Consulting Services for Electronic Document and Records Management System

May 2, 2019, 04:35 PM
Project manager:
Sharon Byrch
Contact person:
Sharon Byrch
Project manager phone:
(250) 360-3639
Contact person phone:
(250) 360-3639
Project ID:
May 2, 2019, 02:40 PM
May 17, 2019, 02:00 PM
Approx. Time Left:
Corporate Services
Project Status:
Tender Type:
Call for Qualifications

Awarded to:

Project Description:



The Capital Regional District (CRD) invites qualified and experienced independent contractors or consulting firms to submit a statement of qualifications to assist the CRD with developing a work plan identifying phases, costs, skills, resources, processes, policies, procedures and timing required to prepare and implement an Electronic Document and Records Management System (EDRMS).

The EDRMS implementation must allow for the effective management and use of the CRD’s valuable information resources. The EDRMS implementation must demonstrate compliance with applicable laws and regulations, using recognized standards and best practices for document and records management, recordkeeping systems and information governance. Streamlining the CRD’s Records Classification Schedule (RCS), which is based on the LGMA’s model for BC Local Government Organizations, 2006 Ed. is integral to this work.

The CRD’s vision is to have an EDRMS and the required underlying systems, processes and policies framework to guide and support the CRD’s transition to becoming digital. The intention of this EDRMS implementation is to create a reliable, trustworthy and usable system which successfully positions the CRD for: the eventual end of shared drives; integration of Line of Business applications where feasible and appropriate; effective management of email records; effective management of digitized (scanned) records; effective management of images and large files; effective transitory records management; preservation of records of enduring value; record conversions and migrations; reduction of reliance on manual and paper-based processes; workflow and departmental interoperability; leveraging of CRD data/data sets; digital asset management; increasing access, privacy and security management requirements; managing a ‘single source’ of recorded truth; and, electronic records as documentary evidence. 

Deadline for Submission

Please submit statements of qualifications by no later than 2:00:00 p.m. local time on the 17th day of May, 2019. Late submissions will not be accepted. Vendor takes all responsibility for the CRD’s e-mail systems being functioning.

Conflict of Interest

The vendor contracted to perform the EDRMS services would be precluded from competing in the expected follow-on EDRMS software solution process.


Submissions and queries shall be directed to:

Sharon Byrch
Manager, Information Services
Capital Regional District
625 Fisgard Street, PO Box 1000
Victoria, BC  V8W 2S6
Ph: 250.360.3639

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