Microfiche project FY26.pdf
PDF 253 KB Posted
- Attached to
- 26349TB - Microfiche Conversion
- Solicitation number
- SRC0000035879
- Issued by
- Alabama
About this file
Summary
This is an Invitation to Bid (ITB) document from the Alabama Department of Public Health (ADPH) for a microfiche conversion project. ADPH seeks a qualified supplier to convert approximately 250,000 microfiche cards containing roughly 15 million images into searchable PDF files while maintaining strict confidentiality and data integrity. The project requires conversion of tuberculosis records to searchable PDFs with OCR capabilities, indexed by last name, first name, and date of birth, scanned at a minimum of 200-300 dpi in grayscale. Physical microfiche files must be picked up from ADPH's location at 201 Monroe Street, RSA Tower, Montgomery, Alabama 36104 during business hours (8:00 am - 4:00 pm CST, Monday through Friday). The supplier must deliver a minimum of 10,000 images weekly on secure USB drives and provide a certificate of destruction upon project completion. The question deadline is September 24, 2026 by 5:00 pm CST.
All work must be performed within the United States with no data accessed, processed, stored, viewed, or transmitted outside U.S. borders. The supplier must be HiTrust CSF certified and demonstrate experience with comparable commercial-grade microfiche conversion projects. Mandatory requirements include HIPAA and federal/state privacy law compliance, documented chain-of-custody procedures, encryption of data in transit and at rest, maintenance of secure facilities, and authorization of ADPH inspections. Bids must include completed pricing, technical approach, project schedule, security plan, quality assurance plan, chain-of-custody procedures, and OCR methodology. Award will be given to the lowest responsible and responsive supplier meeting all mandatory requirements and specifications.
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Other files
| File | Type | Posted |
|---|---|---|
| ITB Standard Boilerplate.pdf | ||
| Image_of_items (5).pdf | ||
| 2026 Additional Terms and Conditions MA - Microfiche.pdf |
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Text version
Microfiche Conversion Project ITB - Tuberculosis
1. Project Overview ADPH seeks a qualified supplier to securely convert approximately 250,000 microfiche cards (approximately 15 million images) into searchable PDF files while maintaining confidentiality, chain of custody, and data integrity. Pick up physical files from the designated ADPH location at 201 Monroe Street, RSA Tower, Montgomery, Alabama 36104 during normal business hours of 8:00 am – 4:00 pm CST, Monday through Friday, excluding state holidays.
2. Mandatory Requirements
• All work must be performed within the United States.
• ADPH records and data must not be accessed, processed, stored, viewed, or transmitted outside the United States.
• Supplier must maintain documented chain-of-custody procedures.
• Supplier must comply with HIPAA and applicable federal and State privacy laws.
• Supplier must encrypt ADPH data in transit and at rest.
• Any use of a third-party vendor must be stated
• Weekly returns are required on a USB drive
3. Technical Specifications Collection: Approximately 250,000 five-row jacketed microfiche cards totaling about 15 million images.
Conversion Requirements:
• Convert records to searchable PDF.
• Produce images equal to or better than the originals.
• Scan in grayscale at appropriate resolution.
• Apply OCR where feasible.
• Combine records for the same patient into one PDF whenever practical.
• 200-300 dpi scanning in grayscale minimum
Indexing:
• Last Name
• First Name
• Date of Birth
Quality Assurance:
• Complete image capture
• Readability
• Accurate indexing
• Correct file naming
• Proper patient grouping
4. Security Requirements
• Protect all PHI and PII.
• Restrict access to authorized personnel.
• Permit ADPH inspections.
• Remove ADPH data after project completion.
• Provide certification of data destruction.
5. Deliverables
• A minimum of 10,000 images weekly, secure USB drive(s)
• Batch index spreadsheet
• Final project files
• Certificate of destruction
6. Supplier Qualifications Suppliers must demonstrate experience with comparable microfiche conversion projects, secure handling of confidential records, qualified staff, appropriate equipment, secure facilities, financial capability, and provide references.
7. Responsiveness Requirements Bids must include:
• Completed pricing
• Technical approach
• Project schedule
• Security plan
• Quality assurance plan
• Chain-of-custody procedures
• OCR methodology
• HiTrust CSF Certified
• Reference years of experience doing commercial-grade level conversions.
8. Award The award will be given to the lowest responsible and responsive supplier that meets all mandatory requirements and specifications.
File details come from the government source that posted it. Updated .