RFP Addendum 2 Summary

This RFP Addendum 2 document pertains to the State of Oregon's Secretary of State Archives division solicitation for hosting services for the ArchivesSpace open-source software platform (RFP #S-16500-00015033). The procurement seeks comprehensive hosting services including implementation, configuration, migration, ongoing administration, training, and support for an ArchivesSpace instance serving Marion County. Key project components include migration of approximately 1,603 accession records from FileMaker Pro, metadata cleanup, ongoing administration of 110 finding aids, daily backups, system monitoring, support ticket management, and integration with Microsoft Entra ID Single-Sign-On and Splunk. A pre-proposal conference is scheduled for January 20, 2026, with written questions due by January 27, 2026. Proposals must be submitted by February 24, 2026, at 10:00 AM PT through OregonBuys. The contract will be awarded as a single contract with an initial five-year term, with options for renewal for additional five-year periods, with project commencement anticipated by May 1, 2026.

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. The evaluation totals 200 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). 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 solicitation does not explicitly indicate set-aside designations for disadvantaged enterprises, and no incumbent vendor is mentioned. Cost proposals must provide detailed breakdowns for implementation, migration, and five years of hosting services, though specific budget ranges are not stated in the addendum.