2026-18 Public Defender Scanning Services

RFP 2026-18 Public Defender Scanning Services
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
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RFP 2026-18 Public Defender Scanning Services
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
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RFP 2026-18 Public Defender Scanning Services
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.
Bids shall include a cover letter that includes your plan for accomplishing the Scope of Work.
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).
Please address the submittal to:
Projects Administrator
Catoosa County Board of Commissioners
800 LaFayette Street
Ringgold, GA 30736
III. Pre-Proposal Conference:
N/A
IV. Inquiries:
All questions concerning this RFP and all questions arising prior to award are to be addressed via email
to BidQuestions@catoosacountyga.gov
Deadline for questions is: 12:00 P.M. EST on Friday, August 21, 2026.
Responses and/or Addendum will be published on the Catoosa County Website on:
Monday, August 24, 2026.
It is the sole responsibility of the bidder to review the Catoosa County website at
www.catoosacountyga.gov/bids before submitting their Bid.
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RFP 2026-18 Public Defender Scanning Services
V. Scope of Work:
The Vendor will be responsible for picking up the ~560 file boxes from the storage locations. There are
four separate locations where the files are currently stored.
* Site 1: 43 Maple St, Ringold, GA 30736
Contains 202 banker boxes (vary in size; letter to legal). The County is adding 9
o
additional, to the overall count, to account for the loose folders/files. The total for this
location is ~211.
* Site 2: 875 Lafayette St, Ringgold, GA 30736
Contains 42 banker boxes (vary in size; letter to legal).
o
* Site 3: 5238 Evitt St, Ringgold, GA 30736
Contains 139 banker boxes (vary in size; letter to legal).
o
* Site 4: 101 Napier St, LaFayette, GA 30728
Contains 168 banker boxes (vary in size; letter to legal).
o
The Vendor will need a lift gate and/or a ramped cargo truck as there will not be a loading dock.
The Vendor shall remove staples, fasteners, bindings, glue binder, fix torn pages, flatten pages, etc prior
to scanning.
The Vendor shall perform duplex scanning (240 DPI Black/White, Multipage, Optical Character
Recognition - fully searchable, PDF) to capture both sides of the document(s) where needed.
Document(s) and images must be oriented correctly for viewing and text must be fully readable within
the document margins. Images shall be scanned as color for clarity. Scanned images are also to be
reviewed by the Public Defender's Office prior to JCATS upload.
The Vendor shall format PDF file sizes no greater than 100MB and be named with the JCATS number.
The Vendor shall scan anything written on the inside or outside of the file folders.
The Vendor understands that any unscannable materials such as data storage (CD's, DVD's, USB
Drives, VHS Tapes, Cell Phones, etc) shall be placed/sealed in a manilla envelope with the Client's
name and JCATS Number and returned to the Public Defender's Office.
The Vendor will ensure that scanned documents should be de-skewed, de-speckled, blank pages and
black borders removed, hole punch images removed, and background color drop out (where possible).
The Vendor must secure documents in a climate controlled, safe, and secure location. Scan-On-Demand
service might be necessary, upon request by the Public Defender's Office, file(s) must be provided as a
scanned copy within 24 hours.
The Vendor will upload PDF files to the Public Defender digital case management system (JCATS). The
Public Defender's Office will provide login credentials.
The Vendor shall shred files once the approved upload has been completed. Destruction Certificate(s)
shall be provided.
The Vendor shall provide a Summary Report for all material(s) scanned.
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RFP 2026-18 Public Defender Scanning Services
The Vendor will warrant the work for at least 12 months from the date of scan against defects and
provide rework on errors or omissions with no additional charge.
The Vendor will conform to all applicable Federal, State, and local laws.
The Vendor shall be duly licensed by the appropriate authorities to perform work.
The Vendor's bid shall be for all equipment/vehicles, travel, labor, and material necessary. No
equipment/vehicles, labor, or materials shall be provided by Catoosa County.
The Vendor shall be responsible for all damage or injuries to property of any character, resulting from
any act, omission, negligence, or misconduct in the prosecution of the Work or resulting from the
materials used.
The Vendor shall not assign or transfer the Contract or subcontract any service to a subcontractor
without written consent of the County.
The Vendor shall provide all prices inclusive of all foreseen costs. No additional surcharges, charges,
fees, extras, etc. will be permitted.
The Vendor will submit invoices based on their standard billing practices. The County will pay all
invoices on a net 30-day basis.
VI. Bonds:
Catoosa County shall require the following for Public Works Construction bid/proposals in excess of
One-Hundred Thousand Dollars ($100,000).
Bid Bond: Each bid shall include a bid bond in favor of the Catoosa County Board of
Commissioners in the amount of five percent (5%) of the total bid amount as guarantee that the
bidder shall not withdraw the bid for 60 days after the scheduled bid opening.
Payment Bond: Upon execution and delivery of the Notice of Award, the Contractor whose bid
is accepted shall furnish a payment bond at its own expense with a company acceptable to the
County in the full amount (100%) of the award. The bond shall be made payable to Catoosa
County Board of Commissioners. The payment bond shall serve as security for the faithful
performance of this contract including any maintenance or warranty provisions and for the
payment of all persons performing labor or furnishing materials in connection with this contract.
Premiums for the payment bond shall be paid by the Contractor.
If at any time the County shall be dissatisfied with any surety or surety bond or payment bond, or
if for any other reason such bond shall cease to be adequate security for the County, the
Contractor shall within ten (10) days after notice from the county to do so, substitute an
acceptable bond in performance and sum and signed by other sureties which are acceptable to the
county. The premiums on such substitute bond shall be paid by the Contractor. The payment
bond shall remain in full force and effect during the life of the contract and during the term of
any warranty or maintenance required by the specifications
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RFP 2026-18 Public Defender Scanning Services
Performance Bond: Upon execution and delivery of the Notice of Award, the Contractor whose
bid is accepted shall furnish a performance bond at its own expense with a company acceptable
to the County in the full amount (100%) of the award. The bond shall be made payable to
Catoosa County Board of Commissioners. The performance bond shall serve as security for the
faithful performance of this contract including any maintenance or warranty provisions and for
the payment of all persons performing labor or furnishing materials in connection with this
contract. Premiums for the performance bond shall be paid by the Contractor. If at any time the
County shall be dissatisfied with any surety or surety bond or performance bond, or if for any
other reasons such bond shall cease to be adequate security for the County, the Contractor shall
within ten (10) days after notice from the county to do so, substitute an acceptable bond in
performance and sum and signed by other sureties which are acceptable to the county. The
premiums on such substitute bond shall be paid by the Contractor. The performance bond shall
remain in full force and effect during the life of the contract and during the term of any warranty
or maintenance required by the specifications.
The Contractor may not commence work until the payment and performance bonds have been
received and approved by the County.
No Bonds are required for the project 2026-18 Public Defender Scanning Services.
VII. Permits:
The awarded Contractor will be responsible for acquiring any permits that are required for this project.
Catoosa County will waive fees on all permits issued by Catoosa County.
No Permits are required for the project 2026-18 Public Defender Scanning Services.
VIII. Conduct of Work:
Any work that is unsatisfactory to the County's representative will be called to the attention of the
Contractor, and the Contractor will be required to properly service the area in question and take steps to
improve the overall results. Failure by the Contractor to comply with such requests will result either in
the correct work being done by others, with the cost charged to the Contractor, or in deductions being
imposed. If the Contractor fails to rectify the unsatisfactory conditions, the County has the right to hire
professionals at Contractor's expense.
To avoid interruption in, or interference with the proper execution of County business, the Contractor
will provide a Construction Schedule for the entirety of the work, with a minimum of two days' notice
to the Project Administrator of specific activities with potential of affecting county business.
Failure to provide services in accordance with the specifications may result in nonpayment of services
by adjustment of fee.
IX. Right of Refusal:
Catoosa County reserves the right to accept or reject any and all proposals, to waive formalities,
technicalities or irregularities and to re-advertise if necessary.
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RFP 2026-18 Public Defender Scanning Services
X. Protection and Damages:
The successful Contractor shall without additional expense to the County, be responsible for all damages
to persons or property that occurs as a result of the contractor's fault or negligence in connection with
the execution of the work and shall be responsible for the proper care and protection of the work
performed. Breakage or loss of equipment or other property, including that of a County employee, shall
be repaired or replaced at the Contractor's expense.
The successful Contractor shall take all precautions necessary for the protection against injury of all
persons engaged at the site in the performance of the work. The Contractor shall observe all pertinent
safety practices and comply with applicable safety regulations. i.e. (O.S.H.A.).
XI. Terms and Conditions:
A. All Bids and supporting materials as well as correspondence relating to this ITB and/or RFP
become property of Catoosa County Board of Commissioners (CCBOC) when received. Any
proprietary information contained in the submittal should be so indicated. However, a general
indication that the entire contents, or a major portion, of the Bid is proprietary will not be
honored.
B. All applicable State of Georgia and Federal Laws, County and County ordinances, licenses and
regulations of all agencies having jurisdiction shall apply to the Respondent, the Contractor and
Project throughout and are herein incorporated. The Agreement with the Contractor, and all
questions concerning the execution, validity or invalidity, capability of the parties, and the
performance of the Agreement, shall be interpreted in all respects in accordance with the laws of
the State of Georgia.
C. Professionals requiring special licenses must be licensed in the State of Georgia and shall be
responsible for those portions of the work as may be required by law.
D. From the date CCBOC receives a Respondents Bid through the date a contract is awarded to a
contractor, no Respondent may make substitutions, deletions, additions or other changes in
the configuration of Respondent's Bid.
E. All materials submitted in connection with this ITB and/or RFP will be public documents and
subject to the Open Records Act and all other laws of the State of Georgia, the United States of
America and the open records policies of Catoosa County. All such materials shall remain the
property of Catoosa County and will not be returned to the respondent.
F. Failure to submit all the mandatory forms for this ITB and/or RFP package shall be just cause for
the rejection of the qualification package. However, Catoosa County reserves the right to decide,
on a case-by-case basis, in its sole discretion, whether or not to reject such a Bid as non-
responsive.
G. In case of failure to deliver goods in accordance with the contract terms and conditions, Catoosa
County, after due oral or written notice, may procure substitute goods or services from other
sources and hold the contractor responsible for any resulting additional purchasing and
administrative costs. This remedy shall be in addition to any other remedies which Catoosa
County may have.
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RFP 2026-18 Public Defender Scanning Services
H. By submitting a Bid package, the Contractor is certifying that they are not currently debarred
from bidding on contracts by any agency of the State of Georgia, nor are they an agent of any
person or entity that is currently debarred from submitting Bids on contracts by any agency of
the State of Georgia.
I. Any contract resulting from this ITB and/or RFP shall be governed in all respects by the laws of
the State of Georgia and any litigation with respect thereto shall be brought in the courts of
Catoosa County in the State of Georgia. The Contractor shall comply with applicable federal,
state, and local laws and regulations.
J. It is understood and agreed between the parties herein that Catoosa County shall only be bound
to accept a bid and enter into a contract with the successful bidder for the Project advertised
hereunder to the extent of the amount of funds allocated and available, or which may hereafter be
allocated or become available, for the Project by the Catoosa County Board of Commissioners.
K. Following review of all qualified Bids, selection of a suitable Contractor, a recommendation will
be made to the Catoosa County Board of Commissioners by the project representative.
L. Contractor must have minimum Worker's Comp and General Liability Insurance in full force
and effect. No Bid will be considered unless it is accompanied by satisfactory evidence that the
Contractor holds any and all necessary or required Federal, State or local licenses and/or permits.
Pursuant to O.C.G.A. 13-10-91, all contractors and sub-contractors performing work within the
State of Georgia on a contract with a public employer must register and participate in a federal
work authorization. Each Respondent shall submit with its bid a copy of current Business
License &/or Occupational Tax Certificate issued in Georgia. If Contractor cannot provide this
License, it will be required to obtain one from Catoosa County if it is the Awarded Respondent.
M. Catoosa County reserves the right to accept the lowest responsive & responsible Bid that is
determined to be in the best interest of the County. 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
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RFP 2026-18 Public Defender Scanning Services
CATOOSA COUNTY BOARD OF COMMISSIONERS
BID FEE FORM
DESCRIPITON OF BID: 2026-18 Public Defender Scanning Services
ITEM Price Time To Complete
Total Project Cost $
THIS BID FEE SHALL REMAIN EFFECTIVE FOR ______60_____ DAYS.
COMPANY NAME: ____________________________________________________________
ADDRESS: ___________________________________________________________________
CONTACT: ____________________________________ CELL: ________________________
EMAIL: ______________________________________________________________________
ACKNOWLEDGEMENT OF ADDENDA: _______#1, _______#2, _______#3, _______#4
______________________________ ______________________________ _____________
Authorized Representative/Name & Title Authorized Representative Date
(Print or Type) (Signature)
______________________________ ______________________________ _____________
Catoosa County Chairman Catoosa County Chairman Date
(Print) (Signature)
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RFP 2026-18 Public Defender Scanning Services
XII. Indemnification:
The County shall be held harmless against any and all claims for bodily injury, sickness, disease, death
or personal injury, or damage to property or loss of use of any property or assets resulting therefrom,
arising out of resulting from the performance of the products or from the services, of which, the County
is contracting hereunder, provided such is caused in whole or in part by any negligent act or omission of
the Contractor, or any subcontractor or any of their agents or employees, or arises from any job-related
injury. The Contractor agrees to indemnify the County and pay the cost of the County's legal defenses,
including the fees of attorneys as may be selected by the County, for all claims described in the hold
harmless clause herein. Such payment on behalf of the County shall be in addition to any and all other
legal remedies available to the County and shall not be considered to be the County's exclusive remedy.
It is agreed by the parties hereto that specific consideration has been received by the Contractor under
this agreement for this hold harmless/indemnification provision.
XIII. Insurance Requirements
* Include at least $1,000,000 per occurrence limits for Commercial General Liability with at least a
$2,000,000 general aggregate.
* Include at least $1,000,000 per occurrence limits for Personal & Advertising Injury with at least a
$2,000,000 general aggregate.
* Include at least limits of $500,000/$500,000/$500/000 for Employer's Liability.
* Include at least $1,000,000 Combined Single Limit for Auto Liability.
* Include at least a $1,000,000 Umbrella Limit if any of the underlying limits of insurance are below
$2,000,000 per occurrence.
* An insurance carrier that maintains an A.M. Best rating of "A-10" or better and is admitted to do business
in the state of Georgia should issue all policies.
* Include coverage for liability arising from premises-operations, products and completed operations,
personal and advertising injury.
* Include no endorsements or modifications arising from work performed by subcontractors.
* Include wavier of subrogation in regards to General Liability and Auto Liability.
* Hold "Catoosa County Board of Commissioners" harmless.
* Provide 30 Days Notice of Cancellation by written notice
* Name us as an additional insured on a primary and noncontributory basis in regards to General
Liability and Auto Liability.
* Certificates should be made out to:
o "Catoosa County Board of Commissioners"
The Contractor shall provide certificates of insurance to the County demonstrating that the
aforementioned insurance requirements have been met prior to the commencement of work under
this contract. The General Liability and Auto Liability certificates of insurance shall indicate that the
policies have been indorsed to cover the County as an Additional insured and that these policies may not
be canceled or modified without thirty (30) days prior written notice to the County.
The insurance coverage enumerated above constitute the minimum requirements and shall in no way
lessen or limit the liability of the Contractor under the terms of the contract. Sub-Contractor's insurance
shall be the responsibility of the Contractor. Surety and insurance companies must have an AM Best rating
of A-10 or greater, be listed in the Federal Registry of Companies holding Certificates of Authority and
Acceptable Sureties on Federal Bonds, be licensed by the Georgia Insurance Department and the Georgia
Secretary of State to do business in the State of Georgia.
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