Case File Scanning

The Tennessee Department of General Services, Central Procurement Office, on behalf of the Tennessee Bureau of Investigation, has issued a Request for Quotation for case file scanning services. The procurement seeks a single contractor to digitize and scan 1,300 case file boxes, with deliverables including special handling services for 1,300 units and travel and equipment setup costs. All deliverables must be completed and delivered to the Tennessee Bureau of Investigation by March 4, 2026. The scope of work requires vendors to convert physical case files into digital format according to specified technical standards, including image resolution requirements, file formats, indexing requirements, metadata specifications, file naming conventions, and quality assurance procedures. The contractor must also establish and maintain data security and confidentiality measures to protect potentially sensitive case information throughout the scanning and digitization process. Bidders must submit proposals electronically through the EDISON supplier portal between February 16, 2026 at 2:45 PM CST and February 27, 2026 at 2:45 PM CST. Award will be made to the single responsive and responsible bidder submitting the lowest cost proposal that meets all specified requirements, with the contract commencing February 25, 2026 and expiring June 30, 2026, with a potential extension option of up to 180 days at the State's sole discretion.

Respondents must register with the Tennessee Supplier Portal, provide proof of Tennessee Department of Revenue registration, and maintain commercial general liability insurance with a minimum of $1,000,000 per occurrence and workers' compensation coverage. All bids must be submitted on a firm, fixed basis in U.S. dollars with freight terms of "Best Option Available," and all costs including delivery must be F.O.B. destination. Vendors must comply with the Prohibition of Illegal Immigrants statute with semi-annual attestations and must affirm compliance with federal certifications including debarment and suspension status, FFATA executive compensation reporting, and prohibitions on certain telecommunications equipment. Additionally, respondents must certify non-discrimination in employment practices and comply with the Iran Divestment Act. The document does not identify any set-asides for disadvantaged enterprises, incumbent vendors, or specific budget ranges; however, invoices are due within 30 days of delivery or service completion, and the State of Tennessee is exempt from all local, state, and federal excise taxes. The procurement contact for questions is Stephen Seibert at the Tennessee Department of General Services, reachable at 615-253-2187 or stephen.seibert@tn.gov.