IT- NetDocuments (Upgrading WorldDox &PracticeMaster)

Background
The Maryland Insurance Administration (MIA) is seeking to upgrade its document management and case management systems, currently using WorldDox and PracticeMaster, which are nearing the end of their lifecycle.
The goal is to transition to NetDocuments, a cloud-based solution designed for legal professionals that enhances efficiency, security, and accessibility.
This upgrade aims to ensure compliance, productivity, and streamlined workflows for the Attorney Generals (AGs).

Work Details
The contract involves the implementation of NetDocuments, including the following services:
1. Provision of 20 licenses for NetDocuments Starter Bundle which includes document management, email management (ndMail), optical character recognition (OCR), CollabSpaces, margin notes, ndSync, and PatternBuilder.
2. Migration services from WorldDox and PracticeMaster with a total data capacity of up to 205 GB (160 GB from WorldDox and 45 GB from PracticeMaster).
3. A structured implementation plan divided into seven phases:
- Phase 1: Initiation
- Phase 2: Design
- Phase 3: Build
- Phase 4: Data Migration
- Phase 5: Integration
- Phase 6: Testing
- Phase 7: Training & Change Management.
4. Detailed training sessions for administrators and end-users on how to use the new system effectively.
5. Ongoing support for 30 days post go-live.

Period of Performance
The project is scheduled to begin on July 1, 2025, and will conclude on June 30, 2026.

Place of Performance
The services will be performed at the Maryland Insurance Administration located at 200 Saint Paul Place, Suite 200 Baltimore, Maryland.

Bidder Requirements
Bidders must comply with specific requirements including providing a single point of contact as an Agency Lead for coordination.
They must also ensure that all necessary hardware meets minimum specifications such as having at least 250GB of open space on the primary disk and a minimum upload speed depending on the data volume being migrated.
Additionally, bidders must not solicit or employ any Vendor resources during the project term and for two years thereafter.