Microfilm, scanning and digitization services

Greenville County, South Carolina is seeking sealed proposals for a microfilm, scanning, and digitization services project for the Probate Court through RFP #26028. The project involves scanning, digitizing, and indexing approximately 334 rolls of 16mm microfilm, with each roll containing approximately 2,000 images. Vendors must submit comprehensive proposals that include company background, qualifications, certifications, references, project understanding, implementation steps, and a proposed project schedule. The RFP was released on September 19, 2025, with proposals due by October 10, 2025, at 3:00 pm through the county's online procurement portal. Proposal evaluation will be based on five equally weighted criteria: cost, experience with similar projects, references, schedule, and methodology, with each category scored from 0-5 points. The county anticipates reviewing proposals between October 10-20, 2025, with a tentative award date of October 20, 2025, and contract negotiations scheduled for October 20-31, 2025. The project is expected to begin with a Notice to Proceed on October 31, 2025.

While no specific set-aside designations or restrictions for disadvantaged enterprises are mentioned in the provided documents, the county will require the successful contractor to maintain comprehensive insurance coverage, including $1,000,000 in general liability, $1,000,000 in automobile liability, and statutory worker's compensation. Proposals must comply with local and state regulations, including the South Carolina Illegal Immigration Reform Act and conflict of interest requirements. The contract includes provisions for a potential term beginning on the effective date of the Notice to Proceed, with the possibility of up to four annual renewals. Although a specific budget range is not explicitly stated, vendors are required to provide lump sum pricing for the digitization services. The project will involve converting historical microfilm records to a digital format, which suggests potential integration with existing county record management systems. Vendors will need to demonstrate technical capability to handle historical document preservation and digital conversion with high precision and accuracy.