Cumberland County Registry of Deeds Records Management System RFP 2026
Cumberland CountyCounty · Portland, ME- Due
- May 4, 2026
- Deadline passed
- Posted
- Apr 1, 2026
- Contract term
- 5 years
- Primary contact
- Jessica M. Spaulding
The 30-second brief
Cumberland County, Maine is soliciting proposals for an all-inclusive records management system for its Registry of Deeds. The required software must support fee recording, indexing, imaging, and online index searching of land records, including data and image conversion from the current system. Key functions include cashiering modules, audit trails, e-recording integration, scanning/imaging validation, and a public search website. A mandatory virtual pre-bid software demonstration is required on April 9, 14, or 15, 2026. Proposals are due by May 4, 2026, at 3:00 PM ET. The anticipated contract term is five years starting January 1, 2027, with two optional five-year renewals.
All-inclusive software package, User manuals, Data and image conversion, On-site training, Ongoing support
Pricing, Thoroughness and Completeness of Proposal, Experience, Qualifications, Past Performance
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Summary
Cumberland County, Maine is soliciting proposals for an all-inclusive records management system for its Registry of Deeds.
The required software must support fee recording, indexing, imaging, and online index searching of land records, including data and image conversion from the current system. Key functions include cashiering modules, audit trails, e-recording integration, scanning/imaging validation, and a public search website. A mandatory virtual pre-bid software demonstration is required on April 9, 14, or 15, 2026. Proposals are due by May 4, 2026, at 3:00 PM ET. The anticipated contract term is five years starting January 1, 2027, with two optional five-year renewals.
EVALUATION CRITERIA
5- Pricing
- Thoroughness and Completeness of Proposal
- Experience
- Qualifications
- Past Performance
REQUIRED DELIVERABLES
5- All-inclusive software package
- User manuals
- Data and image conversion
- On-site training
- Ongoing support
REQUIRED ATTACHMENTS
4- Original signed hard copy
- Flash drive with PDF copy
- Exceptions and Deviations Form
- Pricing Sheet
- Submit to
- 27 Northport Drive, Portland ME 04103
- Scope location
- Portland, ME
Questions about this RFP
How do I respond to this RFP from Cumberland County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 4, 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: 27 Northport Drive, Portland ME 04103. For questions, contact Jessica M. Spaulding.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Cumberland County in ME, 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 RFP 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 Jessica M. Spaulding. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: All-inclusive software package, User manuals, Data and image conversion, On-site training, Ongoing support. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Pricing, Thoroughness and Completeness of Proposal, Experience, Qualifications, Past Performance" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Cumberland County?
All active and historical solicitations from Cumberland County are tracked and searchable. As a county agency, Cumberland County 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 5 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
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: Original signed hard copy, flash drive with PDF copy, Exceptions and Deviations Form, Pricing Sheet. Review the full document from Cumberland County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Portland, ME. Review the full solicitation for detailed scope requirements.