JPMC EMERGENCY Notice DocuWare Software Licenses and Services

The State of Illinois, Department of Innovation and Technology (DoIT), is seeking to purchase DocuWare software licenses and related services through an emergency Joint Purchasing Master Contract (JPMC). This contract will be available for use by all governmental units and qualified not-for-profit entities. The required products and services include document and drawing/scanning/imaging, transferring scanned images to microfilm, providing user agency document transportation, storage, and destruction, storing images into DocuWare file cabinets, assessing users' imaging requirements, providing training and technical support, and assisting DoIT technical staff with maintaining the Enterprise DocuWare platform. The emergency contract is intended to address a backlog in processing state-wide job postings due to DocuWare service issues, which is impacting agencies' ability to provide critical services. The estimated value of the contract is $2,000,000, with an expected start date of December 19, 2022 and an expected end date of March 18, 2023. The contract will be funded through State appropriated funds.

A 4% Business Enterprise Program (BEP) goal has been set for the contract. Com-Microfilm Company, the current vendor providing DocuWare services to multiple agencies for several years, has been selected for this emergency procurement due to their expertise and knowledge of the existing systems. The contract is open to all qualified organizations, but the selection process will prioritize vendors with the necessary experience and capabilities to efficiently address the DocuWare service issues and eliminate the backlog in job postings.