Request For Proposal (RFP) for Digitizing Microforms and indexing services

The Wisconsin Department of Transportation (WisDOT) has issued a Request for Proposal (RFP) No. 510019 seeking comprehensive digitization and indexing services for microform documents across multiple departmental divisions. The primary scope involves converting approximately 300 rolls of 16mm microfilm containing real estate documents, project plans, acquisition records, and land sale materials into digital formats, with specific requirements for scanning at 300 DPI, creating individual PDFs, and applying optical character recognition (OCR) processing. Proposers must have a minimum of three years' experience in digital conversion and indexing services, with the ability to transform microforms into PDF and/or TIFF formats. The evaluation criteria is comprehensive, totaling 5,000 points distributed across organization capabilities (300 points), staff qualifications (200 points), scanning services (1,000 points), indexing services (1,000 points), general services (300 points), value-added solutions (200 points), sample analysis (1,000 points), and cost proposal (1,000 points). The proposal submission deadline is June 9, 2017, at 2:00 PM Central Time, with a contract term of two years and potential renewal for two additional one-year periods. Proposers are required to submit identical samples from WisDOT-provided microfilm rolls for evaluation.

The RFP includes opportunities for Minority Business Enterprises (MBE) and Disadvantaged Business Enterprises (DVB), which can receive up to 5% preference weighting on proposal scores. Strict requirements mandate that all services must be performed within the United States per Wisconsin Statute 16.705. Extensive insurance requirements are specified, including commercial general liability ($2,000,000 per occurrence), workers' compensation, business automotive liability ($2,000,000 per occurrence), employers liability ($500,000), excess/umbrella liability ($3,000,000 per occurrence), and professional liability/errors and omissions ($2,000,000-$3,000,000 per occurrence). While no incumbent vendor is identified, the project potentially encompasses future digitization work across additional WisDOT divisions, including Highway Maintenance, Bureau of Structures, Division of Transportation Investment Management, Division of Motor Vehicles, and Business Management. Although specific budget ranges are not explicitly stated, the cost proposal will be evaluated through a proration method where the lowest cost proposal receives the highest score, with pricing fixed for 180 days from the proposal due date and maintained throughout the contract period.