Policy and Procedure Management Solution

The vendor required to provide policy and procedure management solution shall support document and policy creation, which includes full lifecycle document management (from draft, review, approval, to publication) as well as automated workflows – creation, review, publish, archive, restore, etc., automated link creation and updates for the various policies and forms, and allows for multiple user roles.
- The solution shall allow for the creation and management of templates for agency use, send automated email notifications based on document status or assigned tasks and roles, provide 24/7 support/customer service and provide training support and materials.
- The solution shall allow for migration of existing policies, allow administrator to manage and control access based on roles and responsibilities, and support integration with current microsoft system tools (e.g., office 365, MS word, SharePoint, etc.).
- Objectives
•    Transition electronically all documents, including retaining the links and all metadata from existing system including archived items, in the current policy and document management software.
•    Execute the initial setup, system configuration, and data migration to ensure a smooth transition from existing system.
•    Work closely with system administrators and it staff to ensure the system is properly integrated with other county platforms, such as the public facing county website and compliance tracking tools.
•    Responsible for the rollout process, including system testing, troubleshooting, and go-live support.
•    Provide role-based training and documentation to all users for initial implementation of document management and policy software.
•    Training options shall include live virtual sessions, on-site training (if applicable), recorded tutorials, and electronic user manuals for ongoing reference.
•    Conduct refresher trainings and updates when new system features or enhancements are introduced.
•    Available for contact throughout the duration of the contract to address questions, troubleshoot issues, and provide technical support.
•    Support and include a dedicated helpdesk or customer service team, telephone and email address with response times based on service level agreements (e.g., within 24 hours for non-urgent issues, immediate response for critical failures).
•    Provide regular check-ins with agency staff to ensure system satisfaction, address feedback, and make necessary optimizations.
- Outcome objectives:
•    A fully functional and comprehensive policy and document management system that allows for complete lifecycle management of policies and documents, audit trails, and reporting tools for internal accountability.
•    Transition approximately 17,000 archived documents (which includes each version of an updated document) to the new system.
•    Transition approximately 3,000 published documents to the new system (includes documents currently in workflow management).
•    Transition approximately 1, 500 active user profiles.
- System shall provide role management
•    The solution shall allow administrators to manage (create, edit, delete, etc.) user accounts for agency employees.
•    System shall allow administrators to manage the following user roles:
o    Reader
o    Reviewer
o    Approver
o    Administrator
o    Document owner
o    Co-author
•    New user account is created, the default authorized users shall be "reader".
•    System shall allow administrators to configure tasks related to a user role (e.g. for the approver role, to allow review and approvals).
•    System shall allow administrators to assign, un-assign and change roles for users at any time.
•    System shall allow administrators to create "organization reviews" or groups that allows for each member added to this group to be assigned as a reviewer to a specific policy.
•    System shall provide unlimited role-based access and permissions for document handling.
•    System shall allow administrators to manage all documents on behalf of their authorized document owners.
- System shall allow document owners to manage document properties
•    System shall provide customizable document statuses that includes collaboration, review, approval, publication, and archive.
•    System shall allow document owners to assign one or multiple solution users as coauthors to their documents to facilitate collaborative work when creating or editing a document.
•    System shall automatically change the status of a document based on the current work step
•    System shall allow administrators and document owners to customize work steps and related status at any time, either on a document basis or by template.
•    System shall allow administrators and document owners to manually change the status of a document.
•    System shall allow two or more document owners to collaborate as co-authors (writers) for one or multiple policies or documents.
•    The system shall automatically track and store metadata.
- System shall allow document owners to create and manage documents
•    Creating a new document, the system shall automatically assign the status "draft" to a document.
•    System shall allow document owners to assign co-authors (collaboration) to collaborate writing a document.
•    System shall allow document owners to include references (e.g., web links) to external resources in their documents.
•    System shall allow administrators and document owners to edit documents with the option to turn on/off tracking of changes.
•    System shall allow document owners to import documents.
•    When importing documents, the system shall allow document owners to apply and manage document properties.
•    System shall provide a mechanism to allow multiple users to access and edit documents sequentially (e.g. by checking a document out) and record each user's inputs.
•    The system shall allow administrators to check in documents on behalf of other users.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 31, 2025