Municipal Records Digitization and Document Management Services
Open State & local contract opportunity Posted
- Solicitation number
- 2027-10
- State
- Arizona
- Responses due
Opportunity facts
- Jurisdictions
- NIGP codes
- 015 Addressing, Copying, Mimeograph, And Duplicating Machine Supplies: Chemicals, Inks, Paper, Etc.
- 080 Badges, Awards, Emblems, Name Tags And Plates, Jewelry, Etc.
- 125 Bookbinding Supplies
- 195 Clocks, Watches, Timepieces, Jewelry And Precious Stones
- 204 Computer Hardware And Peripherals For Microcomputers
- 206 Computer Hardware And Peripherals For Mainframes And Servers
- 207 Computer Accessories And Supplies
- 208 Computer Software For Microcomputers, Systems, Including Cloud-Based (Preprogrammed)
- 209 Computer Software For Mainframes And Servers, Preprogrammed
- 250 Data Processing Cards And Paper
Show all 42
- 255 Decals And Stamps
- 310 Envelopes, Plain (See Classes 525, 615, 640, 655, 665, And 966 For Other Types)
- 350 Flags, Flag Poles, Banners, And Accessories
- 395 Forms, Continuous: Computer Paper, Form Labels, Snap-Out Forms, And Folders For Forms
- 525 Library And Archival Equipment, Machines, And Supplies
- 530 Luggage, Brief Cases, Purses, Tablet Cases, Mp3 Cases And Related Items
- 555 Metal, Paper, And Plastic Stencils And Stenciling Devices
- 575 Microfiche And Microfilm Equipment, Accessories, And Supplies
- 600 Office Machines, Equipment, And Accessories
- 605 Office Mechanical Aids, Small Machines, And Apparatuses
- 610 Office Supplies: Carbon Paper And Ribbons, All Types
- 615 Office Supplies, General
- 620 Office Supplies: Erasers, Inks, Leads, Pens, Pencils, Etc.
- 640 Paper And Plastic Products, Disposable
- 645 Paper, For Office And Print Shop Use
- 655 Photographic Equipment, Film, And Supplies, Not Graphic Arts, Microfilm, And X-Ray
- 700 Printing Plant Equipment And Supplies, Except Paper
- 715 Publications, Audiovisual Materials, Books, Textbooks, Prepared Materials Only
- 785 School Equipment, Teaching Aids, And Supplies
- 832 Tape (Not Data Processing, Measuring, Optical, Sewing, Sound, Or Video)
- 880 Visual Education Equipment And Supplies, (See Class 285 For Projection Lamps)
- 908 Bookbinding And Repairing Services
- 920 Data Processing, Computer, Programming, And Software Services
- 924 Educational And Training Services
- 946 Financial Services
- 952 Human Services
- 953 Insurance And Insurance Services, All Types
- 956 Library And Subscription Services, Including Research Services, Internet And Periodical Subscriptions
- 958 Management And Operation Services
- 965 Printing: Preparations, Etching, Photoengraving, Preparation Of Mats, Negatives And Plates And Printing Services
- 966 Printing And Typesetting Services
- 998 Sale Of Surplus And Obsolete Items
- Point of contact
-
- Monique Harris mharris@cavecreekaz.gov (480) 437-3585
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
The Town of Cave Creek, Arizona has issued an RFI for municipal records digitization, document indexing, electronic records management, and system integration services, with questions due November 16, 2026 at 3:00 p.m. and responses due November 19, 2026 at 3:00 p.m. This is market research only. It is not a solicitation for bids or proposals, and the Town has no obligation to issue a subsequent solicitation or award a contract.
The Town plans to digitize approximately 462 boxes containing an estimated 1.1 million images of municipal records, including building permits, development documents, engineering plans, utility records, and historical documents. Required capabilities include full-color scanning with 100% quality assurance and document-level indexing that supports retrieval by parcel number, permit number, property address, customer name, document type, and keywords. The Town seeks recommendations for solutions that integrate with its existing Laserfiche electronic records management system and SmartGov building and permitting system.
The Town requests nonbinding budgetary pricing, implementation timelines, and a preliminary feasibility view of completing the work in approximately six months. It also asks respondents to identify cost-saving approaches, such as document preparation, records inventory, automated indexing, and alternative scanning methods, and to identify cooperative purchasing contracts available to Arizona municipalities. Responses are submitted electronically through the Town's OpenGov Procurement Portal. No site visits, bidders' conferences, or award dates are associated with this RFI. Respondents bear their own response costs, and the Town may amend or cancel the RFI.
Opportunity text
The Town of Cave Creek is issuing this Request for Information (RFI) to gather industry feedback on municipal records digitization, document indexing, electronic records management, and system integration services.
The Town seeks information from qualified vendors regarding available technologies, recommended approaches, implementation strategies, cooperative purchasing contracts, and budgetary pricing to support the development of a future scope of work.
This RFI is for market research and planning purposes only and does not constitute a solicitation for bids or proposals or a commitment to award a contract.
Files
| File | Type | Posted |
|---|---|---|
| Municipal_Records_Digitization_and_Document_Management_Services.pdf |
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