Digitization Specialist

JOSH GREEN, M.D. KEITH A. REGAN
GOVERNOR COMPTROLLER
KE KIAAINA KA LUNA HOOMALU HANA LAULA
MEOH-LENG SILLIMAN
DEPUTY COMPTROLLER
KA HOPE LUNA HOOMALU HANA LAULA
STATE OF HAWAII | KA MOKUAINA O HAWAII
DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES | KA OIHANA LOIHELU A LAWELAWE LAULA
P.O. BOX 119, HONOLULU, HAWAII 96810-0119
The Hawaii State Archives (HSA) is soliciting bids for up to three full-time temporary Digitization
Specialists to digitize physical objects and archival materials for long-term preservation and conduct
quality assurance checks on the metadata created. Work is scheduled to begin November 2, 2026, or as
funds are available. Work is to be conducted on site at the Hawaii State Archives, Kekauluohi Building,
'Iolani Palace Grounds, 364 S. King Street, Honolulu, Hawaii 96813. Hours for the position are Monday
through Friday, from 7:45-4:30pm except on State holidays and/or administrative closures.
I. Introduction
a. As the Public Archives of the State of Hawaii, the Archives mission is to preserve and
make accessible government materials that are deemed to be of permanent value as
well as other historically significant items. These include the various media and
historical items stored at the Archives and/or created by State agencies and offices.
b. The Hawaii State Archives (HSA) has a large collection of archival materials that were
transferred to the State Archives or acquired by the Archives for public access. These
materials are to be digitized to create easier, more global public access to the visual,
historical, and documentary heritage of Hawaii.
II. Scope of Work - Digitization Specialist will provide the following services:
a. Part One
i. With great care, use a table-top digitization platform to digitize archival
materials in accordance with Archives' processes.
ii. Assign information in the appropriate fields as outlined by the project.
b. Part Two
i. With great care, use 3D imaging hardware to digitize in three dimensions in
accordance with Archives' processes.
ii. Assign information in the appropriate fields as outlined by the project.
c. Part Three
i. Metadata Review
1. Review metadata created by Archives staff - compare entries and
descriptions of materials. Correct entries as necessary.
III. Hawaii State Archives Responsibilities
a. HSA shall:
i. Provide a desk and computer equipment with software to complete the project.
ii. Provide training and overview of digitization process and metadata standards.

iii. Position will report to the State Archivist regarding work schedule, progress of
project and/or technical issues regarding project.
IV. Terms of Contract
a. The contract is contingent upon the continued availability of funds.
b. The contract shall be for an initial period of 1 year, with the option of extending it to
three additional 1-year periods based on quality of work provided, availability of funds,
and appropriate approvals. The desired start date is November 1, 2026.
c. Contractor shall perform all work on-site at the Hawaii State Archives, 364 S. King St
from 7:45-4:30 p.m. during regular business days.
V. Minimum Qualifications
a. Ability to handle fragile material with care.
b. Prior experience and demonstrated capability in digitizing archival materials in
accordance with FADGI Standards.
c. Prior experience and demonstrated capability in operating PhaseOne Cameras and
CaptureOne Software.
d. Prior experience and demonstrated capability in operating Artec Spider 3D imager and
Artec Studio Software.
e. High level of attention to detail
f. Demonstratable competency in computer operation skills
g. Staff working onsite will be able to lift and carry objects up to 30 pounds without
assistance.
h. Vendor will be required to provide Certificate of Compliance of proper registration of
business with Hawaii Compliance Express (vendors.ehawaii.gov) prior to execution of
contract.
VI. Desired Qualifications
a. To assure the State that the Digitization Specialist is capable and has the necessary
experience to perform the services specified herein, the contractor must submit with
the offer:
i. Letters of reference from three current/previous clients stating satisfaction with
contractor's job performance. The letter of reference must include the
following information for each certification so that HSA may contact them:
1. Name of company.
2. Company contact information (name, title, phone number, email and
postal address).
3. Brief description of company - what kind of organization was it and who
did they service, was it a privately owned, city & county, state or federal
facility.
4. Brief description of duties and responsibilities, specifically computer
programs used to carry out such duties.
5. Total time spent with the company.
ii. CVs of staff - that are available to work onsite. These CVs should document prior
experience and demonstrated capability as detailed above in Minimum
Qualifications from prior work conducting similar projects.

b. Staff working onsite are proficient in the use of Adobe Acrobat Reader, Windows Photo
Viewer and Microsoft Office applications.
c. Staff working onsite are proficient in the use of photo editing software (e.g.,
CaptureOne, Adobe Photoshop, Lightroom, etc.)
d. Staff working onsite possess strong verbal and written communication skills.
VII. Offer Content
a. Statement From the vendor clearly stating the per hour charge for the services
requested in Section II: Scope of Work.
b. This contract has the option of being extended.
c. Provide certificate of Compliance of proper registration of business with Hawaii
Compliance Express (vendors.hawaii.gov) at the time of awarding of this contract.
d. All requirements must be submitted to HIePRO under this solicitation by the deadline.
Only offers with all required documents will be considered for the award.
VIII. Evaluation Criteria
In order to have a submitted bid scored and considered, Contractor must submit all required
content as prescribed in Section VII.
IX. Method of Award
An award, if made, shall be to the responsive and responsible contractor submitting the lowest
price on the HIePRO that meets the requirement stated herein. Only those offers that meet all
the specifications, minimum qualifications, and any other requirements will be considered for
the award. Any offer that proposes terms, conditions or requirements that are contrary to
those specified herein or does not meet the qualifications requirements of this solicitation, as
solely determined by the State and has provided for herein, may be considered nonresponsive
and will be rejected as provided herein.