Employee Relations Case Management Software

The Vendor is required to provide for acquiring an employee relations case management system (“CMS”).
- Products and services that meet the City’s operational needs for complaint intake, tracking, investigation, reporting, and records retention/disposition.
- Software as a Service (SaaS) solution that supports integration with the city’s azure active directory identity single sign-on technology already in place.
- Services include:
•    Provide online and manual complaint intake from employees and the public, including an online portal for public submissions and document uploads.
•    Allow automated complaint record creation, case numbering, and linking/merging of related complaints or cases.
•    Provide dashboards and centralized views summarizing complaints, with filtering by timeframe, case type, or status.
•    Enable assignment of complaints and cases to staff with automated notifications, alerts, and escalation options.
•    Store, index, and allow retrieval of documents, evidence, and related records; support electronic filing and flagging of confidential materials.
•    Maintain full version control for documents and case records, with the ability to revert to prior versions.
•    Support secure collaboration between multiple authorized users, including role-based access controls.
•    Provide customizable workflow processes for intake, assessment, investigation, reporting, and closure.
•    Generate and manage investigative reports with redaction capabilities.
•    Support automated retention and secure destruction of records in compliance with legal and organizational requirements.
•    Provide robust reporting and analytics capabilities, including:
o    Standard and ad-hoc reporting tools.
o    Export of data to common formats (e.g., CSV, Excel, and PDF).
o    The ability to extract and import information via an API
o    The ability to identify and report on complaint and investigation trends over time.
o    Filtering and aggregation options for different variables such as complaint type, location, status, and outcome.
•    Provide audit trails of all system activity, including access and changes to records. 

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 29, 2025