ArchivesSpace Migration and Hosting Services

Overview

Data Analytics, AI & Cloud Hosting

New York, New York, United StatesPosted 10 days agoDeadline: May 12th, 2026

Fit Score

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SUMMARY

New York seeks a vendor for migration, setup, and hosting of a shared ArchivesSpace instance with comprehensive support, data cleanup, and system integration.

KEY REQUIREMENTS

Must have at least five years of experience in providing the services outlined in the RFP
Must have a verifiable operating history of at least five years with clients or university systems similar in scope and size to CUNY
Must have implemented the proposed solution in at least three higher education institutions
Must be authorized to conduct business in New York State
Must be a registered service provider of ArchivesSpace throughout the term of the contract
Must provide a Supplier Diversity MWBE/SDVOB Utilization Plan or a Request for Waiver form
Must provide an Accessibility Conformance Report or a completed Voluntary Product Accessibility Template if requested

BUDGET

Estimate

$150,000 – $500,000

CONTRACT DURATION

60 months

TIMELINE

Issue Date: April 21st, 2026

Submission of Written Questions #1 Due Date: April 27th, 2026

Submission of Written Questions #2 Due Date: May 4th, 2026

Proposal Submission Due Date and Time: May 12th, 2026

QUESTION DEADLINE

May 4th, 2026

Issuing Agency

The City University Of New York

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The government authority in New York is seeking a vendor to provide comprehensive migration and hosting services for ArchivesSpace, an open-source archival management platform. The selected contractor will host a shared instance of ArchivesSpace and deliver setup, configuration, and conversion services, ensuring a seamless transition from the current system with minimal overlap in billing from existing hosting agreements.

The scope of work includes completing all necessary data cleanup and quality reviews before migration, such as resolving duplicate records, correcting data entry errors, and aligning all archival records to relevant descriptive standards. The contractor must maintain the integrity and structure of all records, conduct validation testing to confirm data accuracy after migration, and configure new repositories with appropriate settings, permissions, and user accounts.

Additional requirements include single sign-on integration, API access, automatic updates, daily backups, and continual monitoring and performance tuning of both the hosting infrastructure and the ArchivesSpace application. The service will require 24x7 technical support, management via a ticketing system, public interface branding and configuration, and the ability to handle a variety of data types including archival records, finding aids, user-generated content, uploaded documents, and usage data. The contract duration will be five years.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.