Enterprise-wide Content Management

The City of Pittsburgh is seeking proposals from qualified vendors for the implementation of an enterprise-wide content management system (ECM). The selected ECM will serve as the central platform for managing all digital content across our organization. The system is to serve as a comprehensive solution for managing the entire content lifecycle within the City departments to effectively manage documents, physical records and administer workflows. Therefore improving collaboration, efficiency, and better information governance. This capability includes centralized content repository, document management, collaboration tools, content publishing, search and retrieval, security and access control management, integration capabilities, scalability, analytics and reporting tools. Proposal to include software licenses, development, implementation, training and support services. BackgroundOnbase from Hyland is the City's current platform for document management, with eDocs being the license

and support provider. The City has more than 4TB of data in OnBase On-Prem, 125GB of data on eDocs cloud, 30TB of data on Microsoft's Sharepoint and finally 20GB of data on the city website. Phase One (to be complete by December 31, 2024): Deploy, configure/implement new cloud system and migrate all current OnBase documents to the new cloud solutionPhase Two (?2024-2025): Migrate all remaining non OnBase records from all of the remaining above mentioned records from all remaining sources to the new cloud solution.Phase Three (2025 through 2027): Begin services to digitize all other hardcopies content and optimize workflows for all departments. Statements of Work (SOW) for discovery, digitization and optimization will be developed for each department based on requirements and rates established in the initial RFP TimelineRFP Released:April 10, 2024Pre-Proposal Meeting (Non-Mandatory):April 26, 2024, 10:00am A Pre-Proposal Conference will be held in the OMB 501 conference room located on the 5th floor of the City County Building, 414 Grant Street, Pittsburgh, PA 15219. Attendees should use the elevators located on the Ross Street side of the building to access the 5th floor. This meeting will also be held via Microsoft Teams. Please use the RSVP Manager to sign up for the meeting- you will be sent the Teams Link the morning of the meeting.Question Submission Deadline:May 3, 2024, 12:00amProposal Submission Deadline:May 10, 2024, 5:00pmProposal Review and Supplier Scoring:May 2024Contract Award:June 2024