Video, Audio and Two-Dimensional Records Digitization Service

The issuing agency is seeking professional digitization services to preserve and enhance access to historically and culturally significant tribal records. The project aims to solve the challenge of preserving fragile media, including tribal events, language recordings, oral histories, and cultural documentation, while supporting long-term collection management. The scope of work is divided into two distinct areas covering both audiovisual media and two-dimensional archival materials. Under the first scope, the agency requires the digitization of up to 600 video and audio files, including formats such as VHS, MiniDV, Hi8, cassettes, vinyl, and audio reels. The selected provider must assist with the organization, arrangement, and descriptive practices for these digitized materials and provide estimated project timeframes. Under the second scope, the agency requires the digitization of two-dimensional materials, including photographs, maps, and manuscript documents. This scope demands high-resolution, preservation-quality digital imaging in accordance with current archival standards, resulting in TIFF files for preservation and JPEG or PDF files for access. The agency requires the handling of all fragile materials with care, following established archival best practices. The selected provider must develop a detailed work plan, schedule, and quality control procedures, as well as assist in creating descriptive, administrative, and technical metadata. Eligible bidders must be onshore organizations based entirely in the United States. All contracted work must be performed offsite at the provider's facility. The agency is currently looking for proposals to determine the budget and requires bidders to outline pricing based on hourly rates or per-scan rates categorized by size. Bidders must sign and return the Agency Confidentiality and Nondisclosure Agreement, designated as Attachment A, by May 28, 2026. All questions regarding this opportunity must be submitted to the agency no later than June 10, 2026.