Digital Records Repository and Public Search Platform
| Agency: | State Government of North Carolina |
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| State: | North Carolina |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Feb 6, 2026 |
| Due Date: | Mar 6, 2026 |
| Solicitation No: | 274-IT2026-01 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Solicitation Number: | 274-IT2026-01 |
| Project Title: | Digital Records Repository and Public Search Platform |
| Description: | The City of Raleigh (the “City”) is soliciting proposals from one or more qualified firms to provide a Digital Records Repository and Public Search Platform to replace the City’s existing Alchemy system currently utilized by City staff. |
| Opening Date: | 3/6/2026 3:00 PM |
| Posted Date: | 2/6/2026 |
| Status: | Open |
| Department: | CITY OF RALEIGH |
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Solicitation Number
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274-IT2026-01
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Department
CITY OF RALEIGH
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Status Reason
Open
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Opening Date
2026-03-06T15:00:00.0000000
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Posted Date
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2026-02-06T13:39:26.0000000Z
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Commodity Code
Data management and query software
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Mandatory Conference/Site Visit
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Special Instructions
Eric Jamison Enterprise IT Business Analyst Email: Eric.Jamison@raleighnc.gov
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Solicitation Type
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Select RFP IFB RFI
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Owner
Nikolai Merza
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Description
The City of Raleigh (the “City”) is soliciting proposals from one or more qualified firms to provide a Digital Records Repository and Public Search Platform to replace the City’s existing Alchemy system currently utilized by City staff.
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Attachments
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Attachment Preview
Request for Proposals # 274-IT2026-01
Title: Digital Records Repository and Public Search Platform
Issue Date: February 6, 2026
Due Date: March 6, 2026, no later than 3:00PM EST
*LATE PROPOSALS WILL NOT BE ACCEPTED*
Issuing Department: Information Technology
Direct all inquiries concerning this RFP to:
Eric Jamison
Enterprise IT Business Analyst
Email: Eric.Jamison@raleighnc.gov
(v.09/15/25)
Table of Contents
1. Introduction .............................................................................................. 2
1.1 Purpose ............................................................................................. 2
1.2 Background........................................................................................ 3
1.3 RFP Timeline ..................................................................................... 3
1.4 Pre-Proposal Conference .................................................................. 4
1.5 Proposal Question ............................................................................. 4
1.6 Proposal Submission Requirements & Contact Information .............. 5
1.7 Business Engagement & Opportunities ............................................. 5
1.8 Rights to Submitted Material.............................................................. 5
1.9 Communications ................................................................................ 5
1.10 Lobbying ............................................................................................ 6
1.11 Conflicts of Interest ............................................................................ 6
1.12 Proposer Expenses ........................................................................... 7
1.13 Proposer Acceptance ........................................................................ 7
2. Proposals ................................................................................................. 7
2.1 Request for Proposals Required Document Format .......................... 8
2.2 RFP Documents .............................................................................. 10
3. Proposal Evaluation .............................................................................. 10
3.1 Proposal Evaluation Criteria (Stage 1)............................................. 10
3.2 Interview/Demonstration (Stage 2) .................................................. 11
3.3 Final Selection ................................................................................. 11
3.4 Notice to Proposers Regarding RFP Terms & Conditions ............... 12
3.5 Contract Term…………………………………………………………….11
4. Scope of Services .................................................................................. 12
Appendix I – Proposal Cost Form ................................................................... 15
Appendix II – Proposer Questionnaire ........................................................... 16
Appendix III – Reference Questionnaire (Instructions) ................................. 17
Appendix III – Reference Questionnaire Form ............................................... 18
Appendix IV – Sample Contract ...................................................................... 20
1 INTRODUCTION
1.1 Purpose
The City of Raleigh (the “City”) is soliciting proposals from one or more qualified firms to
provide a Digital Records Repository and Public Search Platform to replace the City’s
existing Alchemy system currently utilized by City staff.
The proposed solution shall provide a centralized digital records repository designed for the
long-term storage, indexing, and retrieval of finalized and authoritative records, with both
internal staff access and public-facing search and viewing capabilities.
Alchemy is a legacy document imaging and records management system used to scan,
index, store, and retrieve resolutions, ordinances, meeting minutes, maps, and other official
City records. While the system includes basic optical character recognition (OCR)
functionality, it no longer adequately supports the City’s current or anticipated business
needs.
Historically, the City managed significant volumes of paper-based records that required
scanning and OCR processing. The City has since largely transitioned to born-digital records.
Limited paper documents may still be received and are typically digitized using existing
multifunction printers and scanners prior to ingestion into the repository.
The existing system has several functional limitations, including constrained search
capabilities, lack of native public access features, limited scalability, and an inability to easily
support additional document types. These limitations hinder efficient record retrieval and
restrict the City’s ability to expand system usage. Additionally, the software is approaching or
has reached end-of-life, increasing risks related to security, vendor support, and long-term
system sustainability.
Through this RFP, the City seeks to procure a digital records repository, not a full document
management, workflow, or collaboration platform.
The system will primarily support:
• Secure storage of finalized, authoritative documents
• Metadata assignment and indexing at the time of ingestion
• Internal staff search and retrieval
• Public-facing search and viewing of approved records
• Role-based access control distinguishing internal and public access
The system will not be used for:
• Collaborative editing or co-authoring
• Version control of draft documents
• Document workflows or approvals
2
• Replacing source systems where documents are created
A detailed scope of services is provided in Section 4 of this document.
All information related to this solicitation, including any addenda, will be posted to the
North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.
All questions related to this solicitation must be submitted in writing (via email) to the
following individual – questions submitted via telephone will not be answered:
Contact Name
Eric Jamison
Email Address
Eric.Jamison@raleighnc.gov
1.2 Background
The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing
areas in the country. A great economy, top educational institutions, and exceptional health
care facilities are some of the characteristics that attract people to the triangle area. The
mild climate, diverse work force and proximity to Research Triangle Park combine to make
Raleigh a great place to live.
Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and
economic sustainability. The City conserves and protects our environmental resources
through best practice and cutting-edge conservation and stewardship, land use,
infrastructure and building technologies. The City welcomes growth and diversity through
policies and programs that will protect and enhance Raleigh’s existing neighborhoods,
natural amenities, history, and cultural and human resources for future generations. The
City leads to improve quality of life for neighborhoods and standard of living for all citizens.
The City works with universities, colleges, citizens, and local partners to promote new
technology, create new job opportunities, and encourage local businesses and
entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry
out the duties of the City through transparent civic engagement and by providing the very
best customer service to our citizens.
1.3 Request for Proposal (RFP) Timeline
Provided below is a list of the anticipated schedule of events related to this solicitation.
The City of Raleigh reserves the right to modify and/or adjust the following schedule to
meet the needs of the service. All times shown are Eastern Time (EST):
RFP Process
RFP Date
Date and Time
February 6, 2026
Pre-Proposal Conference Call
(Optional)
Deadline for Written Questions
February 12, 2026 at 1:00PM EST
February 17, 2026
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City Response to Questions
(anticipated)
Proposal Due Date and Time
February 20, 2026
March 6, 2026 3:00PM EST
1.4 Pre-Proposal Conference
If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance
by prospective proposers is strongly encouraged but is not mandatory. Prospective
Proposers are encouraged to submit written questions in advance. Date, time, and
location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/21805036509433?p=sl2y5sV44BC80vczt9
Meeting ID: 218 050 365 094 33
Passcode: 6ZA6mG7D
Dial in by phone
+1 919-561-6523,,368216808#
Phone conference ID: 368 216 808#
1.5 Proposal Questions
Requests for clarification and questions to this RFP must be received by the City not later
than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written
inquires. The firm’s failure to request clarification and submit questions by the date in the
RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s
terms and conditions and requirements.
The City shall issue addenda reflecting questions and answers to this RFP, if any, and
shall be posted to North Carolina electronic Vendor Portal (eVP). No information,
instruction or advice provided orally or informally by any City personnel, whether made in
response to a question or otherwise in connection with this RFP, shall be considered
authoritative or binding. Proposers can only rely on written material contained in an
Addendum to this RFP.
It is important that all Proposers submitting to this RFP periodically check eVP for
any Addenda. It is the Proposers responsibility to ensure that all addenda have
been reviewed and, if required signed and returned.
All questions related to this solicitation must be submitted in writing (via email) to the
following individual – questions submitted via telephone will not be answered:
Contact Name
Eric Jamison
Email Address
Eric.Jamison@raleighnc.gov
4
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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