Competitive contract digital archive for file preservation

The City of Cape May, New Jersey, is seeking a competitive contract for a Digital Archive File Preservation project (Solicitation CC#23-07) focusing on converting Building/Construction Permits through microfilming and digitization. The project scope encompasses approximately 10,920 files containing 468,000 permit documents and 39,000 drawings, with an additional 25,000 drawings stored off-site. Vendors must convert business-size documents to 16mm microfilm and drawings to 35mm microfilm, with all microfilm images subsequently scanned to digital format using PDF/A compliant imaging that adheres to Department of Record (DORES) microfilming standards. Proposal submissions must include comprehensive documentation such as business registration certificates, equal employment opportunity forms, and ownership disclosure statements. The contract evaluation will consider factors including understanding of project scope, responsiveness, past performance, innovative technology, scheduling, project management, and personnel qualifications. The proposal deadline is December 5, 2023, with submissions required through the e-procurement platform at www.bidnetdirect.com/capemaycity. The contract term is up to five years, with an anticipated project start date within two months of bid receipt.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Bidders are required to provide detailed pricing for various services including pre-microfilm preparation, microfilming, scanning, indexing, CD/DVD production, document handling, and destruction. Vendors must complete an Experience & Qualifications Questionnaire and provide professional references. The procurement will be conducted on a fair and open basis, with potential bidders allowed to visit the Construction office during normal working hours (7:30-3:30) to review files, which will be organized in block and lot order. While no specific budget range is disclosed, the comprehensive nature of the project suggests a significant investment in digital archiving and preservation services. Bidders are expected to demonstrate technical capabilities in document conversion, strict adherence to state archiving standards, and robust project management skills to successfully implement this extensive records digitization initiative.