SW-118682 - USA (California) - Cloud-Hosted Document Management System - Deadline September 22,2026

(1) Vendor needs to provide cloud–hosted document management system. – Provide, configure, implement, operate, and support a cloud–hosted, browser–based, Commercial Off–the–Shelf (COTS) Document Management System (DMS), including migration of county data and training for county users.– New DMS shall replace Application Xtender (AX) and associated document management applications with a modern, scalable, secure, accessible, and fully supported COTS system that standardizes document capture, storage, indexing, retrieval, workflow, retention, public submission, and reporting processes across participating business units.– Provide a centralized DMS that securely stores, indexes, organizes, retrieves, manages, and retains electronic documents and metadata for multiple record types and subtypes.– Support document capture from electronic upload, scanning, import services, and integrations with county business applications.– Support search, viewing, printing, exporting, emailing, annotation, redaction, page management, version control, document flagging, and audit logging based on authorized user roles.– Provide standard reports, custom reports, ad hoc reporting, and administrative reporting sufficient to support operational management, audit, compliance, and service monitoring.– Implement a centralized document management system to securely store, index, organize, retrieve, and manage electronic documents.– Support metadata management and document classification standards.– Improve document accessibility, searchability, and retrieval efficiency.– Configure role–based or attribute–based access to support county–approved roles, including read–only users, contributors, annotators, records administrators, reporting administrators, super administrators, support users, and public users of the online portal.– Design, configure, test, document, and support integrations required for the county business environment.– Perform a one–time migration of historical documents, images, metadata, index values, audit information where available, retention–related information, and other county–approved data from legacy repositories and source systems into the new DMS.(2) The contract period will be for one year. (3) Pre–bid meeting will be held on August 31, 2026. (4) All the questions must be submitted no later than September 3, 2026.