Notice of Intent to Award for Digital Imaging and Microfilm

The State of Michigan, specifically the Department of Technology, Management and Budget (DTMB) for the Michigan Department of Health and Human Services (MDHHS) Vital Records Department, issued Request for Proposal (RFP) #250000001038 for Statewide Digital Imaging and Microfilm Services. The procurement solicited responses for two primary services: Statewide Digital Imaging and Microfilm Services and a Digital Microfilm Scanner Full-Service Maintenance Agreement. The RFP was posted on SIGMA VSS on February 20, 2025, with proposals due by March 31, 2025, and a total procurement timeline of 39 days. Evaluation criteria included technical capabilities, scanning equipment sales and service capabilities, and pricing, with vendors required to meet a minimum 80-point technical evaluation threshold. The goods and services procured involve comprehensive digital imaging and microfilm services for the Vital Records Department, with a focus on converting and maintaining critical document archives. Potential vendors were expected to demonstrate advanced technical expertise in document digitization, preservation, and maintenance of specialized scanning equipment.

Graphic Sciences, Inc. was the sole bidder for this contract opportunity and successfully met the evaluation criteria. The contract term is established for five years with potential for up to five additional one-year renewal options. The total contract value is $40,209,769.59, which includes $40,184,769.59 for imaging services and $25,000.00 for the maintenance agreement. During negotiations, Graphic Sciences, Inc. reduced their overall bid by 0.8% for imaging services and 4.0% for the maintenance agreement. The award recommendation is currently pending State Administrative Board approval. While no specific set-aside designations were mentioned in the provided documentation, the procurement process appears to have been open to qualified vendors demonstrating technical proficiency and competitive pricing. The contract represents a significant investment in modernizing and preserving vital records through advanced digital imaging and microfilm technologies.