Town of Amherst RFP- Records Digitalization and Cataloging Services, revised

The Town of Amherst seeks a qualified contractor to digitize, OCR, catalog, and securely deliver its Community Development Office records. The work is divided into multiple phases, beginning with a comprehensive inventory and preparation of physical files, followed by a pilot project for Town approval, full‑scale high‑resolution scanning, metadata creation, and final delivery of encrypted digital archives. Optional services include AI‑enhanced processing and a hosted cloud‑based records‑management solution. Contractors must demonstrate at least five years of relevant experience, possess the required insurance (including cyber liability), and comply with strict cybersecurity and data‑protection standards. • Phase‑based scope covering inventory, preparation, pilot validation, full digitization, OCR, metadata indexing, and final delivery. • Mandatory deliverables include digitized files in PDF/A or TIFF, searchable OCR text, comprehensive metadata spreadsheets, and secure transfer media. • Contractor must provide three comparable municipal references, itemized fee proposals, and maintain SOC 2/ISO 27001 level security throughout.