Web-Based Open-Source Software Implementation, Data Migration and Hosting Services

The State of Oregon is seeking a vendor to provide implementation, data migration, and hosting services for a web-based open-source archival records management system. The project involves the implementation and configuration of open-source software, one-time data migration for approximately 1,603 accession records currently stored in FileMaker Pro—including metadata cleanup if available—and ongoing support and administration. The data includes an estimated 13 fields, and around 370 records are missing accession dates. The selected vendor will also administer and maintain the archives' information, which encompasses accession records, finding aids, and box locations.

The hosting solution must provide public and staff interfaces, including configuration of DNS details as required by the Agency. Essential hosting features include API access, automatic updates, daily backups, system monitoring and tuning, and a support ticket system for technical assistance. Training for agency staff should be offered in formats such as web-based sessions, pre-recorded videos, and a comprehensive user manual. This solution aims to improve research access to the Agency’s records, streamline staff workflows, and enhance risk management and disaster recovery capabilities through an efficient locator system. A pre-bid meeting will take place on January 20, 2026, and all questions must be submitted by January 27, 2026.