Town of Windsor - Electronic Document Management Software and Implementation Services - 2026
Town of WindsorCity · Windsor, CA- Due
- May 6, 2026
- Deadline passed
- Posted
- Apr 8, 2026
- Primary contact
- Sommer Hageman
- (707) 838-5005
The 30-second brief
The Town of Windsor seeks proposals from qualified vendors for a hosted, cloud-based Electronic Document Management System (EDMS) and implementation services, including records management, digitization, and migration. The project involves transitioning approximately 630GB of image-format documents, 268,000 SharePoint documents, and nearly 36 tons of physical paper records across two phases (Clerk's Office Records and Community Development Records). Key functionalities required include OCR, full-text and metadata search, automated workflows, retention schedule compliance, PII security, and system integration. Proposals are due by May 6, 2026, at 6:00 p.m. PST, submitted via email to the Town Project Manager. Evaluation criteria include qualifications, work plan, references, understanding of the project, and cost.
Acceptance of Town’s standard terms and conditions, Qualifications and experience of the vendor, Staffing and Contractor References, Understanding of RFP and project approach, Cost
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Summary
The Town of Windsor seeks proposals from qualified vendors for a hosted, cloud-based Electronic Document Management System (EDMS) and implementation services, including records management, digitization, and migration.
The project involves transitioning approximately 630GB of image-format documents, 268,000 SharePoint documents, and nearly 36 tons of physical paper records across two phases (Clerk's Office Records and Community Development Records). Key functionalities required include OCR, full-text and metadata search, automated workflows, retention schedule compliance, PII security, and system integration. Proposals are due by May 6, 2026, at 6:00 p.m. PST, submitted via email to the Town Project Manager. Evaluation criteria include qualifications, work plan, references, understanding of the project, and cost.
EVALUATION CRITERIA
5- Acceptance of Town’s standard terms and conditions
- Qualifications and experience of the vendor
- Staffing and Contractor References
- Understanding of RFP and project approach
- Cost
REQUIRED ATTACHMENTS
7- Letter of Transmittal
- Table of Contents
- EDMS Features Table
- Standard Agreement Acknowledgment
- Cost Proposal
- Key Personnel Background
- References
- Submit to
- [email protected]
- Scope location
- Windsor, CA
Questions about this RFP
How do I respond to this RFP from Town of Windsor?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 6, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Sommer Hageman.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Town of Windsor 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.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Sommer Hageman at (707) 838-5005. Questions and answers are typically shared with all prospective bidders.
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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: "Acceptance of Town’s standard terms and conditions, Qualifications and experience of the vendor, Staffing and Contractor References, Understanding of RFP and project approach, Cost" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Town of Windsor?
All active and historical solicitations from Town of Windsor are tracked and searchable. As a city agency, Town of Windsor regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
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: Letter of Transmittal, Table of Contents, EDMS Features Table, Standard Agreement Acknowledgment, Cost Proposal, Key Personnel Background, References. Review the full document from Town of Windsor for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Windsor, CA. Review the full solicitation for detailed scope requirements.