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Public Notice: Request for Proposal

Posted on: 11/06/2023 2:48 pm

Public Notice:

RFP 24-007: Request for Proposal: For an Online Integrated and Searchable Records Database Management System including Digitizing Services

The Arkansas Secretary of State is pleased to announce the issuance of a Request for Proposal (RFP) for an Online Integrated and Searchable Records Database Management System including Digitizing Services

The purpose of this RFP is to identify qualified vendors who can provide a comprehensive solution that meets our requirements for managing digital assets, records, and document digitization. We are seeking a system that will enable efficient storage, retrieval, management of digital assets and records, and seamless integration with document digitizing services.

Key Requirements:

  • Online Digital Asset Management System: The system should offer robust functionality for organizing, categorizing, and managing digital assets efficiently. It should enable easy retrieval of digital assets based on metadata, tags, or search criteria.
  • Integrated Searchable Records Database: The system should allow for the integration of various record types into a single, comprehensive database. It should provide advanced search capabilities, enabling users to locate specific records quickly and easily.
  • Integrated Document Digitizing Database and Services: The vendor should possess the necessary expertise and infrastructure to digitize physical documents accurately. The system should seamlessly integrate with the digitized document database, allowing for easy access and retrieval.
  • User-Friendly Interface: The system should have an intuitive and user-friendly interface that facilitates easy navigation and efficient use by our staff and the public.
  • Security: The system should incorporate robust security measures to ensure the confidentiality, integrity, and protection of our digital assets, records, and digitized documents.

Proposal Q&A Dates:

Vendors may submit written questions requesting clarification of information contained within this RFP by November 17, 2023, at 4:00 p.m. CST. Answers to any questions submitted will be provided no later than November 22, 2023, at 4:00 p.m. CST.

RFP #24-007 Questions and Answers

Proposal Submission:

Interested vendors are invited to submit their proposals by December 6, 2023, at 4:00 p.m. CST. Proposals should include comprehensive information about the vendor's experience, technical capabilities, proposed solutions, pricing, and any additional relevant information.

Proposal Evaluation:

Proposals will be evaluated based on several factors including the vendor's experience and qualifications, solution functionality, pricing, and overall value for money. The evaluation process will adhere to applicable regulations and guidelines.

Contact Information:

For further information or clarification regarding this RFP, interested vendors are encouraged to contact Hanan Malak at

We eagerly anticipate receiving proposals from qualified vendors and selecting a solution that will enhance our digital asset management capabilities, streamline records management, and improve accessibility for both our office and the public.

More Information: