Electronic Document Management System (EDMS)

The City of Jacksonville's Risk Management division is issuing an Informal Request for Proposals (RFP) to procure an Electronic Document Management System (EDMS) for the City's Self-Insurance Program. The procurement seeks a comprehensive solution capable of transitioning and managing 10-20 years of electronic closed claim files (33,797 files totaling approximately 415.36 GB) into a centralized, searchable repository with high-resolution imaging at minimum 300 DPI, optical character recognition with full-text search capabilities, and metadata indexing by claim-specific data points. Key deliverables and requirements include litigation readready systems with chain-of-custody preservation, re-opening capabilities for closed files, confidentiality and redaction tools for protected health information and personally identifiable information, long-term data preservation in PDF/A format readable for at least 20 years, cloud-based accessibility with 99.9% uptime, and geo-redundant backups. The solicitation opened on February 19, 2026, with a question cutoff date of February 23, 2026 at 2:00 PM Eastern Standard Time and closes on March 2, 2026 at 4:00 PM. The contract term is one year with four one-year renewal options, subject to approval by both the supplier and the City. Evaluation will utilize multiattribute scoring across ten criteria including competence (10 points), support and maintenance model (20 points), training model (5 points), ability to observe and monitor implementation (10 points), past professional accomplishments (20 points), financial responsibility (5 points), commitment to small and minority businesses (5 points), approach to meeting project requirements (10 points), cost proposal (10 points), and volume of prior work with local government agencies as a minus factor (5 points). Bidders must demonstrate applicable local business licenses, proven experience providing EDMS services to entities of similar size, complexity, and magnitude, and compliance with all mandatory minimum requirements.

The City encourages participation by Jacksonville Small and Emerging Businesses (JSEBs) and has established a set-aside designation prioritizing these entities, while all bidders must meet certification and conflict of interest requirements. Contractors must carry specified insurance coverage, comply with E-Verify employment verification requirements, and adhere to all applicable federal, state, and local laws, including Florida Public Records Law and Jacksonville ethics and purchasing codes. Responses must be submitted through the City's 1Cloud e-procurement system, and no pre-bid conference has been scheduled. The City reserves the right to reject any or all bids, extend the contract for transition purposes, and utilize state and other government agency contracts for services covered by this RFP. No incumbent vendors or existing technology integration requirements are specified in the available documentation. While no explicit award value or budget range is listed, the scope of work involving the management of 415.36 GB of claim files and comprehensive system implementation suggests a significant procurement.