Electronic Document Management System

The State of Michigan Department of Lottery issued a Request for Information (RFI) on August 20, 2018, seeking vendors to provide information on electronic document management system products and services. The RFI, with a response deadline of September 28, 2018, aims to gather market intelligence on best practices, operating models, and pricing structures for an in-house electronic document management solution to replace or supplement the current Content Manager 9 system. The procured system must include electronic imaging of paper documents, document storage in multiple formats (PDF and MS Word), metadata-based indexing with organizational and document-specific fields, workflow management at the document level, optical character recognition (OCR) with a minimum 90% accuracy rate, barcode reading and processing, fax and email document processing, centralized repository storage, advanced search and retrieval with response times not exceeding three seconds, and document manipulation capabilities including annotation, rotation, and printing. The system must accommodate 50 to 250 concurrent users with 2 administrators, process an average of 5,000 documents (40,000 pages) monthly through the existing Kofax scanning solution with seasonal fluctuations, store approximately 2,000 documents daily, and manage 150 document types with 25 types representing 80% of volume. Required deliverables include comprehensive vendor responses addressing company background, relevant experience with similar projects, customer references, organizational structure, implementation approach, best practice models, preferred compensation structures, and pricing models. The State anticipates posting answers to vendor questions by September 14, 2018, with vendor questions due by August 31, 2018, and may invite selected vendors for oral presentations following the initial response period.

The RFI indicates that international vendors, including those from India and Canada, are eligible to respond, though certain tasks related to sensitive documents must be performed on-site. The procurement carries no set-aside designations or disadvantaged enterprise restrictions based on the available documentation. The Michigan Lottery currently operates an on-premise infrastructure with existing servers and computing resources available to host the system, and the solution must integrate with the existing Kofax scanning solution and support Windows 7, 8.1, and 10 operating systems with Microsoft Office 2016 and various web browsers. The State does not require vendor-provided scanning hardware and prefers an on-premise solution over cloud-based alternatives, remaining open to both off-the-shelf and customizable solutions meeting stated business requirements. Responses submitted through the SIGMA VSS procurement system will be considered State property and subject to disclosure under Michigan's Freedom of Information Act. The RFI responses will inform the development of a formal Request for Proposal anticipated for calendar year 2019, with system deployment targeted within the same period. The State had not finalized the budget or identified funding sources at the time of the RFI response, and no specific award value or budget range is indicated in the posted materials.