Cloud-Based Electronic Document Management System

The agency is seeking a cloud-based Electronic Document Management System (EDMS) solution, which includes software, implementation, configuration, migration, and ongoing support. The agency needs to solve the problem of fragmented data storage by centralizing document management and migrating existing data from shared drives and legacy systems. This system must provide configurable workflows for document routing and approval, electronic signatures, and departmental business processes. The scope of work covers records lifecycle management, retention, disposition, and security capabilities for confidential records. The system must support metadata, indexing, full-text optical character recognition (OCR) search, version control, audit trails, and role-based security permissions. Bidders must deliver a solution accessible via web and mobile platforms that can scan and import standard data file formats, large-scale maps, plans, and photographs. The agency requires the system to link data from other systems to auto-populate indexing and metadata values in templates. The selected provider must deliver administrator and end-user training, user documentation, system guides, system hosting, maintenance, and updates. The contract period will span one year, and the performance of all work will occur offsite. Eligible bidders must be onshore organizations based solely in the United States of America. The agency is looking for proposals to determine the budget for this project. Bidders must submit all questions no later than June 12, 2026, and the final response can be submitted digitally via email or online.