Microfilming and Record Preparation Services

The vendor is required to provide for microfilming and record preparation services for the department.
- Responsibilities
• Provide space and electrical outlets to accommodate imaging of records. 
• Provide access to department building and provide a schedule of times for document pickups.
• Provide space for records preparation, indexing, and data management staff. 
• Provide weekly adoption finals list. 
• Provide training and monitoring in state shines for persons authorized to have access. 
• Work with the supplier to resolve any concerns or issues regarding contract deliverables. 
• Monitor the performance of the supplier and provide it technical assistance and consultation as needed. 
• Conduct quarterly audits of programmatic services and review compliance. 
• Monitor the provider on an annual basis for compliance with the terms and conditions of this contract and complete a report that summarizes performance compliance, strengths, and areas of concern. 
• Process payments to the supplier within 30 business days after receipt of a fully approved invoice packet.
• The state adoption unit will submit to the supplier screened lists of case records that have been identified by county division offices as requiring preparation for permanent retention.
- Supplier responsibilities
a. Microfilming and quality control  
• The supplier must be flexible enough to increase the number of sealed records as the number of adoption finalizations increases annually or monthly. 
• Suppliers must be able to process independent adoption agency records and older card stock documents that might be provided using high-speed equipment with auto-detection or, if needed, have the manpower to scan and index each frame manually. 
• Prepare designated state agency records and non-state agency adoption records for permanent retention in accordance with the guidelines set forth in adoption case records. 
• Suppliers must be able to detail how they will ensure the final product meets the georgia vitals requirements through an audit of the quality of images. 
• Suppliers must be able to meet the growing demands for sealing adoption records and storing and retaining closed agency, private, or independent adoption records. 
• Supplier will create and provide digital images (scanning) of the prepared files within 30 business days of filming. 
• Supplier will provide on-site support for indexing and maintenance of adoption files and other duties as necessary. 
• Supplier will index each record in electronic format according to the required identifying information within one week of imaging. 
• Offeror will create and provide digital images (scanning)of the prepared files within 30 days of filming.
b. Record preparation and handling
• Supplier must develop a plan to prepare and combine case records of children and their adoptive families for mailing to the state adoption unit by the county division offices. 
• Supplier must create a cover letter for each record prepared to include the following information: birth name and date of birth of child(ren) adopted, name of adoptive family, date of adoption finalization, county where adoption was finalized, the a-number provided to the supplier by the state adoption unit, and date that the record was prepared by the selected supplier. 
• The records of children who were never adopted and who have turned 18 will also be prepared for permanent retention. 
• A copy of the cover letters must be given to the county representative to be retained at the county; one copy must be attached to each record prepared, and one copy retained by the supplier for invoice purposes.
• Supplier must develop a plan and schedule for contacting division county offices to arrange record preparation. 
• Supplier must contact the identified county division representatives to schedule preparation activities within two working days of receiving the screened case record lists.  
• The records preparation activities must be done in division county offices and according to the guidelines contained in the state adoption policy manual, section 113, maintenance of records.
• Supplier must be able to provide storage of and access to the records for 24 hours per day and 365 days per year. 
• Supplier must have a web-based record management portal that allows users to locate adoption files, edit records in the database, and produce a variety of reports on demand. 
• Department shall maintain proprietorship of the database system.
• supplier must be able to access the state shines system to retrieve all documents listed on the adoption records checklist. 
• Department will grant access through an application process. 
• Supplier must have the ability to create a plan that details a timeframe and guide to retrieve all paper-based records statewide that will align with the goal to be paperless within the second year after the award date.  
• Supplier must create a plan that details how the elimination of backlogged adoption records will be handled and eliminated within the second year after the award date. 
• Supplier must create a checklist and plan to detail missing information based on the requirements in the adoption policy manual section 113 for each record prepared.  
• The checklists must be signed by the county representative at the conclusion of preparation activities; a copy will be retained by the county, one copy must be attached to each case record prepared, and one copy retained by the supplier for invoice purposes. 
• Supplier must have the ability to download multi-page pdf files and bookmarks and assign each document to a record. when the supplier receives information, it must be scanned, indexed, quality assurance reviewed, and uploaded into the document management system. 
• Those completed images are transferred via a secured link used to create a corresponding roll of microfilm for the permanent archive of the sealed record. 
• Supplier must define and demonstrate physical and network security procedures that are in place to safeguard the information and documents.
• Supplier will utilize a cover sheet for each prepared record, which includes the birth name and date of birth of the child(ren) adopted; the adoptive family’s name; name of county where finalized; date of finalization or record type; and a number if available. 
• Supplier will deliver prepared records to social services administration unit (SSAU) within 3 business days of receipt of adoption finals lists. 
• Supplier will provide a plan for on-site and off-site preparation of adoption records.
• Supplier must have the ability to seal records after finalization within a 3-month period or less. 
• Supplier will ensure the following document types are placed in chronological order and all duplicates are removed. 
• The list shall include, but not limited to:
o Newborn (birth) records 
o Medical records 
o Immunization records 
o Dental records (children ages 3 and older) 
o Developmental assessment (children ages 0-3) 
o School records (children ages 6-17) 
o 30-day case plans and case reviews 
o All court documents, reports, petitions, and orders
o Child life history checklist
o Birth family background information for the child
o Narrative history
o Psychological evaluations
o Birth certificates
o Documentation required by the act
o Reunion registry forms
o Parental death certificates
o Parental divorce decree
o Putative father registry certificate
o Sibling placement waiver
o Child life history presentation narrative
o Adoption staffing narrative
o Placement agreements for siblings or single
o Affidavit of disclosure for adoption
o Placement narrative
o Supervision reports
o All contact documentation
o Child protection service documents
o Diligent search efforts
o Comprehensive child and family assessment and corresponding reports
o Correspondence from or by birth parents.
- Contract Period/Term: 1 year
- Bidders/Offerors’ Conference Virtual Date: July 08, 2025
- Questions/Inquires Deadline: July 11, 2025