Town of Cave Creek - Municipal Records Digitization and Document Management Services - RFI 2027-10 (2026)
Town of Cave CreekCity · Cave Creek, AZ- Due
- Nov 19, 2026
- 12 days left
- Posted
- Nov 3, 2026
- Duration
- 6 months
- Primary contact
- Monique Harris
- (480) 437-3585
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Summary
The Town of Cave Creek, AZ is issuing Request for Information (RFI) 2027-10 to gather industry feedback on municipal records digitization, document indexing, electronic records management, and system integration services.
The project includes approximately 462 boxes containing an estimated 1.1 million images, encompassing building permits, development documents, engineering plans, utility records, and historical documents. Vendors are requested to provide information on available scanning technologies, full-color quality assurance, Laserfiche and SmartGov system integration, records retention and preservation, implementation timelines, cost-saving approaches, and budgetary pricing. Submissions are due by November 19, 2026, through the Town's OpenGov Procurement Portal.
- Submit to
- https://procurement.opengov.com/portal/cavecreekaz/projects/318791
- Scope location
- Cave Creek, AZ
Questions about this RFI
How do I respond to this RFI from Town of Cave Creek?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 19, 2026. Submissions should be delivered to: https://procurement.opengov.com/portal/cavecreekaz/projects/318791. For questions, contact Monique Harris.
Can small businesses or minority-owned firms bid on this RFI?
Most government agencies, including Town of Cave Creek in AZ, 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 RFI 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 Monique Harris at (480) 437-3585. Questions and answers are typically shared with all prospective bidders.
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Where can I find more RFPs from Town of Cave Creek?
All active and historical solicitations from Town of Cave Creek are tracked and searchable. As a city agency, Town of Cave Creek 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 6 months. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 19, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFI?
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. Review the full document from Town of Cave Creek for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Cave Creek, AZ. Review the full solicitation for detailed scope requirements.