RFB #24-040-01 Scanning & Indexing of Historical Court Documents

Background
The Berrien County Board of Commissioners is seeking competitive sealed bids from qualified service providers for the scanning and indexing of historical court documents.
The goal of this contract is to digitize approximately 92,000 pages of original documents, making them searchable and accessible through indexing.
This initiative supports the mission of the Berrien County Clerk of Court to enhance service delivery to citizens by preserving important legal records.

Work Details
The contractor must provide all labor, equipment, and materials necessary for the following tasks:
- Prepare, scan, and index all available original documents on-site at the Berrien County Clerk of Court office.
- The documents include Plat/Deed Books and Cancellation Books, totaling approximately 92,000 pages.
- Scanning must be performed at a minimum resolution of 300 dpi at 256 gray levels.
- The contractor must be a Georgia Superior Court Clerk’s Cooperative Authority (GSCCCA) Certified Vendor using a certified system.
- Imaging must adhere to GSCCCA Approved Docket Survey standards.
- Reverse black images with white text to white images with black text.
- Format images and indexes for compatibility with local records management software; images will also be sent to GSCCCA.
- Provide backup using the GSCCCA MyVault Application.
- Deliver a master copy in a suitable medium (CD, DVD, flash drive).
- No change orders will be accepted for this project.

Period of Performance
The contract will commence upon award and is expected to be completed within a timeframe determined by the Clerk of Court based on workload.

Place of Performance
All work will be performed on-site at the Berrien County Clerk of Superior Courts office located at 201 North Davis Street, Nashville, GA 31639.