Polk Clerk of Court Scanning Project

The Polk County Board of Commissioners is soliciting sealed bids for a comprehensive scanning project for the Polk County Clerk of Courts Office, focusing on digitizing plat/index/DD214 books. The project requires a qualified contractor to perform on-site scanning of original documents at a minimum of 300 dpi in color, with specific formatting requirements for records management system integration. Contractors must provide all necessary labor, equipment, and materials, including on-site backup capabilities. The Request for Bids (RFB) covers extensive document scanning across multiple book types, including deed indexes, mortgage books, and DD214 records dating from 1942-2020, with varying page counts and dimensions. Sealed bids will be accepted until 4:00 PM on January 21, 2025, at the Commissioners Office located at 216 Main Street in Cedartown, Georgia 30125, with an estimated award date of February 4, 2025. Potential bidders must submit required documentation, including a non-collusion affidavit, drug-free workplace certification, E-Verify compliance affidavit, and proof of liability insurance. Any requests for interpretation or changes must be submitted in writing to Stacie Baines, Polk County Clerk of Court, at least five calendar days before the bid opening.

The RFB does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. No information is provided about incumbent vendors or existing technological infrastructure that would require integration. While the document does not specify a precise budget range or award value, it indicates a comprehensive scanning project that will require significant technical capabilities and resources. Interested contractors must demonstrate expertise in document digitization, records management, and the ability to handle large-scale scanning projects involving historical documents. The proposal documents are available through the Polk County Administration Office and the county website (polkga.org), ensuring broad accessibility for potential bidders. The county reserves the right to award the contract to the bidder that best satisfies the project requirements and serves the county's interests. No change orders will be permitted during the project, emphasizing the need for precise initial planning and comprehensive proposal submission.