Communications and Publication Software

The Vendor is required to provide a communications review management tool to help facilitate the review and approval of the hundreds of publications and communications we create each year.
- Responsible for drafting materials such as memos, member correspondence, flyers, website content, and social media to explain to various stakeholder groups department policy and program information.
- The vendor must provide an audit functionality to track publications and communication material.
- Department must have at minimum, 40 Content Managers and up to 500 reviewers able to access the system. 
- A content manager is defined as a user who has full access to create and modify content and route through various levels of review.
- A reviewer is a user has access to see content and make comments and edits within the tool.
- Must provide the following project management capabilities: 
• Full project management suite 
• captures project details 
• schedules work
• shows staff workload
• Obtains feedback/approval on communications in one place
- Must have the capability to allow department to the ability to create status reports at will by pulling data from certain data fields such as projects in work, publication dates, writer assigned, deliverables, delivery methods, etc. to share progress, show writer workloads, project milestones.
- Must provide the capability for real-time review of documents. 
- Department must have the ability to allow more than one reviewer to have access to any document at any time to review and make changes/edits while preventing it from being locked down from other reviewers. 
- The documents being routed for review include word, pdf, pp, etc. 
- Must provide a direct communication within the tool such as using @mentions, email notifications and being able to reply to emails within the tool.
- Must have the ability to provide video review which allows for department to review and approve any video messages. 
- Department must have the ability to show any reviewer comments and the exact time stamp within the video where any change is requested.
- System must provide a project initiation request feature for department 24/7 that allows a requester to enter in pertinent information about the specific project (ex. provider publication to be published in Dec 2025 for all provider types regarding new claims submission system features). 
- The workflow must send the request to the gain well publications team to manage. 
- Department utilizes gain well for the current medicaid management information systems (MMIS) system
- Must provide a cloud-based solution.
- Must provide a soc2 compliant solution.
- Budget: $50,000.00
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 16, 2025