Microfiche Imaging Conversion

The Florida Department of State, Division of Corporations, is seeking a vendor to perform a comprehensive microfiche imaging conversion project located in Tallahassee, Florida. The procurement involves converting approximately 625,000 microfiche cards to a digital format, with the potential for additional conversion volumes beyond the initial estimate. The primary objective is to create permanent digital preservation and enhance public access to these historical records, with a required completion date of June 30, 2025. A mandatory pre-bid site visit is scheduled for November 15, 2024, and formal bids are due by December 11, 2024. The contract will be evaluated based on unit rate pricing, with the intention of awarding to the most responsive and responsible vendor offering the lowest unit rate. Vendors must demonstrate technical capability to perform high-volume document scanning, ensure image quality, and provide a digital conversion solution that meets the Department of State's preservation and accessibility requirements.

The procurement appears open to all qualified vendors without specific set-aside designations for disadvantaged enterprises. The contract allows for potential three one-year renewal options after the initial term, providing long-term engagement opportunities. The Department has appropriated $500,000 for the microfiche conversion project in fiscal year 2024/2025, establishing a clear budget range for the initiative. Respondents must complete the PUR 7801 Vendor Certification Form, which requires attestations regarding compliance with E-Verify, non-participation in Israel boycotts, and not being listed on scrutinized vendor lists. The conversion project will involve processing microfiche currently stored at 2415 N. Monroe Street, Suite 810, in Tallahassee, with an existing inventory of over 2.5 million microfiche cards. Successful vendors will need specialized imaging equipment and expertise in document digitization to meet the project's technical and preservation standards.