RFI for Countywide Enterprise Electronic Document Management System

The County is seeking information to identify an enterprise-class Electronic Document Management System capable of supporting the full lifecycle of records across a diverse set of departments, operational units, and public-facing services. The agency needs to solve the challenge of managing large volumes of documents originating from a wide range of sources, including historical paper records, scanned images, born-digital files, and documents maintained within legacy systems. The system must support the creation and enforcement of metadata standards, allow the County to evolve these standards over time, and provide capabilities related to system-wide reporting, analytics, and insight generation. The scope of work covers comprehensive support for a wide variety of document and image formats, automatic OCR, full-text search, and flexible metadata models. The requested system must also include advanced search capabilities, strong governance and security controls, compliance-ready features for protecting regulated information, and configurable workflows for departmental review and routing. Additionally, the agency requires retention policy enforcement, robust reporting, reliable ingest and bulk processing, and support for system migration, duplication cleanup, and secure external sharing. Eligible respondents must be onshore USA organizations. The performance of the work will be offsite. The agency is looking for budget proposals to understand the cost of the system. All questions regarding this request for information must be submitted no later than June 19, 2026.