Digital Web Based Records Solution

The Vendor is required to provide new cloud-based software-as-a-service (SaaS) solution shall support the digital management of records for the children’s care licensing program.
- Additionally, the Solution will empower internal users to design and implement custom data reports based on the collected data.
- Provide to implement a comprehensive software solution to replace our existing rudimentary records system.
- Services include:
•    Solution design, development, and configuration: design, develop, and configure a digital web-based records solution tailored to the needs of the children’s care licensing program. The agency is seeking a cloud-based software-as-a-service (SaaS) solution to support the digital management of records for the children’s care licensing program.
•    Data migration: migrate existing records from the current system to the new digital solution, ensuring data integrity and accuracy.
•    User training: provide comprehensive training for all users, including licensing staff, child-caring agencies, and other stakeholders.
•    Solution integration: integrate the new solution with existing databases and systems used by the child-caring licensing program.
•    Compliance monitoring: implement features to monitor and ensure compliance with licensing standards and regulations.
•    Technical support: offer ongoing technical support and maintenance for the solution.
•    Reporting and analytics: develop tools for generating reports and analyzing data to support decision-making and compliance monitoring.
- System include:
•    User-friendly interface: the solution should have an intuitive and user-friendly interface, accessible from various devices (desktops, laptops, tablets, and smartphones).
•    Data security: implement robust security measures, including encryption, access controls, and regular security audits, to protect sensitive information.
•    Scalability: the solution should be scalable to accommodate future growth and additional users.
•    Data backup and recovery: ensure regular data backups and a reliable recovery process in case of data loss.
•    Customization: allow for customization to meet the specific needs of different childcaring agencies and regulatory requirements.
•    Audit trails: maintain detailed audit trails for all actions taken within the solution, ensuring transparency and accountability.
•    Compliance features: include features to track and report compliance with licensing standards, such as inspection schedules, training records, and incident reports.
•    Reporting tools: provide comprehensive reporting tools to generate various reports, including compliance reports, performance evaluations, and statistical analyses.
•    Integration capabilities: ensure the solution can integrate seamlessly with other solutions and databases used by the child-caring licensing program.
•    Technical support: offer 24/7 technical support to address any issues or concerns promptly.
- Secure User Access & Authentication
•    Multi-factor authentication (MFA) to ensure secure user login.
•    Role-based access control (RBAC), restricting access based on user roles.
•    Single sign-on (SSO) capability for streamlined authentication.
- Data Management & Security
•    Secure digital record storage, retrieval, and management.
•    Data encryption for both stored data and data in transit.
•    Automated backup and recovery processes to protect against data loss.
- Integration & Interoperability
•    Integrate with state databases and third-party systems via APIS.
•    Support industry-standard data formats (e.g., xml, JSON) for seamless exchange.
•    Ensure browser compatibility across chrome, Firefox, and edge.
- User Interface & Accessibility
•    Provide an intuitive, user-friendly interface that works on desktops, tablets, and smartphones.
•    Offer customizable dashboards and reports tailored to user roles.
•    Comply with ADA and WCAG accessibility standards.
- Integration & Communication
•    Provide API support for third-party system integration.
•    Include messaging and notification tools for improved communication.
•    Offer secure document sharing for collaboration.
- Support & Maintenance
•    Helpdesk support, regular security updates, and ongoing enhancements.
•    Scalability for future modifications and long-term operational sustainability.

- Questions/Inquires Deadline: October 20, 2025