JCLM26REG0017_Apr_20_26_solicitation_doc.pdf

This is a Request for Proposal (RFP) issued by the Connecticut General Assembly's Office of Legislative Management for CT-N DVD Archive Media Transfer services. The procurement seeks a qualified contractor to convert approximately 20,000 archived DVDs spanning from March 1999 to December 2012 into standardized multimedia file formats. All DVDs must be converted to MP4 containers with H.264 video codec, 256 kbps audio, and embedded EIA 608 closed captions, with converted files delivered on 2TB USB 3.0 portable hard drives accompanied by detailed inventory lists. The vendor question period runs from March 27, 2026 at 11:30 a.m. EDT through April 6, 2026 at 12:00 p.m. EDT, with proposals due April 24, 2026 at 12:00 p.m. EDT. RFP answers or amendments are due by April 14, 2026. The contract term extends from the effective date through December 31, 2027, with options for extension by mutual agreement.

Compensation is structured as a fixed price per DVD converted with no pricing escalation permitted, and all costs including equipment, materials, shipping, and packing must be included in the quoted price. All vendors are eligible to respond with no specific set-aside designations; however, certified small contractors and minority business enterprises receive favorable payment terms with invoices due within twenty-five days compared to forty-five days for other contractors. Respondents must demonstrate a minimum of five years of experience in digital media transfer from DVD to multimedia formats, provide three project references, and must not utilize subcontractors. The contractor must comply with Connecticut General Statutes requiring a minimum wage of fifteen dollars per hour for employees and maintain insurance certificates naming the State as additional insured with minimum limits of $1,000,000 for both general liability and professional liability coverage. Estimated total contract value has not been disclosed in the available solicitation materials.