T2659 - Document Imaging Management System (DIMS) Maintenance and Operations (M&O) Support Services

The State of New Jersey, specifically the Department of Human Services' Divisions of Family Development and Medical Assistance and Health Services, is seeking a contractor to provide Maintenance and Operations (M&O) Support Services for the Document Imaging Management System (DIMS). The procurement seeks comprehensive support for an electronic document imaging system that currently manages approximately 82 million documents across 30 County Social Services Agencies, supporting programs including NJSNAP, TANF, General Assistance, SSI, and Medicaid/NJ Family Care. Required services include help desk support, bug fixes, documentation updates, training, small system enhancements, and project management for complex technical infrastructure involving IBM Content Manager, Datacap, custom code, AIX and Windows Server operating systems, and Oracle databases. Key deliverables include a monthly fixed fee service covering 250 hours for system enhancements and training, with additional hourly rates for specialized labor categories. The evaluation criteria will focus on personnel qualifications, documented experience with similar-sized contracts, and technical approach capability. Critical procurement dates include an optional pre-quote conference on December 19, 2025, questions due by January 9, 2026 at 2:00 PM, and quote submissions due March 6, 2026 at 2:00 PM, with a potential contract award review taking up to 60 calendar days.

The procurement does not have specific set-aside designations for small businesses, disabled veterans, or other enterprise types, though bidders are expected to make good faith efforts to utilize New Jersey Small Business Enterprises as subcontractors. The State will provide workspace at Quakerbridge Plaza in Mercerville, New Jersey, including State-imaged workstations and Wi-Fi access, with work performed during normal State business hours and potentially extended hours as needed. The contract structure includes a three-year base term with potential two-year extensions, with no single extension exceeding one year. The current system supports 5,584 named users with an estimated 1,200 to 1,500 concurrent users, processing approximately 8,500 scanned batches daily. While specific budget ranges are not explicitly stated, the pricing model includes a firm-fixed monthly fee and hourly rates for various labor categories, with the contractor required to have a Project Manager on-site at least 60 percent of the project time. The contract award is subject to review and approval by Food and Nutrition Services and Centers for Medicare and Medicaid Services.