Subcontractor_Utilization_Plan.docx

This is a Subcontractor Utilization Plan form (Form C) issued by the City of St. Petersburg's Engineering Department in conjunction with a Request for Quote for Historical Engineering Records Preservation services. The project aims to digitize and preserve historical engineering records by converting approximately 65,000 microfiche slides, 20,000 aperture cards, and 200 reels of microfilm into searchable, high-quality PDF files. The RFQ was released on March 27, 2026, with a question deadline of March 31, 2026, and a response deadline of April 7, 2026, at 3:00 p.m. Responses must be submitted electronically through the OpenGov Procurement portal. The contract will be awarded to one vendor on a lump-sum basis 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, with all labor, materials, tools, equipment, software, and transportation costs included in bid pricing.

The Subcontractor Utilization Plan is voluntary with no minimum participation requirements mandated as a condition for award. Vendors are encouraged to engage small business enterprises (SBE), women business enterprises (WBE), veteran-owned businesses, and minority business enterprises (MBE) and may subcontract up to eighty percent of the contract work, provided subcontractors are approved by the City and cannot be changed without documented justification. The solicitation contains no formal set-asides for disadvantaged enterprises. 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. No specific budget or award value is disclosed, and contract terms are non-negotiable, including provisions for indemnification, insurance coverage, and liability limitations, with the contract governed by Florida law and venue in Pinellas County, St. Petersburg Division.