RFP for Statewide Imaging and Microfilm Services

The State of Michigan, through the Department of Technology, Management, and Budget (DTMB), is seeking comprehensive Statewide Imaging and Microfilm Services via Request for Proposal (RFP) No. 250000001038. The procurement encompasses two primary service categories: statewide digital imaging and microfilm services and digital microfilm scanner full-service preventative maintenance. Specific deliverables include document scanning, microfilming, digital image capture, and maintenance of seven ST ViewScan IV Digital Scanners, with services ranging from planetary microfilming to roll film scanning, engineering drawing digitization, and data entry. Contractors must provide capabilities for converting paper documents to digital formats, producing microfilm, and maintaining scanning equipment, with all work required to be performed within Michigan. The technical evaluation will assess project scope, service requirements, staffing, and company background, with proposals needing a minimum of 80 technical evaluation points to be considered. 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, covering a potential five-year term with possible one-year renewals.

The state demonstrates a preference for vendors with comprehensive capabilities, particularly those offering both scanning equipment and full-service maintenance. Preference will be given to qualified disabled veteran-owned and service-disabled veteran-owned businesses, with evaluation criteria considering economic impact, Michigan job creation, and tax revenue implications. Strict data security requirements are mandated, including FedRAMP authorization, multi-factor authentication, and compliance with HIPAA regulations, with contractors required to provide a detailed Disaster Recovery Plan. Insurance requirements are comprehensive, including Commercial General Liability ($1-2 million), Automobile Liability ($1 million), Workers' Compensation, and Professional Liability ($3 million). While specific contract value is not explicitly stated, the pricing schedule includes estimated annual usage quantities for over 40 different services, suggesting a potentially significant contract value. The procurement is available to MiDEAL members, other states, and political subdivisions, indicating a broad potential market beyond Michigan's immediate needs. Successful vendors must demonstrate robust technological capabilities, stringent security protocols, and the ability to integrate with existing state document management systems.