Enterprise Content Management System

Background
Minnesota State is seeking proposals from qualified vendors to provide an Enterprise Content Management (ECM) system that includes electronic forms, workflow, and process automation for all colleges and universities within the Minnesota State System. The goal of this contract is to enhance operational efficiency and improve service delivery to students amidst challenges such as declining enrollment and budget constraints.

The ECM system will support the conversion of paper documents, import electronic files, manage workflows, and integrate with existing ERP/SIS systems.

Work Details
The ECM system must include the following capabilities:
- Electronic forms creation
- Workflow process automation
- Document conversion from paper to digital formats
- Integration with ERP/SIS systems
- Reporting functionalities
- Support for automated document imports.

The solution should be capable of supporting up to 33 institutions within the Minnesota State system. Vendors are required to demonstrate their product's capabilities from both user and administrator perspectives during a remote demonstration session.

Period of Performance
The contract is expected to commence on November 1, 2025, or upon the final signature date if later. The duration of the contract will be five years.

Place of Performance
The services will be performed across various locations within the Minnesota State system, specifically at participating colleges and universities.

Bidder Requirements
Vendors must comply with Minnesota State's procurement guidelines and provide a completed Voluntary Product/Service Accessibility Template (VPAT) for all software and hardware. They must demonstrate adherence to accessibility standards as per Section 508 of the Rehabilitation Act of 1973 and Web Content Accessibility Guidelines (WCAG) 2.1. Additionally, vendors should have a trained administrator at each institution for level 1 support.