RFP - Supplementary Records Indexing and Imaging Services for the Harris County Clerk's Office

Harris County is seeking a vendor to provide Supplementary Records Indexing and Imaging Services for the County Clerk's Office through a Request for Proposal (RFP) released on October 31, 2025, with proposals due by November 24, 2025. The project involves a comprehensive digital conversion of historical microfilm and archived books, focusing on records dating back to the 1830s across six classification types including real property, probate, county civil court, commissioners court, government/business/personal records, and election records. Specifically, the contract will concentrate on full indexing of Deeds, Mortgages, and Contracts for the period of 6/27/1959 to 10/31/1960, estimated at 219,184 instruments. Vendors must provide two output image copies (300 DPI grayscale/color JPEG and 300 DPI bitonal TIFF), ensure 99.95% accuracy, perform 100% human visual quality checks, and maintain a five-year warranty on delivered images. Proposal evaluation will be based on a weighted scoring system: 25% for scope of services and methodology, 25% for technical capability and system integration, 25% for qualifications and experience, 15% for fee schedule, 5% for timeline, and 5% for training and support.

The contract requires vendors to have at least five years of business experience and demonstrate capabilities in database management, optical character recognition, digital conversion, and metadata creation. All work must be performed onshore in a secure facility within the continental United States, with no subcontractors allowed without prior authorization. While specific set-aside designations are not explicitly detailed, the Subcontractor Listing Form indicates opportunities for HUB/MWBE (Historically Underutilized Business/Minority and Women-owned Business Enterprise) and Section 3 certified businesses. Vendors must maintain comprehensive insurance coverage, including Workers Compensation, Commercial General Liability, and Automobile Liability, with most liability coverage set at $1,000,000 per occurrence. The contract is initially for one year beginning approximately December 1, 2025, with the option of four additional one-year renewals subject to Harris County Commissioners Court approval. While a specific budget range is not provided, the extensive scope of work suggests a significant project investment for digital records management and conversion services.