SLED Opportunity · CALIFORNIA · SANTA ANA FINANCE & MANAGEMENT SERVICES
AI Summary
The City of Santa Ana seeks proposals for a cloud-based Electronic Document Management System to digitize and manage tenant records for its Housing Choice Voucher program, improving efficiency, compliance, and security.
The Housing Authority of the City of Santa Ana (SAHA) is seeking proposals from qualified and experienced firms to provide a secure, cloud-based Electronic Document Management System (EDMS) to support the administration of its Housing Choice Voucher (HCV) program, including Project-Based Voucher (PBV) and Special Purpose Voucher (SPV) tenants. The project’s primary goal is to transition from a paper-reliant environment to a fully digital, centralized repository that improves staff efficiency, strengthens compliance with HUD and other applicable regulations, and enhances the integrity, security, and accessibility of tenant records over the long term.SAHA currently manages thousands of active vouchers and maintains extensive tenant files that are stored in both physical and electronic formats, creating challenges in retrieval time, version control, storage, and audit readiness. Under this project, the selected firm will implement an EDMS that provides end-to-end electronic document management, including real-time scanning and indexing of new tenant documents and bulk import, organization, and validation of approximately 732,000 previously scanned pages for 1,650 tenant files using a standardized e-filing naming convention. The system must offer robust tools to store, organize, retrieve, and track documents; support secure, role-based access and comprehensive audit trails; and align with SAHA’s business process and workflows so that authorized staff can efficiently locate, update, and review tenant records and perform ongoing eligibility, recertification, inspections, and compliance activities without reliance on paper files.. Pre-Bid Meeting Information: No Online Q&A: Yes Location Information: Department: COMMUNITY DEVELOPMENT Address: 20 CIVIC CENTER PLAZASANTA ANA, California92701 County: Orange Other Details: MINIMUM QUALIFICATIONSTo be considered responsive, proposers must, at a minimum:1) Have been in business for at least five (5) consecutive years prior to the issuance of this RFP, with documented experience delivering software or technology services to public-sector housing or similar organizations.2) Have at least three (3) years of experience providing EDMS or document management solutions that support case-based or tenant/client-based records for Public Housing Authorities, housing agencies, or local governments with comparable document volumes.3) Have successfully completed at least one (1) project within the past five (5) years involving the structured import and organization of existing digitized records into an EDMS or comparable system, using a defined file naming and/or indexing convention for tenant, client, or case files.4) Propose a project team that includes personnel with prior responsibility for successful implementation of EDMS or comparable systems, including configuration, training of end users, and post-implementation support.5) Be able to describe established practices and controls for information security, data protection, and user access management appropriate for housing program records and other sensitive information.6) Be able to describe their approach and prior experience validating the completeness and accuracy of imported electronic files (e.g., verifying page counts, folder mapping, and index fields) after upload into a new system.7) Provide at least three (3) references from public-sector or housing agencies for which the proposer has provided EDMS or comparable document management solutions, including at least one (1) project involving import of existing digitized records.. Notes: Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP.Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications.Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab..
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.