Digitization of Microfilm Records at TSTC

Texas State Technical College (TSTC) has issued Request for Proposal (RFP) Number 292 for a comprehensive microfilm digitization project targeting approximately 2,176 rolls of 16mm microfilm. The solicitation seeks a qualified vendor to provide end-to-end digitization services, including secure transportation, scanning, OCR processing, indexing, file organization, and secure delivery of digital records. Specific deliverables include high-resolution, text-searchable PDF files with clearly indexed metadata, to be securely stored and returned on portable media. The RFP requires vendors to produce digital archives that meet TSTC's institutional goals of modernizing record storage, improving document accessibility, and ensuring long-term preservation. The procurement timeline indicates the solicitation opens on 5/20/2025 at 3:00 PM CDT and closes on 6/11/2025 at 2:00 PM CDT, with electronic submissions required through the Rsolution/Jaggaer electronic procurement system. Potential vendors must submit a signed Execution of Offer and HUB Subcontracting Plan, with primary contact persons being Catherine Lopez and Glendoris Wynn from TSTC's procurement team.

While the RFP does not mandate strict Historically Underutilized Business (HUB) participation requirements, vendors are expected to make a good faith effort in achieving HUB goals. The solicitation covers multiple NIGP Commodity Codes related to microfilming, data entry, conversion, scanning, and records management services. Suppliers must register and submit bids electronically through TSTC's procurement system, with technical support available through JAGGAER at 1-800-233-1121. Although a specific budget range is not explicitly stated, the document suggests the contract will likely exceed $100,000. Vendors seeking additional information or technical support can contact TSTC Procurement at 254-867-3757, located at 3801 Campus Dr., Waco, TX 76705. The procurement approach appears designed to encourage competitive bidding while maintaining flexibility for potential vendors across various business scales.