Enterprise Records Management Solution

Gwinnett County Board of Commissioners is requesting proposals for an enterprise records management solution and associated professional services on an annual contract under RFP RP014-22, with proposals due March 18, 2022 at 2:50 p.m. and a pre-proposal WebEx conference on February 28. The County does not accept electronic submittals for formal solicitations; proposals must be submitted in sealed containers at the Gwinnett County Financial Services - Purchasing Division in Lawrenceville. Firms on the Gwinnett County ineligible source list are prohibited from submitting.

The solution must be a commercial off-the-shelf ERM application supporting approximately 6,200 users with terabytes of content-storage capacity across cloud, on-premise, or hybrid deployment models. Key requirements include DoD 5015.2 certification, HIPAA compliance, SOC 2 Type 2 certification, 99.5% uptime availability, encryption standards, Active Directory integration with multi-factor authentication, mobile accessibility, physical and electronic records management, redaction functionality, and integration with existing systems including FileNet P8 (currently 800 users, approximately 6 terabytes of data to migrate), SharePoint, SAP ERP, Accela, ArcGIS, Kofax, GovQA, DocuSign, and Adobe. The County currently operates through fragmented systems: FileNet, SharePoint, Laserfiche, and Versatile Enterprise software managing 71,000 boxes of paper records and approximately 50 million electronic records. The solution must comply with Gwinnett County Security Requirements Standard (ITS-SST-006), which mandates Active Directory authentication, Microsoft Multi-Factor Authentication, audit logging compatible with SIEM systems, U.S.-based data storage, SOC 2 Type 2 reports, 24-hour security breach notification, and restrictions on third-party data sharing.

The County anticipates an annual contract with four renewal options and user licensing for 60 full-use and 65 limited-use users. Professional services must include business and configuration planning, technology implementation, training, and system interfaces. Service providers must hold A.M. Best insurance rating of A-5 or higher and demonstrate adherence to security requirements with explicit notation of any exceptions. Questions are due by 3:00 p.m. on March 3, 2022. Proposals must acknowledge receipt of Addendum 1 (issued February 17) and Addendum 2 (issued February 7) on page 79 and include one unbound original, six bound copies, and one electronic copy on flash drive with separate cost proposal. Contact: Dana Garland, CPPB, FOII, NIGP-CPP at dana.garland@gwinnettcounty.com or 770-822-8723.