California Housing Finance Agency - Document Management, eDiscovery, Retention and Storage RFP - 2026
California Housing Finance Agency | State of CaliforniaState · Sacramento, CA- Due
- Nov 16, 2026
- 9 days left
- Posted
- Nov 2, 2026
- Contract term
- 3 years
The 30-second brief
The California Housing Finance Agency (CalHFA) is seeking proposals for a comprehensive Document Management System (DMS), eDiscovery platform, and retention and storage solution. The scope includes migrating existing SharePoint 2016 and Windows file server content, implementing automated records retention schedules, supporting electronic discovery (eDiscovery) and Public Records Act (PRA) workflows, and integrating AI and scanning capabilities. The submission deadline is Monday, November 16, 2026, at 5:00 PM PT. Vendors must submit a 3-year cost proposal covering implementation, licensing, hosting, and support.
Technical Merit, Pricing, Demonstrations, Proof of Concept (POC)
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Summary
The California Housing Finance Agency (CalHFA) is seeking proposals for a comprehensive Document Management System (DMS), eDiscovery platform, and retention and storage solution.
The scope includes migrating existing SharePoint 2016 and Windows file server content, implementing automated records retention schedules, supporting electronic discovery (eDiscovery) and Public Records Act (PRA) workflows, and integrating AI and scanning capabilities. The submission deadline is Monday, November 16, 2026, at 5:00 PM PT. Vendors must submit a 3-year cost proposal covering implementation, licensing, hosting, and support.
EVALUATION CRITERIA
4- Technical Merit
- Pricing
- Demonstrations
- Proof of Concept (POC)
REQUIRED ATTACHMENTS
5- Exhibit A
- Exhibit B
- Exhibit C
- Exhibit F
- Subvendors List
- Submit to
- Duration
- 36 months
- Scope location
- Sacramento, CA
- Projected sq ft
- 2,200,000 sq ft
- Reported agency
- California Housing Finance Agency
Questions about this RFP
How do I respond to this RFP from California Housing Finance Agency | State of California?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 16, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Email.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including California Housing Finance Agency | State of California in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Technical Merit, Pricing, Demonstrations, Proof of Concept (POC)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from California Housing Finance Agency | State of California?
All active and historical solicitations from California Housing Finance Agency | State of California are tracked and searchable. As a state agency, California Housing Finance Agency | State of California regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 16, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Exhibit A, Exhibit B, Exhibit C, Exhibit F, Subvendors List. Review the full document from California Housing Finance Agency | State of California for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Sacramento, CA. The total projected area is 2200000 sq ft. Review the full solicitation for detailed scope requirements.