The vendor required to provide project management and workflow systems for include:
• Ensures an intuitive and user-friendly interface for both the front-end and back-end
• Supports structured and flexible workflows across departmental divisions
• Centralizes tasks, files, communications, and approvals
• Automates routine processes to improve efficiency and consistency
• Enhances visibility, accountability, and collaboration
• Provides responsive, high-quality customer support
- Functional requirements
1. Project and workflow management
• Ability to create, manage, and track projects across multiple phases and tasks
• Configurable workflows that reflect departmental processes and approvals
• Task dependencies, deadlines, priorities, and status tracking
• Ability for projects to move seamlessly between teams or divisions
• Visual project tracking (e.g., boards, timelines, calendars, dashboards)
2. User experience
• Intuitive, easy-to-use interface for both staff and administrators
• Minimal training required for basic use
• Role-based views tailored to different user needs
• Mobile-friendly or mobile-accessible interface
3. Collaboration and communication
• Centralized communication within projects and tasks
• File sharing, version control, and commenting
• Notifications and alerts for task updates, deadlines, and approvals
• Ability to tag users and assign responsibilities clearly
4. Automation and efficiency
• Automated task assignments and status changes
• Workflow-triggered notifications and reminders
• Customizable templates for recurring project types
• Reporting and analytics to measure workload, timelines, and performance
5. Reporting and dashboards
• Real-time dashboards showing project status and workload
• Customizable reports by project, team, or timeframe
• Exportable data for internal reporting and leadership updates
6. User roles and permissions
• Role-based access control
• Ability to assign permissions by project, team, or function
• Secure access for internal users and approved external collaborators
7. Integration and compatibility
• Compatibility with common productivity tools (e.g., email, calendars, file storage)
• API or integration options with other enterprise systems
• Single sign-on (SSO) support, if available
- Technical requirements
• Cloud-based software as a service (SaaS) solution preferred
• Secure hosting environment with industry-standard security practices
• Compliance with applicable data protection and accessibility standards
• High system availability and performance
- Customer support and service
• Dedicated customer support with defined response times
• Onboarding and implementation assistance
• Training resources, documentation, and knowledge base
• Ongoing updates and enhancements.
- Budget: $7,000.00 annually
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 23, 2026
