26-10309 Request for Information (RFI) - Digitization of Marriage Records

The California Department of Public Health is seeking market insights through a Request for Information to evaluate modern, high-volume imaging and indexing technologies capable of digitizing approximately three million paper marriage records spanning the years 1987 to 1997 and 2000 to 2007. This initiative, identified by solicitation number 26-10309 and classified under NAICS code 561410, is purely for research and planning and does not constitute a solicitation or binding contract. Respondents are asked to provide details on their capabilities, including technical approaches, staffing models, and proposed timelines and costs, with an emphasis on secure, onsite operations at a designated CDPH facility where three to six trained personnel will be required to perform imaging and indexing tasks. All digitization work must adhere to strict standards, including producing black-and-white TIFF images compatible with CDPH’s FileNet system, removing staples and smoothing document edges, ensuring full image quality control with re-scans as needed, and returning all original records unchanged after processing. Critical requirements include compliance with state-level confidentiality and privacy regulations for Personally Identifiable Information and Protected Health Information, immediate reporting of any security or data breaches, and coordination with CDPH’s Information Technology Services Division for seamless data transfer into FileNet. Responses must be submitted via email by July 22, 2026, and must include company and product details, methodology for project execution, data handling and quality assurance procedures, communication plans, potential project barriers, and cost and timeline projections based on the sample scope. All submissions become public records under the California Public Records Act, and respondents are explicitly warned not to include confidential or proprietary information, as it may be disclosed. The agency has provided a tracking spreadsheet as an attachment to guide responses but has not defined contract terms, evaluation criteria, or award mechanisms since this is strictly an information-gathering exercise.