Document Management System (DMS)

Walworth County, Wisconsin is seeking a comprehensive Document Management System (DMS) procurement through RFP 17-030, targeting an enterprise-wide solution to improve records management across county departments. The county requires software and implementation services that will enhance document retention, indexing, workflow, access, and retrieval capabilities for approximately 880 total users (30 with document submission/update rights and 850 with view-only access). Proposed solutions must support scanning paper documents, importing electronic files (TIF, PDF, JPG, Microsoft Office formats), and enable full-text searching with Optical Character Recognition (OCR) technology. Vendor proposals were due on June 27, 2017, at 1:00 p.m. CST, with tentative consultant product demonstrations scheduled for July 26-28, 2017, and an anticipated contract award during the September 2017 Finance Committee Meeting. Evaluation criteria include functional specifications (200 points), technical specifications (100 points), implementation plans, training, maintenance support, total 10-year cost, references, corporate experience, and oral presentations, with a maximum of 250 points available for non-cost factors.

The procurement allows international companies to participate, provided they maintain US-based support staff, with work potentially performed in the United States, Canada, or India. The county expressed a preference for cloud-hosted or on-premise solutions compatible with their existing Windows 2008/2012 network environment, Microsoft Outlook 2010, and Exchange Online infrastructure. The initial project budget is set at $84,000, with vendors required to provide pricing for eight years of ongoing fees and support for 40-50 concurrent users. No backfile conversion is required, and the implementation will focus on software installation, training, and support. The county currently uses cloud-based services for ERP, Time & Attendance, and Medical Records systems and requires vendors to integrate with existing technologies like Active Directory, Symantec End Point antivirus, and Unitrends backup systems. Vendors must also comply with 128-bit encryption for cloud solutions and provide a Business Associate Agreement to ensure HIPAA compliance.