Digital Preservation of Historical Film Reels & Rolls and Development of Historical Archive

REQUEST FOR PROPOSALS (RFP)

NOTICE IS HEREBY GIVEN, that the Cascade County Clerk & Recorder’s Records Preservation Department is requesting proposals from qualified individuals and organizations (Respondent) to facilitate and otherwise assist Cascade County with storage and safekeeping of permanent records which will be required to be available and searchable by the public.

The successful Respondent must be willing, able, and qualified to provide the following specified services, tasks, and work products during the records preservation process as further articulated in the RFP:

1. Digitally preserve original historical documents and records from microfiche and film.
2. Reverse images from negative to positive for enhanced reading and quality of printing.
3. Create a searchable, interactive index, by book & page number, of the archive of digital records collected and preserved.
4. Provide secure access electronically for employees, public, and customers.
5. Provide a centralized digital archive for the County’s permanent and historical records.
6. Provide the data indexing for those records to avoid time-consuming indexing by Clerk & Recorder office employees.
7. Provide access to records to be viewed and printed from office computers and research stations, eliminating the need for physical handling of films and reels.
8. Provide external hardware containing copies of all images preserved in digital format.

Specifics on responding to this solicitation can be found in the full RFP which can be obtained at the bottom of this page under Related Documents . An original and four (4) hard copies of the Responses are due no later than 5:00 p.m. MDT on Friday, February28, 2025, must meet the requirements outlined in the complete RFP; and be delivered to the following address:

Cascade County Clerk & Recorders Office

Jay Hill, Deputy Recording Clerk

Digital Preservation & Indexing of Historical Film Archive Proposal

121 4th Ave N Suite 1B-1

Great Falls, MT 59401

No electronic submittals will be accepted.