{"Introduction":"The Washington Metropolitan Area Transit Authority (WMATA), Legal Department requires the services of a qualified contractor to provide a Document Management System (DMS) to store, organize, provide streamlined search capabilities, and facilitate collaboration for all digital documents and files.","Scope of Work":"Training, Customer support. The contractor’s DMS shall integrate with the Department’s: (1) desktop productivity applications (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe Acrobat Pro); (2) email (Microsoft Outlook); (3) LawBase (case management software) and (4) web browsers (Google Chrome, Mozilla Firefox, Microsoft Edge).","Minimum Qualifications":"The offeror must provide a minimum of three (3) references it have provided a cloud-based Software as a Service (SaaS) DMS within the past five (5) years for the same or similar SaaS required in the SOW.","User Base":"We have 40 users. Six administrative staff and thirty four (34) attorneys.All are internal employees. No external users for the system except for sharing documents via email attachments and secure file rooms.","Methodology":"NA","Go-Live/Launch Timeline":"We are looking to go live no later than Q3. July 2024","Hosting":"AWS hosting","Legacy System":"NA","Data Migration":"We are unable to give you a quantity of files. We have over 5 TB of data and counting. While all files will not be uploaded to the system, most of them we plan to upload to the new DMS. 95% of the files will be between 8.5”x11” up to 11”x17","Reporting & analytics":"We use LawBase and the DMS is required to intergrate with that case software.","Maintenance Support":null,"Submission Method":"Requests must be in writing and sent by mail to the PARP Administrator, Legal Department 7E, Washington Metropolitan Area Transit Authority P.O. Box 44390 Washington, D.C. 20026-4390, or by electronic mail at parp@wmata.com or by facsimile to the attention of the PARP Administrator at (202) 962-2550.","Proposal Page Limit":"No specification given","Initial Contract Term":"The period of performance will be for one (1) base year and four (4) one (1) year options. The total project period is expected to be 60 months if the option years are exercised. ","Estimated Budget by State":"WMATA does not provide internal budget or Independent Cost Estimates. However, required funding is availabe for this procurment action."}
Assumptions
- The solution will be hosted on AWS
- AWS Hosting includes one production, three non-production, and one disaster recovery instance
- The Cardinality SaaS license does not include third-party software licenses such as DocuSign
- The Cardinality SaaS license is provided for up to 40 users, 34 Attorneys and 6 Admin Users
- The Cardinality SaaS license includes Level 3 support only. The maintenance and operation cost mentioned above is for Level 2 technical support
- As part of the annual SaaS license, two yearly upgrades and hot fixes will be provided
- Yearly upgrades include new features, security, and improved use of AWS cloud capabilities. Hot fixes include security patches, API, and documentation updates.
- Document scanning and OCR is not a part of this implementation