Information Management System

The Vendor is required to provide input on an information management system for the group.
- This requirement includes procuring and provisioning licensing for a software-as-a-service (SaaS) information system.
- Requires an information management system to more accurately and efficiently administer small to midsize government programs.
- Services include:
1. Case Creation and Intake
• Case intake: Capture initial case information.
• Case data import: Allow case data to be imported from emails, files, or other systems.
2. Case Tracking and Management
• Case status updates: Monitor and update case progress in real time.
• Prioritization and categorization: Assign priorities, labels, or tags for easy sorting.
• Dashboards and views: Provide at-a-glance views of active, pending, and resolved cases.
• Task management: Track tasks and deadlines associated with a case.
3. Document Management
• File storage and retrieval: Upload and manage case-related documents.
• Version control: Track changes and maintain document history.
• Integration: Sync with external document management systems.
4. Workflow Automation
• Rules and triggers: Automatically assign cases, send reminders, or escalate issues based on pre-defined criteria.
• Approval processes: Streamline case-related approvals or signoffs.
• Templates: Use predefined forms, letters, or responses to save time.
5. Data Analysis and User-generated Reporting
• Customizable reports: Ability to generate customizable reports, including case statistics, timelines, and trends.
• Analytics dashboards: Ability to create and visualize key performance indicators (KPIs) and metrics.
• Raw Data: Ability to access and extract all data from system to third-party sources.
• Audit logs: Track all actions for compliance and accountability.
6. Confidential Data Storage & Hosting
• Hosting must be in certified Government Cloud (AWS, Azure, and Google)
• Regulated data compliance: Confidential data storage of the following data classifications: attorney-client privilege,
Criminal Justice Information System (CJIS), Federal Tax Information (FTI), HIPAA/PHI.
7. Access Control and Security
• Role-based permissions: Control who can view, edit, or delete case information.
• Third-Party Access: Contractors/vendors of the programs will require system access and administration
• Single-Sign-On (SSO): Integration with County’s Integrated Data Platform
• Data encryption: Ensure sensitive case data is securely stored and transmitted.
• Audit trails: Record and monitor all activities for compliance.
8. Integration with Other Systems
• Application Program Interface (API): System and data interfaces
• External databases: Link to external sources like public records or industry databases.
9. Client and Stakeholder Portals
• Self-service portals: Allow clients to submit, track, and update cases.
• Collaboration features: Facilitate document sharing and communication with external parties.
10. Customization and Scalability
• Custom fields: Tailor the system to fit specific organizational business workflow.
• Scalability: Handle growing volumes of cases and users without compromising performance.
• Flexible Data Management: Tiered system roles enabling end-user to perform database administration.
11. Mobile Accessibility
• Responsive design: Ensure the system works well on any device.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: June 04, 2025