RFP- Laserfiche Solution Provider

The Housing Authority of the City of Alameda (AHA) has issued a Request for Proposals (RFP) for a Laserfiche Solutions Provider to support the agency's document management and digital transformation initiatives. The procurement seeks a qualified vendor to provide comprehensive Laserfiche software and related services for a three-year contract, with the option of two additional one-year extensions, for a maximum total contract duration of five years. The current system provides Laserfiche Avante Platform access to 50 named user accounts across multiple departments, and the RFP requires a Laserfiche Solutions Provider with at least five years of experience as a certified vendor. Deliverables include annual maintenance, support, customer service, and a ticket tracking system, with potential services encompassing document scanning, database migration, and cloud migration. Proposals are due by August 6, 2025, at 4:00 PM and must be submitted through the Bonfire Procurement Portal. The evaluation will be based on qualifications, proposed approach, customer service, cost analysis, references, and overall pricing, with a maximum of 100 points possible across these categories.

The contract will be partially funded through Community Development Block Grant (CDBG) funds, HOME Investment Partnerships Program funds, and Section 8 administration funds. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned in the provided documents, the RFP includes detailed pricing requirements for various Laserfiche software components, including SQL express with workflow, web access, QuickFields with OCR, forms portal, import agent, and named full user licenses. The pricing attachment requests vendors to specify a not-to-exceed percentage increase for annual recurring costs after the initial term, with space to indicate the maximum percentage rate for cost adjustments in subsequent renewal periods. Vendors must provide unit costs for software licensing, implementation options, and optional services. Although a specific budget range is not disclosed, the comprehensive pricing structure suggests flexibility for vendors to propose competitive solutions tailored to the Housing Authority's document management needs.