Document Management Consulting Services

The vendor is required to provide document management consultant to help design and support the implementation of a comprehensive document management program for the authority.
- Improve document management, increase operational efficiency, and support digital transformation to best meet the business needs of the authority.
1. Assess existing program:
•    Review and assess the authority existing document management systems and processes, which currently includes electronic and paper documents and identify areas for improvement, including the authority known improvement goals: (a) move to all electronic files and signatures, (b) improve document search capabilities for retrieval of documents for business use and records request; (c) improve e-mail management processes; (d) improve correspondence management and tracking; (e) move to all electronic internal and external document signoffs and signatures.
2. Gather business requirements: 
•    Meet with authority key stakeholders to identify specific business needs and authority document management goals and requirements.
3. Develop a document management strategy to meet the authority business needs, including recommending technological solutions and a plan for implementation, and helping to develop a budget. 
4. Plan and recommendation specified in a report prepared by the selected consultant within 12-14 weeks from project kick-off, this report shall be detailed and in a format that can be presented to the authority board of directors. 
5. The report will be reviewed and approved by authority staff prior to presenting it to the board of directors.
6. Provide procurement support: 
•    Assist in drafting technical requirements and evaluation criteria and help assess potential solutions.
7. Implementation oversight: 
•    Support the implementation of the chosen document management strategies and related systems; ensure alignment with specifications, timelines, and budgets; coordinate with authority IT team and vendors.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 25, 2025