Microfiche Imaging Conversion (Addendum No. 2)

Leon County and the Florida Department of State are seeking a vendor to perform microfiche imaging conversion services through Invitation to Bid (ITB) DOS-ITB-24/25-017. The project involves converting approximately 2 million microfiche records from 16mm jacketed format, which contain between 1-65 frames per fiche across 5 rows with up to 13 frames per row. Deliverables include black and white TIFF images, PDF copies, and indexing using 6 or 12 digit document numbers, with the Department handling subsequent image uploads to their system. A mandatory pre-bid site visit was already conducted on November 15, 2024, with 11 vendors in attendance, and proposals are due on December 11, 2024, at 2:00 PM EST. The work must be performed in Leon County during standard business hours (Monday-Friday, 8:00 AM - 5:00 PM), and represents Phase 2 of an ongoing imaging conversion initiative, following a previous phase that converted 264,337 jacketed microfiche. The contract includes three potential one-year renewal options, contingent upon legislative funding appropriation.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The incumbent vendor for this project is The Crowley Company, which was present at the pre-bid site visit. The Department will provide workspace infrastructure, including 3 workstations near the microfiche storage area and a training room capable of accommodating 14 workstations, with adequate electrical and connectivity provisions. While a specific budget range is not detailed in the available documentation, the project involves processing 2 million microfiche records, suggesting a substantial contract value. Monthly billing will be permitted for completed and approved deliverables, allowing for phased payment throughout the project's duration. The work environment is designed to support efficient conversion, with proximity to source materials and sufficient workspace to facilitate the imaging process.