Statewide Digital Imaging & Microfilm Services RFP

The State of Michigan, through the Department of Technology, Management and Budget Procurement, is seeking a contractor to provide comprehensive Statewide Digital Imaging & Microfilm Services via RFP #171 180000001403. The procurement targets an as-needed service provider capable of delivering microfilm, imaging, document preparation, and storage services for state agencies and registered MiDEAL members. Required services include digital scanning from paper and microfilm formats, microfilm creation and processing, indexing, document preparation, and image finishing. Contractors must provide their own courier service and maintain facilities within Michigan, with a fixed per-unit and per-hour pricing model for deliverables like scanned images, microfilm rolls, and data entry services. Key proposal deadlines included a March 1, 2018 deadline for questions, March 6, 2018 for answer postings, and a March 16, 2018 proposal submission deadline, with an anticipated contract start date of April 16, 2018. The initial contract term can be renewed for up to two additional one-year periods, and the contractor must adhere to extensive security measures including background checks, confidentiality agreements, and secure facility requirements.

The RFP does not explicitly outline specific set-aside designations or restrictions on responding organizations. However, the contract includes a mandatory 1% administrative fee on all payments received and requires stringent qualification criteria, including secure facility management and comprehensive service capabilities. The FY17 total cost for these services was $4,070,583.00, covering 2,076 state jobs and 107 local jobs utilizing 89 state and 24 local Statements of Work. Service volume highlights include 26,416,793 state hours for Data Entry Heads Down, 13,467,215 state images for Black and White Digital Scanning, and 5,162,900 state units for 16MM Planetary services. The contract period is structured to be effective from June 1, 2018, and expire on May 31, 2023, unless terminated earlier. While no specific incumbent vendor is mentioned, the detailed service specifications suggest a sophisticated, technologically advanced approach to document management and digital transformation services.