This Solicitation opportunity from Government of Canada was posted on January 5, 2026. The submission period has ended. Browse the details below for market research, or find similar active opportunities.

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University of Calgary - Request for Proposal - Document Management System

Closed

AB-2026-00075International

Submission Closed02/04/2026, 11:00:00 AM UTC

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

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NAICS: 541512

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AI Contract Overview

The University of Calgary is seeking proposals for a Document Management System (DMS) tailored specifically to the needs of its in-house Legal Services department. The goal is to modernize legal operations by implementing a centralized, secure repository to manage a large volume of sensitive legal documents such as contracts, litigation files, and privileged communications. The new system aims to address current challenges with version control, confidentiality, auditability, and collaboration by providing enhanced security features, compliance with data protection regulations like GDPR and HIPAA, and supporting granular access controls and role-based permissions. Additionally, the DMS should offer robust search and retrieval capabilities, workflow automation to streamline approvals and retention processes, support for legal-specific metadata classification, and seamless integration with existing platforms like Microsoft 365, ERP, and CRM systems. The preferred solution is a cloud-hosted Software as a Service (SaaS) application, ideally deployed on a public cloud provider with network peering to the CANARIE network, such as AWS, Azure, or Google Cloud. The University is looking to award the contract based on best overall functionality and value, with detailed business and IT requirements available in the full RFP package accessible via MERX. Proposals must be submitted by February 4, 2026, and the procurement is managed by the University's contracting authority, emphasizing compliance, scalability, security, and improved collaboration among stakeholders.

General Info

University of Calgary seeks cloud-based DMS for Legal Services, emphasizing security, compliance, and integration.

Agency

Government of Canada → University of Calgary

NAICS

541512 - Computer Systems Design Services

Place of Performance

Alberta, CAN

Set-Aside

NONE

Documents

No documents available

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AI Contract Breakdown

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Timeline

PhaseClosed

PostedJan 5

Solicitation

Response DeadlineFeb 4

Deadline has passed

Submission Closed

02/04/2026, 11:00:00 AM UTC

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Organization & Contact Information

AgencyGovernment of Canada → University of Calgary

Contacts1 person available

OfficeN/A

Organization / AgencyGovernment of Canada → University of Calgary

Office AddressN/A

Contacts

Sabeel KhanContracting Authority

Full Description

The UCalgary is seeking a document management software (“DMS”) tailored to our in-house Legal Services department. This initiative supports our commitment to modernizing legal operations, improving document governance, and ensuring compliance with regulatory and internal standards. Our legal team currently manages a high volume of sensitive documents including contracts, litigation files, regulatory correspondence, and privileged communications using a combination of SharePoint, shared drives, email, and manual processes. These methods present challenges in version control, confidentiality, auditability, and collaboration. The proposed DMS will serve as a centralized, secure repository to streamline the creation, storage, retrieval, and lifecycle management of legal documents. Project Objectives: • Improved Security and Compliance: Ensure secure access controls, audit trails, and compliance with relevant data protection regulations (e.g., GDPR, ATIA, POPA, HIPAA). • Enhanced Search and Retrieval: Enable fast, intuitive search capabilities using metadata, full-text indexing, and tagging. • Workflow Automation: Streamline document-centric workflows such as approvals, reviews, and records retention. • Collaboration and Accessibility: Facilitate real-time collaboration and remote access for both internal and external stakeholders. • Scalability and Integration: Support future growth and integrate with platforms such as Microsoft 365, ERP systems, and CRM tools. • Confidentiality and Access Control: Granular permission settings, role-based access, and secure sharing to protect privileged and sensitive information. • Legal-Specific Metadata and Classification: Support for tagging documents by matter, client, jurisdiction, document type, and retention category. The UCalgary is seeking proposals from qualified vendors to provide a solution for Document Management System. The intention of the RFP is to award to a Proponent who submits a proposal which, in the sole opinion of UCalgary represents the best overall functionality and value. The software is required to be hosted (Software as a Service - SaaS) preferred in a public cloud (UCalgary’s preference - AWS, Azure, Google or a public cloud vendor with a network peering relation to CANARIE network: https://www.canarie.ca/network/services/cds/ The detailed Business requirements and IT requirements are outlined in the Business requirements and IT requirements tabs within the Proponent Response Workbook – Schedule D. Please go to MERX.com to download the full RFP package. MERX Ref no: 0000310771

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