Digital Archive and Preservation Platform

Orange County, Florida is issuing a sealed procurement solicitation (Y26-03-SS) for a Digital Archive and Preservation Platform to support 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. Required deliverables include digital storage infrastructure with preservation functions such as file integrity checks, anti-virus scanning, file migration records, and comprehensive backup capabilities. The platform must provide robust cataloging functionality with metadata management, hierarchical organization capabilities ranging from Record Group to Item level, global search and filtering functions, and responsive web interfaces for asset management and display. The solution must support multiple user roles including Admin, Staff, and Volunteer access levels, and enable public access to low-resolution content, video and audio files, and finding aids where restrictions permit. All sealed responses must be submitted electronically via the OpenGov e-Procurement Platform by 4:00 PM EST on Monday, April 20, 2026; responses submitted by hand delivery, mail, fax, or email will be rejected. Respondents must utilize the County's standard response forms in accessible file formats (Microsoft Word, Excel, PowerPoint, or PDF) without password protection or encryption.

The solicitation does not specify set-aside designations, disadvantaged enterprise restrictions, or contract duration, renewal options, and pricing terms. Orange County's research indicates that Terentia is currently the only firm meeting the County's specified requirements for this procurement, though the County encourages other potential respondents to contact Contracting Agent Heidee Santiago-Rullan at Heidee.Santiago-Rullan@ocfl.net prior to the April 20, 2026 deadline to discuss how their solutions can fulfill the County's needs and to ensure a fair and competitive procurement process. No budget range or award value is disclosed in the solicitation documents. 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.