26-10309 Request for Information (RFI) - Digitization of Marriage Records

The California Department of Public Health is issuing RFI 26-10309 to gather market insights on high-volume imaging and indexing solutions for digitizing approximately 3 million paper marriage records, with RFI responses due July 22, 2026. This is market research only and will not be scored or result in a binding contract.

The scope encompasses digitizing marriage records from years 1987–1997 and 2000–2007 in paper sizes 8.5"×7.5", 8.5"×8", and 8.5"×11". Deliverables include black-and-white TIFF images compatible with CDPH's FileNet system and structured index data extracted from each record. Vendors must provide 3–6 trained staff onsite at CDPH's secure facility, develop detailed project plans, conduct full image quality review with rescanning of unacceptable images, and implement security breach reporting protocols. Experience with large-scale digital imaging projects, secure handling of confidential records, onsite operations at secure facilities, and PII/PHI compliance with state guidelines is required. Vendors must also demonstrate capacity to handle, track, and return large volumes of records without damage and provide bi-weekly project status updates.

Vendor questions are due June 30, 2026, with CDPH responses posted July 8, 2026. Responses should be submitted via email and must include company name, product/platform name, and detailed responses addressing general capabilities, expertise, project evaluation methodology, potential challenges, timeline, and proposed costs. All submissions become public records subject to the California Public Records Act; respondents should not submit confidential or proprietary information. Vendors are responsible for their own response expenses, and CDPH assumes no liability for such costs. Primary contact is Celina Vong at VRSDContractProcurementSupport@cdph.ca.gov.