Web Based Survey Platform

The vendor required to provide web-based survey platform software to:
•    Collect both quantitative and qualitative data from the public and employees 
•    Estimate annual fish and game harvest 
•    Measure the public’s attitudes and preferences regarding the state’s natural resources 
•    Evaluate and document present public sentiment about issues of interest to department
•    Evaluate department programming, marketing and communications.
- The survey platform must support integration with external platforms and systems such as email and CRM platforms in a secure manner. 
- Must be fully compliant with general data protection regulation. 
- Support password protected surveys. 
- Platform must allow for user-types, limiting who has access to personal private information. 
•    All offerors must include discussion on how they protect sensitive (PII) data, security certificates maintained, how they limit the use and sharing of data uploaded into the platform, and their ability to be fully compliant with the general data protection regulation requirements.
•    Online, requires no downloads or installations, and supports all major web browsers, including Firefox, chrome, and safari and leverage single-sign-on (SSO) for authentication and user access.
- Survey design
1. Survey creation
•    The platform must allow department to incorporate department branding and customized landing pages and data elements and dashboards. 
•    The platform must allow for survey revisions without coding. 
•    Allow department to insert links to help resources for users. 
•    Allow department to customize surveys for different target audiences. 
•    Must include a measure of percentage completed. 
•    Must allow for question logic within survey without coding. 
•    Be mobile-responsive and be able to accommodate different questions, scale order and response formats on mobile. 
•    Provide options to customize the page breaks across surveyed items (e.g., grouping similar items under a category to show on 1 page together). 
•    Enable department to define custom end of survey messages and reminder messages within the survey (e.g., "there are questions that you did not respond to, are you sure you want to submit."). 
•    Offer a built-in table of contents for surveys that allows respondents to jump to different sections of the survey as needed.
2. Question types and formatting
•    Platform must support multiple question types, including at minimum multiple choice, rating scale, Likert scale, matrix, dropdown, open-ended, text, and ranking. interactive and side-by-side question types are preferred. 
•    Provide a library of commonly used scale points that department can automatically assign to questions when survey designers use certain keywords. 
•    Multiple choice question types should allow the choice of vertical, horizontal, column, or dropdown menu formatting as well as support both single answer and multiple answer choice questions. 
•    Support text entry and open ended question types that allow for single line, multiple line, single word, and form field options. 
•    Allow open-ended text boxes to be added to choices within a question (e.g. other - please specify).
•    Include capabilities to make answer choices mutually exclusive when using a multiple select option (e.g., none of the above). 
•    Ability to make questions "required"—where the respondent has to answer before proceeding—or "not required" and allow the respondent to proceed without responding to the item. 
•    Support content validation on text fields for character ranges and limits. 
•    Automatically trigger a notification to the respondent when they do not answer one or more questions on a page in order to prompt them to respond if they choose. 
•    Display logic capabilities to only show questions to applicable respondents as defined by response selections and embedded data.
3. Survey formatting
•    Have the ability to support complex branch logic capabilities to branch respondents down different survey paths based on their responses to previous questions or saved respondent data (e.g., those who responded to the last survey). 
•    Automatically save respondents' progress up to the page they left off on to allow them to finish the survey later and not lose what they completed up until that point. 
•    Prevent respondents from completing the survey multiple times where appropriate. 
•    Support authentication to allow an anonymous link to be distributed and respondent must enter a matching email address or other embedded data element from a specified contact list to “log in” to the survey. 
•    Platform has a built-in spell and grammar checking. 
•    Platform has ability to present and collect responses in alternate languages, while providing analysis in one consolidated english version preferred. 
•    Platform survey format must meet or exceed all section 508 standards. 
•    Must allow for sharing and collaboration during survey creation and formatting by allowing comments, edits and annotations.
- Survey distribution
•    License must include a minimum of 35,000 responses per year, with pricing for purchase of additional response blocks in increments of 5,000 responses. 
•    Must support email distribution, as well provide the option of producing individual links that can be downloaded and distributed through agency channels. 
•    Must support anonymous links and the capacity to create QR code survey links. 
•    Provide an offline mode, which allows surveys to be downloaded to a device(s), and responses collected without internet service. 
•    Email distributions must be fully flexible to be able to target specific individuals based on recipient names, individual information, or other demographics and the platform should be able to assign a unique link to each individual. 
•    The platform must include a built-in mailer for sending email messages that are fully customizable by department and email messages should be able to dynamically merge in recipient names, individual information, or other demographic information. 
•    A history of survey email invitations and reminder messages should be accessible from within the platform for ease of reuse. 
•    Must be able to send reminder emails to only those who have not completed the survey and display detailed information on email distribution send failures (e.g. autoreplies or non-existent email addresses). 
•    Allow the scheduling of automatic thank you emails after a survey is submitted. 
•    Allow the manual import of participant lists, including demographics, fully custom fields, operational data and can import data pulled from other surveys or sources into the platform as needed (e.g. historical survey data). 
•    Administrators must be able to check and export reports on the completion status of participants in real time while the survey is live including the ability to drill down into specific segments of the organization based on the demographics used and add respondents while the survey is live.
- Survey results
•    The platform must track the total response time for each respondent and be able to average across respondents for analysis. 
•    Department must own all data and be able to download and export reports, dashboards and results in a variety of file types including at minimum microsoft excel, microsoft PowerPoint, and pdf, as well as a .csv file format for compatibility with excel, SPSS, access, tableau.
•    Department must be able to download data from the platform while the survey is live and gathering data to allow for reviewing of live response rates and similar information. 
•    Department should be able to download data automatically through an API (e.g., survey data over time via a link). 
•    The platform must be able to provide and make visible multiple customized and interactive dashboards used for filtering and analyzing the results for a single survey as well as the ability to build dashboards that can pull in data from multiple surveys (e.g. survey results across time). 
•    A dashboard component must be able to provide near real-time access to participation rates. 
•    The platform must handle multiple filters of complex Boolean logic with both and if and or if statements with dashboards that can be filtered from participant data, survey responses, items or organizational or hierarchy data. 
•    Allow department to aggregate items from the survey into custom categories and allow survey items to exist in as many categories as necessary. 
•    Dashboards should allow department to customize colors used to match department color scheme, brand or preferences. 
•    The platform must allow for sophisticated analytical capability that allows for item correlation, driver and gap analysis, and t-tests (significant differences comparisons). 
•    The department shall be able to filter by a variety of demographic comparisons (e.g. geography, business unit, etc.) at multiple filter levels. 
•    The platform should incorporate artificial intelligence (ai) or natural language processing (NLP) techniques to learn and adjust comment analysis over time in order to provide more accurate insights. 
•    Allow administrators to define key words and comment themes for analysis, as well as be able to hide certain comment themes as applicable for specific user groups. 
•    The platform must include the ability to allow for comparisons across different demographics in the survey. 
•    Platform must be able to summarize verbatim comments in an interactive word cloud and export the word cloud or verbatim comments to a csv, PowerPoint or microsoft excel file from the dashboard. 
•    Platform must be able to generate and export in both editable and non-editable formats (e.g., pdf and PowerPoint) an overall summary report aligned to the active filter in the system that contains a core set of custom slides and specific analyses defined by department. 
•    Reports and dashboards must be able to meet accessibility compliance 508 standards and integrate other best practices to ensure inclusion of all who have access.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 9, 2025