Enterprise Document Management Solution

The Vendor is required to provide for an Enterprise Document Management Solution (“EDMS”).
- In addition to assisting with the development of an RFP for an EDMS, agency is seeking professional consulting services to help with a range of planning and preparation tasks, including but not limited to, performing a current state analysis of agency records and Records Management function, a report of findings and recommendations for phasing the digitization of current records, and EDMS implementation with a corresponding task lists.
- Provide a report on all findings from the Current State Analysis with tailored recommendations that are based on the findings of this assessment.
- The report should also include an assessment of the magnitude of efforts to move agency from its current state to its desired future state (see item two of this scope), and provide tiered options with corresponding budgets, resource requirements, and timelines for each recommended scenario.
- The strategy itself, the selected consultant will help develop the communication materials used for educating and presenting to stakeholders at all levels of impact and involvement, including but not limited to assessment recaps, and board and stakeholder presentations.
- Records Scanning Strategy:
• Help evaluate agency records and provide a comprehensive strategy for addressing the records scanning portion of this project.
• The goal of this is to obtain a comprehensive phased plan that addresses the scanning needs for all physical paper records, including those stored on site across all agency locations (listed below) and offsite at agency records storage facility.
• As such, the selected proposer will be required to travel to each of agency locations to assess and evaluate the records and record keeping practices of each location.
• This plan should also include recommendations for timing the execution of these efforts and a justification for the recommended approach and timing (i.e., pre-solicitation to inform RFP, as a part of the implementation and therefore built into scope, or to run concurrently with solicitation and implementation).
• Additionally, this plan should consider multiple approaches and include anticipated required resources, pricing scenarios and timelines for each option.