Town of Dalton Archival Database Services RFP 2026
Town of DaltonCity · Dalton, MA- Due
- Oct 21, 2026
- Deadline passed
- Posted
- Aug 27, 2026
- Primary contact
- Eric Anderson
- (413) 684-1111 ext 201
The 30-second brief
The Town of Dalton is seeking proposals from qualified municipal database firms to implement a cloud-based searchable archival records system. The project involves digitizing approximately 120-150 file drawers and bank boxes (estimated 500,000 documents) and implementing a system with features including OCR, AI-assisted metadata generation, role-based dual-factor authentication, and integration with the Town website via API. The solution must support Massachusetts public records and records retention laws. Implementation is contingent upon a State Compact IT Grant. Proposals must include separate technical and price responses. A certificate of non-collusion and tax compliance certification are required. The contract term includes an 18-month project completion period after grant award.
Cloud-based archival database, Digitized document storage, Automated metadata population, Training, Ongoing hosting and support, Disaster recovery plan
Quality of proposal, Approach to loading system and metadata, Qualifications and experience, Response to scope of work, Scalability, Technical support accessibility, Reference checks, Interview performance
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Summary
The Town of Dalton is seeking proposals from qualified municipal database firms to implement a cloud-based searchable archival records system.
The project involves digitizing approximately 120-150 file drawers and bank boxes (estimated 500,000 documents) and implementing a system with features including OCR, AI-assisted metadata generation, role-based dual-factor authentication, and integration with the Town website via API. The solution must support Massachusetts public records and records retention laws. Implementation is contingent upon a State Compact IT Grant. Proposals must include separate technical and price responses. A certificate of non-collusion and tax compliance certification are required. The contract term includes an 18-month project completion period after grant award.
EVALUATION CRITERIA
8- Quality of proposal
- Approach to loading system and metadata
- Qualifications and experience
- Response to scope of work
- Scalability
- Technical support accessibility
- Reference checks
- Interview performance
REQUIRED DELIVERABLES
6- Cloud-based archival database
- Digitized document storage
- Automated metadata population
- Training
- Ongoing hosting and support
- Disaster recovery plan
REQUIRED ATTACHMENTS
7- Attachment A Certificate of Non-Collusion
- Attachment A Tax Compliance Certification
- Attachment B Proposal Pricing Sheet
- Attachment C Insurance Requirements
- Attachment F Sample Agreement
- Staffing Plan
- Resumes
REQUIRED STAFFING
4- Submit to
- 462 Main Street, Dalton, MA 01226
- Scope location
- Dalton, MA
Questions about this RFP
How do I respond to this RFP from Town of Dalton?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 21, 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: 462 Main Street, Dalton, MA 01226. For questions, contact Eric Anderson.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Town of Dalton in MA, 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 Eric Anderson at (413) 684-1111 ext 201. 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: Program Manager, Implementation Specialist, Database Specialist, Training Specialist. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Cloud-based archival database, Digitized document storage, Automated metadata population, Training, Ongoing hosting and support, Disaster recovery plan. 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: "Quality of proposal, Approach to loading system and metadata, Qualifications and experience, Response to scope of work, Scalability, Technical support accessibility, Reference checks, Interview perfor..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Town of Dalton?
All active and historical solicitations from Town of Dalton are tracked and searchable. As a city agency, Town of Dalton regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
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: Attachment A Certificate of Non-Collusion, Attachment A Tax Compliance Certification, Attachment B Proposal Pricing Sheet, Attachment C Insurance Requirements, Attachment F Sample Agreement, Staffing. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Town of Dalton for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Dalton, MA. Review the full solicitation for detailed scope requirements.