Media Storage Services RFP

The State of Michigan's Department of Technology, Management, & Budget issued Request for Proposal No. 171 180000003469 for Media Storage Services on September 13, 2018, with a proposal submission deadline of October 11, 2018. This procurement sought a qualified contractor to provide comprehensive media storage services including vault storage for microfilm, magnetic tape, and optical discs, as well as retrieval and inspection services. The contractor's scope of work encompassed monthly storage at rates ranging from $0.26 to $3.00 per unit depending on media type and container size, retrieval fees, check-in services, and microfilm inspection services at $35 per inspection. The contract term spans three years with up to two additional one-year renewal options. The evaluation committee, consisting of three voting members from DTMB's Central Procurement Services and Records Management Services, assessed proposals based on technical criteria including the Statement of Work sections and vendor questions worksheet, with Hyland Software, Inc., scoring 90 out of 100 points and being determined as the responsive and responsible bidder offering best value to the state.

The Award and Synopsis document does not specify set-aside designations or restrictions limiting the types of organizations eligible to respond to this procurement. Hyland Software, Inc., of Westlake, Ohio, was the sole bidder who submitted a proposal by the October 11, 2018 deadline and received the award recommendation. The State recommended awarding the contract to Hyland Software, Inc., in the amount of $249,710.76 for the three-year initial term, pending State Administrative Board approval. The evaluation criteria prioritized best value factors including cost, delivery, and service quality, though the document does not indicate whether any incumbent vendor was previously providing these services or whether specific technology integration requirements were mandated for the selected contractor.