City of Woonsocket Public Records Management System w/Recodification ITB No. 6363 - 2026
City of WoonsocketCity · Woonsocket, RI- Due
- Sep 25, 2026
- Deadline passed
- Posted
- Sep 2, 2026
- Contract term
- 1 year
- Primary contact
- Ken Allaire
- (401) 767-9269
The 30-second brief
The City of Woonsocket is soliciting sealed bids for a comprehensive Public Records Management System (PRMS) and recodification project under Bid No. 6363. The scope includes a complete recodification and update of the 1956 Code to include all legislation of a general and permanent nature through Ordinance No. 2026-34, migration of records from the current vendor system, and implementation of a hosted solution with robust search tools and 24/7/365 public online access. Bidders must provide a system architecture employing best practices for security and backup. Physical bids must be submitted in duplicate to the Office of Purchasing at Woonsocket City Hall, or electronically via BidNet, by September 25, 2026, at 2:00 p.m. A question deadline is set for September 18, 2026, directed to Ken Allaire, Purchasing Agent. The project must commence within 10 calendar days of award notification.
Public records management system, Complete recodification of 1956 Code, Searchable online version of Code, Migration of all records and documents
Best responsible and substantially responsive bid, technical evaluation, qualifications, cost
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Summary
The City of Woonsocket is soliciting sealed bids for a comprehensive Public Records Management System (PRMS) and recodification project under Bid No. 6363.
The scope includes a complete recodification and update of the 1956 Code to include all legislation of a general and permanent nature through Ordinance No. 2026-34, migration of records from the current vendor system, and implementation of a hosted solution with robust search tools and 24/7/365 public online access. Bidders must provide a system architecture employing best practices for security and backup. Physical bids must be submitted in duplicate to the Office of Purchasing at Woonsocket City Hall, or electronically via BidNet, by September 25, 2026, at 2:00 p.m. A question deadline is set for September 18, 2026, directed to Ken Allaire, Purchasing Agent. The project must commence within 10 calendar days of award notification.
EVALUATION CRITERIA
4- Best responsible and substantially responsive bid
- Technical evaluation
- Qualifications
- Cost
REQUIRED DELIVERABLES
4- Public records management system
- Complete recodification of 1956 Code
- Searchable online version of Code
- Migration of all records and documents
REQUIRED ATTACHMENTS
8- Signature Page
- Bid Proposal Forms
- Bid Surety
- Subcontractor Disclosure Form
- Bid and Contract Form
- Affidavit Signature Page
- W-9 form
- Certificates of liability insurance
REQUIRED STAFFING
Foreman
- Submit to
- Woonsocket City Hall, Office of Purchasing, 169 Main Street, Woonsocket, RI 02895 or electronically on BidNet
- Duration
- 12 months
- Scope location
- Woonsocket, RI
Questions about this ITB
How do I respond to this ITB from City of Woonsocket?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 25, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Woonsocket City Hall, Office of Purchasing, 169 Main Street, Woonsocket, RI 02895 or electronically on BidNet. For questions, contact Ken Allaire.
Can small businesses or minority-owned firms bid on this ITB?
Most government agencies, including City of Woonsocket in RI, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the ITB submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Ken Allaire at (401) 767-9269. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Foreman. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Public records management system, Complete recodification of 1956 Code, Searchable online version of Code, Migration of all records and documents. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Best responsible and substantially responsive bid, technical evaluation, qualifications, cost" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Woonsocket?
All active and historical solicitations from City of Woonsocket are tracked and searchable. As a city agency, City of Woonsocket regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this ITB?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Signature Page, Bid Proposal Forms, Bid Surety, Subcontractor Disclosure Form, Bid and Contract Form, Affidavit Signature Page, W-9 form, certificates of liability insurance. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Woonsocket for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Woonsocket, RI. Review the full solicitation for detailed scope requirements.