26349TB - Microfiche Conversion

The Alabama Department of Public Health is requesting bids on microfiche conversion services under ITB 26349TB, with bids due October 6, 2026 and questions due September 24, 2026 at 5:00 p.m. CST.

The scope requires conversion of approximately 250,000 microfiche cards containing roughly 15 million tuberculosis records into searchable PDF files with OCR capabilities, indexed by last name, first name, and date of birth, scanned at a minimum of 200–300 dpi in grayscale. The supplier must pick up physical microfiche files from ADPH's location at 201 Monroe Street, RSA Tower, Montgomery, Alabama during business hours (8:00 a.m.–4:00 p.m. CST, Monday through Friday) and deliver a minimum of 10,000 images weekly on secure USB drives. All work must be performed within the United States with no data accessed, processed, stored, viewed, or transmitted outside U.S. borders.

HiTrust CSF certification is mandatory, along with demonstrated experience with comparable commercial-grade microfiche conversion projects. Mandatory compliance includes HIPAA and federal/state privacy law; documented chain-of-custody procedures; encryption of data in transit and at rest; secure facility maintenance; and authorization of ADPH inspections. The supplier must provide a certificate of destruction upon project completion.

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. All bids must be submitted through the Alabama Buys portal. Suppliers exceeding $25,000 in contract value must complete a Vendor Disclosure Statement and comply with federal immigration law and E-Verify requirements where applicable. Electronic payment methods, including state credit cards and EFT transfers, must be accepted at no additional cost to the State.