Electronic Document Management (EDM) Scanning Project

The State of Michigan Department of Environment, Great Lakes, and Energy (EGLE) is soliciting proposals through Request for Proposal No. 240000002338 for an Electronic Document Management (EDM) Scanning Project affecting Grand Traverse County and multiple Lansing City jurisdictions. This is a five-year labor-only contract requiring the contractor to provide 35-40 full-time professionals to scan, digitize, and index approximately 20,000 boxes of historical paper records totaling roughly 75 million pages across seven EGLE locations (Lansing, Cadillac, Bay City, Grand Rapids, Kalamazoo, Jackson, and Warren/Detroit). Deliverables include on-site document scanning to PDF/A-2b archivable format at 300 dpi resolution with OCR processing, daily mail scanning operations (approximately 100 pieces daily), quality assurance and quality control support, and indexing into the Content Manager system with appropriate redaction of personally identifiable information. Required qualifications include possession of at least an associate degree in sciences (preferably environmental), strong organizational and computer skills, commitment to a minimum one-year employment term, and completion of a mandatory 30-day on-site training in Lansing. The evaluation process comprises four technical criteria weighted at 15, 40, 15, and 30 points respectively, with a minimum threshold score of 80 points required for pricing consideration; award will be based on best value combining technical merit and pricing. The RFP was issued July 1, 2024, with bidder questions due August 1, 2024, answers posted by August 9, 2024, and proposals due electronically through SIGMA VSS no later than 1:59 p.m. Eastern on August 26, 2024, with an anticipated contract commencement date of November 27, 2024.

The RFP includes a QVD/SDVOB (Qualified Vendor for Persons with Disabilities/Service Disabled Veteran Owned Business) price preference applicable under Michigan law, and if subcontractors are utilized for more than 20 percent of deliverables, at least 20 percent of subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBEs) or documented justification for exemption must be provided. The incumbent contractor is The Mannik & Smith Group Inc. (Contract #240000000205), with existing pricing available on the Michigan.gov procurement website for reference. Contracted staff will be housed in state-provided offices with state-supplied computers and scanners; the State currently maintains 47 full-time contracted staff positions distributed across locations, with 34 positions in Lansing, 8 in Warren, and 1 each at Cadillac, Grand Rapids, Kalamazoo, Jackson, and Bay City. Pricing is submitted on an hourly, labor-only basis using the revised Schedule B Excel template, with firm pricing for the five-year base period and adjustments permitted at the start of each option year based on documented cost changes verified by the Consumer Price Index or Producer Price Index. The contract extends to MiDEAL members, including local units of government, school districts, universities, community colleges, and nonprofit hospitals, with a 1% administrative fee applied to sales through the MiDEAL program; the overall budget is dependent on work arising from project needs, but the State anticipates annual scanning volumes of 6-9 million pages per year. The contractor must maintain Commercial General Liability Insurance ($1,000,000 per occurrence/$2,000,000 aggregate), Workers' Compensation Insurance, and Employers Liability Insurance ($500,000 per accident/$500,000 disease aggregate), with all insurance certificates submitted within 10 days of contract execution.