RFP - Historical Record Preservation Services and Related Items for the Harris County District Clerk's Office

Harris County is seeking a comprehensive historical record preservation services provider for the District Clerk's Office through a Request for Proposal (RFP) to be awarded for a one-year contract beginning approximately June 1, 2026, with potential for four additional one-year renewals. The project involves preserving historical documents dating from 1837 to the early 1900s, specifically focusing on processing 45 boxes of documents from 1911 to 1917 across criminal and civil case types. The selected vendor will be responsible for comprehensive preservation services including cleaning, mending, humidifying, deacidifying, encapsulating, digitization, and indexing, following Library of Congress and American Institute of Conservation guidelines. Evaluation criteria will weight the proposed solution's viability at 40%, pricing and fees at 30%, client experience at 10%, and references at 20%. A pre-proposal conference is scheduled for September 30, 2025, with proposal submissions due by October 13, 2025. Vendors must provide digital images at a minimum of 300 dots per inch, with all data remaining the sole property of Harris County.

The RFP encourages participation from Texas-based vendors and includes provisions for subcontractors, with a Subcontractor Listing Form requiring detailed information about potential subconsultants, professionals, and vendors. While no specific set-aside designations are explicitly stated, the county appears to have interest in HUB/MWBE and Section 3 program certifications. Vendors must meet extensive insurance requirements, including workers' compensation, commercial general liability, and professional liability coverage, with Harris County to be named as an Additional Insured. The contract will require a payment bond for amounts exceeding $25,000 and mandates compliance with various ethical and legal standards, including debarment certifications and conflict of interest disclosures. While a specific budget range is not detailed, the contract involves processing 45 boxes annually, with pricing to be fixed per box. The county reserves the right to reject any proposals and will require final approval from the Harris County Commissioners Court before contract award.