Survey Software Solution

The Vendor is required to provide a survey software solution that enables the board to efficiently collect, analyze, and report on customer feedback.
- The software will be deployed across various groups within the workforce system to gather insights into customer satisfaction, identify areas for improvement, and enhance overall service quality.
- This solution must integrate with existing systems, ensure data security compliance, and provide a user-friendly interface for administration and reporting.
- Workforce Solutions offers a range of services to help employers find and hire the best candidates for their job openings, develop new or current employees, and get human resources technical advice.
- The solution ensures high customer engagement and seamless integration with the existing Customer Relationship Management (CRM) systems and is compatible with internal data systems.
- It must provide advanced reporting and analytics capabilities for data-driven decision-making.
- The solution must comply with council's secure application and system development guidelines and be hosted on a secure cloud platform with industry-standard encryption protocols.
- Services include:
•    Must be certified under state risk and authorization management program (ramp) level 2or have provisional certification at the time of contract initiation. 
•    The software must comply with relevant data security and privacy standards. 
•    State ramp is accepted and fed ramp may be considered.
•    Dedicated project manager assigned to the project.
•    Provide all necessary software licenses and support documentation.
•    Must support single sign-on (SSO) and multi-factor authentication (MFA) for internal users.
•    Ongoing product updates and patching to meet evolving security and compliance standards.
•    Review the included council secure application and system acquisition guidelines and identify sections that the vendor believes are not applicable to the application.
•    During the entire lifecycle of the application, council retains all rights to access the data stored in the application, and retains full ownership of the data, including all scripts, programming code, and configurations.
•    This is also defined in the council secure application and systems acquisition guidelines.
•    Ensure that all deliverables comply with WCAG 2.1 level AA accessibility standards, ensuring accessibility for individuals with disabilities. 
•    This includes conducting both manual and automated accessibility testing throughout the development process and providing an accessibility conformance report upon request.
•    Post-launch, monitor and maintain accessibility compliance. 
•    Address identified issues promptly. 
•    All content and interfaces must be compatible with assistive technologies, and the contractor must remediate any deficiencies.
•    A user-friendly platform allowing easy creation and editing of surveys without programming skills.
•    Support for multiple question types, including multiple choice, rating scales, rankings, matrix question, and open-ended responses.
•    Survey design tools – customizable templates, multimedia support, advanced logic features such as question branching and conditional questions to customize survey flow.
•    Anonymous survey options – enable confidential feedback.
•    Survey scheduling – automate recurring survey deployment.
•    Multiple distribution channels – email, anonymous/public links, qr codes, website embedding, and SMS.
•    Mobile-responsive design for full functionality on smartphones and tablets.
•    Software overview – provide product context and origin; the platform must be cloud-based and support multiple-channel survey distribution, advanced analytics, and real-time reporting.
•    Real-time response tracking – dashboards showing response trends and automated follow-ups, including the ability to pause/resume surveys and send reminders, visualizations, filtering, crosstab analysis, and data exports (csv, excel, pdf).
•    Offline data collection – capture data without internet (e.g., events or field sites).
•    Role-based user permissions and ability to manage multiple users across multiple departments.
•    Integration options via application programming interfaces (APIS) and native connectors
•    (Human resources information system (HRIS), customer relationship management (CRM), learning management system (LMS), or email marketing platforms).
•    Strong security features, including data encryption at rest and in transit, user authentication, and compliance with relevant data privacy laws (e.g. General data protection regulation (GDPR), act, Americans with disabilities act/web content accessibility guidelines standards (ADA/WCAG 2.1), and health insurance portability and accountability (HIPPA), if applicable).
•    Support for data residency requirements, (e.g. storing data within the country or a specified region, in compliance with legal or organizational policies).
•    Benchmarking tools – ability to compare across offices, time periods, or user types 
•    Scalability and language support – support for English, Spanish, Vietnamese, mandarin, Arabic, and other languages.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 22, 2025