Electronic Document Management System (EDMS) and Implementation Services RFP

The Town of Windsor (Town) is seeking proposals from qualified vendors for a hosted cloud-based system to provide document management and records management using an Electronic Document Management System (EDMS) with process capabilities to best manage electronic documents currently stored in paper format, and on shared file server drives. The objective of this project is to implement a cloud-based Electronic Document Management System that will:

1. Comply with industry-recognized standards relating to trustworthy electronic document record preservation requirements, security protocols, and information protection management, and provide administrative users with controls to prevent stored records from being overwritten, deleted, or altered.
2. Provide tools and features to enable records management workflow efficiencies, improve information sharing, improve document searching, minimize the duplication of records, and reduce costs for governance of an effective Records and Information Management (RIM) program.
3. Improve records management process workflow capabilities.
4. Offer future integration between the Electronic Document Management System and other enterprise applications (e.g., SharePoint, agenda, finance, land, and project management systems).
5. Assign records retention schedules to electronic documents.
6. Automate records management processes, rules, and requirements for electronic documents.

Please access our Request for Proposals (RFP) and required documents in the related documents section below. The complete instructions for the process and information requested are contained within the related RFP documents.Â

Deadline for written questions to be submitted: Wednesday, April 15, 2026, at 6:00 p.m., Pacific Standard Time (PST)

Deadline to submit proposals: Wednesday, May 6, 2026, at 6:00 p.m., Pacific Standard Time (PST)