Print Operations Management System

The vendor is required to provide that print operations management system for necessary to efficiently track and invoice printing jobs, manage material inventory, and provide customer agencies with timely service.
- The key requirements to be developed are:
• Functional requirements:
1. Central printing services approximately 60 agencies as customers; each agency could have one or more designated employees order print material for their agency; the system must have a storefront/web portal feature whereby agency users can:
a. Order print material for their agencies
b. Quotes for print material may or may not be turned into a print order"
2. The system must provide the ability for designated agency employees to register for user accounts and manage their user profile themselves on-line.
3. The central printing staff must have the ability to review requests for access to the system and then, either allow or restrict the agency user's request for access prior to allowing them access to the storefront/web portal.
4. The central printing staff must have the ability to create and edit the profile of each agency
5. The system must send an e-mail to the agency users (customers) notifying them when they have been granted access to the system.
6. The system must send an e-mail to the agency users (customers) notifying them that their access has been denied.
7. The system must have a product catalog feature that will be used to select products/items for quotes and print orders; the product catalog is comprised of products from the material list that are available for ordering by the customer/agencies. products are classified as internal or external and are defined as follows:  
a. An internal product is defined as product that will be printed in-house; examples include but are not limited to the following: Copies, color copies, booklets, memo/notepads, brochure, carbonless forms, forms, flyers, letterhead, post card, labels, programs
b. An external product is defined as a product that will be outsourced to a vendor. examples include but are not limited to the following: envelopes, pocket folders, rack cards, custom order, big color posters, folded cards, index tabs, business cards
8. The system must accommodate at least 15 different design formats for business cards. each agency must have the ability to select a business card format when ordering business cards.
9. The system must provide the central printing staff with the ability to create, edit, and maintain products in the product catalog.
10. A print order has been rejected by the central printing approver, the agency user (customer) must have the ability to adjust the print order and resubmit it.
11. The system must provide the agency user with the ability to view print orders in any status from a centralized list or dashboard. the statuses include, but are not limited to: submitted, approved, rejected, cancelled, in-production and shipped.
12. The storefront must not display pricing to the agency user customer.
13. The system must have a copy feature that copies the general information, agency information, products, and product details from a previously submitted print order.
14. The storefront must not display pricing to the agency user customer.
15. The system must provide the central printing approver with the ability to indicate if the product selected be printed in-house (internal) or outsourced to a vendor (external).
16. The system must provide the central printing approver with the ability to assign a print order to a central printing staff member if the job is being printed internally.
17. The system must provide the central printing staff with the ability to view print jobs assigned to them from a centralized list or dashboard.
18. The system must provide the central printing approver with the ability to select a print location. the print location indicates where the print job will be printed.
19. The system must provide an audit feature which allows the central printing system administrator to view login statistics such as: who logged in when and what was done during the login time.
20. The system must provide the central printing system administrator with the ability to deny access, restrict user permissions and/or de-activate accounts from the user interface.
• Technical requirements:
1. The system must have a web-based user interface compatible with the most recent versions of the following browsers:
- Safari for mac
- Chrome (64-bit) for windows
- Microsoft edge (64-bit) for windows
2. The system must integrate with okta authentication through the use of department.
3. The contractor must have a disaster recovery plan. describe your disaster recovery plan.
4. The contractor must establish procedures to ensure its data processing system will be back in at least minimal operation within 2 hours.
5. The contractor must complete accurate and up-to-date documentation of all systems and procedures to operate the system.
6. The contractor must provide redundant architectures e.g., tier iii data center; regular file back-ups; and continuous 24-hour monitoring required for hosted environments.
• Security requirements:
1. The event of a security incident or suspected incident, the vendor must notify the department of state designated representative within 2 hours.
2. The system and vendor must be capable of defining currently applied department800-53 controls for either the system, the application, or both.
3. The vendor must share all vendor’s third-party security audit reports with the department of state.
4. The vendor must ensure and certify that employees, subcontractors, and business partners are aware of and comply with department information security and confidentiality requirements.
5. Third party solutions such as department that are connected to the vendors application must be approved by the department.
6. The system and cloud service provider must be security certified; provide documentation verifying certification.
7. the system and cloud service provider must be security certified; provide documentation verifying certification.
• Deliverables:
1. An implementation management plan must be provided that specifies the approach that will be taken by the contractor to manage the implementation.
2. The contractor project management plan must include: roles & responsibilities of contractor's staff; expectations of department for staff and technology infrastructure; approval procedures and deliverable review procedures.
3. The implementation management plan will be incorporated into a project management plan that is created and managed by the department
4. An implementation schedule must be completed by the contractor which details the work required to implement the proposed solution.
5.The implementation schedule will be integrated into a larger project schedule maintained by department pm.
6. An architecture & infrastructure plan must be completed by the contractor that describes from a high-level, the anticipated technology, architecture and infrastructure that will be deployed.
7. The plan must include contextual diagrams for all servers and for each environment.
8. All development and/or configuration completed by the contractor must be unit tested before engaging department staff to test.
9. The central printing staff with writing a test plan, determining test scenarios, and provide guidance on test cases for functional/system testing that will be used to verify requirements and validate the system.
10. The contractor must provide the following system documentation, if applicable:
a. System administrator manuals or guides - formats can include electronic or written.
b. Manuals or guides - formats can include electronic or written.
11. The contractor project manager must attend weekly status meetings and provide updates to the department project manager on the following:
a. Weekly achievements
b. Upcoming goals
c. Schedule changes
d. Anticipated meetings requested and scheduled
e. Change request status
f. Issues/concerns/risks
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 19, 2025