Digital Preservation System & Records Management

FOR ADDITIONAL INFORMATION PLEASE VISIT

boston.gov/supplierportal AND ACCESS EV00007842

OR CONTACT Marta Crilly at 617-635-1195 or marta.crilly@boston.gov

The City of Boston (“the City”), acting by and through its Archivist for Reference and Outreach (‘the Official”), requests proposals for a Digital Preservation System, as particularly set forth in the Request for Proposals, which may be obtained from the City’s purchasing website and Supplier Portal (boston.gov/procurement). A digital preservation system is being sought to preserve and provide access to the city’s digitized and born digital records. 

Responding to this RFP is voluntary. All costs associated with responding to this RFP, any presentations, and/or demonstrations will be the sole responsibility of the vendor participating in the RFP response.

All proposals shall be submitted in strict conformance with the Request for Proposal (RFP) which may be obtained by visiting boston.gov/procurement, on or after 12:00 PM., Boston local time, on April 17, 2020 The RFP will remain available until the date and time of the opening of proposals, on May 13, 2020,  1PM , Boston local time.

The attention of all proposers is directed to the provisions of the Request for Proposals and contract documents, specifically to the requirements for proposal deposits and insurance as may be applicable.

Offerors have the option of submitting proposals through either (i) the City of Boston’s Supplier Portal boston.gov/procurement or (ii) by delivery of two (2) separate sealed envelopes, one containing two copies of the Technical Proposal with (1) marked as the Original, and one (1) electronic copy (thumb drive), labeled as “TECHNICAL PROPOSAL,” and the other containing two copies of the Price Proposal with (1) marked as the Original, and one (1) electronic copy (thumb drive), labeled as “PRICE PROPOSAL.”  Under no circumstance shall any price information be included with a Technical Proposal.  

If submitting via paper, price and technical proposals shall be submitted separately in sealed, clearly labeled envelopes on or before 1 pm, Boston local time, on May 13, 2020 to:

Marta Crilly, Boston City Archives, 201 Rivermoor Street, MA 02132

The Official shall reject late proposals. Failure to submit separate sealed price and technical proposals shall result in disqualification of the entire proposal.

The Official shall not open the proposals publicly, but shall open the technical proposals in the presence of one or more witnesses within twenty-four (24) hours of the above deadline for submission of proposals. The Official may open price proposals later and in any case shall open the price proposals to avoid disclosure to the individuals evaluating the technical proposals.

The term of the contract shall be for three years.

The City reserves the right to reject any and all proposals, or any part or parts thereof, and to award a contract as the Official deems to be in the best interests of the City. This contract shall be subject to the availability of an appropriation therefore, if sufficient funds are not appropriated for the contract in any fiscal year, the Official shall cancel the contract. The maximum time for acceptance of a proposal and the issuance of a written notification of award shall be one hundred eighty (180) days. The award of this contract shall be subject to the approval of the Mayor of Boston. 

Marta Crilly, Archivist for Reference and Outreach