Micrographic Services Microfilm Processing and Duplicating Services

The Washington State Office of the Secretary of State, Archives Division is conducting a Request for Qualifications & Quotation (RFQQ No. 25-11) for micrographic services, specifically seeking vendors to provide microfilm processing and duplicating services across multiple Washington counties. The solicitation covers an estimated volume of 1,500 reels for processing/browntoning and 1,000 reels for duplication, with contractors required to meet the Washington State Standards for the Production and Use of Microfilm. Potential vendors must demonstrate over ten years of experience in microfilm processing and possess capabilities for digital-to-analog conversion, film processing, browntoning, inspection, duplicating, and packaging. The evaluation will be weighted 70% on management proposal (including contractor experience and work samples), 20% on cost proposal, and 5% on a workers' rights preference. Key dates include a preproposal conference on March 14, 2025, via Microsoft Teams, with proposals due by April 25, 2025, and an anticipated contract period from May 22, 2025, to May 21, 2026, with options to extend for four additional one-year terms.

The procurement includes set-aside preferences for small businesses and veteran-owned businesses, with the state intending to award to the highest-ranked responsive and responsible vendor in these categories. Contractors must hold a current Unified Business Identifier (UBI) and complete all work within Washington State, with comprehensive insurance requirements including commercial general liability (minimum $2M per occurrence), workers' compensation, employer's liability, and commercial automobile liability. Vendors must self-certify their business size, with categories including microbusiness (less than $1,000,000), minibusiness ($1,000,000 to $3,000,000), and small business (less than $7,000,000 over three consecutive years). The contract has a maximum value of $150,000 per year, with potential total contract value reaching up to $750,000 over the potential five-year period. Contractors must provide detailed references, comply with various state and federal regulations, and demonstrate technical capabilities for high-quality microfilm production meeting stringent archival standards.