Archives Collection Management Database

The Colorado Department of Personnel & Administration, procuring on behalf of the Colorado State Archives, is soliciting proposals under RFP AADA 2027-0086 for a cloud-based archival records management system, with vendor inquiries due November 6, 2026 at 12:00 p.m. Mountain Time. Service-Disabled Veteran Owned Small Business offerors are encouraged to bid, and Colorado sets a goal of at least 3 percent of all contracts by dollar value awarded to SDVOSBs incorporated or organized in Colorado. Offerors must submit U.S. Department of Veterans Affairs verification of certification.

The platform must be cloud-hosted and web-based, managing up to 8 million records and migrating the State Archives' existing database of 4.3 million records with data cleanup, normalization, and preservation of hierarchical relationships. It requires a public-facing portal with responsive design and WCAG 2.1+ accessibility compliance, supporting over 900 daily unique visits and 2,200 page views. Search responses must complete in under ten seconds, and support runs 8:00 a.m. to 6:00 p.m. Mountain Time, Monday through Friday. Offerors must demonstrate experience serving entities with 4 million-plus records and 1,000 daily unique visits for more than two years, provide SOC 2 Type 2 audit documentation, and confirm possession of or ability to develop a Business Continuity Plan. The awardee must comply with FERPA and the Student Data Transparency and Security Act, register with the Colorado Secretary of State within ten business days of the intent to award, and disclose any services performed outside the United States or Colorado.

The initial term runs through June 30, 2028, and the total contract duration, including options, may not exceed ten years and four months. Pricing must remain firm during the initial term and is submitted on a 10-year cost template. Proposals remain firm for 180 days. The Department may award in part to multiple offerors. Evaluation covers organizational experience, personnel, specifications and requirements, implementation, accessibility, and cost, and award goes to the proposal most advantageous to the State rather than the lowest cost.

Intent to bid is due November 13, 2026 at 12:00 p.m. Mountain Time, and proposals are due December 4, 2026 at 3:00 p.m. Mountain Time as a single electronic zip folder containing the technical proposal, cost proposal, and required attachments. Oral presentations are estimated to begin in January 2027, with a notice of intent to award expected by the end of January 2027 and contract execution estimated by April 1, 2027. Procurement contact is Jessica Carmer at Jessica.carmer@state.co.us.