Tuesday, March 5, 2013

Kawaiaha'o Church

Request for Proposal to Provide Archival Services To Kawaiaha‘o Church

February 9, 2013

TO WHOM IT MAY CONCERN:

Aloha,

Kawaiaha‘o Church (hereinafter referred to as CHURCH), a Congregational religious institution established in Hawaii in 1820 by New England missionaries, is in possession of an extensive collection of valuable historical documents as well as early and late modern records pertinent to the establishment and development of Christianity in Hawaii.  In addition, the grounds of the property on which the CHURCH is located is one of the largest recognized and maintained cemeteries in Hawaii, containing burials from the early 1800’s which are recorded in the CHURCH’s archives.

Access to the CHURCH’s archival inventory by the public is currently not permitted.  Documents are accessible only by the CHURCH’s Archives and Cemetery Manager.  In a few instances, however, limited access was granted under the strict supervision of the Manager. Recent efforts have been made to create digital copies of these records through the use of a computer.  However, progress has been very limited and slow.

The CHURCH is interested in significantly improving the process of copying its archived documents into digitized or computerized format in order to preserve, protect and secure their existence and to eventually allow controlled outside access to them via electronic means.

THEREFORE, interested parties (hereinafter referred to as CONSULTANT) are hereby invited to submit a proposal to the CHURCH to assist in this endeavor in accordance with the following:

PROJECT REQUIREMENTS:

  1. Develop and design an overall plan for the establishment of a digital library containing CHURCH’s archival collection, using acceptable tools, equipment, computer hardware and software, scanners, cameras, OCR readers, search engines, etc.
  2. Recommend types of computer hardware, software, copiers, etc., to be used, including estimated equipment costs.  Briefly describe how each item is tailored to digitize documents and other media in the repository and conforming to recognized digital library standards and practices.
  3. Propose staffing requirements for the project, schedule of pay rates, and estimated total labor cost, with the understanding that some church volunteers are available to assist in the work after proper training.
  4. Finalize, test and turn over the project to the CHURCH on or about March 31, 2015 … or sooner, if possible.

TERMS AND CONDITIONS:

  1. CONSULTANT is to provide CHURCH with:
    1. A comprehensive proposal covering the requirements of the project as described above.
    2. A summary of CONSULTANT’s qualifications as an archivist including educational background, work history, achievements and recognition (particularly related to digital preservation assignments), list of papers or documents written by CONSULTANT on this subject, if any, etc.
    3. A list of at least 3 references for whom the CONSULTANT has previously worked with or for jobs similar to this project, including names, addresses, contact information, periods of employment, especially within the last five years.
  2. Proposals are to be submitted to CHURCH no later than March 18, 2013.
  3. CONSULTANT is requested to provide a copy of a sample contract for their proposal.
  4. CONSULTANT is invited to visit and view the CHURCH’s archival collection.
  5. Visit may be arranged by contacting Keiko D’enbeau at 228-3615 (denbeauk001@hawaii.rr.com) or Don Caindec at 754-1155 (dcaindec@aol.com).
  6. CHURCH’S physical address is 957 Punchbowl Street, Honolulu, HI 96813.

Questions regarding this project should be directed to Keiko or Don per above.

Parties interested in submitting a proposal for this project are requested to contact the CHURCH’s business office at 469-3000 so that they can attend a briefing at the church for prospective CONSULTANTS at 1:00 PM on Monday, February 25, 2013.

Mahalo,
KAWAIAHA‘O CHURCH
Honolulu, HI