Provision of Maintenance of Specialized Archiving Services

Item Description:

The United Nations Procurement Division (UNPD) seeks an Expressions of Interest (EOI) from suitably qualified companies for the provision of maintenance of specialized archiving services for United Nations Headquarters in New York City.

The contract duration for the provision of these services shall be for an intial period of three (3) years and may be renewed for up to two (2) additional one-year periods, at the sole option of the UN, based on satisfactory performance from the Contractor and availability of funds.

The Contractor will be able to provide the following services to the United Nations Archives and Records Management Section (ARMS):

Arrangement and description of hardcopy records

The arrangement and description of UN archives will follow the ISAD-G standard. While processing, the Contractor must also appraise, re-house (in accordance with ARMS guidelines), and perform security screening (in accordance with UN policy). ARMS expects to select approximately 300 linear feet of hardcopy archival records annually; however, this volume could change depending on resources. ARMS expects that at least one a full-time processing archivist will be available throughout the contractual period; however, the Contractor will be required to make additional archivists available on a project basis subject to the availability of resources.

Digitizing hardcopy records ARMS has an active digitization programme for its archival paper and photographic records, which date from 1940s to the present. The condition of these records varies greatly. The Contractor is required to provide personnel capable of digitizing said materials. ARMS expects that at least one a full-time digitization technician will be available throughout the contractual period the Contractor will be required to make additional technicians available on a project basis subject to the availability of resources.

Processing digital records

ARMS has born-digital records in a range of digital file formats, on a range of media and in a various system that may require appraisal, arrangement, description and preservation. The Contractor will be required to process them in accordance with best practices and international and ARMS procedures. Processing digital records will be only performed upon request during the contract period – i.e. it will be for time-limited projects.

Other records and archives management services

The Contractor is required to provide other services that may be expected of records and archives management professionals upon request (e.g. develop and/or apply retention schedules; archival appraisal; effect disposition of UN records; support and/or manage the movement of records and archives to different repositories). Other records and archives management services will be only performed upon request during the contract period – i.e. it will be for time-limited projects.

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