Records Management System

The State of Maine Department of Secretary of State, Maine State Archives, is issuing a Request for Proposals (RFP# 202603058) for a comprehensive, secure, web-based, cloud-based records management software system. The procurement seeks an off-the-shelf solution capable of tracking records retention schedules, designated records officers, record transmittals, disposition records, and inventory and storage locations within the State Records Center warehouse, with integrated online tracking for records movement, agency-specific self-service web portals for accession and reference requests, and metadata ingestion and extraction capabilities with format validation and transformation processes. Bidders must satisfy four pass/fail eligibility requirements: the ability to store data across geographically disparate US locations with at least two continental sites 500 miles apart as designated by the Agency Information Profile; encryption of all data in transit and at rest; agreement to perform initial customizations and maintain code for compliance with Maine records management laws and rules; and provision of support within Maine. Evaluation criteria include a fixed pricing model covering the initial contract period (July 1, 2026, through June 30, 2027) and all renewal periods, with scoring calculated on a mathematical formula where the lowest bid receives 25 points and other proposals are scored proportionally. The RFP Coordinator is Susan Verrier (Susan.verrier@maine.gov); vendor questions must be submitted by April 16, 2026, at 4:00 p.m. local time, and proposals are due by May 4, 2026, at 4:00 p.m. local time via the Vendor Self Service (VSS) system. The initial contract period runs through June 30, 2027, with two optional renewal periods extending through June 30, 2029, and June 30, 2031, respectively, with the State anticipating one award and net 30 payment terms upon receipt of accurate invoices.

The RFP does not specify set-aside designations or restrictions limiting responses to particular organization types or disadvantaged enterprises. No incumbent vendors or current contractors are identified in the procurement documentation. The awarded vendor must execute an IT Service Contract with Confidentiality and Non-Disclosure Agreement and comply with all State IT Policies, Standards, and Procedures, including data protection standards requiring FedRAMP certification, ISO/IEC 27001 certification, or annual SOC 2 Type II audit reports. State data will remain the sole custodianship of the Department and cannot be used for AI model training, sold, or disclosed except as required by law, with all data securely destroyed per NIST standards upon contract termination. The specific contract value or budget range is not disclosed in the available procurement documentation.