Town of Ludlow Fire & EMS Records Management System RFP 2026
Ludlow Mt. Holly Unified Union School DistrictSchool · Ludlow, VT- Due
- Apr 29, 2026
- Deadline passed
- Posted
- Apr 21, 2026
- Primary contact
- Ben Whalen
- (802) 228-2211
The 30-second brief
The Town of Ludlow, Vermont is seeking proposals for a comprehensive, cloud-based Records Management System (RMS) to support its Fire Department and Ambulance Service. The system should cover operational, administrative, compliance, and clinical documentation needs, including incident reporting, responder coordination, pre-incident planning, and more.
Cloud-based Records Management System (RMS) with specified functionalities, Implementation services, Training, And support.
Not explicitly detailed, but proposals will be reviewed and possibly awarded by the Selectboard.
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Summary
The Town of Ludlow, Vermont is seeking proposals for a comprehensive, cloud-based Records Management System (RMS) to support its Fire Department and Ambulance Service.
The system should cover operational, administrative, compliance, and clinical documentation needs, including incident reporting, responder coordination, pre-incident planning, and more.
EVALUATION CRITERIA
Not explicitly detailed, but proposals will be reviewed and possibly awarded by the Selectboard.
REQUIRED DELIVERABLES
4- Cloud-based Records Management System (RMS) with specified functionalities
- Implementation services
- Training
- Support
REQUIRED ATTACHMENTS
8- Functional Compliance Matrix (Section 12.3)
- Company Profile (Section 12.1)
- Technical Solution Description (Section 12.2)
- Implementation Plan (Section 12.4)
- Training Plan (Section 12.5)
- Support Structure (Section 12.6)
- Pricing Proposal (Section 12.7)
- References (Section 12.8)
- Submit to
- P.O. Box 359 Ludlow, VT 05149
- Scope location
- Ludlow, Vermont
- Reported agency
- Town of Ludlow
Questions about this RFP
How do I respond to this RFP from Ludlow Mt. Holly Unified Union School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is April 29, 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: P.O. Box 359 Ludlow, VT 05149. For questions, contact Ben Whalen.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Ludlow Mt. Holly Unified Union School District in VT, 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 Ben Whalen at (802) 228-2211. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Cloud-based Records Management System (RMS) with specified functionalities, Implementation services, Training, And support.. 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: "Not explicitly detailed, but proposals will be reviewed and possibly awarded by the Selectboard." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Ludlow Mt. Holly Unified Union School District?
All active and historical solicitations from Ludlow Mt. Holly Unified Union School District are tracked and searchable. As a school agency, Ludlow Mt. Holly Unified Union School District 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: Functional Compliance Matrix (Section 12.3), Company Profile (Section 12.1), Technical Solution Description (Section 12.2), Implementation Plan (Section 12.4), Training Plan (Section 12.5), Support St. Review the full document from Ludlow Mt. Holly Unified Union School District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Ludlow, Vermont. Review the full solicitation for detailed scope requirements.