eDOCS Content and Records Management Annual Maintenance Program Renewal

The City of Coquitlam intends to renew its annual maintenance agreement with Open Text Corporation for the eDOCS Content and Records Management system, with a projected total cost of $171,332.26 plus tax. The renewal is necessary to maintain ongoing support, updates, and technical services for this proprietary software, which is critical to the City’s records management operations. The City has opted not to solicit competitive bids because Open Text is the sole provider with the specialized expertise required to service the system; engaging any other vendor could void the manufacturer’s warranty and disrupt operations due to the complexity of integration and the significant cost and resource implications of transitioning to a new platform. Vendors who believe they can provide equivalent services are invited to submit written justification, including evidence of capability and compatibility, referencing NOI No. 26-041, to bid@coquitlam.ca by 2:00 pm PST on June 5, 2026. The solicitation, issued under BCNOI_26-041, is categorized under NAICS code 518210 and is managed by the City of Coquitlam’s Procurement team, with Mark Pain designated as the primary point of contact. Although the system’s official listing incorrectly references the Government of Canada, the contract is exclusively for the City’s internal use and support needs.