RFQ 10211040 - Historic Aerial Film Scanning

The California Department of Water Resources (DWR) has issued Request for Quote (RFQ) 10211040 for Historic Aerial Film Scanning services, representing a three-year contract opportunity with an anticipated budget not to exceed $500,000. The procurement seeks qualified contractors to scan and index approximately 55,000 exposures of historic aerial photographic film in 9x9 format (black and white and color) and approximately 1,500 exposures in 9x18 format, converting these materials into digital format for integration with modern mapping software. Contractor responsibilities include film transportation (pickup and return), utilization of DWR's proprietary database indexing system to track the library, and monthly delivery of digital files beginning in the third month following contract execution. The anticipated contract term spans June 1, 2026, through May 31, 2029, with an optional one-year renewal available at rates specified in the contractor's cost worksheet. The mandatory pre-bid conference is scheduled for April 22, 2026, at 10:30 a.m. PT via Microsoft Teams; written questions must be submitted by April 24, 2026; and proposals are due by May 5, 2026, at 3:00 p.m. PT. Evaluation will be based 50 percent on administrative and technical requirements and 50 percent on cost, with cost scoring determined by the ratio of each firm's total cost to the lowest responsive proposal multiplied by available cost points.

The RFQ includes preference designations available to qualified small businesses, offering a five percent preference to certified small business bidders and a five percent preference to non-small business bidders committing 25 percent subcontract participation to certified small businesses. Additionally, Disabled Veteran Business Enterprise (DVBE) incentive participation is optional, with potential bonuses ranging from one to five percent based on committed DVBE participation levels. No incumbent vendor or current contractor information is specified in the procurement documents. Contractors must integrate with DWR's existing database indexing system and follow procedures established by DWR staff. The contract budget of up to $500,000 represents the maximum amount; any proposal exceeding this threshold will be deemed non-responsive. DWR reserves the right to extend the contract value by an additional ten percent for unanticipated tasks at the same rates originally offered by the selected contractor. Award notification is anticipated within 45 days following the scheduled award date.