Records Digitization Services

Background
This Request for Proposal (RFP) is issued by Blount County, TN Government on behalf of the Records Management and Archives Department to procure a contract for Records Digitization Services. The goal of this contract is to digitize various records to improve accessibility and preservation. The project will be funded through the American Rescue Plan (ARP) and must comply with all federal regulations.

Work Details
The contractor will provide comprehensive records digitization services, which include scanning, indexing, and quality control of various document types. The estimated volumes and types of documents to be digitized include:

- 192,000 marriage records
- 1,525,000 divorce records
- 191,400 tax rolls
- 90,000 county commission records
- 744,000 general session criminal/civil records
- 810,000 traffic court records.

Scanning must be performed at a resolution of 300 DPI in black/white, grayscale, and full color as required. The contractor is responsible for document preparation and indexing associated with each scanned image across various paper sizes.

Period of Performance
The contract term will begin upon award and continue through the completion of the work required. All work must be completed by September 30, 2026.

Place of Performance
The services will primarily be performed at the Blount County Records Management office located at 1229 McArthur Road, Maryville, TN 37804.

Bidder Requirements
Bidders must provide a Surety Bond equal to 5% of their proposal amount with their submission. They are required to have a valid business license in Tennessee and may need to obtain a Blount County business license if awarded the contract. Compliance with federal funding provisions related to ARP is mandatory. Bidders must also submit documentation for compliance with HIPAA and CJIS requirements regarding data privacy.