Media Storage Services RFP

The State of Michigan's Department of Technology, Management and Budget is soliciting proposals for Media Storage Services through RFP No. 171 180000003469, seeking a contractor to provide comprehensive storage and management services for various media types including microfilm, magnetic tape reels and cartridges, and optical discs. The procurement requires a storage facility located within a two-hour drive of Lansing, Michigan, at least 50 miles from Grand Rapids, with strict vault security and environmental control requirements. Proposers must offer services such as vault storage, media retrievals, new item processing, returns, and specialized microfilm inspection adhering to ISO standards. The technical evaluation will utilize a 100-point scoring system, with proposals scoring 80 or more points becoming eligible for pricing review. The RFP was issued on September 13, 2018, with proposals due by October 11, 2018, and an anticipated contract start date of March 16, 2019. The initial contract term is three years, with potential for two additional one-year renewals.

The procurement does not specify explicit set-aside designations for disadvantaged enterprises, but the contract will be extended to MiDEAL members including local governments, school districts, universities, community colleges, and nonprofit hospitals. The State reserves the right to award multiple contracts and will consider factors such as total cost of ownership, economic impact, and prior performance during selection. Pricing must be submitted in a modifiable format like Microsoft Word or Excel, with contractors required to certify that their prices were determined independently. The current estimated monthly volumes include 2,000 small microfilm boxes, 900 standard microfilm boxes, magnetic tape cartridges, and optical discs, though the State does not commit to specific service volumes. An administrative fee of 1% will be applied to all payments, and the contract encourages quick payment terms with potential invoice discounts. While no incumbent vendor is specifically identified, the March 2018 baseline volumes provide a reference point for current media storage needs.