Y26-03-SS_OCRHC_Digital_Preservation_Archive_.pdf
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- Attached to
- Digital Archive and Preservation Platform
- Solicitation number
- Y26-03-SS
- Issued by
- Orange County, Orlando City, Florida
About this file
This is a digital preservation platform solicitation issued by Orange County, Florida for the Orange County Regional History Center (OCRHC). 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. The required platform must include digital storage 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 from Record Group to Item level; global search and filtering functions; responsive web interfaces for asset management; and support for multiple user access levels (Admin, Staff, and Volunteer). The platform must enable public access to 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 (with a subsequent notice extending the deadline to April 22, 2026); responses submitted by hand delivery, mail, fax, or email will be rejected. The solicitation does not specify an award date or contract term.
No budget range, award value, set-aside designations, disadvantaged enterprise restrictions, contract duration, renewal options, or pricing terms are disclosed in the solicitation documents. Orange County's research indicates that Terentia is currently the only firm identified as meeting the County's specified requirements; however, the County encourages other potential respondents to contact Contracting Agent Heidee Santiago-Rullan at Heidee.Santiago-Rullan@ocfl.net prior to the April 2026 deadline to discuss how their solutions can fulfill the County's needs and to ensure a fair and competitive procurement process. Respondents must utilize the County's standard response forms in accessible file formats (Microsoft Word, Excel, PowerPoint, or PDF) without password protection or encryption. Technical support for submission questions is available through the OpenGov e-Procurement Platform support team via chat, email (support@procurenow.com), or phone (1-855-680-4747) during business hours Monday through Friday, 8:00 AM to 8:00 PM EST.
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Text version
Y26-03-SS
Digital Archive & Preservation Platform
Orange County, Florida is seeking a digital archiving and preservation platform for the Orange County Regional History Center (OCRHC). The product will be used to preserve and share all digital archival material the OCRHC chooses, both internally and publicly, with varying levels of access and security.
To date, research within the industry has indicated to the County that Terentia is the only firm meeting the County’s requirements.
The tool requires the following:
1. The solution shall serve the mission of the OCRHC “to serve as the gateway for community engagement, education, and inspiration by preserving and sharing Central Florida’s continually unfolding story” by making access to the OCRHC’s archives user-friendly and informative.
2. The solution must provide not only digital storage that is fully configurable and cloud-native but digital preservation, including file integrity/fixity checks, file verification, anti-virus checks, preservation master and access copies, file migration records, lossless file types, controlled access, and file-backups.
3. The solution will offer cataloging capabilities that allows for metadata viewing and entry, controlled access, hierarchical entries for archival materials (starting at the Record Group level all the way to the Item level), ability to seamlessly create associations with items or keywords across collections, as well as global searches and filters accessible in all directories.
4. The solution shall provide a means to manage and display assets in innovative ways to growing audiences, and create immersive digital collections with powerful search tools, flexible interfaces, and responsive designs due to its cloud-native nature and have the following:
a. Ability to make low-res content (when little/no restrictions apply) available on the museum website
b. Ability to choose web-viewable fields for each collection that is customizable with the cataloging software
c. Ability to access all levels of the Archives Directory, including Record Group, Collection, Series, File Unit, and Item levels
d. Ability to provide access to video/sound files (i.e., oral histories), even just a portion (where restrictions allow)
e. Ability to provide access to Finding Aids (generated by cataloging software) for archival collections
f. Ability to provide indexes (generated by cataloging software via Authority Tables) that include links
5. The solution shall employ various levels of access privilege and authorization, including Admin, Staff, and Volunteer.
Any supplier that has a product or service that meets the requirements specified in this posting, is encouraged to submit information, including specifications, capabilities, and any supporting documentation, to demonstrate how your solution can fulfill our needs. This information will assist us in ensuring a fair and competitive procurement process.
This information will be available for review until 4:00 PM, April 20, 2026. Respondents are encouraged to contact Heidee.Santiago-Rullan@ocfl.net before the above deadline.
mailto:Heidee.Santiago-Rullan@ocfl.net
File details come from the government source that posted it. Updated .