8-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeing proposals from qualified vendors to provide historical record preservation services and related items for the Harris County District Clerk’s Office (DCO) for one (1) year beginning approximately June 1, 2026.

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held September 30, 2025, 10:00 a.m. CST, local time Houston, TX using the following dial-in information. Conference number (281) 985-1862 conference code 573 073 458#. Attendance is not mandatory but all vendors are strongly encouraged to attend in order to have a better understanding of the requirements of this

RFP. Persons with disabilities requiring special accommodations should contact the Purchasing Office at (713) 274-4400 at least two (2) days prior to the pre-proposal conference.

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through

Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County Commissioners Court.

Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

BACKGROUND

The Historical Document room opened to the public on October 24, 2006. The room is available for viewing historical documents dating from 1837 – early 1900’s. These court records are not just paper; they are valuable sources of Texas’ and

Houston’s history. A good portion of the most badly deteriorated records have been restored and preserved by the District

Clerk’s Office (DCO). The remaining parts of the records are being housed at the Records Center facility. These records range from 1907-1951.

SPECIFICATIONS

Harris County DCO is looking to continue its historical documents preservation using the Library of Congress and the American Institute of Conservation (AIC) Code of Ethics and Guidelines. DCO desires the highest level of service, quality, and accuracy from a single-source solution provider.

A single solution enables DCO to maximize speed issue resolution, safeguard our valuable records, ensures complete quality control, and maintains a single tracking system of all documents.

The ideal vendor shall be able to address the following minimum requirements but not limited to these requirements:

• Proven success, experience and expertise as a single-source solution provider.

• State of the art equipment, facilities and trained staff.

• Proven methodology and implementation processes.

• Prefer Texas based vendor that completes the preservation process within the State of Texas.

• Work to be completed for the identified document boxes per year; will be picked-up and returned in pre-determined batches.

Historical Record Preservation Services and Related Items for the Harris County District Clerk’s

Office

1. Existing Historical Documents

DCO has historical record documents that need to be preserved as follows:

• Cleaning – surface cleaning to remove materials deposited on book pages, documents i.e. dirt, soot, airborne particulate matter, sedimentation, from water damage, active micro-organic growth, insect detritus, biological or mineral contaminants and treating mold or mildew by using a radiation process. Documents will also have any tape, paper clips, staples, and rubber bands etc., to be removed.

• Mending – those documents that are torn, come apart when open or unfolded will need to be repaired in order to maintain their integrity.

• Humidifying – those documents that have been stored in a folded manner will have creases and fold markings on the documents. Vendor must remove folds and creases on these documents with the humidifying process.

• Deacidifying – is the application of magnesium oxide deacidifies (neutralizes acid ink and paper) on each side of each sheet.

• Encapsulating – is the process of placing final document in an enclosure sleeve, envelope or pocket that protects the document from damage.

• New Folders – all completed encapsulated documents will be returned in archival boxes and folders. These boxes and folders should be acid free and comprised of a chemically insert copolymer.

• Digitization – all completed work must be digitized to serve as a backup to the original document in the event of damage or destruction. Images must be captured at a minimum of 300 dots per inch (dpi) at 256 bi-tonal or Grayscale and must be of high quality and clarity ensuring that they can be used as a reliable backup for the original physical documents. Imaging should be completed before documents are added inside the mylar folders. All data is solely the property of Harris County.

• Indexing – digitized document will be stored using descriptive metadata such as case number.

2. Company Background

Vendor shall provide the following information about their company so the County can evaluate the vendor’s stability and ability to support the commitments set forth in responses to the RFP. The County, at its option, may require a vendor to provide additional documentation to support and/or clarify requested information.

• The length of time the company has been in business,

• A brief description of the company,

• Company size and organization, including a list of related companies,

• The number of years the company has been providing document preservation services,

• Location of where the work will be performed and produced,

• The core competency of the company,

• The number of employees necessary for this project, and

• A description of safety practices.

3. Methodology and Implementation

Vendor shall provide a detailed overview of their proposed preservation process for the existing historical documents along with the methodology and implementation process to include:

• Logistic pick-up of documents from DCO,

• Process on how documents are received by your company,

• Accessing documents once received,

• Process that follows once documents are assessed,

• Tracking process once documents are in the work-in-progress environment,

• Logistic delivery of documents to DCO,

• Process of how your company implements a project,

• List of key players from your company in terms or point of contact, and

• Implementation project schedule.

4. Pricing

DCO requires fixed price per box. The boxes with documents will be made available to Vendors to review the contents prior to proposals being submitted. Each vendor will have between one (1) – two (2) hours to review the contents in the presence of DCO staff.

Records Management list of boxes and files to consider for this RFP.

Year Case Type Batch Starting Range Ending Range Date Range Amount of Boxes

1st Year

Criminal A 22037 25262 1922 13

Criminal B 25263 28684 1926 12

Civil B 51995 52578 1911 7

Civil C 52579 53122 1911 7

Civil D 53123 53615 1911 6

2nd Year

Civil A 53616 54374 1911-1912 12

Civil B 54375 55548 1912 11

Civil C 55549 56640 1912 11

Civil D 56641 57694 1912-1913 11

3rd Year

Civil A 57695 58808 1913 12

Civil B 58809 60020 1913 11

Civil C 60021 61544 1913 11

Civil D 61545 62767 1913-1914 11

4th Year

Civil A 62768 64034 1914 12

Civil B 64035 65155 1914 11

Civil C 65156 66395 1914-1915 11

Civil D 66396 67674 1915 11

5th Year

Civil A 67675 68771 1915-1916 12

Civil B 68772 69982 1916 11

Civil C 69983 71317 1916 11

Civil D 71318 72260 1916-1917 11