Georgia Procurement Registry #PE-77023-NONST-2027-000000817

Secure digitization of Gwinnett County Sheriff's Office investigation records

Gwinnett County is seeking a vendor to securely digitize investigation records for the Gwinnett County Sheriff's Office. - Buyer: Gwinnett County Government, Gwinnett County Sheriff's Office, Lawrenceville, Georgia. - Requested service: Secure pickup, preparation, scanning, OCR, indexing, case-folder organization, media and video digitization, quality control, and return of original records. - Estimated volume: Approximately 293,000 paper documents, 3,500 indexing points, and 65 boxes; actual quantities may vary. - Deliverables: Searchable PDFs and organized electronic case files, with completed files delivered on Sheriff's Office-provided removable storage media. Associated media and video must be digitized or copied in an agency-approved format without reducing source quality unless authorized. - Key requirements: Preserve case and document relationships; use barcode tracking and documented chain of custody; provide secure handling and facilities meeting applicable CJIS and SOC 2 requirements; correct quality issues; and provide basic training and written instructions for file naming, folder structure, and indexing. - OEMs and vendors: No OEMs or vendors are named in the notice. - Pricing: Submit a lump-sum quote with a cost breakdown. The requested scope is one service line item; no individual product quantities or part numbers are specified.

Description

Gwinnett County is seeking quotes for the secure digitization of legacy administrative investigation records and related paper, media, and video files for the Gwinnett County Sheriff's Office. The project includes approximately 293,000 paper documents, 3,500 indexing points, and 65 boxes, with searchable PDFs, an electronic case-folder index, and delivery on Sheriff's Office-provided removable storage media. Work includes secure handling and chain-of-custody tracking, scanning and OCR, media and video digitization, quality control, and return of original records. The award will be based on the lump-sum total, and work and invoicing must be completed by December 31, 2026.

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