Document Management System

The West Virginia Department of Homeland Security, Division of Administrative Services (DAS) is soliciting bids for a Document Management System through an Agency Request for Quote (ARFQ) for Kanawha County. The procurement seeks a vendor to provide an ApplicationXtender Server Core Package with two licensing options: one with 5 concurrent user licenses and another with 10 concurrent user licenses. The system must be capable of capturing, managing, providing workflow, and securely storing and retrieving paper, digital, or convertible information. The contract includes 20 hours of professional services, which encompass server and end-user software installation, application customization, access setup, system testing, and up to 8 hours of system training for end-users via remote access. Vendors must have at least five years of experience with ApplicationXtender or equivalent systems and maintain two permanent employees with specific technical qualifications. The solicitation was issued on June 30, 2025, with vendor questions due by July 10, 2025, and bids closing on July 17, 2025, at 11:30 AM. The initial contract term is one year with four optional one-year renewal periods, subject to mutual written agreement.

The solicitation does not specify any specific set-aside designations or restrictions on responding organizations. Vendors are required to maintain commercial general liability insurance of at least $1,000,000 per occurrence and comply with state licensing and registration requirements. The contract includes provisions for comprehensive technical support during business hours, with response times of no more than one business day for non-critical issues and two hours for critical issues. Price adjustments after the first 12 months are limited to the lesser of the Consumer Price Index (CPI) or 3%, requiring agency approval. The vendor must provide quarterly and annual reports detailing purchased items, quantities, and values. Payment will be made in arrears after goods or services are delivered and accepted, using electronic funds transfer or purchasing card. The contract is contingent on legislative funding, and the state reserves the right to cancel the contract with 30 days' written notice if funding becomes unavailable or if materials do not meet specified requirements. While specific award values are not explicitly stated, the pricing document provides a template for vendors to quote unit costs for server core packages, professional services, and ongoing maintenance.