The Mount Vernon Ladies' Association is pleased to announce a Request for Proposals (RFP) for consulting services for the development of a digital preservation infrastructure.

Project Overview
The goal of this project is to implement a set of interconnected systems that will support our born digital and digitized materials including a document management system (DMS); digital asset management system (DAMS); and a digital preservation system (DPS). The consulting services will focus on recommending systems and ensuring that these systems are properly integrated or capable of seamless interoperability to enhance operational efficiency, improve accessibility, and ensure the long-term preservation of critical digital content.

Scope of Work
The selected consultant will provide one-time consultation services at the beginning of the project, covering the following tasks: analyze existing workflows and requirements for document management, digital assets, and digital preservation; recommend appropriate software for DMS, DAMS, and DPS, with an emphasis on ensuring interoperability; and advise on how all three systems can either integrate fully or are interoperable to streamline workflows and ensure efficient data exchange across the platforms.

The actual implementation of the systems will occur after the consultation phase.

Proposal Requirements
To be considered, the proposing firm must demonstrate:

  *   Expertise and experience in implementing and consulting on DMS, DAMS, and DPS systems.
  *   Proven track record in large-scale system integrations and ensuring interoperability.
  *   Knowledge of industry best practices for document management, digital asset management, and digital preservation.
  *   Ability to provide strategic consultation.

How to Apply:
Interested applicants should submit a proposal that includes a brief description of your company, highlighting relevant experience and qualifications; detailed methodology for the initial consultation phase, with specific focus on system selection, interoperability, and integration; a high-level timeline for the consultation phase, including key deliverables; information about the team assigned to the consultation, including their qualifications and relevant experience; case studies or references from similar projects; and breakdown of costs associated with the consultation services.

Evaluation Criteria
Proposals will be evaluated based on relevant expertise in document management, digital asset management, and digital preservation; ability to recommend integrated or interoperable systems; quality and clarity of the proposed consultation approach; experience and qualifications of the proposed team; and cost-effectiveness of the proposal.

Submission Instructions
Please submit your proposal in PDF format to [log in to unmask]<mailto:[log in to unmask]>. We welcome any questions regarding this RFP, which should be submitted in writing to the same address.

Deadline for Proposal Submission: June 27, 2025 by 4:30 PM EST

Additional Information
Mount Vernon Ladies' Association reserves the right to reject any or all proposals. Negotiations may be conducted to align the final proposal with the company's needs and budget.

We look forward to receiving your proposals and potentially working together on this project.

Best,
MVLA Digital Projects team
--
Kelli Bogan
Digital Records Archivist
George Washington's Mount Vernon