FY23 IDFPR Records Scanning/Imaging Initiative SP

The Illinois Department of Financial and Professional Regulation (IDFPR) has issued a small purchase solicitation for a scanning and imaging initiative as part of its Strategic Records Project. The selected vendor will be responsible for picking up approximately 50 boxes of paper documents from IDFPR's Springfield office every two weeks, scanning the documents to create electronic files in PDF or PDF/A format, and transmitting the electronic files to IDFPR and a designated microfilm vendor within 10 business days. The vendor must also return the physical boxes to IDFPR within 5 business days and meet various other requirements related to file naming, scanning resolution, metadata storage, and secure storage and transport of the records. The total value of the awarded contract will not exceed $100,000, and the term is estimated to start in July 2022 and expire on June 30, 2023. Pricing for the solicitation is based on a cost per image for scanning paper documents to electronic images, as well as an hourly rate for technical assistance. The contract will be awarded to the vendor with the lowest total cost.

The solicitation does not include any set-asides or incumbent information. Vendors must provide pricing for all procedures listed in the pricing table, and the contract will be awarded to the vendor with the lowest total cost. The solicitation requires the completion of Forms B Certifications and Disclosures, as well as compliance with the State of Illinois Standard Terms and Conditions for government contracts.