RFP - document management system

The County of San Diego is soliciting proposals for a cloud-hosted Document Management System to replace the legacy ApplicationXtender platform serving the Assessor/Recorder/County Clerk and Auditor & Controller departments, with proposals due September 22, 2026 and a pre-proposal conference on August 31. A fifteen percent price preference (or $150,000, whichever is less) applies to qualified Small-Local Businesses meeting San Diego County Code Section 405 and Board Policy B-53.

The scope encompasses a Commercial Off-the-Shelf, browser-based DMS with document capture, storage, indexing, retrieval, workflow management, records retention, public submission portals, and reporting capabilities. Implementation includes discovery, configuration, data migration, integration with County systems and scanning devices, user acceptance testing, training, go-live support, and ongoing operations and maintenance. The solution must be web browser-based with role-based access control, dedicated infrastructure with County DNS integration, and support for 100 concurrent users with high availability database architecture. Critical security and compliance requirements include FIPS 140-3 validated cryptographic modules, prohibition of deprecated protocols (SSLv2/SSLv3 and TLS 1.0/1.1), PKI infrastructure with mutual authentication, minimum 180-day audit logging, SOC 2 Type 2 reports under AICPA SSAE No. 18, WCAG 2.1 Level AA accessibility compliance and Title II ADA compliance, single sign-on integration, and data processing and storage restricted to U.S. borders with all support personnel located within the United States.

The contract term consists of an initial one-year base period with nine optional one-year renewals for a maximum ten-year engagement. Pricing must be all-inclusive of labor, software licensing, hosting, storage, maintenance, support, training, and documentation, with at least 20 percent of total contract value withheld until system acceptance. Evaluation criteria in descending order of importance are Technical Approach, Offeror Experience/Qualifications/Capacity/Compliance, Price, and Terms and Conditions/Compliance. Written questions are due September 3, 2026 at 5:00 p.m. Award will be based on best value to the County, with contract finalization negotiations following the Notice of Intent to Award.