25-21-3245AM Imaging and Repair/Treatment of Bound Materials

Hanover County, Virginia is seeking a qualified conservation and digital reformatting contractor for a specialized project involving historical court record books through Invitation for Bids (IFB #25-21-3245AM). The procurement specifically targets conservation and digital imaging of five historical court volumes dating from 1848-1896, including Road Book, Reverse Index to Deeds, Delinquent Lands records, and two different fee books. Required services encompass comprehensive document preservation techniques such as surface cleaning, mold treatment, deacidification, encapsulation, period-appropriate leather rebinding, and digital scanning at minimum 300 dpi resolution. Contractors must maintain American Institute for Conservation (AIC) membership and demonstrate expertise in specialized restoration techniques including degraded laminate removal and 18th/19th century leather binding repair. The bid is due by 2:00 PM on January 7, 2025, with the contract period running from award date through project completion. Successful bidders must provide detailed condition reports and treatment proposals for each document, with quality control inspections to be conducted by Library of Virginia staff prior to material return.

The procurement appears to have no specific set-aside designations for disadvantaged business enterprises. Insurance requirements are stringent, mandating commercial general liability ($1M per occurrence, $2M aggregate), automobile liability ($1M), workers compensation (statutory levels), and employer's liability ($500K). The project will be funded through a Library of Virginia grant, with only funded items being awarded, suggesting potential budget constraints. While specific budget ranges are not explicitly stated, pricing will be requested per book for both conservation and digital reformatting services, with separate line items for each of the five volumes. Contractors must perform all work at their secured facility and achieve 100% accuracy in digital file naming and quality control requirements. The procurement does not indicate any existing incumbent vendors or specific technological integration requirements beyond the digital scanning specifications.