EDM Consulting Services

The Michigan Department of Environment, Great Lakes, and Energy (EGLE) is seeking Electronic Document Management (EDM) Consulting Services through a Tier-Two Direct Solicitation across multiple jurisdictions including Grand Traverse County and Lansing City. The procurement aims to help EGLE transform into a fully electronic, paperless organization by conducting a comprehensive document management assessment. Key deliverables include completing a document inventory assessment, evaluating scanning hardware and software, designing electronic document management and scanning workflows, and implementing staff training. The contract will cover approximately 4.25 billion pages of paper documents and 20 terabytes of electronic records across 10 EGLE divisions. Proposals are due on March 6, 2025, at 3:00 PM Eastern, with an anticipated nine-month contract period starting March 20, 2025. The technical evaluation will assess proposals based on three criteria: Prior Experience (25 points), Service Capabilities (50 points), and Staffing (25 points), with only proposals scoring 80 or more technical points eligible for pricing review.

The solicitation includes specific requirements for potential contractors, mandating that if subcontractors are utilized for more than 20% of deliverables, at least 20% of subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractors must pre-qualify through one of 16 specified contracts to be eligible to submit a proposal. The procurement requires a senior business lead who will be directly responsible for day-to-day operations, and pricing must be submitted as a lump sum fixed price with hourly rates not exceeding those in the original contract's Schedule B pricing. While no specific total contract value is listed, the comprehensive scope involving document management across multiple facilities suggests a significant project investment. The work will involve reviewing both EGLE-specific and statewide record schedules, with records ranging from immediate destruction to permanent archival, indicating a complex and carefully managed document transformation project.