University of Florida Library Digital Asset Management System RFP FY26-ITN-027
University Of Florida-OnlineHigher Ed · Gainesville, FL- Due
- Jul 21, 2026
- Deadline passed
- Posted
- Jun 12, 2026
- Contract term
- 5 years
- Primary contact
- Kyle Lautenschlager
- (352) 294-1162
The 30-second brief
The University of Florida is seeking proposals for a scalable Digital Asset Management System to replace SobekCM, which hosts the University of Florida Digital Collections (UFDC). The platform must centralize storage, discovery, and distribution of 1.3 million existing digital assets, supporting up to 5,000 new items monthly while providing advanced search, bulk metadata editing, and secure role-based access. The initial contract term is five years with options to renew for up to two additional one-year periods.
Ability of the proposed system to meet requirements, Availability and quality of vendor support, Pricing and overall value, Success in similar higher education environments and references, Compliance with UF terms and conditions
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Summary
The University of Florida is seeking proposals for a scalable Digital Asset Management System to replace SobekCM, which hosts the University of Florida Digital Collections (UFDC).
The platform must centralize storage, discovery, and distribution of 1.3 million existing digital assets, supporting up to 5,000 new items monthly while providing advanced search, bulk metadata editing, and secure role-based access. The initial contract term is five years with options to renew for up to two additional one-year periods.
EVALUATION CRITERIA
5- Ability of the proposed system to meet requirements
- Availability and quality of vendor support
- Pricing and overall value
- Success in similar higher education environments and references
- Compliance with UF terms and conditions
REQUIRED ATTACHMENTS
4- Electronic Submission Instructions.docx
- Example UF Contract for Services
- Certification of Proposal
- Technical Requirements
- Submit to
- https://app01.jaggaer.com/apps/Router/ViewSourcingEvent?AuthToken=1%3AAES2%23CDdOPb%2FphLBcaLAvDtzkYWgIhs1CaJOeuwDVNl2P1
- Duration
- 84 months
- Scope location
- Gainesville, FL
- Projected sq ft
- 2,000 sq ft
- Reported agency
- University of Florida
Questions about this RFP
How do I respond to this RFP from University Of Florida-Online?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is July 21, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://app01.jaggaer.com/apps/Router/ViewSourcingEvent?AuthToken=1%3AAES2%23CDdOPb%2FphLBcaLAvDtzkYWgIhs1CaJOeuwDVNl2P1. For questions, contact Kyle Lautenschlager.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including University Of Florida-Online in FL, 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 Kyle Lautenschlager at (352) 294-1162. Questions and answers are typically shared with all prospective bidders.
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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: "Ability of the proposed system to meet requirements, Availability and quality of vendor support, Pricing and overall value, Success in similar higher education environments and references, Compliance..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from University Of Florida-Online?
All active and historical solicitations from University Of Florida-Online are tracked and searchable. As a higher ed agency, University Of Florida-Online 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: Electronic Submission Instructions.docx, Example UF Contract for Services, Certification of Proposal, Technical Requirements. Review the full document from University Of Florida-Online for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Gainesville, FL. The total projected area is 2000 sq ft. Review the full solicitation for detailed scope requirements.