DE-5531 - USA (Minnesota) - Paper to Digital Records Indexing and Digitization Services - Deadline December 1,2026

(1) Vendor needs to provide paper to digital records indexing and digitization services to digitize and index records found in a variety of mediums, including but not limited to paper, audio, video, photographs, and microfilm.• Digitizing approximately 250,000 open and closed case files for multiple units within the department.• Birth and death records from 1858 – 1912, 33 books with approximately 400 pages each, totalling 13,200 pages.• Index (marriage) records from 1850–1999, 48 books with 600 pages each, totalling 28,800 pages.• Death certificate records from 1867 – 1979, 12 file drawer boxes with approximately 3,000 pages each, totalling 36,000 pages.• Create a complete box manifest and inventory.• Implement a barcode–based tracking system for all boxes. This task should be completed onsite at the county facility prior to the contractor’s transport and retention.• Load and transport boxed records and files using secure, designated transportation to the contractor’s processing facility.• Retrieve and return documents upon county request.• Provide access to files during the move process and while in temporary and permanent storage within 24 hours.• Prepare all records identified for digitization.• Digitization of records according to county specification. Records may include, but not be limited to paper, paper with raised seals, aging paper, audio, video, photo, and microfilm formats.• Index all digital images in accordance with county metadata requirements.• Perform quality assurance on all scanned images and associated metadata.• Maintain secure electronic backups of all digitized images.• Destroy, store, or return physical documents to county for long–term archival storage, as determined on a project–by–project basis.(2) All question must be submitted no later than November 13, 2026.(3) A contract period will be for one year.