RFP MEO Document Digitization and Storage - 2025

This contract calls for the end‑to‑end digitization, indexing, and secure storage of approximately 30,000 medical examiner records (about 372 cu ft) for the Wayne County Medical Examiner’s Office. The vendor must transport the physical records, provide appropriate packaging and tracking, scan all documents (black‑and‑white text and color photographs) into searchable PDFs, host the digital files on a cloud platform with unlimited user access, and maintain physical archival storage for records dating back to 2015, with later‑dated records to be shipped to the County Clerk’s Office after a ten‑year retention period. The agreement is a three‑year Strategic Source Agreement with optional one‑year extensions (up to a total of five years). The contract requires compliance with Wayne State’s smoke‑free policy, specific insurance minimums, and potential wage‑rate requirements for any construction‑like activities. The award was made to Iron Mountain. • Scope: transport, packaging, scanning, indexing, digital & physical storage, ongoing support. • Volume: ~30 K documents, ~400 banker boxes, ~372 cu ft. • Timeline: bids due March 28 2025; scanning completed by July 1 2025; contract runs Apr 2025‑Apr 2030. • Requirements: searchable PDFs, cloud hosting, compliance with insurance, wage‑rate, and FOIA policies.