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Catoosa County Board of Commissioners are seeking sealed written Proposals, from qualified vendors, to provide records digitization services which include scanning, formatting, indexing, and shredding for our Public Defender's Office.. Bid Documents are available on the County Website at: https://www.catoosacountyga.gov/bids. TWO (2) copies of your Bid must be sealed and delivered in person, by mail or overnight delivery service to the office of the Board of Commissioners, 800 LaFayette Street, Ringgold, GA 30736 not later than 2:00 p.m. EST on Thursday, August 27, 2026. Bids will be publicly opened and read aloud. Bids received after said time will not be accepted. The envelope shall state "RFP: 2026-18 Public Defender Scanning Services" to prevent accidental opening. Bids shall be identified on the exterior of the sealed envelope with all the information required by law, including the name of the project and the Respondent's name, address and license number, expiration date and classification (as applicable). Inquiries regarding this bid by email to: BidQuestions@catoosacountyga.gov Only inquiries received in writing will receive a response. All such written inquiries must be delivered by 12:00 noon, on Friday, August 21, 2026. CCBOC will publish a response to all inquiries on its website at www.catoosacountyga.gov/bids on Monday, August 24, 2026. Catoosa County reserves the right to accept or reject any and all Bids, to waive formalities, technicalities, or irregularities and to re-advertise if necessary. Any Bid submitted in response to this Request shall remain open for acceptance by the Board, and same shall be honored by the contractor, for a period of SIXTY (60) days from the date set forth hereinabove for the receipt of Bids.
RFP 2026-18 Public Defender Scanning Services
Page 1 of 20
REQUEST FOR PROPOSAL
CATOOSA COUNTY – 2026-18 PUBLIC DEFENDER SCANNING SERVICES
Submittal Deadline:
Thursday, August 27, 2026, at 2:00 PM
Catoosa County Board of Commissioners
Attention: Projects Administration Department
800 LaFayette Street
Ringgold, GA 30736
RFP 2026-18 Public Defender Scanning Services
Page 2 of 20
Table of Contents
2026-18 Public Defender Scanning Services
Document Section Page(s)
Project Introduction 3
Submittal Deadline 3
Pre-Proposal Conference 3
Inquiries 3
Scope of Work 4-5
Bonds 5-6
Permits 6
Conduct of Work 6
Right of Refusal 6
Protection and Damages 7
Terms and Conditions 7-8
Bid Fee Form 9
Indemnification 10
Insurance Requirements 10-11
Georgia Immigration & Compliance Act 12-13
Local Vendor Privilege 14-15
Non-Collusion Affidavit 16
Proposal Evaluation 17
References and Client List 18
Respondent Checklist 19
Contractor Identification Form 20
RFP 2026-18 Public Defender Scanning Services
Page 3 of 20
I. Introduction:
Catoosa County Board of Commissioners are seeking sealed written Proposals, from qualified vendors,
to provide records digitization services which include scanning, formatting, indexing, and shredding for
our Public Defender’s Office. Instructions for preparation and submission of a proposal are contained in
this packet. Proposals must be typed or printed in ink.
II. Submittal Deadline:
TWO (2) Copies of your Bid must be sealed and delivered in person, by mail or overnight delivery
service to the office of the Board of Commissioners, 800 LaFayette Street, Ringgold, GA 30736 no later
than 2:00 p.m. EST on Thursday, August 27, 2026. Bids will be publicly opened and read aloud. Bids
received after said time will not be accepted.
The vendor will pick up approximately 560 file boxes from four storage locations in Ringgold and LaFayette, GA, using a lift gate or ramped cargo truck. The vendor shall remove staples, fasteners, bindings, and fix torn pages before scanning. Duplex scanning at 240 DPI black/white, with OCR for fully searchable PDF, is required; images shall be scanned as color for clarity. Scanned images must be reviewed by the Public Defender's Office before JCATS upload. PDF file sizes must be no greater than 100MB and named with the JCATS number. The vendor shall scan anything written on file folders, place unscannable materials in a manilla envelope with client name and JCATS number, and return them. Documents must be de-skewed, de-speckled, with blank pages and black borders removed. The vendor must secure documents in a climate-controlled location and provide scan-on-demand within 24 hours. The vendor will upload PDF files to the JCATS system and shred files after approved upload, providing a Destruction Certificate and a Summary Report. The vendor warrants the work for at least 12 months and provides rework at no additional charge.
Source: Georgia Procurement Registry (solicitation PE-77598-NONST-2026-000000036), retrieved via the Georgia Procurement Registry (DOAS). View the official posting , always confirm requirements and deadlines with the issuing agency.
