in a climate controlled, safe, and secure location. Scan-On-Demand service might be necessary, upon request by the Public Defender’s Office, file(s) must be provided as a scanned copy within 24 hours.

The Vendor will upload PDF files to the Public Defender digital case management system (JCATS). The Public Defender’s Office will provide login credentials.

The Vendor shall shred files once the approved upload has been completed. Destruction Certificate(s) shall be provided.

The Vendor shall provide a Summary Report for all material(s) scanned.

The Vendor will warrant the work for at least 12 months from the date of scan against defects and provide rework on errors or omissions with no additional charge.

The Vendor will conform to all applicable Federal, State, and local laws.

The Vendor shall be duly licensed by the appropriate authorities to perform work.

The Vendor’s bid shall be for all equipment/vehicles, travel, labor, and material necessary. No equipment/vehicles, labor, or materials shall be provided by Catoosa County.

The Vendor shall be responsible for all damage or injuries to property of any character, resulting from any act, omission, negligence, or misconduct in the prosecution of the Work or resulting from the materials used.

The Vendor shall not assign or transfer the Contract or subcontract any service to a subcontractor without written consent of the County.

The Vendor shall provide all prices inclusive of all foreseen costs. No additional surcharges, charges, fees, extras, etc. will be permitted.

The Vendor will submit invoices based on their standard billing practices. The County will pay all invoices on a net 30-day basis.

VI. Bonds:

Catoosa County shall require the following for Public Works Construction bid/proposals in excess of One-Hundred Thousand Dollars ($100,000).

Bid Bond: Each bid shall include a bid bond in favor of the Catoosa County Board of Commissioners in the amount of five percent (5%) of the total bid amount as guarantee that the bidder shall not withdraw the bid for 60 days after the scheduled bid opening.

Payment Bond: Upon execution and delivery of the Notice of Award, the Contractor whose bid is accepted shall furnish a payment bond at its own expense with a company acceptable to the County in the full amount (100%) of the award. The bond shall be made payable to Catoosa County Board of Commissioners. The payment bond shall serve as security for the faithful performance of this contract including any maintenance or warranty provisions and for the payment of all persons performing labor or furnishing materials in connection with this contract.

Premiums for the payment bond shall be paid by the Contractor.

If at any time the County shall be dissatisfied with any surety or surety bond or payment bond, or if for any other reason such bond shall cease to be adequate security for the County, the Contractor shall within ten (10) days after notice from the county to do so, substitute an acceptable bond in performance and sum and signed by other sureties which are acceptable to the county. The premiums on such substitute bond shall be paid by the Contractor. The payment bond shall remain in full force and effect during the life of the contract and during the term of any warranty or maintenance required by the specifications

Performance Bond: Upon execution and delivery of the Notice of Award, the Contractor whose bid is accepted shall furnish a performance bond at its own expense with a company acceptable to the County in the full amount (100%) of the award. The bond shall be made payable to Catoosa County Board of Commissioners. The performance bond shall serve as security for the faithful performance of this contract including any maintenance or warranty provisions and for the payment of all persons performing labor or furnishing materials in connection with this contract. Premiums for the performance bond shall be paid by the Contractor. If at any time the County shall be dissatisfied with any surety or surety bond or performance bond, or if for any other reasons such bond shall cease to be adequate security for the County, the Contractor shall within ten (10) days after notice from the county to do so, substitute an acceptable bond in performance and sum and signed by other sureties which are acceptable to the county. The premiums on such substitute bond shall be paid by the Contractor. The performance bond shall remain in full force and effect during the life of the contract and during the term of any warranty or maintenance required by the specifications.

The Contractor may not commence work until the payment and performance bonds have been received and approved by the County.

No Bonds are required for the project 2026-18 Public Defender Scanning Services.

VII. Permits:

The awarded Contractor will be responsible for acquiring any permits that are required for this project.

Catoosa County will waive fees on all permits issued by Catoosa County.

No Permits are required for the project 2026-18 Public Defender Scanning Services.

VIII. Conduct of Work:

Any work that is unsatisfactory to the County’s representative will be called to the attention of the Contractor, and the Contractor will be required to properly service the area in question and take steps to improve the overall results. Failure by the Contractor to comply with such requests will result either in the correct work being done by others, with the cost charged to the Contractor, or in deductions being imposed. If the Contractor fails to rectify the unsatisfactory conditions, the County has the right to hire professionals at Contractor’s expense.

To avoid interruption in, or interference with the proper execution of County business, the Contractor will provide a Construction Schedule for the entirety of the work, with a minimum of two days’ notice to the Project Administrator of specific activities with potential of affecting county business.

Failure to provide services in accordance with the specifications may result in nonpayment of services by adjustment of fee.

IX. Right of Refusal:

Catoosa County reserves the right to accept or reject any and all proposals, to waive formalities, technicalities or irregularities and to re-advertise if necessary.

X. Protection and Damages:

The successful Contractor shall without additional expense to the County, be responsible for all damages to persons or property that occurs as a result of the contractor’s fault or negligence in connection with the execution of the work and shall be responsible for the proper care and protection of the work performed. Breakage or loss of equipment or other property, including that of a County employee, shall be repaired or replaced at the Contractor’s expense.

The successful Contractor shall take all precautions necessary for the protection against injury of all persons engaged at the site in the performance of the work. The Contractor shall observe all pertinent safety practices and comply with applicable safety regulations. i.e. (O.S.H.A.).

XI. Terms and Conditions:

A. All Bids and supporting materials as well as correspondence relating to this ITB and/or RFP become property of Catoosa County Board of Commissioners (CCBOC) when received. Any proprietary information contained in the submittal should be so indicated. However, a general indication that the entire contents, or a major portion, of the Bid is proprietary will not be honored.

B. All applicable State of Georgia and Federal Laws, County and County ordinances, licenses and regulations of all agencies having jurisdiction shall apply to the Respondent, the Contractor and Project throughout and are herein incorporated. The Agreement with the Contractor, and all questions concerning the execution, validity or invalidity, capability of the parties, and the performance of the Agreement, shall be interpreted in all respects in accordance with the laws of the State of Georgia.

C. Professionals requiring special licenses must be licensed in the State of Georgia and shall be responsible for those portions of the work as may be required by law.

D. From the date CCBOC receives a Respondents Bid through the date a contract is awarded to a contractor, no Respondent may make substitutions, deletions, additions or other changes in the configuration of Respondent's Bid.

E. All materials submitted in connection with this ITB and/or RFP will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America and the open records policies of Catoosa County. All such materials shall remain the property of Catoosa County and will not be returned to the respondent.

F. Failure to submit all the mandatory forms for this ITB and/or RFP package shall be just cause for the rejection of the qualification package. However, Catoosa County reserves the right to decide, on a case-by-case basis, in its sole discretion, whether or not to reject such a Bid as non-responsive.

G. In case of failure to deliver goods in accordance with the contract terms and conditions, Catoosa County, after due oral or written notice, may procure substitute goods or services from other sources and hold the contractor responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other remedies which Catoosa County may have.

H. By submitting a Bid package, the Contractor is certifying that they are not currently debarred from bidding on contracts by any agency of the State of Georgia, nor are they an agent of any person or entity that is currently debarred from submitting Bids on contracts by any agency of the State of Georgia.

I. Any contract resulting from this ITB and/or RFP shall be governed in all respects by the laws of the State of Georgia and any litigation with respect thereto shall be brought in the courts of Catoosa County in the State of Georgia. The Contractor shall comply with applicable federal, state, and local laws and regulations.

J. It is understood and agreed between the parties herein that Catoosa County shall only be bound to accept a bid and enter into a contract with the successful bidder for the Project advertised hereunder to the extent of the amount of funds allocated and available, or which may hereafter be allocated or become available, for the Project by the Catoosa County Board of Commissioners.

K. Following review of all qualified Bids, selection of a suitable Contractor, a recommendation will be made to the Catoosa County Board of Commissioners by the project representative.

L. Contractor must have minimum Worker’s Comp and General Liability Insurance in full force and effect. No Bid will be considered unless it is accompanied by satisfactory evidence that the Contractor holds any and all necessary or required Federal, State or local licenses and/or permits.

Pursuant to O.C.G.A. § 13-10-91, all contractors and sub-contractors performing work within the State of Georgia on a contract with a public employer must register and participate in a federal work authorization. Each Respondent shall submit with its bid a copy of current Business License &/or Occupational Tax Certificate issued in Georgia. If Contractor cannot provide this License, it will be required to obtain one from Catoosa County if it is the Awarded Respondent.

M. Catoosa County reserves the right to accept the lowest responsive & responsible Bid that is determined to be in the best interest of the County. Catoosa County reserves the right to accept or reject any and all bids, to waive formalities, technicalities or irregularities and to re-advertise if necessary

CATOOSA COUNTY BOARD OF COMMISSIONERS

BID FEE FORM

DESCRIPITON OF BID: 2026-18 Public Defender Scanning Services

ITEM Price Time To Complete

Total Project Cost $

THIS BID FEE SHALL REMAIN EFFECTIVE FOR ______60_____ DAYS.

COMPANY NAME: ____________________________________________________________

ADDRESS: ___________________________________________________________________

CONTACT: ____________________________________ CELL: ________________________

EMAIL: ______________________________________________________________________

ACKNOWLEDGEMENT OF ADDENDA: _______#1, _______#2, _______#3, _______#4

Authorized Representative/Name & Title Authorized Representative Date (Print or Type) (Signature)

Catoosa County Chairman Catoosa County Chairman Date (Print) (Signature)

XII. Indemnification:

The County shall be held harmless against any and all claims for bodily injury, sickness, disease, death or personal injury, or damage to property or loss of use of any property or assets resulting therefrom, arising out of resulting from the performance of the products or from the services, of which, the County is contracting hereunder, provided such is caused in whole or in part by any negligent act or omission of the Contractor, or any subcontractor or any of their agents or employees, or arises from any job-related injury. The Contractor agrees to indemnify the County and pay the cost of the County’s legal defenses, including the fees of attorneys as may be selected by the County, for all claims described in the hold harmless clause herein. Such payment on behalf of the County shall be in addition to any and all other legal remedies available to the County and shall not be considered to be the County’s exclusive remedy.

It is agreed by the parties hereto that specific consideration has been received by the Contractor under this agreement for this hold harmless/indemnification provision.

XIII. Insurance Requirements

• Include at least $1,000,000 per occurrence limits for Commercial General Liability with at least a $2,000,000 general aggregate.

• Include at least $1,000,000 per occurrence limits for Personal & Advertising Injury with at least a $2,000,000 general aggregate.

• Include at least limits of $500,000/$500,000/$500/000 for Employer’s Liability.

• Include at least $1,000,000 Combined Single Limit for Auto Liability.

• Include at least a $1,000,000 Umbrella Limit if any of the underlying limits of insurance are below

$2,000,000 per occurrence.

• An insurance carrier that maintains an A.M. Best rating of “A-10” or better and is admitted to do business in the state of Georgia should issue all policies.

• Include coverage for liability arising from premises-operations, products and completed operations, personal and advertising injury.

• Include no endorsements or modifications arising from work performed by subcontractors.

• Include wavier of subrogation in regards to General Liability and Auto Liability.

• Hold "Catoosa County Board of Commissioners" harmless.

• Provide 30 Days Notice of Cancellation by written notice

• Name us as an additional insured on a primary and noncontributory basis in regards to General

Liability and Auto Liability.

• Certificates should be made out to:

o “Catoosa County Board of Commissioners”

The Contractor shall provide certificates of insurance to the County demonstrating that the aforementioned insurance requirements have been met prior to the commencement of work under this contract. The General Liability and Auto Liability certificates of insurance shall indicate that the policies have been indorsed to cover the County as an Additional insured and that these policies may not be canceled or modified without thirty (30) days prior written notice to the County.

The insurance coverage enumerated above constitute the minimum requirements and shall in no way lessen or limit the liability of the Contractor under the terms of the contract. Sub-Contractor's insurance shall be the responsibility of the Contractor. Surety and insurance companies must have an AM Best rating of A-10 or greater, be listed in the Federal Registry of Companies holding Certificates of Authority and Acceptable Sureties on Federal Bonds, be licensed by the Georgia Insurance Department and the Georgia Secretary of State to do business in the State of Georgia.

XIV. Georgia Immigration & Compliance Act Pursuant to O.C.G.A. § 13-10-91, all contractors or subcontractors who enter into a contract with Catoosa County Government or a contractor of Catoosa County Government in connection with the physical performance of services within this state, shall register and participate in the federal work authorization program to verify information of all newly hired employees. Any employee, contractor, or subcontractor of such contractor or subcontractor shall also be required to satisfy these requirements.

Access to the authorization program to obtain an E-Verify number can be found at https://e-verify.uscis.gov/enroll, the website operated by the U.S. Department of Homeland Security (USDHS).

FOR A BID TO BE CONSIDERED, SUCH CERTIFICATION SHALL BE INCLUDED IN THE

CONTRACTOR RESPONSE TO ALL SOLICITATIONS ISSUED BY CATOOSA COUNTY

BOARD OF COMMISSIONERS.

GEORGIA SECURITY AND

IMMIGRATION COMPLIANCE ACT

AFFIDAVIT NEXT PAGE

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT RESPONDENT AFFIDAVIT

Contract No. and Name: 2026-18 Public Defender Scanning Services

Contractor’s Name: ________________________________________________________

STATE OF GEORGIA

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Catoosa County Government has registered with and is participating in a federal work authorization program, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91 and shall agree to use this program for any newly hired employees throughout the duration of this contract.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Catoosa County Government, Contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-.08 or substantially similar form. The Contractor further agrees to provide notice to the County of the identity of each subcontractor hired under the contract within five (5) business days of entering into a contract for hire. Such notice shall include a copy of the Subcontractor Affidavit for each subsequent subcontractor attesting to the subcontractor’s name, address, user identification number, and date of authorization to use the federal work authorization program. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to Catoosa County Government within five (5) days of the time the subcontractor(s) is retained to perform such service.

EEV / E-VerifyTM User Id (Account) Number Date of Authorization

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

_____ DAY OF ______________________, 20_____

____________________________________________ [NOTARY SEAL HERE]

Notary Public

My Commission Expires: ________________________

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

LOCAL VENDOR PRIVILEGE

QUALIFICATIONS

Pursuant to the Catoosa County Purchasing Policy, a local vendor privilege gives qualifying vendors, who are within 4% of the lowest cost, the opportunity to agree to match the lowest cost within 24 hours. (If more than one local vendor meets the qualifications, the lowest local vendor will be given the first opportunity to agree to match the lowest cost. If they refuse, the next lowest vendor will get the opportunity and so on until all local vendors within the 4% range have been given an opportunity.)

A. IN THE CASE OF A PROPOSAL, AWARD IS MADE BASED ON MANY CRITERIA OTHER

THAN JUST THE LOWEST COST, SO THIS PRIVILEGE MAY OR MAY NOT COME INTO

CONSIDERA- TION DEPENDING ON THE PROPOSAL SCORE BEFORE COST IS FACTORED IN.

In order to qualify for this privilege, a vendor must meet all of the following criteria:

1. The contractor must have an established place of business within Catoosa County.

2. The contractor must have at least two (2) employees who have been working for six (6) months or longer before requesting a local vendor privilege.

Bidders claiming local vendor privilege for any Bid, Price Quote, or RFP must submit an Affidavit of Eligibility with their bid or quote response.

For questions or assistance relating to the County’s local vendor preference policy, call us at 706-965-2500.

Preference for Georgia Products In accordance with the provisions of O.C.G.A. §36-84-1, et. seq., when contracting for or purchasing supplies, materials, equipment or agricultural products, excluding beverages for immediate consumption, Catoosa County shall give preference, as far as may be reasonable and practicable under the circumstances and without otherwise sacrificing quality, to such supplies, materials, equipment and agricultural products which are manufactured and/or produced in the State of Georgia.

LOCAL VENDOR PRIVLEGE

AFFIDAVIT NEXT PAGE

CATOOSA COUNTY GOVERNMENT

Finance Department

Ringgold, Georgia 30736

LOCAL VENDOR PRIVILEGE

AFFIDAVIT OF ELIGIBILITY

Complete all areas below. Submit with your Bid, Quote or Proposal Documents.

1. LEGAL NAME OF FIRM:

Mailing Address: Physical Address (if different):

2. Month and Year your business was established in Catoosa County: _____________________

3. Does your business have more than two (2) or more employees who have worked at the above location for six (6) months or longer? YES NO

4. All employees working at the firm are legally authorized to work in the United States? YES NO

5. Bid or RFP # for which that firm is requesting the local vendor privilege:

Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local privilege shall be prohibited from bidding on Catoosa County products and services for a period of one (I) year.

Authorized Signature:

Date:

Printed Name & Title: Phone:

Email:

CATOOSA COUNTY BOARD OF COMMISSIONERS

NON-COLLUSION AFFIDAVIT OF RESPONDENT

DESCIPTION OF BID: 2026-18 Public Defender Scanning Services LOCATION: Catoosa County, Georgia

STATE OF: __________________________ COUNTY OF: ________________________

______________________________________________, being first duly sworn, deposes and says that:

(1) He/She is ______________________________ (Owner, Partner, Officer, Representative, or Agent) of ___________________________, the Respondent that has submitted the attached Proposal;

(2) He/She is fully informed respecting the preparation and contents of the attached RFP and of all pertinent circumstances respecting such Proposal;

(3) Such Respondent’s Proposal is genuine and is not a collusive or sham Proposal;

(4) Neither the Respondent nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has not colluded, conspired, connived, or agreed, directly or indirectly, with another Respondent or person, to put in a sham Bid, or that such other person shall refrain from responding to the Request for Bids, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference, with any person to fix the Contract Price of affiant or any other Respondent, or to fix any overhead, profit, or cost element of said Contract Price, or of that of any other Respondent, or to secure an advantage against the Catoosa County Board of Commissioners or any other person interested in the proposed contract; and that all statements contained in said Bid are true, and further, that such Respondent has not directly or indirectly submitted this Bid, or contents thereof, or divulged information or data relative thereto to any association or to any member or agent thereof.

(5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by a collusion, conspiracy, connivance or unlawful agreement on the part of the respondent or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

(Affiant)

Subscribed and sworn to before me this ___________day of ________________, 20____

(Notary Public in and for)

(County) [NOTARY SEAL HERE]

My commission expires _____________________, 20__

XV. Proposal Evaluation All proposals will be evaluated according to, but not necessarily limited to, the following:

Your company’s indicated ability to provide a level of service sufficient to meet the needs of Catoosa County.

Extent and success of previous work your company has provided to organizations similar in nature and size to Catoosa County Government.

Experience of key personnel to be assigned to the project.

The proposal itself as an example of your company’s work product.

Adherence to RFP requirements, including completion of all required forms; provision of all requested information; adequacy of responses, and return of the RFP by the stated deadline.

Evaluation Criteria In making its selection, the County will not only consider cost but also the proposal with the best combination of attributes that provides the desired solution, in the opinion of the County. Consideration will be given to the following criteria:

Weight Evaluation Criteria 25% Contractor’s Qualifications & Experience 10% Client References 20% Proposed Material’s Brand, Quality, Reputation & Warranty 40% Cost Fee Proposal 5% Adherence to & Quality of RFP Response

100% Total

Written information will be reviewed by Catoosa County Selection Committee. The outcome of the review process may, at the County’s sole discretion, result in steps to gather more information for further evaluation. The proposal selected shall provide the most cost-effective approach that meets the stated requirements. The lowest price proposal will not necessarily be selected. This may mean notice of placement on an interview list with the time and date of the interview specified; all costs incurred by the contractor in preparing the proposal, or costs incurred in any other manner by the contractor in responding to this proposal will be wholly the responsibility of the contractor.

All Proposals must remain valid for a period of 60 days following the receipt of proposals.

REFERENCE AND CLIENT LIST

Contractor must submit references and attach a current client list with Proposal.

Client Name: _______________________________________________________________

Address: ____________________________________________________________________

Contact Person: ______________________________________________________________

Phone Number:

Services provided & Date: ______________________________________________________

Contact Person: ______________________________________________________________

Contact Person: ______________________________________________________________

Contact Person: ______________________________________________________________

RESPONDENT’S CHECKLIST

___________ Two (2) Copies (one (1) original and one (1) photocopy) contain the following documents: all documents shall be fully completed, signed, and dated:

___________ Bid Fee Form (See Page 9)

___________ All Applicable Affidavit Forms (See Pages 13 and 16)

___________ Certificate of Insurance (See Pages 10-11)

___________ Local Vendor Privilege (If Applicable: See Pages 14-15)

___________ Copy of W9

___________ Proof of Business License and/or Occupational Tax Certificate

___________ References and Client List (See Page 18)

___________ Detailed plan on accomplishing the Scope of Work.

CONTRACTOR’S IDENTIFICATION

THIS FORM SHALL BE ATTACHED TO THE SEALED ENVELOPE CONTAINING YOUR BID.

Failure to provide the following information on the sealed envelope could be considered a non-responsive bid.

BIDDER INFORMATION:

Company Name: ________________________________________________

Address: _______________________________________________________

Phone No.: ______________________________________________________

SEALED BID FOR CATOOSA COUNTY GOVERNMENT

PROJECT INFORMATION:

Project Name: 2026-18 Public Defender Scanning Services

Bid Opening Date: Thursday, August 27, 2026

Bid Opening Time: 2:00 PM EST