When is the submission deadline?

Submissions are due June 30, 2026. Questions must be submitted by June 5, 2026.

It was issued by Ontario Education Collaborative Marketplace. The work is located in Toronto, Ontario, Canada.

Who is a good fit for this opportunity?

Proven experience delivering EDRMS solutions for public sector or highly regulated organizations. Expertise with Microsoft 365, SharePoint, ERP, CRM, and workflow system integrations. Familiarity with metadata management, retention scheduling, and document classification. Ability to support long-term (five-year) contracts. Presence or operational capacity in Ontario, Canada.

Electronic Document and Records Management Solutions (Due June 30, 2026)

Overview

Software, Web & Mobile Development

Toronto, Ontario, CanadaPosted: May 30th, 2026Deadline: June 30th, 2026

Fit Score

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SUMMARY

Ontario is seeking an EDRMS provider with integration capabilities for Microsoft and enterprise systems to serve regulated organizations for a five-year term.

KEY REQUIREMENTS

Must not be a United States of America Business
Must be the Original Equipment Manufacturer or an Authorized Reseller of the proposed Deliverables
Must have demonstrated experience in the design, implementation, configuration, migration, integration, training, and ongoing support of EDRMS for public sector or similarly regulated organizations
Must maintain Authorized Reseller status throughout the Term of the Master Agreement
Must store and process data within Canada
Must maintain Cyber Liability Insurance of at least $2,000,000 per occurrence
Must comply with the Ontario Broader Public Sector Procurement Directive
Must comply with the Accessibility for Ontarians with Disabilities Act 2005 and WCAG 2.2 AA standards
Must provide a three-year road map for the proposed Solution and Related Services

CONTRACT DURATION

60 months

TIMELINE

OECM's Issue Date of Request for Proposals: May 29th, 2026

Proponent's Information Session: June 3rd, 2026

Proponent's Deadline to Submit Questions: June 5th, 2026

OECM's Deadline for Issuing Answers: June 11th, 2026

Proponent's Deadline to Submit Questions Related to Addenda & Question and Answer Documents: June 15th, 2026

OECM's Deadline for Issuing Final Documents: June 22nd, 2026

Closing Date: June 30th, 2026

Anticipated Master Agreement Start Date: November 2026

QUESTION DEADLINE

June 5th, 2026

CONTACTS

Primary procurement contact — name, title, email, and phone

Additional decision-makers and their departments

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Issuing Agency

Ontario Education Collaborative Marketplace

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

This RFP seeks vendors to provide electronic document and records management solutions (EDRMS) for public sector, education, broader public sector, and similarly regulated organizations in Ontario, Canada. The solution must account for the varying information technology infrastructures, classification systems, retention schedules, and specific requirements of each customer organization.

A comprehensive system is required for assigning unique identifiers to all documents and records upon creation, addition, or upload. The EDRMS must feature a centralized metadata repository with robust search capabilities, enabling the retrieval of records based on multiple descriptors. Integration with enterprise applications such as Microsoft 365, SharePoint, ERP, CRM, and workflow systems is required, supporting retention scheduling and the application of classification-based metadata through a controlled thesaurus.

The system should be compatible with Microsoft Office Suite, SharePoint Online, and Microsoft SQL Server. The contract will span five years. Prospective vendors are required to submit questions by June 15, 2026, and a pre-proposal meeting will be held on June 3, 2026.

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Frequently asked questions

When is the submission deadline?: Submissions are due June 30, 2026. Questions must be submitted by June 5, 2026.
Who issued this RFP?: It was issued by Ontario Education Collaborative Marketplace. The work is located in Toronto, Ontario, Canada.
Who is a good fit for this opportunity?: Proven experience delivering EDRMS solutions for public sector or highly regulated organizations
Expertise with Microsoft 365, SharePoint, ERP, CRM, and workflow system integrations
Familiarity with metadata management, retention scheduling, and document classification
Ability to support long-term (five-year) contracts
Presence or operational capacity in Ontario, Canada

Analysis generated by Settle AI from the source RFP.

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