Electronic Document Management System for the Housing Authority

Background
The Housing Authority of the City of Santa Ana (SAHA) is a medium-sized Public Housing Authority located in Santa Ana, California, funded by the U.S. Department of Housing and Urban Development (HUD). SAHA manages over 3,142 Housing Choice Vouchers (Section 8) and provides rental assistance through various voucher programs. The goal of this contract is to implement a secure, cloud-based Electronic Document Management System (EDMS) to transition from a paper-reliant environment to a fully digital repository, enhancing staff efficiency and compliance with HUD regulations.

Work Details
The selected firm will implement an EDMS that includes:

- Real-time scanning and indexing of new tenant documents.
- Bulk import, organization, and validation of approximately 732,000 previously scanned pages for 1,650 tenant files using a standardized e-filing naming convention.
- Robust tools for document storage, organization, retrieval, and tracking.
- Secure role-based access and comprehensive audit trails.
- Alignment with SAHA’s business processes.
- Support for various file types including PDF, TIFF, PNG, JPG, and Microsoft Word.
- Automated indexing and archiving capabilities.
- Integration with existing data files and direct scanning capabilities for new documents.
- Collaboration features for multiple users.
- Compliance with accessibility standards.
- Ongoing technical support for at least three years post-implementation.

Period of Performance
The anticipated term of the agreement is three (3) years with an option for two (2) additional one-year extensions upon mutual agreement.

Place of Performance
The services will be performed at the Housing Authority of the City of Santa Ana located in Santa Ana, California.

Bidder Requirements
Proposers must have been in business for at least five (5) consecutive years with documented experience delivering software or technology services to public-sector housing organizations. They must have at least three (3) years of experience providing EDMS solutions for Public Housing Authorities or similar entities. Proposers should provide references from public-sector agencies where they have implemented similar solutions.