End-to-End Digital Document Lifecycle Modernization, Intelligent Indexing, and Workflow Automation Solutions

The Vendor is required to provide for end-to-end digital document lifecycle modernization, intelligent indexing, and workflow automation solutions
- Provide a scalable, innovative solution that meets the needs of various participating agencies, including municipalities, counties, school districts, and political subdivisions.
- Provide a configurable solution ecosystem consisting of:
•    Software platform (cloud, on-premises, or hybrid)
•    Implementation and configuration services
•    Migration and intelligent indexing services
•    Training and change enablement services
•    Ongoing support and optional managed services
- The solution must support the full document lifecycle, including capture, classification, search, creation, routing, generation, retention, and disposition.
- Scanning and Preparation
•    Provide secure document preparation, 300 dpi minimum scanning, OCR text layer generation, large-format capabilities, and documented chain-of-custody procedures.
- Intelligent Indexing and Metadata
•    Provide customizable metadata schema, bulk ingestion tools, and AI-assisted classification with human validation, duplicate detection, and exportable structured metadata.
- Quality Assurance and Security
•    Implement page-level QA review, metadata validation, secure transfer, encryption in transit and at rest, and compliance with applicable regulations.
- Business Requirements and Future-State Design
•    Conduct stakeholder interviews, define automation priorities, develop business requirements documents, and design digital workflows including routing, escalation rules, electronic signatures, and retention triggers.
- System must support digital document creation, template libraries, collaboration, configurable workflows, document generation, electronic signatures, retention management, legal hold, and audit logging.
- Vendor shall support integration with ERP, HRIS, CRM, Microsoft 365, identity providers, and open APIs.
- Provide discovery workshops, configuration, sandbox testing, migration strategy, integration support, phased rollout, training, and go-live stabilization.
- Provide defined support tiers, SLAs, response times, escalation procedures, and release schedules.
- Must allow independent purchase of categories, pilot implementations, subscription or consumption-based pricing, and scalable adoption over time.