Document Management System Software

Background
The City of St. Petersburg is seeking information from vendors for a Case/Document Management System (DMS) software. The DMS is intended to manage and store documents and records in compliance with records management best practices and governmental regulations.
The goal is to enhance workflow efficiencies, improve knowledge sharing, reduce record duplication, and minimize costs associated with document management.

Work Details
Vendors are required to provide detailed information on their DMS solutions, including system capabilities, pricing structures, implementation timelines, ongoing support models, integration compatibility, security features, data governance practices, and compliance with public records laws.
A high-level overview of the proposed solution must be submitted in one continuous PDF file as part of the Vendor Questionnaire.
Specific components to address include:
1) System Capabilities;
2) Estimated Pricing Structure;
3) Average Implementation Timeframe;
4) System Support;
5) Systems Integrations;
6) Security Features;
7) Use of Artificial Intelligence;
8) Additional Relevant Information.

Period of Performance
The solicitation was published on January 20, 2026, with a response deadline set for February 24, 2026.

Place of Performance
The contract will be performed within the City of St. Petersburg, Florida.

Bidder Requirements
Vendors must be registered with the Florida Department of State, Division of Corporations. They are also required to submit a proposal that answers all questions posed in section 6.2 of the solicitation and must register online with the City’s sourcing system for notifications.