IWQ 140121 Provision of File Digitalization

Gwinnett County, Georgia, through its Purchasing Division, is soliciting informal written quotes under IWQ 140121 for file digitalization services for the Gwinnett County Sheriff's Office. Questions are due November 4, 2026 at 3:00 p.m., and quotes are due November 9, 2026 at 3:00 p.m. Vendors must demonstrate experience digitizing confidential government, law-enforcement, medical, legal, or similarly sensitive records, and the project requires SOC 2 and Criminal Justice Information Services (CJIS) compliance.

The scope covers digitizing approximately 293,000 paper documents organized into roughly 3,500 indexing points across an estimated 65 boxes of records. Services include document scanning, optical character recognition for searchability, creation of organized electronic case-folder structures, digitization of associated media and video files, and quality control review. Vendors must document chain-of-custody procedures, maintain secure facilities with physical access controls, and provide secure data destruction certification upon project completion. Vendors must also submit a minimum of three project references of similar size and scope.

Quotes must be a lump-sum total price with a detailed cost breakdown, and all charges, including delivery, must be included. The awarded vendor must complete all work and invoicing by December 31, 2026. Required insurance includes Commercial General Liability with minimum limits of $2 million, Cyber Liability with $1 million limits, Workers' Compensation at Georgia statutory limits, and Umbrella/Excess Liability appropriate to contract value. The insurer must be authorized to do business in Georgia with an A.M. Best rating of A-7 or higher. Vendors must comply with the Illegal Immigration Reform Enhancements for 2013 and submit a notarized Contractor Affidavit and Agreement.

Award will go to the lowest responsive and responsible quote. Gwinnett County reserves the right to reject any or all quotes, make split awards, or negotiate terms with the lowest responsive bidder. Quotes may be submitted by email, fax, or hand delivery to the Purchasing Division, and solicitation questions go to Chelsey Ward, Purchasing Associate III.