Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-4512

Government Authority located in New Hampshire; USA based organization looking for expert vendor for conservation and digitization service.

[*] Budget: Looking for Proposals

[*] Scope of Service:

(1) Vendor needs to provide conservation and digitization service using 400ppi in TIFF format.      
- An approximately work volume will be 633 documents.
- Preservation and Conservation
• Provide written conservation treatment plans for the items or group of items.
• Disbind (remove sewing and separate documents) volumes if necessary for imaging and treatment.
• Surface clean pages to reduce surface dirt.
• Treatment as necessary to flatten folds and creases.
• Mend tears as necessary for safe handling.
• Place each group of documents in individual legal-size buffered folders. Label folders with
Year or county or plaintiff v. Defendant. Documents may remain in their current order and groupings. Small or fragile documents shall be placed inside a polyester film L-sleeve for added support.
• Foddered documents shall be housed in legal size flip-top boxes. Boxes shall be titled.
• For documents exhibiting signs of iron gall ink corrosion: Wash leaves with manuscript ink in ethanol and filtered water to reduce discoloration as possible, followed by calcium phytate treatment to stabilize the iron gall ink. Alkalize pages in a calcium carbonate bath, and size with a 1% solution of gelatine.     
- Imaging
• Digital files shall be delivered on a USB external hard drive.
• Create a faithful image surrogate of archival materials in their current condition. Perform minor postprocessing adjustments to optimize image quality and bring all images to a common rendition.
- Image all pages of original documents and indices, including blank pages. Do not image library
binding boards, flyleaves, etc.
• Imaging shall be done following the Federal Agencies Digitization Guidelines Initiative (FADGI)
Technical Guidelines for Digitizing Cultural Heritage Materials (2016) and the following project
specifications:
o Preservation Masters

•     Format: TIFF
•     Spatial Resolution: 400ppi at original size
•    Bit Depth: 16-bit
•     Colour Profile: Adobe RGB 1998
•     Technical metadata comprising camera and software information will be embedded in

the header of each TIFF master file.
o Access Derivatives

•     Format: JPEG
•     Spatial Resolution: 400ppi at original size
•     Bit Depth: 8-bit
•    Colour Profile: Adobe RGB 1998

o Case-Level PDFs

•     Moderately compressed JPEGs of the documents for each case will be combined into one multi page PDF per-case.

(2) All question must be submitted no later than October 30, 2023.        
(3) A contract period will be for two years.

[*] Eligibility:

- Onshore (USA Organization Only);

[*] Work Performance:

Performance of the work will be Offsite and Onsite. Vendor needs to carry work in their office location.

Expiry Date : Monday, 20 November, 2023

Question Answer Deadline : Monday, 30 October, 2023

Category : Data Entry, Scanning, Records and Document Related Services

Country : USA

State : New Hampshire

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