Electronic Document Management System (EDMS) and Implementation Services RFP

Background
The Town of Windsor, located in Sonoma County, California, is seeking proposals for a hosted cloud-based Electronic Document Management System (EDMS) to enhance document and records management.

The Town aims to transition from a basic records management system that does not meet departmental needs or retention requirements to a more robust solution that integrates various document types into a single database accessible by multiple users. This initiative aligns with the Town's mission to provide effective municipal services to its residential population of approximately 26,000.

Work Details
The selected vendor will provide an EDMS that includes the following capabilities: compliance with electronic document preservation standards; tools for workflow efficiencies; improved information sharing and searching; integration with other enterprise applications; assignment of records retention schedules; and automation of records management processes.

The project will be executed in two phases: Phase 1 focuses on Clerk’s Office Records, while Phase 2 targets Community Development Records. Key functionalities required include scanning and importing various data formats, Optical Character Recognition (OCR), customizable reporting, public access publishing, compliance with records retention requirements, and enhanced security for confidential records. The vendor will also be responsible for training Town staff and providing ongoing technical support.

Period of Performance
The contract is expected to commence in June/July 2026 and will span multiple fiscal years: FY 2025-2026 for Phase 1 and FY 2026-2027 for Phase 2.

Place of Performance
The services will be performed within the Town of Windsor, California.

Bidder Requirements
Vendors must comply with the Town's business license requirements and maintain necessary insurance coverage. Proposals must include qualifications demonstrating experience with similar projects, adherence to the Town’s Standard Professional Services Agreement without modifications unless specified, and detailed cost proposals including pricing for different user types.