RFP for Statewide Imaging and Microfilm Services

The State of Michigan, through the Department of Technology, Management and Budget (DTMB), is soliciting proposals for a comprehensive Statewide Digital Imaging and Microfilm Services contract (RFP No. 250000001038), which encompasses digital scanning, microfilming, document management, and equipment maintenance services. The procurement targets multiple service categories including document preparation, scanning various document sizes and formats (up to 11x14, color and black/white), microfilm processing (16MM and 35MM rolls, aperture cards), data entry, and specialized services like OCR processing and custom programming. Key objectives include converting paper and microfilm documents to digital formats, supporting record management needs, and maintaining high accuracy rates of 99.5%. The RFP was issued on February 20, 2025, with proposals due by March 31, 2025, and an anticipated contract start date of June 1, 2025. Evaluation criteria include technical capabilities, staffing, company background, overall economic impact to the state, and potential for job creation, with a minimum technical score of 80 points required for further consideration. Bidders must submit comprehensive proposals electronically through the Michigan.gov/SIGMAVSS system, covering technical specifications, pricing schedules, data security requirements, and a disaster recovery plan.

The RFP includes provisions for geographically disadvantaged business enterprise (GDBE) participation, mandating that if subcontractors are used for over 20% of work, at least 20% of subcontracted work must go to Michigan-based businesses. Potential contractors must provide evidence of various business classifications, including Qualified Disabled Veteran-Owned Business status, and demonstrate compliance with state and federal regulations. The contract will cover services for state agencies and eligible MiDEAL local government members, with an initial five-year term and potential for up to five additional one-year renewews. While specific total contract value is not explicitly stated, the RFP includes an administrative fee of 1% on all payments and requires electronic funds transfer for compensation. The procurement supports multiple state agencies, with a specific focus on the Michigan Department of Health and Human Services, which currently operates seven digital microfilm scanners that will require maintenance. Contractors must maintain comprehensive insurance coverage, including $1,000,000 in Commercial General Liability, $1,000,000 in Automobile Liability, and additional specialized insurance like Privacy and Security Liability.