Electronic Fillable Form Creation and Hosting Services

The Vendor is required to provide licenses for the solution to enable office users to create, manage, and analyze forms effectively across various departments to streamline data collection, provide feedback, submit registrations, and perform other related tasks.
- Provide licenses for 25 users, with options for scaling up as needed by agency.
- Ensure there is no inappropriate or unauthorized use of office data at any time. 
- To this end, the contractor shall maintain appropriate administrative, technical, and organizational security measures to safeguard against unauthorized access, disclosure, or theft of data by the contractor or any third party.
- Such security measures must follow a recognized industry practice not less stringent than the measures the contractor applies to its own personal data and non-public data of similar kind. 
- Upon office request, the contractor shall 1) disclose its non-proprietary security processes and technical limitations to office such that agency can ensure adequate protections are applied to its confidential data, and/or 2) provide office with a completed consensus assessment initiative questionnaire (“CAIQ”), documenting the contractor’s security controls.  
- Solution Requirements
•    Allow office users to create custom, fillable forms either by creating a custom document within the solution, editing pre-generated templates within the solution, or editing pre-made office forms created by third-party applications (e.g., adobe, Microsoft office).
•    Apply conditional logic to form fields, creating dynamic and fillable forms based on user input.
•    Analyze and report on responses to forms office creates within or through the solution.
•    Allow documents integrate with, and transfer data to, other tools and platforms (e.g., adobe, Microsoft office).
•    Allow office users to download and distribute forms created from the solution.
•    Support use of custom and trademarked images such as the office logo, seal of the state, etc.
•    Maintain compliance with the country health insurance portability and accountability act (HIPAA).
•    Must have the flexibility to add design features such as: office logo and brand standards, colors and fonts for branding and consistency.
•    Use fluid text boxes that don’t cut off text or limit word count.
•    Offer easy drop down features that do not require manual processing (e.g., fillable pdfs in adobe acrobat).
•    Allow users to collect, manage, and share data from one platform.
•    Not require coding for any form field including conditional fields.
•    Offer a library of drag-and-drop no code form fields.
•    Offer a database of template options for instant data collection.
•    Have the option for smart pdf forms to enhance efficiency and data accuracy.
•    Allow office users to manage and organize data across teams.
•    Have white labeling for branding purposes.
•    Have an administrator console to manage users, access and customization settings, view comprehensive form and submission data trends, create reports, and monitor activity.
- Preferred solution functionality:
•    24-hour customer service / tech support via phone and/or virtual chat (with all services located within the contiguous united states).
•    Virtual training meetings available when needed.
•    Database of online training videos to be accessed as needed.
•    Artificial intelligence (AI) features to automate certain aspects of the solution for ease of use (but office data shall not be used train the model).
•    No-code app that can be downloaded to any device.
•    Built in workflow for testing and approvals.
•    Introductory best practices training session(s) for office staff.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: September 16, 2025