Microfilming & storage services

The State of Wisconsin's Department of Military Affairs (DMA) is seeking a contractor to provide microfilming and storage services for the Wisconsin National Guard. The project involves microfilming an estimated 600,000 total pages, with an initial bid basis of 200,000 pages, using 16mm, 100-foot film loaded into 4x6 jackets according to standardized specifications. Bidders must have at least three years of experience in similar services and submit references from comparable-sized organizations. The Request for Quotation (RFQ) was issued on June 11, 2018, with quotes due by June 22, 2018, at 2:00 p.m. CDT via fax or email. Evaluation will focus on the lowest-cost responsive and responsible bidder meeting all specifications, with pricing to be quoted on a per-image basis plus preparation and delivery costs. The contract term is effective upon execution through June 30, 2019, with options to renew for up to four additional one-year periods by mutual written agreement. A pre-bid site visit is available upon request but not mandatory.

The State of Wisconsin will apply a 5% price preference to certified Minority Business Enterprises and Disabled Veteran-Owned Businesses, providing some advantage to qualifying vendors. Contractors must maintain secure, fireproof, humidity and temperature-controlled storage facilities with 24/7 monitoring of records, and no subcontracting is permitted without prior DMA approval. Bidders are required to provide a Certificate of Insurance and comply with federal debarment requirements, potentially subject to background checks. Pricing shall remain firm for the initial contract period, with no fuel surcharges allowed, and any price increase requests for renewal periods must be submitted 90 days prior to renewal with supporting documentation. The contract includes specific performance requirements, such as a 60-calendar-day turnaround for microfilming and returning documents, with paper documents, microfilm, and backup reels to be returned within 10-20 workdays of completion. Failure to meet performance standards may result in contract termination with 30 days' written notice, and the contractor would be liable for all rebidding costs.