Request for Proposals Archivist Consultant Services for Onsite Records Management and Digitization County Project No. 7341RFQ

REQUEST FOR PROPOSALS
ARCHIVIST CONSULTANT SERVICES
FOR ONSTIE RECORDS MANAGEMENT AND DIGITIZATION
COUNTY PROJECT NO. 7341RFQ
Prepared By:
Jessica Carrillo
Administrative Analyst I
Deadline for Submissions: Thursday, May 7, 2026 at 4:00 p.m.
Imperial County
Department of Public Works
155 S. 11th Street
El Centro, CA 92243
PROPOSAL MUST BE SUBMITTED BY THE SPECIFIED DATE AND TIME. THE COUNTY WILL NOT CONSIDER
PROPOSALS RECEIVED AFTER THE DUE DATE. AN AMENDMENT IS CONSIDERED A NEW PROPOSAL AND WILL NOT
BE ACCEPTED AFTER THE SPECIFIED DATE AND TIME.
April 20, 2026

Contents
I. PURPOSE AND BACKGROUND ............................................................................................... 3
II. SCOPE OF WORK ....................................................................................................................... 3
III. RESPONSIBILITIES OF THE COUNTY ............................................................................... 4
V. EVALUATION OF PROPOSALS .............................................................................................. 6
VI. QUESTIONS AND QUOTATION SUBMISSION .................................................................. 6
Exhibit A - Sample Agreement and Insurance Requirements
Exhibit B - Sample Evaluation Form

April 20, 2026
I. PURPOSE AND BACKGROUND
The County of Imperial Department of Public Works (Department) maintains a large volume of records, including historical
documents, engineering plans, maps, photographs, and other materials critical to the operation and documentation of public
infrastructure. Many of these records exist in both physical and digital formats across multiple divisions, resulting in
inconsistencies in organization, accessibility, and long term preservation.
As recordkeeping requirements continue to evolve, the Department must ensure compliance with applicable regulations,
including the California Public Records Act and California Government Code Section 26202, which establishes retention
requirements for public records. Additionally, the need to preserve historically significant documents and improve access
to information has become increasingly important for operational efficiency and public transparency.
Currently, the Department lacks a standardized, centralized archival and digital filing system to effectively manage these
records. As a result, staff may encounter challenges in locating documents, responding to public records requests, and
ensuring proper retention and disposition of materials.
To address these needs, the County is seeking professional archivist consultant services to assess existing records, develop
a compliant records retention schedule, and establish a structured archival and digital records management system. The
Consultant will also provide recommendations for digitization standards and staff training to support long-term
implementation and sustainability of the system.
The County of Imperial Department of Public Works is requesting proposals from qualified consultants to provide
professional archivist services. Qualified entities are invited to submit proposals in accordance with this Request for
Proposals (RFP). The Department intends to procure professional archival services to organize, catalog, digitize, and
preserve an extensive collection of historical records onsite at the Department office located at 155 S. 11th Street, El Centro,
CA, 92243.
The contract will become effective upon approval by the Imperial County Board of Supervisors for the duration of one year
with the option to renew up to four - one year extensions for a total of five years. Any such extensions shall be determined
by the Department and approved through supplemental agreement modifications/amendments contingent upon ongoing
need, satisfactory performance, and availability of funding.
Proposed Schedule of Events
Issue Request for Quotations April 20, 2026
Final Date for Questions April 29, 2026
Quotation Due May 7, 2026
Consultant Selection June 2026
County Awards Contract July/ August 2026
II. SCOPE OF WORK
The successful Consultant shall assess, develop, and implement a comprehensive records management and archival system
for the Imperial County Department of Public Works. The Consultant shall evaluate existing records, establish standardized
filing and retention procedures, and provide recommendations for digitization and long term preservation.
All work to be performed shall be completed at the County of Imperial Department of Public Works office located
at 155 S 11th Street, El Centro CA 92243.

The scope of work is to perform the following tasks to assist the County in establishing an organized and compliant records
management system..
Services and tasks to be provided by consultant include, but are not limited to:
1. Archival Assessment: Conduct a comprehensive inventory and evaluation of existing records across all divisions,
including physical documents, plans, maps, photographs, and digital files (e.g., CAD and GIS data), to identify
organizational gaps and preservation needs.
2. Records Organization and Classification: Develop a standardized classification and filing structure to ensure
consistency, accessibility, and efficient retrieval of records across the Department.
3. Retention Schedule Development: Prepare or update a records retention schedule in compliance with California
Government Code Section 26202 and other applicable regulations; including identification of records requiring long
term or permanent preservation.
4. Digitization: Develop recommendations and standards for digitizing physical records, including file naming
conventions, metadata requirements indexing methods, and preferred formats for electronic storage, prepare documents
for scanning, and securely process imaging/scanning of Department files.
a. All records shall remain onsite at County facilities at all times. Consultant shall perform all sorting and
scanning at designated County location(s). Removal, transport, of offsite storage of materials is strictly
prohibited.
b. Document preparation shall include but not be limited to smoothing dog-eared corners, repairing torn edges,
flattening rolled plan-sets, removing binding material (e.g. staples, clips, fasteners, etc) and sticky notes, bound
documents are to be disassembled and scanned
c. All scanned documents are to be in proper orientation to be viewed without image rotation and capture high-
quality digital images following best practices
d. Double-sided pages are to be scanned in sequence and the image of the reverse side of the page is to follow the
front side of the page when viewing the images
e. Blank pages shall be eliminated
5. Digital Archiving Framework: Coordinate and conduct the establishment of a centralized digital filing system,
including guidance on software, database structure, and/or integration with existing systems, as applicable.
6. Staff Training: Provide training to Department staff on new records management procedures, digital filing protocols,
and best practices for handling public records requests.
7. Documentation and Deliverables: Prepare and submit all required deliverables, including an archival assessment
report, finalized records retention schedule, metadata schema, and a final report outlining recommendations and
implementation guidance.
8. Coordination and Communication: Coordinate with the Department of Public Works staff and other County
departments, as necessary, to obtain relevant information and ensure successful implementation of the records
management system.
The selected consultant shall be responsible for evaluating project requirements and providing written recommendations for
scanning and digitization equipment necessary for the Scope of Work. Recommendations shall include, at a minimum,
equipment specifications, performance requirements, and justification based on anticipated document types, volumes, and
projection needs. Ancillary equipment needed for this scope of work shall be procured directly by the Department. Consultant
shall not be responsible for purchasing equipment unless expressly authorized in writing by the Department.
III. RESPONSIBILITIES OF THE COUNTY
The County will provide direction, provide management oversight, and conduct administrative arrangements.
The County will pay an agreed upon amount normally within 30 days after receipt of an invoice.
The County will provide a dedicated workplace facility.
The County reserves the right to perform any portion of the scope of work by County personnel or other consultants should the
County determine it would be in the best interest of the County to do so.

Any required capital expenditures or unexpected failures will be the responsibility of the County. Respondent shall identify and
request all necessary chemicals, materials, and equipment necessary to successfully operate the systems and notify the County
for payment. Laboratory and analytical costs shall be borne by the County. The County shall pay for the costs for these items
with prior approval.
IV. PROPOSAL CONTENT
Proposal should be typed, organized and concise, yet comprehensive.
General Requirements
Provide a cover letter.
State the interpretation of the work to be performed. State a positive commitment to perform the work in the required
manner and time frame; include a basic summary; and demonstrate an understanding of the project. Provide a statement that
the offer is valid for at least a ninety (90) day period.
Provide the name(s) of the primary and/or alternate individuals authorized to respond to this RFP. Include titles, addresses,
e-mail, and phone number. Include contact details on person who will be authorized to execute a contract with the County
of Imperial if your firm is successful.
The Consultant is representing itself as a qualified professional in archiving services. Therefore, it is acceptable to submit
recommendations and comments for consideration on format, process, schedule, and additional content of projects. The
County will consider comments and recommendations; however, it is not required to select any of the recommendations or
comments.
Expensive bindings, colored displays, promotional materials, etc., are neither necessary nor desired. Emphasis should be
concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity
of content.
Table of Contents
Include a table of contents with identification of each section and page number.
Summary of Qualifications and Experience
State whether the consultant (or firm) is local, regional, national or international.
Identify the owner(s) of the firm and legal status (sole proprietor, corporation, etc.)
Identify the qualifications and resumes of all individuals who will be performing services under this contract.
Summarize specific experience and qualifications for similar and related projects. Provide detailed knowledge and
experience in working on projects that require adherence to the federal, state, and local regulatory agencies. Describe the
services previously performed. List at least 3 references with contact information (including email).
Analysis of Effort/Methodology
Describe the approach for how the work will be performed. The proposal shall indicate any specific techniques or
methodology to be utilized.
The proposal shall include a sample project timeline with specific tasks envisioned for scope of work.

Indicate what participation, data and products will be requested from the County.
Indicate deliverables to be provided and when.
Cost and Fees
Consultants shall submit cost proposals in a separate file properly labeled "Cost Proposal [Consultant Name]" consisting
solely of fully burdened hourly billing rates for all personnel classifications anticipated to perform services under this
RFP. No unit pricing, lump sum pricing, or alternative pricing structures are required. The contract will be for a not-to-
exceed amount of $100,000.00 annually.
V. EVALUATION OF PROPOSALS
Sample evaluation criteria for proposals are attached (Exhibit B). The County will utilize a one-step selection process.
The Evaluations Committee will determine if qualifications are met in reviewing the proposals. Once the proposals are
reviewed and the qualifications considered, recommendations will then be submitted to the County Board of Supervisors
for final selection.
The County reserves the right to select any consultant who is determined qualified for each system separately and may not
correlate to a number 1, number 2, or even number 3 ranked consultant. The County reserves the right to reject any and all
proposals submitted and/or request additional information for clarification.
VI. QUESTIONS AND QUOTATION SUBMISSION
This RFQ is being posted on the Department's Projects Out to Bid webpage located at:
https://publicworks.imperialcounty.org/projects-out-to-bid/ and the County's PlanetBids portal located at:
https://vendors.planetbids.com/portal/64020/portal-home. Prospective consultants must be registered with PlanetBids to
access RFQ documents.. To register, please use the following link:
https://vendors.planetbids.com/portal/64020/portal-home
Clarification desired by a respondent relating to definition or interpretation shall be requested using the PlanetBids Q & A
section no later 4:00 p.m. on Wednesday April 29, 2026.
Oral explanation or instructions shall not be considered binding on behalf of the County.
Any modifications to this solicitation will be issued by the County as a written addendum posted to the Projects Out to Bid
webpage and County PlanetBids portal.
Proposals for this project must be submitted using the "Place Bid" button on the RFQ's posting on PlanetBids no later than
4:00 P.M. on Thursday, May 7, 2026.
The County will not consider submittals received after the specified time and date. An amendment is considered a new
proposal and will not be accepted after the specified time and date.
The County reserves the right to amend, withdraw, and cancel this Request for Proposal. The County also reserves the right to
reject all responses to this Request for Proposal at any time prior to issuing a contract. All submissions shall be reviewed to
verify that Consultant has met the minimum requirements as stated within this Request for Proposal. Submissions that do not
follow the rules, do not meet minimum content and quality standards will be rejected as non-responsive.

EXHIBIT "A"

INSURANCE COVERAGE AND LIMITS:
Liability coverage shall be at least as broad as Insurance Services Office (ISO) CGL Policy CG
00 01. No modifications or endorsements are allowed that would reduce, limit, restrict, or
exclude coverage under the standard unmodified ISO CGL policy coverages.
Insurance Minimum Limit*
Professional Liability (Errors and Omissions) Insurance appropriate to the Contractor's
profession, with limit no less than $1,000,000 per
occurrence or claim, $1,000,000 aggregate.
Workers Compensation, Coverage A as required by the State of California, with
Statutory Limits, and Employer's Liability
Insurance with limit of no less than $1,000,000
per accident for bodily injury or disease.
Employers Liability, Coverage B $1,000,000
Commercial General Liability Insurance Services Office Form CG 00 01covering
(including Contractual Liability): CGL on an "occurrence" basis, including products
and completed operafions, property damage,
bodily injury and personal & adverfising injury
with limits no less than $3,000,000 per
occurrence. If a general aggregate limit applies,
either the general aggregate limit shall apply
separately to this project/locafion (ISO CG 25 03
or 25 04) or the general aggregate limit shall be
twice the required occurrence limit.
Comprehensive Automobile Liability (owned, ISO Form Number CA 00 01 covering any auto
hired & non-owned vehicles) (Code 1), or if Contractor has no owned autos,
Bodily Injury & Property Damage hired, (Code 8) and non-owned autos (Code 9),
with limit no less than $1,000,000 per accident
for bodily injury and property damage.
ADDITIONAL ENDORSEMENT REQUIRED:
1. Waiver of Subrogation (Rights of Recovery) endorsement of Workers' Compensation
2. Additional Insured Endorsement for "ongoing operations" at least as broad as ISO CG 2010
Scheduled form, or Automatic form CG 2038.
3. Additional Insured Endorsement for "completed operations" at least as broad as ISO CG 2037
Scheduled form, or Automatic form CG 2040.
4. Primary & non-contributory coverage (at least as broad as ISO CG 20 01)
Special Risks or Circumstances
The COUNTY reserves the right to modify these requirements, including limits, based on the nature of
the risk, prior experience, insurer, coverage, or other special circumstances.

1 AGREEMENT FOR SERVICES
2 Consultant_Business_Name
3 THIS AGREEMENT FOR SERVICES ("Agreement"), made and entered into effective the
4 day of , 2017, by and between the County of Imperial, a political subdivision of
5 the State of California, by and through its Department of Public Works ("COUNTY") and
6 Consultant_Business_Name, a Consultant_Business_Type licensed to do business within the state
7 of California ("CONSULTANT") (individually, "Party;" collectively, "Parties") shall be as follows:
8 RECITALS
9 WHEREAS, COUNTY desires to retain a qualified individual, firm or business entity to provide
10 Contract_Services for Project_Name; County Project No. Project_Number ("Project"); and
11 WHEREAS, CONSULTANT represents that it is qualified and experienced to perform the
12 services; and
13 WHEREAS, COUNTY desires to engage CONSULTANT to provide services by reason of its
14 qualifications and experience for performing such services, and CONSULTANT has offered to provide
15 the required services for the Project on the terms and in the manner set forth herein.
16 NOW, THEREFORE, in consideration of their mutual covenants, COUNTY and
17 CONSULTANT have and hereby agree to the following:
18 1. INCORPORATION OF RECITALS.
19 The Parties certify that, to the best of their knowledge, the above recitals are true and correct. The
20 above recitals are hereby adopted and incorporated within this Agreement.
21 2. DEFINITIONS.
22 2.1. "Request for Proposal" or "RFP" shall mean that document that describes the Project and
23 project requirements to prospective bidders entitled, "Name_of_RFP," dated
24 Date_of_RFP. The Request for Proposal is attached hereto as Exhibit "A" and
25 incorporated herein by this reference.
26 2.2. "Proposal" shall mean CONSULTANT's document entitled, "Name_of_Proposal,"
27 dated Date_of_Proposal and submitted to COUNTY's Department of Public Works.
28 The Proposal is attached hereto as Exhibit "B" and incorporated herein this by reference.
PW AR_Number
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1 3. CONTRACT COORDINATION.
2 3.1. The Director of Public Works or his/her designee shall be the representative of
3 COUNTY for all purposes under this Agreement. The Director of Public Works or
4 his/her designee is hereby designated as the Contract Manager for COUNTY. He/she
5 shall supervise the progress and execution of this Agreement.
6 3.2. CONSULTANT shall assign a single Contract Manager to have overall responsibility for
7 the progress and execution of this Agreement. Should circumstances or conditions
8 subsequent to the execution of this Agreement require a substitute Contract Manager for
9 any reason, the Contract Manager designee shall be subject to the prior written acceptance
10 and approval of COUNTY's Contract Manager.
11 4. DESCRIPTION OF WORK.
12 CONSULTANT shall provide all materials and labor to perform this Agreement consistent with
13 the RFP and the Proposal, as set forth in Exhibits "A" and "B." In the event of a conflict amongst this
14 Agreement, the RFP, and the Proposal, the RFP shall take precedence over the Proposal and this
15 Agreement shall take precedence over both.
16 5. WORK TO BE PERFORMED BY CONSULTANT.
17 5.1. CONSULTANT shall comply with all terms, conditions and requirements of the Proposal
18 and this Agreement.
19 5.2. CONSULTANT shall perform such other tasks as necessary and proper for the full
20 performance of the obligations assumed by CONSULTANT hereunder; including but not
21 limited to any additional work or change orders agreed upon pursuant to written
22 authorization as described in Paragraph 6.3, and as contemplated under Sections 13, 14,
23 and 28. Proposed additional work or change order requests, when applicable, will be
24 attached and incorporated herein under Exhibit "B" (as "B-1," "B-2," etc.).
25 5.3. CONSULTANT shall:
26 5.3.1. Procure all permits and licenses, pay all charges and fees, and give all notices
27 that may be necessary and incidental to the due and lawful prosecution of the
28 services to be performed by CONSULTANT under this agreement;
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