Attachment G Finding aids PDF.zip

This is a Request for Proposal (RFP) document from the State of Oregon's Secretary of State Archives division seeking comprehensive hosting services for ArchivesSpace, an open-source archival management software platform, for Marion County. The procurement encompasses implementation, configuration, migration, hosting, training, and ongoing support of an ArchivesSpace instance, including migration of approximately 1,603 accession records from FileMaker Pro, metadata cleanup, and administration of 110 finding aids. Key deliverables include daily backups, system monitoring, a support ticket system, and integration capabilities with Microsoft Entra ID Single-Sign-On and Splunk. A pre-proposal conference is scheduled for January 20, 2026, with questions due by January 27, 2026, and proposals due February 24, 2026, at 10:00 AM PT through OregonBuys. The contract includes an initial five-year term with potential renewal for additional five-year periods, with project commencement expected by May 1, 2026. Evaluation will be based on 200 total points across proposer qualifications (40 points), key personnel qualifications (30 points), approach and management plan (40 points), staffing plan (25 points), work plan and schedule (30 points), and cost factors (35 points).

Proposers must demonstrate five years of experience providing hosting services for similar institutions and maintain at least five current customers using comparable ArchivesSpace hosting services. All services and data must be stored within the United States with no overseas access permitted. Proposers must comply with CIS Control v8.x IG2 standards and WCAG 2.1 AA accessibility requirements. The RFP does not indicate specific set-aside designations for disadvantaged enterprises, nor does it mention an incumbent vendor. Pricing must include detailed cost breakdowns covering one-time implementation and migration services followed by ongoing monthly hosting fees for the five-year initial term, though specific budget ranges are not explicitly stated in the solicitation.