Hosting Services for ArchivesSpace

The State of Oregon's Secretary of State Archives division is seeking comprehensive hosting services for the open-source software ArchivesSpace through RFP #S-16500-00015033. The procurement involves implementing, configuring, migrating, hosting, training, and supporting an ArchivesSpace instance for Marion County, with specific requirements including setup of approximately 1,603 accession records from FileMaker Pro, metadata cleanup, ongoing administration of 110 finding aids, code updates, and hosting of public and staff interfaces. Key deliverables include daily backups, monitoring, a support ticket system, and integration capabilities with Microsoft Entra ID Single-Sign-On and Splunk. Proposers must demonstrate five years of experience providing hosting services for similar institutions and have at least five current customers using comparable ArchivesSpace hosting services. The evaluation will consist of 200 total points across categories such as proposer qualifications (40 points), key persons qualifications (30 points), approach and management plan (40 points), staffing plan (25 points), work plan and schedule (30 points), and cost-related factors (35 points). Critical dates include a pre-proposal conference on January 20, 2026, question submissions due by January 27, 2026, and proposals due February 24, 2026, at 10:00 AM PT through OregonBuys.

The solicitation does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The procurement anticipates a single contract award with an initial five-year term, potentially renewable for additional five-year periods, with the project expected to commence by May 1, 2026. Proposers must comply with CIS Control v8.x IG2 standards and WCAG 2.1 AA accessibility requirements. While no incumbent vendor is mentioned, the contract requires all services and data to be stored within the United States, with no overseas access permitted. The contract will involve hosting services for 110 finding aids, with a one-time implementation and migration service component, followed by ongoing monthly hosting. Although specific budget ranges are not explicitly stated, the cost proposal submission form suggests a comprehensive pricing structure covering implementation, migration, and five years of hosting services, with proposers required to provide detailed cost breakdowns for each project phase.