Request for Proposals Archivist Consultant Services for Onsite Records Management and Digitization County Project No. 7341RFQ
| Location: | California |
|---|---|
| Posted: | Apr 20, 2026 |
| Due: | May 7, 2026 |
| Agency: | Imperial county |
| Type of Government: | State & Local |
| Category: |
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| Publication URL: | To access bid details, please log in. |
Request for Proposals Archivist Consultant Services for Onsite Records Management and DigitizationCounty Project No. 7341RFQ
Plans, specifications, and proposal forms for bidding this project can be obtained at the office of the Imperial County Department of Public Works; 155 South 11th Street, El Centro, CA 92243. A $100.00 fee is required (no refund will be made). Priority mail service is available at an additional cost of $15.00 per set of documents. This additional cost will be waived if the purchasing entity provides their own shipping account number. Make checks payable to the County of Imperial Department of Public Works.
Alternatively the Plans, Specifications & Proposal Forms can be downloaded from this page.
Only the required construction trade journals and those firms who have purchased the bid documents will be directly provided any addendums that may be issued for these projects prior to the bid opening date. Every attempt will be made to post addendums on this page as well. It is the bidder’s ultimate responsibility to verify that he or she has obtained ALL the addendums for each project..
Project Number:
7341RFQ
Proposal Due:
Thursday, May 7, 2026
before 4:00 p.m.
Imperial County
Department of Public Works
155 S. 11th Street
El Centro, CA 92243
Issued on April 20, 2026
Project Estimate: TBD
PROPOSALS MUST BE SUBMITTED ON THE SPECIFIED DATE AND TIME THROUGH THE COUNTY'S PLANETBIDS PORTAL AT https://vendors.planetbids.com/portal/64020/portal-home . 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.
Bid Documents:
Jessica Carrillo, Administrative Analyst I
Contact email:
jessicacarrillo@co.imperial.ca.us
Attachment Preview
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
I. PURPOSE AND BACKGROUND
April 20, 2026
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 résumés 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.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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