The Vendor is required to provide a secure, cloud-based Electronic Document Management System (EDMS) to support the administration of its Housing Choice Voucher (HCV) program, including Project-Based Voucher (PBV) and Special Purpose Voucher (SPV) tenants.
- The selected firm will implement an EDMS that provides end-to-end electronic document management, including real-time scanning and indexing of new tenant documents and bulk import, organization, and validation of approximately 732,000 previously scanned pages for 1,650 tenant files using a standardized e-filing naming convention.
- The system must offer robust tools to store, organize, retrieve, and track documents; support secure, role-based access and comprehensive audit trails; and align with agency business process and workflows so that authorized staff can efficiently locate, update, and review tenant records and perform ongoing eligibility, recertification, inspections, and compliance activities without reliance on paper files.
- The system will serve as a centralized document repository so that authorized Housing Authority users can locate, update and review documents easily and efficiently.
- Provide, implement, maintain, and support a comprehensive, cloud-based EDMS tailored to the management of HCV program tenant files.
- The EDMS must provide simple, intuitive search capabilities that enable users to quickly find the documents and tenant records they need without extensive training.
- The EDMS must support management of both digital and hard-copy documents (via scanning) through the full document life cycle, including:
• Creation
• Identification
• Receipt
• Maintenance
• Storage
• Retrieval
• Disposal
- Access tenant files directly and perform detailed searches using first name, last name, or any data field within the tenant record.
- Run quick searches of document text, fields, names, and annotations across the entire repository or within a selected folder.
- Use advanced search options (e.g., document creation date, user who checked out a document, other metadata).
- Locate specific words or phrases within a document text, metadata, annotations, and entry names.
- Simple document filing and viewer
• Allow documents to be captured through scanning, uploading, or browsing to an existing file.
• Support importing documents via scanning and via drag-and-drop from a Windows drive or similar environment.
• Enable editing using criteria such as a user-defined e-file naming convention, date, and other metadata to support retrieval.
• Display documents in an interactive viewer that allows users to select pages and apply annotations (e.g., highlights, text notes, simple calculations).
• Allow documents and selections to be printed or exported directly from the viewer.
• Support duplication of existing filing structures where appropriate.
• Provide thumbnail previews to assist in navigating multipage documents.
- The EDMS should include document history and version control capabilities to allow users to view prior versions and, when authorized, revert to an earlier version of a document.
- The EDMS must maintain comprehensive audit logs showing, at a minimum, who accessed, viewed, modified, or deleted records and when such actions occurred.
- Multiple authorized users to view, add, and where appropriate, work in the same document in close succession or in real time, subject to configured permissions and check-in/out controls.
- Support role-based access control, encryption, and audit trails sufficient to ensure confidentiality and regulatory compliance.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 15, 2026
