Video, Audio and Two-Dimensional Records Digitization Service

The agency is seeking professional digitization services to preserve and enhance access to historically and culturally significant tribal records. The project addresses the need to safeguard fragile materials documenting tribal events, proceedings, language recordings, oral histories, and cultural documentation. The scope of work is divided into two main areas covering both multimedia and physical archival records. For 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 also assist with the organization, arrangement, and descriptive practices for these digitized materials. Bidders must submit estimated project timeframes based on the provided information. The second scope involves digitizing two-dimensional materials within the collection, specifically photographs, maps, and manuscripts. The agency requires high-resolution, preservation-quality digital imaging in accordance with current archival standards, delivering files in formats such as TIFF for preservation and JPEG or PDF for access. The chosen provider must handle all fragile items with care, develop a detailed work plan with quality control procedures, and assist in creating descriptive, administrative, and technical metadata. Eligibility is restricted to onshore organizations based in the United States, and all work must be performed offsite. Bidders must outline their pricing using hourly or per-scan rates based on the size of the materials, as the agency is currently looking for proposals to establish the budget. The agency requires the signed and returned Agency Confidentiality and Nondisclosure Agreement, known as Attachment A, by May 28, 2026. All questions regarding this opportunity must be submitted no later than June 10, 2026.