Provision of Scanning and Indexing Court Documents

Gwinnett County Board of Commissioners is requesting sealed bids for scanning and indexing historical court documents under ITB BL058-21, with bids due August 11, 2021 at 2:50 p.m. local time and a mandatory site visit on July 28, 2021 at 10:00 a.m. Firms on the Gwinnett County ineligible source list are barred from submitting; electronic submissions are not accepted.

The scope encompasses digitizing approximately 2.73 million pages of Magistrate Court case files from 1983–2009 (approximately 2,032 boxes) in Year 1, comprising document pickup and return, preparation and sequencing, color scanning of documents 11 by 14 inches or smaller, indexing by case number, plaintiff name, and defendant name, and quality assurance through image-to-paper verification. The successful bidder must deliver final images in PDF/A, TIFF, or TIFF IV format integrated with the existing Odyssey by Tyler case management system, perform off-site work within Georgia with weekly delivery and 24-hour file-retrieval turnaround, and maintain full-text searchability. The bidder must furnish all labor, equipment, and infrastructure including automated digital scanners.

The contract is for an initial one-year term with four optional one-year renewal periods. Pricing must remain firm for the initial term; unit pricing is requested for document pickup per box, document preparation per image, document scanning per image, document indexing per image, and quality assurance per image. Vendors must commit to price increases of 0% to 4% annually for each optional renewal year.

Bidders must provide three verifiable references of equal size and scope, maintain comprehensive insurance (Workers' Compensation, Commercial General Liability $500,000, Auto Liability $500,000, Umbrella Liability $1 million, and Cyber Liability $1 million, with A.M. Best rating A-5 or higher), comply with Georgia E-Verify requirements via signed notarized affidavit, and execute a Code of Ethics Affidavit. Award will be made to the lowest responsive and responsible bidder. Addendum #1, posted August 3, 2021, provides answers to 65 questions and must be acknowledged on the bid schedule or the bid may be deemed non-responsive.