Cloud-Based Electronic Document Management System

Overview

Software, Web & Mobile Development

Rocklin, California, United StatesPosted: June 2nd, 2026Deadline: June 26th, 2026

Fit Score

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SUMMARY

Request for a cloud-based EDMS with comprehensive workflow, records management, migration, security, and training features for a one-year contract in California.

KEY REQUIREMENTS

Must be registered or licensed to practice in California
Must demonstrate experience providing EDMS software solutions for public sector agencies
Must demonstrate successful implementation of similar systems for municipalities or comparable agencies
Must demonstrate experience integrating with enterprise systems such as ERP and Microsoft 365
Must demonstrate knowledge of California records retention requirements and Public Records Act compliance
Must have staff certified in the proposed software solutions
Must provide proof of insurance including general liability, auto liability, workers' compensation, and professional liability/errors and omissions
Must provide an audited financial statement if self-insured with deductibles exceeding $100,000

CONTRACT DURATION

12 months

TIMELINE

Release of RFP: May 29th, 2026

Deadline for written questions: June 12th, 2026

Posting of response to questions: June 16th, 2026

Proposal due date: June 26th, 2026

Interviews as needed: TBD

Contract negotiations: July/August 2026

Contract award: August/September 2026

QUESTION DEADLINE

June 12th, 2026

Issuing Agency

City Of Rocklin

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DESCRIPTION

The client seeks a vendor to provide a comprehensive cloud-based Electronic Document Management System (EDMS) solution. The proposed system must include software provisioning, implementation, configuration, data migration from shared drives and legacy systems, and ongoing support services. Required features include configurable document workflows for routing and approval, records lifecycle management, and tools tailored for various departmental business processes. The solution must offer electronic signature capability and digital workflow platforms, alongside centralized storage and management for electronic documents.

Additional requirements include robust support for metadata, indexing, full-text search (OCR), and the ability to manage retention and disposition of records. System hosting, maintenance, and updates are expected if the system is cloud-based or hosted. Security features should cover confidential record handling, version control, audit trails, and role-based permissions to safeguard data integrity. The system must be accessible via both web and mobile platforms, support various data file imports (including large-scale maps/plans and photographs), and facilitate data integration from other systems for template automation. Comprehensive administrator and end-user training, thorough user documentation, and migration from other existing platforms are also required. The contract term is one year.

Source attribution

This Settle Intelligence analysis is based on the issuing organization’s RFP listing.