Municipal_Records_Digitization_and_Document_Management_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cavecreekaz

Town of Cave Creek, AZ undefined

2027-10

MUNICIPAL RECORDS DIGITIZATION AND DOCUMENT

MANAGEMENT SERVICES

PROPOSALS SHALL BE SUBMITTED TO:

https://procurement.opengov.com/portal/cavecreekaz/projects/318791

PROPOSALS DUE: November 19, 2026, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

undefined #2027-10 Title: Municipal Records Digitization and Document Management Services

Table Of Contents

1.

2. GENERAL INFORMATION AND AUTHORITY

3. PURPOSE / INTRODUCTION

4. OVERVIEW / ANTICIPATED REQUIREMENTS

5. INSTRUCTIONS

6. RESERVATION OF RIGHTS

7. Questionnaire

1.

This section provides general information about the Request for Information (RFI), including the solicitation number, key dates, Procurement contact information, and instructions for submitting responses through the Town's OpenGov Procurement Portal.

MARKET RESEARCH • WRITTEN SUBMISSIONS

RFI Title Municipal Records Digitization and Document

Management Services

RFI Number 2027-10

Issue Date Tuesday, November 3, 2026

Questions Due Monday, November 16, 2026 at 3:00 pm

Responses Due Thursday, November 19, 2026 at 3:00 pm

Procurement Contact Monique Harris, Procurement Administrator

Contact Email mharris@cavecreekaz.gov

Submission Method Town of Cave Creek OpenGov Procurement

Portal

2. GENERAL INFORMATION AND AUTHORITY

This section outlines the purpose, authority, and general conditions of the RFI, including its use for market research, voluntary vendor participation, and the Town's rights regarding future procurement decisions.

The Town of Cave Creek (Town) issues this Request for Information (RFI) to obtain market information, feedback, suggestions, and comments regarding the subject identified above. The RFI is intended solely for planning and market research and is not a solicitation for offers or a request for binding prices.

A response to this RFI is not an offer, will not be accepted to create a contract, and does not obligate the Town to issue a subsequent solicitation, award a contract, or reimburse any response expenses.

Participation is voluntary. Participation or nonparticipation will not, by itself, confer an advantage or disadvantage in a future solicitation.

3. PURPOSE / INTRODUCTION

The Town seeks industry input to identify effective, cost-efficient solutions for digitizing, organizing, preserving, and accessing municipal records. Responses will help inform future project requirements and procurement decisions.

The Town of Cave Creek (Town) is issuing this Request for Information (RFI) to obtain industry feedback regarding municipal records digitization, document indexing, electronic records management, and system integration services.

The Town is exploring opportunities to convert physical municipal records into searchable digital formats, improve accessibility, preserve historical records, and reduce long-term storage and administrative costs.

Through this RFI, the Town seeks information from qualified vendors regarding available technologies, recommended digitization approaches, integration with existing systems, cost-saving opportunities, cooperative purchasing contracts, and preliminary budgetary pricing.

Information received will assist the Town in developing a comprehensive, vendor-neutral scope of work and evaluating potential procurement options.

This RFI is for market research and planning purposes only. It does not constitute a solicitation for bids or proposals, nor does it obligate the Town to make an award.

4. OVERVIEW / ANTICIPATED REQUIREMENTS

This section outlines the Town's preliminary project scope, estimated records volume, existing systems, and anticipated digitization requirements. Vendors are encouraged to recommend innovative, cost-effective solutions and alternative approaches based on industry best practices.

OVERVIEW / ANTICIPATED REQUIREMENTS

The Town of Cave Creek is evaluating a Town-wide records digitization initiative to improve document accessibility, records preservation, searchability, and operational efficiency.

The Town is seeking industry feedback regarding the following preliminary requirements:

1. Project Volume and Records

The anticipated project includes approximately 462 boxes containing an estimated 1.1 million images.

Records may include building permits, development documents, engineering plans, utility records, historical documents, and other municipal records. Quantities are preliminary and subject to verification.

2. Document Scanning and Indexing

The Town is considering full-color scanning with 100% quality assurance. The Town is interested in solutions that enable individual documents to be searched and retrieved using identifiers such as parcel number, permit number, property address, customer name, document type, and keywords.

The Town seeks recommendations regarding folder-level versus individual document-level scanning and indexing.

3. System Integration

The Town currently utilizes Laserfiche for electronic records management and SmartGov for building and permitting operations.

The Town seeks information regarding compatible digitization solutions, document imports, metadata integration, and options for accessing building records through SmartGov while maintaining

Laserfiche as the primary electronic repository.

4. Records Retention and Preservation

The Town intends to evaluate applicable records-retention requirements before determining which records should be digitized. Certain permanent, historical, or otherwise designated original records may require preservation and return to the Town.

Any destruction of original records would require separate written Town authorization and compliance with applicable records-retention requirements.

5. Implementation and Cost Efficiency

The Town is exploring phased implementation options and seeks industry feedback regarding reasonable project timelines, including the feasibility of completing the project within approximately six months.

Vendors are encouraged to identify opportunities to reduce costs through document preparation, records inventory, automated indexing, alternative scanning approaches, and other efficiencies.

6. Market Research and Procurement Planning

The Town seeks information regarding available technologies, industry best practices, implementation approaches, nonbinding budgetary pricing, and cooperative purchasing contracts available to Arizona municipalities.

All requirements identified in this section are preliminary and intended for market research purposes.

The Town has not established a final Scope of Work or committed to a particular solution, vendor, or procurement method.

5. INSTRUCTIONS

This section provides instructions for submitting questions and responses through the Town's

OpenGov Procurement Portal, including communication requirements, deadlines, and procedures for obtaining clarification regarding this RFI.

5.1. Inquiries

Submit questions through the Town's OpenGov Procurement Portal using the question-and-answer functionality by the deadline shown above. Identify the relevant section and question. The Town may post substantive clarifications through OpenGov for the benefit of interested respondents. Do not rely on verbal statements or communications outside the portal as modifications to this RFI.

5.2. RFI Responses

• Submit responses electronically through the Town's OpenGov Procurement Portal before the stated deadline.

• Address the Requested Information items in the same order, with sufficient detail for the Town to understand the feedback. Respondents may include supplemental materials.

• Identify the firm, primary contact, email, telephone number, and relevant areas of service.

• There is no page limit; however, respondents are encouraged to provide concise, relevant responses that clearly address the questions presented. No formal pricing proposal, bid bond, or binding offer is requested.

• The Town may seek clarification, request demonstrations, or invite voluntary follow-up conversations for market research. Any later competitive process will be separately announced.

• OpenGov portal access or technical questions should be directed through the portal's available supplier support resources.

6. RESERVATION OF RIGHTS

This section outlines the Town's rights to modify, cancel, or discontinue the RFI process, request additional information, and use responses for market research and future procurement planning without obligation to award a contract.

The Town may amend or cancel this RFI, request additional information, use information obtained to develop or revise requirements, or elect not to proceed. The Town may consider market information from sources other than RFI respondents. The Town is not obligated to incorporate any suggestion or to enter into discussions with any respondent. All costs of preparing and submitting a response are the respondent's responsibility.

7. Questionnaire

Respondents are requested to address the following questions to assist the Town in evaluating available digitization services, technologies, integration capabilities, and cost-saving opportunities.

Responses will be used to develop a future Scope of Work and assess potential procurement options.

Vendors are encouraged to recommend alternative solutions and industry best practices. Any budgetary pricing provided is for planning purposes only and is nonbinding.

1. Document Scanning and Organization*

Describe your recommended approach for digitizing municipal records containing multiple documents within a single folder. Explain the advantages, limitations, and cost differences between folder-level and individual document-level scanning.

*Response required

2. Document Indexing and Searchability*

How would your solution allow staff to search for and retrieve individual records using parcel number, permit number, property address, customer name, document type, or keywords?

*Response required

3. Laserfiche Integration*

Describe your experience integrating digitized records with Laserfiche. Can your company import documents, configure metadata, and validate successful integration?

*Response required

4. SmartGov Compatibility*

What approaches would you recommend to allow building and permitting records maintained in

Laserfiche to be accessed through SmartGov? Identify any technical requirements, limitations, or additional costs.

*Response required

5. Full-Color Scanning and Quality Assurance*

Describe your capabilities for full-color scanning and 100% quality assurance, including how you verify document completeness, image clarity, accurate indexing, and correction of errors.

*Response required

6. Historical and Permanent Records*

Describe your procedures for digitizing fragile, historical, oversized, and permanent municipal records without damaging the originals. Can all designated original records be returned to the Town?

*Response required

7. Records Retention and Destruction*

How can your services support a Town-directed records-retention review before scanning? Can certified destruction be offered separately and performed only after written Town authorization?

*Response required

8. Document Preparation and Cost Savings*

What document-preparation activities could Town staff perform to reduce project costs? Identify other recommended efficiencies or alternative approaches that could reduce overall expenses.

*Response required

9. Project Implementation and Budgetary Pricing*

Based on approximately 462 boxes and 1.1 million images, describe your recommended implementation approach, estimated timeline, and major cost drivers. Identify potential cost-saving opportunities and whether a six-month completion period is feasible.

Note: This RFI is for market research and planning purposes only. Vendors should not submit formal quotes, binding pricing, or proposals.

*Response required

10. Cooperative Purchasing Contracts*

Identify any active cooperative purchasing contracts available to Arizona municipalities, including the contract number, expiration date, and applicable digitization services.

*Response required