FOIA Software Platform

The Vendor is required to provide FOIA (freedom of information act) records request management platform across all county departments, including configuration, integration, training, and ongoing support.
1. System configuration and setup
• Setup of a public-facing portal allowing residents to submit FOIA requests, track request status, and receive notifications.
• Configuration of department routing workflows to automatically direct requests to the appropriate department or staff member.
• Configuration of deadline tracking, escalation alerts, and staff notifications to support compliance with state FOIA response requirements.
• Setup of request forms for all county departments, including at minimum the sheriff’s office, prosecutor’s office, health department, and information technology.
• Configuration of redaction tools, including auto-redaction capabilities and exemption code logging.
• Configuration of billing, invoicing, and online payment collection.
• Billing and payment portal configuration may be completed within 180 days of initial go-live if a phased implementation approach is proposed.
• Any such phasing must be clearly described in the bidder’s proposal and timeline.
• Setup of user accounts, roles, and permissions for all county departments and staff.
• The platform must support unlimited users at no additional per-seat cost.
2. System integrations
• Laserfiche integration – bi-directional integration with the county’s existing document management environment, enabling staff to search, retrieve, and transfer documents directly from within the FOIA platform.
• Microsoft Entra id and single sign-on (SSO) – integration with the county’s Microsoft Entra id environment to enable staff to log in using existing county credentials.
• Payment processor integration – configuration of online payment collection compatible with the county’s preferred payment processor.
3. Security and compliance
• CJIS compliance – the platform must operate within a CJIS-compliant environment to support law enforcement records handled by the sheriff’s office.
• Phi/PII/HIPAA compliance.
• Section 508 / ADA compliance – the public-facing portal must conform to section 508 accessibility standards and WCAG level AA guidelines.
• Data security – the platform must be hosted on a government-grade cloud environment with encryption at rest and in transit and must meet or exceed SOC 2 certification standards.
• FOIA compliance – the platform must support the county’s obligations under state FOIA law (mcl 15.231 et seq.), including deadline tracking, responses and appropriate fee calculation and collection.