Microfiche digitization process

Utah Retirement Systems (URS) and PEHP Health & Benefits are seeking a vendor to conduct a comprehensive microfiche digitization project for approximately 130,000 microfiche jackets. The procurement involves secure collection, transportation, and digital conversion of microfiche documents, with specific requirements for image scanning, indexing, and system transfer. Vendors must provide detailed technical capabilities for document handling, including high-resolution scanning, metadata tagging, and robust security protocols for sensitive information. The Request for Proposal (RFP) 83389 will be evaluated using best value criteria, considering factors such as technical ability, security measures, staff expertise, references, and proposal completeness. Critical procurement dates include an intent to respond deadline of 01/03/2025, vendor questions due by 01/17/2025, proposal submissions due by 02/14/2025, and vendor interviews scheduled for 03/21/2025, with a contract completion date of 11/01/2025.

The RFP does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. Vendors must comply with strict communication guidelines, limiting contact to the PEHP Purchasing Manager via the RFP mailbox (RFP83389MICROFICHE@urs.org), with potential disqualification for non-compliance. While specific budget ranges are not detailed, vendors are expected to provide cost-per-microfiche and potential additional service fees for document storage, retrieval, and metadata processing. The project will primarily involve Shared Services IT, with potential input from other organizational departments. Vendors must complete and return Attachments A and B, which include a legal requirements checklist and a comprehensive questionnaire, and demonstrate capabilities in secure digital conversion, document indexing, and adherence to confidentiality protocols. The organization reserves the right to accept or reject any proposals and is not obligated to select the lowest-cost submission.