RFP #25NEA0085 Enterprise-wide Cloud-based Document Management Software

This is a request for proposal for an Enterprise-wide Cloud-based Document Management Software. The State University of New York at Buffalo is seeking proposals from qualified vendors to provide an Enterprise-wide Cloud-based Document Management Software. The selected vendor will be responsible for providing, implementing, and supporting an Enterprise-wide Cloud-based Document Management Software. The purpose of this Request for Proposal (“RFP”) is to acquire an Enterprise-wide Cloud-based Document Management Software. Each proposal shall be with the understanding that, at a minimum, the successful bidder will be required to provide the services identified below, observing all applicable federal, state and local laws: The vendor acknowledges all university data, including backup and archived, and implementation professional services will only be stored in datacenter within the continental United States. The Bidder must deliver a technology solution that is accessible and complies (and will continue to comply) with applicable federal and/or state laws, rules, regulations, policies, and/or standards, as amended and supplemented during the term of the resulting contract (if any), and the terms and conditions set forth in this Request for Proposal. The Bidder must establish and confirm that accessibility compliance is (and will continue to be) achieved without the use of overlay technology. Bidders must be required to demonstrate that information technology provided to the University at Buffalo conforms to or addresses each of the World Wide Web Consortium’s Web Content Accessibility Guidelines (WCAG) 2.2 Level AA success criteria wherever demonstrating such performance is practicable. Bidders may do so by providing either of the following: 1.) A completed Voluntary Product Accessibility Template (VPAT)/Accessibility Conformance Report (ACR). The University will only accept the VPAT version 2.5 or higher. The VPAT 2.5 template is available on the Information Technology Industry Council (ITI) website at https://www.itic.org/policy/accessibility/vpat. 2.) An independent third-party evaluation from an accessibility consultancy. If the Bidder chooses to use a third-party accessibility consultancy, the University at Buffalo reserves the right to determine if that third-party consultancy is equivalent or better. University at Buffalo bidders must be required to attach a completed HECVAT 4 version (or higher) to confirm that information security, data protection, and cybersecurity policies are in place to protect the university's institutional information. The attachment shall be the full, scorable XLS file. https://www.educause.edu/higher-education-community-vendor-assessment-toolkit Solution must be focused on the higher education market, demonstrated by at least 10 higher education clients that include R1/R2 universities. Bidder must provide a minimum of three (3) references from other universities and/or colleges. The references should demonstrate the Bidder’s ability with projects similar in scope, size and nature of this RFP. SUNY reserves the right to contact the Bidder’s client references to validate experience and the scope and quality of work. SUNY reserves the right to reject any Bidder who does not demonstrate appropriate capability, sufficient for the scope of this RFP. Solution must provide a library of pre-built forms for common higher education use cases. Solution must be cloud-native and provide evidence of geographic redundancy. Solution must employ AI or other technologies such as OCR to access document content. Solution must support document retention policies based on metadata. Solution must allow for searching and locating documents using keywords, metadata, document content, and logical groupings. System must support multi-factor authentication and SSO. System must employ and support a role-based user security and access model. System must provide REST-based API access to provide for integration. **Bid documents are located in Jaggaer. Instructions are also available at www.nyscr.ny.gov. 1. Please submit your bid response as indicated in Jaggaer. 2. You will need to set up an account in Jaggaer to enter the bid online. All submissions are electronic through the Jaggaer Sourcing Module Platform. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Hyland Software Incorporated Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 18.00% WBE Goal: 12.00%