Document Scanning Services

The Texas Juvenile Justice Department is issuing a Request for Information (RFI 644-26-070226) for document scanning and digitization services, with responses due August 7, 2026. This is market research; no procurement commitment has been made.

TJJD seeks comprehensive solutions for imaging and digitizing approximately 50 million paper records currently stored in physical warehouse facilities. The scope includes document preparation (removal of staples, clips, and bindings), high-volume scanning of single-sided and double-sided documents in letter and legal sizes, indexing and search functionality with OCR capabilities, and secure electronic storage. Vendors must address personnel security screening, confidentiality procedures, and chain-of-custody protocols, and propose realistic implementation schedules covering product configuration, deployment, testing, and acceptance.

Storage options must include CJIS compliance and TxRAMP Level 2 authorization where applicable. All work must be performed within the Continental United States, with preference for services conducted within Texas.

Vendors should provide detailed pricing for per-page scanning costs (single-sided and double-sided), equipment costs, staffing expenses for preparation and quality control, implementation and setup costs, storage and hosting fees, and total estimated costs for the 50 million-page project. Vendors are encouraged to propose value-added services, innovative automation capabilities, and scalable solutions to support long-term records management objectives. Responses should identify any existing DIR and State of Texas contracting vehicles that would facilitate procurement.

TJJD emphasizes that document characteristics, composition, and condition remain unknown. All submissions become TJJD property and will not be returned. Responses should be submitted electronically to Contract Specialist Evelyn Green at Evelyn.T.Green@tjjd.texas.gov or by phone at 512-490-7199.