Electronic Document and Records Management System
Overview
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SUMMARY
KEY REQUIREMENTS
CONTRACT DURATION
TIMELINE
Information Meeting: October 6th, 2026
Deadline for Questions: October 16th, 2026
Deadline for Issuing Addenda: October 21st, 2026
Submission Deadline: October 28th, 2026
Anticipated Execution of Agreement: February 2027
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
Cowichan Valley Regional District
DESCRIPTION
The issuing organization is seeking a vendor to provide an electronic document and records management system based on SharePoint. The solution must support records management, information governance, collaboration, privacy, security, and user adoption objectives across SharePoint Online, Microsoft 365, and integrated electronic records management functionality.
The selected vendor will be expected to provide technical capabilities, implementation resources, and organizational capacity to design and implement an enterprise information architecture supporting records management, collaboration, search, security, retention, disposition, governance, user experience, phased implementation, and long-term administration. The solution must support defensible records lifecycle management from creation or capture through retention, legal hold, disposition review and approval, destruction, transfer, or long-term preservation.
The scope also includes support for freedom of information, eDiscovery, search and export requirements, Microsoft licensing impact disclosure, pilot implementation, phased rollout, post-implementation stabilization, information architecture design, and data migration. Questions must be submitted by October 16, 2026, and a pre-proposal meeting is scheduled for October 6, 2026.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due October 28, 2026. Questions must be submitted by October 16, 2026.
- Who issued this RFP?
- It was issued by Cowichan Valley Regional District. The work is located in Duncan, British Columbia, Canada.
- Who is a good fit for this opportunity?
- SharePoint Online and Microsoft 365 implementation specialist
- Proven electronic document and records management experience
- Expertise in information governance, retention, legal hold, eDiscovery, and privacy
- Experience designing enterprise information architectures and migrating data
- Capacity to deliver pilot programs, phased rollouts, and post-implementation support
- Strong understanding of Microsoft licensing and long-term system administration
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.