The vendor is required to provide restoration and digitization of various historical documents, archival boxing of fragile books, and digitizing microfilm.
- County clerk documents
• 133 binders with vinyl sleeves (approximately 45,020 pages)
• 14 bound books (approximately 4,200 pages)
• 17 boxes (number of loose documents/pages undetermined due to fragile state)
- Records retention documents
• 58 bound books rehoused into boxes and labeled for preservation and long-term storage.
• 23 rolls of resolutions on microfilm
• 228 rolls of gazettes on microfilm
- Treatment
• Treatment is only required for project a: county clerk documents.
• Documents are in varying states of mild to severe disrepair and require treatment.
• Treatments shall include, but not be limited to cleaning, flattening, and mending tears.
• Please refer to attachment a on page 32 for documents that require treatment.
• Upon receiving the documents, the successful respondent shall be responsible for developing and providing a treatment plan which shall include, but not be limited to, the following:
o Detailed treatment of documents.
o Storage suggestions including a suggested folder structure which shall require approval from the county clerk’s office prior to work beginning.
o Include timelines for periodic check-ins where samples of the work can be viewed.
• If, upon receipt of the documents, the vendor finds that a document(s) cannot be treated or repaired due to extensive damage or another issue, the county clerk’s office must be contacted to discuss other options and the return of the document(s).
• Vendor must ensure quality digital capture with no damage and preserve original historical documents.
- Storage
1. County clerk documents
• After treatment and imaging, loose documents will be stored in alkaline or similar archival folders.
• Folders will be placed in archival quality boxes and labeled.
• Documents removed from vinyl sheets in binders shall be placed back in the vinyl sheets after imaging.
2. Records retention documents
• Books shall be rehoused into boxes for long-term storage.
• The boxes must be labeled with date and title.
- Contract Period/Term: 1 year
- On-site Visit Date: June 2, 2025