Subcontractor_Utilization_Plan.docx

This is a Subcontractor Utilization Plan form for the City of St. Petersburg's Historical Engineering Records Preservation project. The project requires the digitization and preservation of approximately 65,000 microfiche slides, 20,000 aperture cards, and 200 reels of microfilm into searchable, high-quality PDF files. The work is structured across five line items: Project Setup, Coordination, Management, and Travel; Digitization of Microfiche Slides; Digitization of Aperture Cards; Digitization of Microfilm Reels; and File Organization, Quality Review, and Digital Delivery. The Request for Quote was released on March 27, 2026, with a submittal deadline of April 7, 2026, at 3:00 p.m., through the OpenGov Procurement portal. Questions must be submitted by March 31, 2026. The contract will be awarded to a single vendor with non-negotiable terms and is governed by Florida law with venue in Pinellas County, St. Petersburg Division.

Pricing is submitted on a lump-sum basis with all labor, materials, tools, equipment, software, and transportation costs included in bid pricing. The City encourages but does not mandate participation by Small Business Enterprises (SBE), Women Business Enterprises (WBE), Veteran-Owned Businesses, and Minority Business Enterprises (MBE) through a voluntary Subcontractor Utilization Plan with zero minimum participation requirements as a condition for award. Vendors may subcontract up to eighty percent of the contract work with City approval, and subcontractors cannot be changed or substituted after award without documented justification. Qualified vendors must be registered with the Florida Division of Corporations, maintain a facility within one hundred driving miles of the Municipal Services Center, and provide at least three customer references demonstrating similar experience with document digitization or records conversion for governmental entities. Vendors must maintain commercial general liability insurance of at least one million dollars per occurrence and two million dollars aggregate, and one million dollars in commercial automobile liability insurance.