Tenprint Card Conversion RFQ v.Final.docxTenprint Card Conversion RFQ v.Final.docx

Bureau of Criminal Investigations 1560 St. Rt. 56 London, OH 43140

Request for Quotations (RFQ) Tenprint Card Conversion

SRC0000040057

1.0. Overview and Purpose

The Ohio Attorney General’s Office (“AGO”) is seeking quote submissions in response to this Request for Quotations (“RFQ”) from a supplier to provide tenprint card conversion services.

The Ohio Attorney General is an elected official who is the Chief Law Officer for the State of Ohio and its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 109[footnoteRef:1]. The office consists of about 1,600 employees in nearly 40 distinct sections that advocate for consumers and victims of crime, assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce certain state laws. [1: Chapter 109 - Ohio Revised Code | Ohio Laws ]

The AGO’s Bureau of Criminal Investigation (“BCI”) is soliciting quotes from qualified vendor to perform secure, accurate, and Criminal Justice Information Services (“CJIS”) compliant conversion of fingerprint cards and associated documents into standardized electronic formats for use by BCI. This project ensures the preservation, integrity, and usability of fingerprint‑based records by converting physical materials into reliable electronic files that meet all required Federal, State, and CJIS security standards.

Any purchase of goods and services outlined in this RFQ are contingent on approved federal funding through the National Criminal History Improvement Program (“NCHIP”)[footnoteRef:2], and limited to the timing and amount of the federal grant funds and agency funds. [2: https://bjs.ojp.gov/programs/national-criminal-history-improvement-program ]

Responders to this RFQ are referred to herein as “bidders,” “offerors,” “supplier,” or “vendors” and these references may be used interchangeably throughout this RFQ and have the same meaning.

2.0. Scope and Requirements

The selected vendor will support the end‑to‑end conversion of the agency’s remaining inventory of approximately one million fingerprint-related tenprint cards. The total number of cards to be processed under this contract will be contingent on available grant funding and may represent only a portion of the full inventory.

The work includes secure intake and inventory of all materials; high‑resolution scanning of fingerprint and palmprint cards using Federal Bureau of Investigation (FBI) Appendix F‑certified equipment; double‑blind data entry; creation of American National Standards Institute/National Institute of Standards and Technology (ANSI/NIST) ‑compliant transactions; and production of encrypted digital deliverables.

Upon successful digital conversion and validation, BCI will securely destroy all physical cards and documents in accordance with certified destruction requirements.

Selected vendor shall provide the following:

2.1. Secure Intake, Inventory, and Tracking:

Vendor will be responsible for secure intake activities and a full inventory of all fingerprint cards and paper forms upon receipt. Activities will include, but may not be limited to the following:

The vendor will provide the AGO with lockable, sealable containers and AGO staff will prepare shipments using the containers supplied by the vendor.

The vendor is responsible for the pick-up and shipping of fingerprint cards and paper forms from BCI Headquarters (1560 St. Rt. 56, London, OH 43140) to the vendor facility, as well as returning materials to BCI upon project completion.

· Chain‑of‑custody tracking must be maintained throughout all stages of transport, intake, processing, and return.

2.2. Image Capture and Data Handling:

All tenprint fingerprint, palmprint, and additional arrest cards must be scanned in a consistent manner using FBI Appendix F–certified equipment. The vendor shall:

· Scan all fingerprint and palmprint cards at 500 PPI, 8‑bit grayscale with certified WSQ 3.1 compression.

· Capture front images as Type‑20 records.

· Apply barcodes to the front of each fingerprint card.

· Store barcode numbers in ANSI/NIST transaction files.

· Validate that all scanned images match inventory data.

· Process all card types consistently, including tenprints, palmprints, and additional arrest cards.

2.3. Data Entry and File Creation:

All data entry and file generation must maintain high accuracy and traceability.

Vendor will perform double‑blind data entry of demographic information including the following fields:

Name (NOTE: individual alias information will not be entered) Date of Birth (DOB) Social Security Number (SSN) BCI Number (NOTE: cards without a BCI Number should be pulled and returned to BCI) FBI Number Date of Arrest (DOA) Incident Tracking Number (ITN) The vendor will create ANSI/NIST‑compliant transaction files for all converted records and encrypted digital deliverables.

Barcode numbers must be embedded in the ANSI/NIST file.

The vendor must track all materials and provide a sortable spreadsheet listing each barcode number and the output media volume where each corresponding ANSI/NIST file resides.

2.4. Technical Outputs and Deliverables:

These are required digital deliverables, output formats, and media that the vendor must supply to AGO as part of the project’s final output package.

Required outputs include:

· ANSI/NIST electronic files containing all scanned images and validated data.

· A spreadsheet listing all barcode numbers and output media content.

· USB hard drives containing ANSI/NIST files, provided to the AGO.

· Vendor must provide any additional output media as instructed by the AGO project manager.

2.5. Security and Compliance Requirements:

Minimum security, personnel, and compliance requirements must be met throughout the project to ensure protection of sensitive criminal justice information.

· BCI will conduct FBI background checks for all vendor personnel.

· Secure‑area rules must be posted and prohibited items (handbags, cameras, etc.) are not to be permitted.

· Vendor must comply with all CJIS and FBI Limited Access Requirements.

2.6. Work Location:

All work performed under a contract awarded pursuant to this RFQ will be conducted at the AGO Service Locations listed. If onsite work is requested, the vendor shall not be reimbursed for travel, lodging or any other expenses incurred in the performance of the work under the contract.

All work performed under the resulting contract must be performed within the territory of the United States. Services provided by the selected contractor must not be performed outside of the United States without AGO’s written permission provided in advance. AGO data must not be stored, accessed from or transmitted to outside of the United States without AGO’s written permission provided in advance.

2.7. Term:

The contract is expected to be signed in 2026, with a negotiated term necessary to complete the requirements detailed herein.

This initial term will begin upon signature of the contract and go through June 30, 2027. The AGO will have the option to renew the services for two (2) additional two (2) year terms through June 30, 2031.

Any renewals are contingent on additional approved federal funding through the National Criminal History Improvement Program (“NCHIP”), and limited to the timing and amount of the federal grant funds and agency funds.

3.0. Vendor Quote Content and Submission

Vendors must provide information and responses as directed within the Ohio Buys Questionnaire and Item Grid. All responses to this RFQ must include the information listed below to ensure the quote submission is considered for this opportunity. Any material deviation from the format or information below or within Ohio Buys may result in rejection of a response.

The responses to the information requested will allow for a well-defined comparison of the offers received. Quotes must be valid for no less than 60 days from the quote due date.

Quote: Vendor must provide a complete comprehensive quote that includes:

The cost of the services in Section 2.0 must be detailed and all fees and pricing included within the quote for review.

All direct and indirect costs associated with providing the requested services.

Capability Statement. Vendor must confirm and describe their ability to meet the requirements of this RFQ. Vendor must warrant that they can provide tenprint card conversion services in compliance with applicable FBI standards and security protocols.

The response should include a detailed description of resources, certifications, and processes that demonstrate the offeror’s capability to deliver these services without exception.

Security Statement. Vendor must provide documentation confirming compliance with required FBI security processes governing entities handling CJIS‑sensitive data.

Documentation should include evidence of current certification, accreditation, or designation recognized by the FBI or other applicable federal standards. The response must clearly demonstrate adherence to all relevant FBI Limited Access Requirements (LAR) and associated security protocols.

Terms and Conditions. Vendor must review the RFQ and the Sample Contract and within the Questionnaire must identify and attach any offeror’s assumptions or exceptions to the AGO Terms and Conditions in offeror’s response and/or state if the offeror holds a current contract with the AGO and include that AGO contract number. If the selected vendor currently holds a contract with the AGO, it is within the AGO’s discretion to amend that contract to include the items solicited in this document, at the prices bid. All other terms and conditions of the existing contract will remain the same.

4.0. Calendar of Events

The official schedule for this RFQ is maintained in View Public Solicitations: Ohio Buys page. Dates listed in Ohio Buys may be adjusted at the discretion of the Ohio Attorney General’s Office, and any changes will be communicated through Ohio Buys.

5.0. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the link provided below:

Ohio Buys for Suppliers All inquiries and responses will be posted to the Ohio Buys website. The due date for any inquiry within the intent and scope of this solicitation must be received by the date listed in the Calendar of Events.

Vendors may make inquiries regarding this solicitation any time during the inquiry period listed in the Calendar of Events and Deadlines. To make an inquiry, vendors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Vendors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Vendors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

If Vendors experience technical difficulties accessing the Ohio Buys website where the solicitation and its related documents are published, they may contact the Ohio Shared Services Help Desk through one of the options listed here:

Email OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

Phone 614-338-4781 or 1-877-644-6771.

6.0. Terms and Conditions

The selected vendor may not report to the AGO or ship any equipment to the AGO, and no work may commence until an AGO contract as well as all other applicable agreements, including end user license agreements (EULA), subscription, and/or other license agreements, have been fully executed, background checks are completed and approved for all vendor employees, and a purchase order is issued to the vendor. Note that the contracting, background check, and purchase order processes may take up to six to ten weeks in total to complete.

An AGO Attachment - Sample Contract for this Work is included with this RFQ. The RFQ and the Sample contract constitute the Contract Terms and Conditions for this Work. Vendors must review the RFQ and Sample Contract and must identify any exceptions to the Terms and Conditions in vendor’s quote.

If exceptions are not noted in the quote, the vendor stipulates vendor’s acceptance of the Contract Terms and Conditions.

Additionally, the selected vendor(s) may be required to sign various AGO forms and/or agree to comply with certain requirements prior to commencement of work, including the following:

AGO Request for Non-Interactive or Service Account User Acknowledgement form ITS SEC 01 OAG This form is required whenever data is exchanged with our office using AGO services such as SFTP, web services, APIs, etc.

CJIS Security Addendum Once the selected vendors report to the AGO, all work will be conducted in accordance with AGO policies, procedures, coding standards, and best practices as instructed by the AGO.

The Ohio Attorney General’s Office is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Consequently, the Offeror understands that all documents submitted in response to this RFQ are considered public records and will be released when a public records request is made by anyone, including news media, competitors, or other interested parties, in accordance with the law. If you contend that certain clearly marked portions of your response constitute an exception to Ohio's public records law, you must submit your legal basis in support of that assertion with your response. The legal basis must include the Ohio statute that applies to exempt that specific information and a description of why that specific information is covered by the cited statute.

If a public records request is made for any portion of the documents that you have submitted and you have not clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately. If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, and you have submitted the legal basis supporting such claim, the AGO will release a redacted version of your information to the requester and notify you that a request was made and that a redacted version of your response was released. Should the requester indicate that the redacted version is not sufficient for their purposes, you then will be immediately responsible for obtaining an order from a Franklin County, Ohio Court of Common Pleas enjoining release of your clearly marked information constituting an exception to Ohio's public records law.

If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, but you have not submitted the legal basis supporting such claim, the AGO will release your information to the requester and notify you that a request was made and that your response was released. Do not mark your entire response/submittal as information constituting an exception to Ohio's public records law. If your entire response/submittal is so marked, the AGO will not consider your offer.

The terms and conditions of this solicitation are subject to Ohio Revised Code Section 9.27 - State Contracts - Invalid Terms and Conditions. Under Ohio Revised Code Section 9.27, the AGO is prohibited, among other things, from including provisions by which the AGO agrees to indemnify and hold harmless an offeror. These provisions, if added to an agreement, are immediately unenforceable. Offerors must not include prohibited terms subject to Ohio Revised Code Section 9.27 in their standard terms and conditions, manufacturer warranties, and applicable warranty services.

The selected vendor shall be engaged by the AGO solely on an independent contractor basis, and the vendor shall therefore be responsible for all the offeror’s business expenses, including, but not limited to, employees’ wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers’ Compensation and Unemployment Compensation coverage, if any.

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