CT-N DVD Archive Media Transfer

The Connecticut General Assembly's Office of Legislative Management has issued Request for Proposal (RFP) JCLM26REG0017 for CT-N DVD Archive Media Transfer services. The procurement seeks a qualified contractor to extract and convert approximately 20,000 archived DVDs spanning from March 1999 to December 2012 into standardized multimedia file formats. The contractor must convert all DVDs to MP4 containers with H.264 video codec, 256 kbps audio, and embedded EIA 608 closed captions, with all converted files delivered on 2TB USB 3.0 portable hard drives accompanied by detailed inventory lists. Respondents must demonstrate a minimum of five years of experience in digital media transfer from DVD to multimedia formats, provide three project references, and must not utilize subcontractors. The proposal submission deadline is April 24, 2026 at 12:00 p.m. EDT, with a vendor question period running from March 27, 2026 at 11:30 a.m. EDT through April 6, 2026 at 12:00 p.m. EDT, and RFP answers or amendments due by April 14, 2026. The contract term extends from the effective date through December 31, 2027, with options for extension by mutual agreement. Compensation is structured as a fixed price per DVD converted with no pricing escalation permitted, and all costs including equipment, materials, shipping, and packing must be included in the quoted price.

All vendors are eligible to respond to this opportunity with no specific set-aside designations identified in the solicitation materials. The contractor must comply with Connecticut General Statutes requiring a minimum wage of fifteen dollars per hour for employees. Insurance requirements include certificates naming the State as additional insured with minimum limits of $1,000,000 for both general liability and professional liability coverage. Additionally, respondents must comply with Connecticut nondiscrimination statutes and ethics laws. However, the RFP documents note that certified small contractors or minority business enterprises receive favorable payment terms, with invoices due within twenty-five days compared to the standard forty-five days for other contractors. The estimated total value of the contract has not been disclosed in the available solicitation materials, though the payment structure based on fixed price per DVD conversion will determine the final contract value upon project completion.