Microfilm conversion scanners & software

Broward County's Libraries Division is seeking to procure two microfilm conversion scanners and associated software through a competitive solicitation process. The project requires the purchase, delivery, installation, training, maintenance, and on-site service support of digital scanning equipment capable of converting microfilm, microfiche, 35mm film, and 16mm roll film into digital formats. The scanner hardware must feature a compact design, motorized film carriers, a 20-megapixel optical resolution, 7X to 105X optical zoom, and 360-degree rotation functionality. Scanning capabilities must support resolutions between 300 and 600 DPI, with output formats including TIFF Group 4, PNG, PDF, JPEG, and multi-page TIFF. The accompanying software must provide a graphical user interface with image management and editing capabilities, supporting USB 3.0 connectivity and Windows 11 compatibility. The solicitation was posted on December 19, 2025, with a response deadline of December 31, 2025, and requires vendors to submit a comprehensive vendor questionnaire, insurance documentation, and comply with specific security requirements.

The procurement does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must meet stringent requirements, including providing local maintenance and service support within Broward, Miami-Dade, or Palm Beach counties, with service personnel required to be OEM-certified. Insurance requirements are substantial, including $1,000,000 per occurrence General Liability coverage, $1,000,000 Auto Liability coverage, $1,000,000 Professional Liability/Technology Errors & Omissions coverage, and Workers' Compensation insurance. Contractors must pass background checks, with personnel subject to Florida Department of Law Enforcement (FDLE) background screenings. While a specific award value is not disclosed, the comprehensive technical specifications and rigorous compliance requirements suggest a significant investment in modernizing the Libraries Division's microfilm digitization infrastructure. Vendors must be prepared to provide comprehensive documentation, including sales tax exemption certificates, and demonstrate capability to meet all technical and operational specifications outlined in the solicitation.