Microfilm Digitization and Indexing Services

The agency is seeking a vendor to provide microfilm digitization and indexing services to preserve and organize its historical records. The project addresses the need to convert approximately 300 rolls of 16MM microfilm into high-quality digital files and import them into the agency's designated system. The agency estimates that each roll contains roughly 4,500 images, all of which require digitization at an archival quality resolution that ensures complete legibility. The scope of work requires the selected vendor to organize the sequentially scanned images into individual electronic documents. Document boundaries must be identified using the blank separator pages located within the microfilm sequence. Additionally, the vendor must index the digital records and provide metadata in a delimited flat-file format compatible with the agency's OnBase system. This metadata must follow a specific file number format consisting of a four-digit year, a hyphen, a six-digit case file number with leading zeros, another hyphen, and a two-letter case suffix. The agency will evaluate proposals based on quality assurance and error resolution protocols, specifically focusing on image clarity, accurate document separation, metadata indexing accuracy, and file completeness. Only onshore organizations based in the United States are eligible to bid on this opportunity. The selected vendor will perform all work offsite over a contract period of one year. The agency is currently looking for proposals to determine the budget for this project. Bidders must submit any questions regarding this opportunity no later than June 10, 2026. Final responses can be submitted digitally via email or through the online portal.