Project Information

Bid Title

Provision of Medical Examiner Services on a Multi-Year Contract

Issuing Agency

Gwinnett County

Location

Georgia

Published Date

Nov 17, 2025

Closing Date

Nov 25, 2025

Government Level

State & Local

Status

Closed

Ref. #

RP038-25 INV

Original Source

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Bid Documents

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Project Description

RP038-25 INV

Provision of Medical Examiner Services on a Multi-Year Contract

Buyer Contact : Chelsey.Ward@GwinnettCounty.com

Opening Date : 11/25/2025 03:00 PM EST

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Attachment Preview

November 13, 2025

REQUEST FOR PROPOSAL

RP038-25

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified service

providers for the Provision of Medical Examiner Services on a Multi-Year Contract for the various Gwinnett County

Departments.

Proposals must be returned in a sealed container marked on the outside with the request for proposal number and

company name. Proposals will be received until 2:50 P.M. local time on November 25, 2025, at the Gwinnett County

Financial Services - Purchasing Division – 4th Floor Charlotte J. Nash Building, 75 Langley Drive, Lawrenceville,

Georgia 30046. NOTE THAT THE PURCHASING DIVISION HAS TEMPORARILY RELOCATED. ALL PROPOSALS MUST

BE SUBMITTED AT THIS LOCATION. Any proposals received after this date and time will not be accepted. Proposals

will be publicly opened and read at 3:00 P.M. The opening will be virtual ONLY. To access the opening virtually, Visit the

following link (https://gwinnettgov.webex.com/gwinnettgov/j.php?MTID=md697270a256e41d54a452c2f5fea33be), or

dial 408-418-9388, and enter Conference ID 2331 318 2389##. Apparent bid results will be available the following

business day on the website www.GwinnettCounty.com.

Questions regarding proposals should be directed to Chelsey Ward, Purchasing Associate III at

Chelsey.Ward@GwinnettCounty.com or by calling 770-822-7788, no later than 2:00 P.M. local time on November 20,

2025. Proposals are legal and binding upon the bidder when submitted. One (1) unbound single sided original

(designated as the original) and four (4) bound copies of your proposal should be submitted. One (1) electronic copy of

the technical proposal only should also be included. All copies of the proposal must be identical. Fee proposal is to be

submitted in a separate sealed envelope.

Successful service provider will be required to meet insurance requirements. The Insurance Company should be

authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-10

or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.

Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program

or activity of Gwinnett County Government should be directed to the ADA Coordinator, Gwinnett County Justice and

Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or

all proposals to waive technicalities and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.GwinnettCounty.com and service providers

submitting a proposal will be notified via email.

We look forward to your proposal and appreciate your interest in Gwinnett County.

Chelsey Ward

Purchasing Associate III

RP038-25

REQUEST FOR PROPOSAL

REQUIREMENTS

Page 2

I. Request for Proposals

The Gwinnett County Board of Commissioners is soliciting proposals from qualified service providers

to provide medical examiner services on a multi-year contract for various Gwinnett County

Departments.

Gwinnett County reserves the right to reject any or all proposals, in whole or in part, to request

clarifications, to negotiate changes in the scope of services, and to waive any technicalities as

deemed in its best interest.

II. Qualifications.

Service providers shall have an office located in Gwinnett County and sufficient medical and non-

medical personnel to provide medical examiner service. The selected service provider shall act as an

independent contractor and not an employee of Gwinnett County. The medical examiner shall be

required to provide proof of adequate malpractice insurance coverage for all pathologists and forensic

pathologists (minimum $1 million) and proof of adequate liability insurance coverage (minimum

$500,000) for all other areas and employees.

Service providers shall have a minimum of five years’ experience in providing forensic pathology

service. Experience in providing medical examiner service to a local government similar in size to

Gwinnett County is preferred. Respondents to this request for proposals shall provide resumes of all

staff who would be involved in providing this service.

III. Scope of Contract.

In the performance of its public functions as a political subdivision of Georgia, Gwinnett County

maintains an Office of County Medical Examiner required by law to determine the cause, manner and

circumstances of death of persons as directed by the provisions of the Georgia Post-Mortem

Examination Act, Title 45, Chapter 16, Article 2, Official Code of Georgia.

Gwinnett County has met this requirement by contracting with an outside provider to furnish a

medical examiner and qualified associates.

The medical examiner performs autopsies at the Gwinnett County Medical Examiner’s Office in

Lawrenceville, GA. County-owned equipment is available. Operating supplies are furnished by the

medical examiner.

IV. Additional Requirements

The proposal should be responsive to the specific range of issues described in this request for

proposals. Proposers are asked to read the entire proposal solicitation carefully to ensure that

they address the specific requirements of this RFP and submit all requested information.

Proposal packages should include the following information:

A. Personnel: Successful proposer shall provide a sufficient number of physicians and surgeons

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licensed to practice medicine in Georgia who are appointed by the Georgia State Crime Laboratory

as Medical Examiners and possess a reasonable amount of skill, diligence, training and experience

in the performance of the duties listed below. Their practice shall be limited to the field of Forensic

RP038-25

Page 3

Pathology. Gwinnett County currently has one (1) full-time and two (2) part-time Forensic

Pathologists, with one available 24 hours per day.

In addition, the contractor should provide a sufficient number of investigators and support staff to

operate the Medical Examiner's Office.

B. Appointment of Medical Examiner: One employee or agent meeting the requirements shall be

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designated as the Medical Examiner of Gwinnett County.

Responsibilities may from time to time be delegated to certain qualified persons who are graduate

physicians and surgeons, licensed to practice as medical examiners in the State of Georgia. The

individuals should be pathologists with a minimum of one (1) year of training in the area of Forensic

Pathology. One of these individuals should be on call at all times to accept and investigate deaths

falling within the jurisdiction of the Office of Medical Examiner.

Medical examiner shall not testify as an independent expert in any case involving the County in

which they were not initially involved or to testify as an independent expert in any case anywhere in

the state which involves the State of Georgia as a party.

C. Days and Hours of Service: No specific hours of duty or days of service shall be required of the

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medical examiner but he or she and another employee shall be subject to call at all hours of day or

night and on all days of the week including Sundays and holidays.

D. Compensation: Since service will be performed on a contractual basis, the County will provide no

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compensation beyond a monthly fee. The service provider shall be responsible for payment of any

benefits to his or her employees. The amount paid to the contractor shall represent the annual

budget for medical examiner services unless otherwise specified in this request for proposal.

A cost fee schedule shall be submitted in a separately sealed envelope along with the proposal. Cost

proposals must include a monthly fee to furnish all services, labor, and materials in accord with final

contract.

In addition, service providers shall attach an itemize breakdown of the fees covered under the

Monthly Fee in which will be covered. The breakdown of fees should equal the monthly total. These

fees should provide detailed pricing information such as equipment, supplies, third party services,

payroll, insurance, etc. The County reserves the right to negotiate the monthly amount during the

contract period if equipment is purchased by the county that reduces contractor operating expenses.

If a revised monthly fee is negotiated, a change order will be processed.

E. Additional Services: In addition to the services listed, the medical examiner shall provide the

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following to the County:

▪ Qualified pathologists who will be available for consultation with the District Attorney

and all County agencies concerning cases under the jurisdiction of the Medical

Examiner's Office, including pretrial conferences and court appearances as expert

witness on criminal cases and civil cases involving the County;

▪ Qualified individuals to assist the District Attorney, Police and other law enforcement

agencies in crime scene reconstruction, crime scene evaluation and acquisition and

processing of evidence;

RP038-25

▪

Page 4

Formal reports to the appropriate County law enforcement agency for each case

examined. These will be available within two (2) business days of completion of their

investigation, except in unusual circumstances where special tests or other procedures

are being done precluding the formulation of the report;

▪ Photographic documentation of cases examined, except in those instances where

various law enforcement agencies may desire that duplicate photographs be made by

their own department;

▪ Assistance in motor vehicle accident reconstruction and on the job accident

reconstruction;

▪ Consultation with the District Attorney, Police, Solicitor's Office and other law

enforcement offices concerning various cases which might necessitate the knowledge

of a Forensic Pathologist or a Doctor of Medicine;

▪ Training in death investigation to the District Attorney, law enforcement agencies

and Fire Services personnel; and

▪ Consultation (medical opinions) regarding cases of physical abuse or injury (for

example, the time and nature of injuries in extreme or unusual circumstances).

V. Process: Evaluation and Interviews

Evaluation of Qualifications: The proposals will be reviewed by a scoring committee composed of

County personnel. Proposals will be evaluated on experience and ability to perform the medical

examiner service, including current staffing in order to meet the needs of the County. Proposals shall

include but not be limited to the proposer’s strategy for handling the services and the proposer’s

ability to address all of the requirements set forth in this solicitation.

The proposals shall be scored based on the following evaluation criteria:

Part

Part I

1

2

3

Part II

4

Part III

5

Criteria

Experience and Qualifications

Service provider met or exceeded the minimum amount of

qualifications set forth in this proposal.

Staffing/Appointment of Medical Examiner

Appropriate number of staff available to perform the

Service requested as specified in Section IV.A-C.

Approach and understanding of scope of services

Strategy for handling the services under this contract

Cost Proposal (submitted in a separate sealed envelope)

Sub-Total

Optional Interview

Total Points

Points

30

30

20

20

100

20

120

RP038-25

Page 5

Part I Evaluation: Initially, proposals will be evaluated based on relative responsiveness to the criteria

described above and will be scored based on the point values as shown. The selection committee will

consist of Department of Police Services staff members and at least one employee outside the

department. The proposals will be evaluated to select the service provider which rates highest according to

the criteria listed above.

Part II Evaluation: Service providers may be short-listed for further consideration. The cost proposal of the

short-listed service providers from Part I will be opened, reviewed, and scored with the lowest cost

receiving the most points and the other service providers receiving proportional points based on the

differences in proposal costs. Cost proposals must include a monthly fee to furnish all services, labor, and

materials in accord with final contract.

Optional Part III Evaluation: At the County’s discretion, or as deemed in the County’s best interest, service

providers may be short-listed a second time for an interview. At this time, the County may request further

information, explanations, clarifications, presentations, interviews, or meetings with some or all of the

remaining service providers. The service provider will be responsible for any cost associated with the

request for additional information and/or an interview.

The County will then enter contract negotiations with the highest scoring service provider. If an agreement

with the highest ranked service provider cannot be reached, the County may then negotiate with the second

ranked service provider and so on until a satisfactory agreement has been reached in accordance with the

Gwinnett County Purchasing Ordinance.

Upon award of this contract, the County will present an agreement for execution to the selected Firm. A

sample copy of this agreement has been attached to this solicitation.

The below table shows performance data from 2020 to 2024:

Performance Data from 2020 through 2024

Performance

Measurements

Deaths Investigated

Scene Investigations

Autopsies/Examinations

Natural Deaths/ N/A*

Homicides

Suicides

Accidental Deaths

Traffic Deaths

Undetermined Manner

Declined Jurisdiction / N/A*

2020

2,180

430*

466

1,787*

56

80

184*

61*

12

1,503*

2021

2,348

659

556

1,819*

44

131

277*

64*

13

1,481*

2022

2,118

567

570

1,612*

59

121

247*

70*

9

1,224*

2023

2,306

615

577

1,798*

47

117

260*

77*

8

1,412*

2024

2,366

622

589

1,944*

42

113

194*

65*

8

1,500*

*Indicates that some cases reflected in the data set were determined as “declined jurisdiction.”

Commodity Codes

• NAICS 621111Offices of Physicians (except Mental Health Specialists)

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