Digitization

The Tennessee Bureau of Investigation (TBI) is seeking a contractor to perform a comprehensive digitization project involving approximately 1,000 15-inch boxes containing around 16 million forensic case file images. The primary objectives include scanning these files using industry-standard equipment at 300 DPI color resolution, conducting 100% image quality inspection, and securely storing the digitized files in a climate-controlled environment for five years. Strict compliance requirements mandate that the contractor be CJIS, HIPAA, and SOC2 compliant, utilize only US-based resources, and ensure all personnel pass fingerprint-based background checks with current CJIS certification. The procurement event (ID 34800-0000013758) will be conducted through the Edison Supplier Portal, with bids opening on October 29, 2025, at 13:52 CDT and closing on November 21, 2025, at 14:00 CST. Prior to contract award, the selected vendor must provide compliance verification, permit a TBI site visit, successfully scan a test box meeting TBI quality standards, and have electronic data files verified by the TBI Forensic IT Manager. Deliverables include PDF files transferred via secure file transfer, with strict access controls and a requirement to completely remove scanned information from contractor devices after processing.

The contract appears open to all qualified vendors registered with the Tennessee Supplier Portal, with no specific set-aside designations mentioned in the documentation. The contract term is eight months, beginning November 21, 2025, with a potential for up to one 12-month renewal, not exceeding a total of 60 months. While specific budget allocations are not explicitly stated, the State will award a single contract to the lowest-cost respondent meeting all requirements. Contractors must maintain appropriate insurance coverage, comply with non-discrimination guidelines, verify immigration status, and adhere to federal and state regulations regarding record confidentiality. The procurement contact is Stephen Seibert, who can be reached at (615) 253-2187 or stephen.seibert@tn.gov. Additional requirements include affirming compliance with the Iran Divestment Act and providing contact details for the contract administrator. Vendors should note that the Edison system will sign users out after 30 minutes of inactivity, and passwords expire every 90 days, which may impact bid submission processes.