Microfilm Digitization Project

The State of Oregon's Secretary of State's Corporation Division is seeking a contractor to execute a comprehensive Microfilm Digitization Project for approximately 4.2 million public documents spanning microfilm rolls from 1964 to 2009. The project requires scanning and digitizing these documents into PDF format with indexed metadata, involving the pickup, transportation, scanning, indexing, and quality control of 4,270 microfilm rolls. Proposers must demonstrate at least 5 years of experience managing similar digitization projects and provide three customer references. The evaluation criteria will focus on the proposer's qualifications, approach and management plan, staffing plan, work plan and schedule, cost control methodology, and overall cost submission. Key project dates include an optional pre-proposal conference scheduled for October 22, 2024, and a proposal submission deadline of November 1, 2024. The initial contract term is anticipated to run through June 30, 2025, with an agency budget of $557,000 allocated for the project.

The Request for Proposals (RFP) does not specify any set-aside designations or impose restrictions on the types of organizations eligible to respond. No information is provided about incumbent vendors, current contractors, or existing technological infrastructure that might require integration. The RFP does not indicate limitations on the award value or the number of potential awards. The project appears to be open to a wide range of potential vendors, with the primary qualification being substantial experience in microfilm digitization and document management. The agency has not outlined any specific requirements for disadvantaged enterprises or small businesses, suggesting a competitive procurement process open to any qualified vendor capable of meeting the technical and operational requirements of the microfilm digitization project.