What the buyer needs
AI summaryThe California Housing Finance Agency (CALHFA) requires a vendor to provide a document management, eDiscovery, retention, and storage solution. The requested scope includes replacing the agency's legacy SharePoint 2016 environment, consolidating file servers and scanning processes, providing consulting and design, and delivering workflow automation, compliant archiving, and staff training. The solution must support offsite performance, map capabilities to five specific document management use cases, and remain onshore in the USA. Bidders must submit questions by 5:00 PM PT on October 12, 2026, and submit proposals digitally to [email protected] by 5:00 PM PT on November 9, 2026. A selection committee evaluates proposals using criteria including meeting requirements, vendor experience and qualifications, customer references, certified SB/DVBE participation, platform demonstrations or proof-of-concept, and fee reasonableness. The listing description notes a one-year contract term and requests a proposal for the budget, while the solicitation details ask for proposal costs covering a three-year period.
Scope of work
- Assess and inventory existing SharePoint 2016 on-premises environment and Windows file server repositories
- Analyze existing document scanning and faxing processes storing documents in SharePoint
- Identify redundant, obsolete, or trivial content and provide cleanup and migration recommendations
- Design and implement a platform for document management, eDiscovery, retention, and storage
- Deliver eDiscovery capabilities including large file compression, staff training, litigation hold storage, and duplicate removal
- Configure automated retention periods and rules aligned with records schedules and storage tiering
- Provide user and administrator training, documentation, and knowledge transfer
- Deliver post-migration support, issue resolution, and stabilization activities
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Reasonableness of the fee requested to do the work | Not specified |
| Reasonableness of pricing for proposed software and services | Not specified |
| Reasonableness of proposed timeline, labor hours, and pricing assumptions | Not specified |
| Certified Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) participation | Not specified |
Minimum qualifications
- Onshore (USA Only) performance of work offsite
- All system data must be stored, processed, and maintained exclusively within data centers inside the USA
- At least three years of experience conducting the specific type of required services
- Experience with at least five other clients performing like services
- Capable of providing required services beginning Monday, January 11, 2027
- Possess financial stability and necessary financial resources
- Operate within platforms meeting SOC 2 Type II compliance
Documents to include with your response
- Exhibit A Organizational Structure and Key Details
- CalHFA DMS Use Case Mapping document (max 5 pages)
- Proposal Costs (over three-year period)
- Exhibit B Certified Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) Status Form
- Exhibit C Vendor References
- Exhibit D Agency Service Agreement and optional forms
- Exhibit E Information Security Questionnaires
- Exhibit F Certification of Financial Stability
How to submit
- Method
- Electronic via Email
- Instructions
- Submit proposals electronically in PDF format to [email protected] using the CalHFA Response Form and required file naming conventions.