Municipal Records Digitization and Document Management Services

As the agency published it

Town of Cave Creek, AZ - Procurement has issued request for information, solicitation 2027-10.

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.

The Town of Cave Creek is evaluating options to digitize historical and current municipal records, including building permits, development records, engineering plans, financial documents, and other departmental records. The Town currently utilizes Laserfiche for electronic records management and SmartGov for building and permitting functions. The anticipated project may involve approximately 462 boxes containing an estimated 1.1 million images, including standard documents, oversized plans, and historical records. These quantities are preliminary and subject to verification. The Town is seeking industry recommendations regarding document preparation, full-color scanning, quality assurance, document-level indexing, searchable electronic files, integration with existing systems, records preservation, and opportunities to reduce project costs. Information obtained through this RFI will assist the Town in defining its requirements, evaluating available cooperative purchasing options, and planning for potential future procurement.

Responses are due November 19, 2026 at 3:00 PM MST.

Questions must be submitted by November 16, 2026 at 3:00 PM MST.

Commodity categories: Addressing, Copying, Mimeograph, And Spirit Duplicating Machine Supplies: Chemicals, Inks, Paper, Etc.; Badges, Awards, Emblems, Name Tags And Plates, Jewelry, Etc.; Bookbinding Supplies; Clocks, Watches, Timepieces, Jewelry And Precious Stones; Computer Hardware And Peripherals For Microcomputers; Computer Hardware And Peripherals For Mini And Main Frame Computers; Computer Accessories And Supplies; Computer Software For Microcomputers, Systems, Including Cloud-Based (Preprogrammed).

Contact: Monique Harris, Procurement Administration (mharris@cavecreekaz.gov, (480) 437-3585).

The full solicitation document, addenda and the question-and-answer thread are on the agency's OpenGov portal at https://procurement.opengov.com/portal/cavecreekaz/projects/318791. Responses are submitted electronically there, and a free vendor account is required before you can upload one.

Reproduced from the official notice via OpenGov Procurement - Arizona. The agency's page is the one that counts.