Digital_Archive_and_Preservation_Platform_(Addendum_#1_Revision).pdf
PDF 181 KB Posted
- Attached to
- Digital Archive and Preservation Platform
- Solicitation number
- Y26-03-SS
- Issued by
- Orange County, Orlando City, Florida
About this file
This is an Addendum #1 Revision document for a sealed procurement solicitation issued by Orange County, Florida for a Digital Archive and Preservation Platform (Y26-03-SS) to support the Orange County Regional History Center. The County seeks a cloud-native digital archiving and preservation solution capable of preserving and sharing digital archival materials with configurable access levels and security features. Required deliverables include digital storage infrastructure with preservation functions such as file integrity checks, anti-virus scanning, file migration records, and comprehensive backup capabilities; robust cataloging functionality with metadata management and hierarchical organization capabilities from Record Group to Item level; global search and filtering functions; responsive web interfaces for asset management and display; and support for multiple user roles including Admin, Staff, and Volunteer access levels with public access capabilities for low-resolution content, video and audio files, and finding aids where restrictions permit. Sealed responses must be submitted electronically via the OpenGov e-Procurement Platform by 4:00 PM EST on April 20, 2026. The solicitation was released on April 7, 2026, with a question deadline that was not specified in this addendum revision.
The solicitation requires respondents to submit responses using Orange County's standard response forms in accessible file formats (Microsoft Word, Excel, PowerPoint, or PDF) without password protection or encryption. Respondents must create a free OpenGov account and submit electronically; hand delivery, mail, fax, and email submissions will be rejected. The document does not disclose budget range, award value, contract duration, renewal options, set-aside designations, disadvantaged enterprise restrictions, or pricing terms. Technical support for submission questions is available through the OpenGov e-Procurement Platform support team via chat, email at support@procurenow.com, or phone at 1-855-680-4747 during business hours Monday through Friday, 8:00 AM to 8:00 PM EST. The primary County contact is Heidee Santiago-Rullan, Contracting Agent, at heidee.santiago-rullan@ocfl.net or (407) 836-5635.
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Text version
undefined
Y26-03-SS
DIGITAL ARCHIVE AND PRESERVATION PLATFORM
Orange County, Florida
400 E South Street
Orlando, FL 32801
RELEASE DATE: April 7, 2026
DEADLINE FOR QUESTIONS: undefined, undefined
RESPONSE DEADLINE: April 20, 2026, 4:00 pm
RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:
https://secure.procurenow.com/portal/orangecountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d
Orange County, Florida undefined
Digital Archive and Preservation Platform
I. Introduction II. Submittal Instructions
III. Response (Submittal)
Attachments:
A - Y26-03-SS OCRHC Digital Preservation Archive undefined #Y26-03-SS Title: Digital Archive and Preservation Platform
1. Introduction
1.1. Summary
NOTICE IS HEREBY GIVEN that Orange County, Florida, henceforth referred to as the County is accepting sealed responses for Digital Archive and Preservation Platform (Y26-03-SS)
Sealed offers for furnishing the above will be accepted up to 4:00 pm EST on Monday, April 20, 2026.
NOTE: Respondents are required to submit responses electronically via the OpenGov e-Procurement
Platform.Respondents shall not be permitted to hand-deliver, mail, telephone, fax or email offers.
Responses received after the submission deadline and/or transmitted outside of the designated
OpenGov e-Procurement Platform shall be rejected.
1.2. Background
Orange County exercises the rights and privileges conveyed to it by the State of Florida, and the Orange
County Charter. It presently operates with an elected chief executive officer, Orange County Mayor, and six elected district commissioners, who together comprise the Board of County Commissioners.
Procurement is an essential function of the County, affecting all operational departments, ongoing projects and future initiatives. The Procurement Division is divided into three (3) Sections, the “Buying
Section”, the “Purchasing Section” and the “Contracts Section”.
The Orange County Procurement Division operates under the leadership of Carrie Mathes, MPA, NIGP-
CPP, CFCM, CPPO, CPPB as Procurement Division Manager and Chief Procurement Official in accordance with the Orange County Ordinance.
1.3. Contact Information
Orange County Procurement Point of Contact
Heidee Santiago-Rullan
Contracting Agent
Email: heidee.santiago-rullan@ocfl.net
Phone: (407) 836-5635
Department:
Administrative Svcs., Procurement Division mailto:heidee.santiago-rullan@ocfl.net tel:(407)836-5635
1.4. Timeline
Release Project Date April 7, 2026
Submission Deadline April 20, 2026, 4:00pm
2. Submittal Instructions
2.1. Important Instructions for Electronic Submittal
The County is ONLY accepting electronic submissions using the OpenGov Platform. Respondents shall create a FREE account with OpenGov by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit.
Note: Firms shall not be permitted to hand-deliver, mail, telephone, fax or email offers.
Responses received after the submission deadline and/or transmitted outside of the designated
OpenGov e-Procurement Platform shall be rejected.
It is the respondent's responsibility to ensure they commence their upload efforts timely to meet the submission deadline. The County shall not be responsible for delays caused by any occurrence, including the respondent's network delays, bandwidth issues, internet outages, or technical difficulties.
2.2. OpenGov Technical Support
For Technical Support, respondent's can reach the OpenGov Service Desk:
Chat (preferred): Click the button in the lower right hand corner of the portal
Email: support@procurenow.com
Phone: 1 (855) 680-4747
Hours: Mon-Fri 8am - 8pm EST https://secure.procurenow.com/signup mailto:support@procurenow.com
3. Response (Submittal)
Respondent acknowledges that they are solely responsible for reviewing their submission to ensure all files and attached documents uploaded are uncorrupted. Failure to perform quality assurance on your submission may result in your offer being deemed non-responsive if key data is omitted or inaccessible.
All offers shall be submitted on the County’s standard response forms as provided herein. Modification of the forms herein or submission on the respondent's quotation forms shall not be accepted and shall be deemed non-responsive.
3.1. Upload your Complete Response *
For upload items, electronic files must be in a common format accessible by software programs the
County uses. Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format
(.pdf.). Respondents will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Respondents will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches.
*Response required
| 1. Introduction |
| 1.1. Summary |
| 1.2. Background |
| 1.3. Contact Information |
| 1.4. Timeline |
| 2. Submittal Instructions |
| 2.1. Important Instructions for Electronic Submittal |
| 2.2. OpenGov Technical Support |
| 3. Response (Submittal) |
| 3.1. Upload your Complete Response * |
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