Document Management, eDiscovery, Retention and Storage Solution
Overview
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SUMMARY
KEY REQUIREMENTS
TIMELINE
Request for Proposals issue date: September 28th, 2026
Questions Due for Questions & Answers: October 12th, 2026
Official Q&A Responses Released: October 26th, 2026
Proposal Due Date: November 9th, 2026
Evaluation of Proposals Completed: November 30th, 2026
Selection of Consultant & Contract Preparation: December 7th, 2026
Contract Award: December 21st, 2026
Start of Service: January 11th, 2027
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
California Housing Finance Agency
DESCRIPTION
The issuing agency seeks a modern document management, eDiscovery, retention, and storage solution to replace its legacy SharePoint 2016 on-premises environment, consolidate agency file server content, support document scanning, and provide robust search, workflow automation, and information governance. The solution must support secure migration and integration with existing systems, while addressing current-environment deficiencies through consulting, analysis, design, industry expertise, and best practices.
The selected provider will assess and inventory the existing SharePoint environment, including site structures, custom workflows, and agency tags, as well as analyze Windows file server repositories, scanning and faxing processes, and content requiring migration or disposition. The implementation should identify redundant, obsolete, or trivial content and establish a unified, well-governed platform supporting the Digital Workplace, External Collaboration, Enterprise Application Content Services, Content-Centric Business Processes, and Information Governance use cases.
The eDiscovery capabilities must support large-file compression, adequate storage for litigation-hold documentation, duplicate removal, and staff training. Retention and storage functionality must provide automated retention periods based on document types or program requirements, configuration according to agency records-retention schedules, and management of exceptions, overrides, litigation holds, and retention conflicts. The contract period will be one year, and questions must be submitted by October 12, 2026.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due November 9, 2026. Questions must be submitted by October 12, 2026.
- Who issued this RFP?
- It was issued by California Housing Finance Agency. The work is located in Sacramento, California, United States.
- Who is a good fit for this opportunity?
- Enterprise content management and document management solution provider
- Demonstrated experience migrating SharePoint and Windows file server repositories
- Expertise in eDiscovery, records retention, litigation holds, and information governance
- Capability to deliver consulting, system design, implementation, integration, and staff training
- Experience supporting public-sector agencies and regulatory compliance requirements
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.