25-RFI-002-KP Addendum 2 QA.pdf

Ron DeSantis GOVERNOR

J. Alex Kelly SECRETARY

Caldwell Building | 107 E. Madison Street Tallahassee, FL 32399

850.245.7105 | www.FloridaJobs.org | Twitter: @FLACommerce

An equal opportunity employer/program. Auxiliary aids and service are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TTD equipment via the Florida

Relay Service at 711.

FLORIDA DEPARTMENT OF COMMERCE

ADDENDUM NO. 2

SOLICITATION NUMBER: 25-RFI-002-KP

SOLICITATION TITLE: Audit and Report

RESPONSE OPENING DATE: 04/02/2025 @ 3:00 PM, EST

ADDENDUM NUMBER: 2

ADDENDUM PURPOSE: Questions and Answers

ADDENDUM DATE: 03/12/2025

The Department hereby amends RFI No. 25-RFI-002-KP as noted within this Addendum. For revisions, underlines represent additions and strikethroughs represent deletions. In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information in this addendum is hereby made part of this solicitation. All other terms and conditions of the solicitation remain in effect.

The enclosed information has been provided for consideration in the preparation of your response to the above-mentioned solicitation.

This Addendum also includes the following change:

Change No. 2:

The Department’s response to timely submitted questions in accordance with the Calendar of Events.

http://www.floridajobs.org/ http://www.twitter/

3/12/2025

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

SharePoint Integration

Is this integration only on a documentation level or also for permit management?

The integration primarily supports documentation management but may extend to permit management if required. Further details will be specified in future solicitations.

2 API

What kind of information will have to be done in the API?

API is an example. However, there are data items that we would use an API to gather. With respect to performance reports, we often use sources like the US Census. Other data SQL, Oracle data pulls exist.

3 API

What APIs are we going to connect with and what are they like?

The system will integrate with federal and state data sources, with potential for additional connections based on specific reporting needs

Page 6, Section B, Subsection B.6

What is the anticipated timeline for a formal solicitation (RFP, RFQ, ITN, etc.) to be released?

The specific contract vehicle and timeline has not yet been determined.

Page 6, Section B, Subsection B.6 What contract vehicle will this procurement be released on?

The specific contract vehicle and timeline has not yet been determined.

Page 5, Section B, Subsection B.3

Does FL Commerce have a software vendor preference? Ex: Microsoft, Salesforce, Appian? Etc.

We use Microsoft and Salesforce in a lot of our areas. But, we do not want this limited to them as an option. Meaning, the solution envisioned here is going to have to be less about approval flows and

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers focused more on integration as well as collaborative input while also connecting to Commerce data sources.

Page 6, Section B, Subsection B.6 What is the anticipated budget for this project after the RFI phase?

The anticipated budget has yet to be determined.

Page 5, Section B, Subsection B.3

What are the security and compliance requirements for the SaaS solution, especially concerning data protection and privacy?

The solution must comply with state and federal data security regulations, including encryption, access control, and audit tracking.

Page 4, Section B, Subsection B.2

How many users are expected to use the system, and what are their roles and responsibilities in the report and audit management process?

350 or less. Solution needs to be scalable.

Page 4, Section B, Subsection B.2

There is mention of submitting approximately 200 reports on weekly, monthly, annual time schedules. Does that mean there are 200 reports, and of those 200, some are submitted weekly, some monthly, and some annually?

Yes

Page 5, Section B.3, Specifications

What is the size (in GB or TB) of the current dataset that is required to be migrated to the new solution platform?

Exact size has not yet been determined.

Page 5, Section B.3, Specifications

What specific data needs to be readily available for historical comparison, and how far back does comparison data need to go?

This would be everything from financial, workforce, federal program reports, prior responses, prior reports

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

Are there requirements for archival schedules by report / by agency?

and it would need to be archival.

FloridaCommerce would have to provide electronic versions of the prior reports as well as data points.

Archiving by division and report would be one aspect. Historical comparison is required for performance tracking, compliance, and trend analysis. The retention period will be specified in future solicitations.

Page 5, Section B.3, Specifications

Is there a requirement for how reporting and data sources are configured? Source data stored in a database online, on premise, or hybrid? SQL Server, postgres, Oracle? Or simply stored in a Smartsheet? Are there data structures views?

The system should support various storage options, including SQL Server, PostgreSQL, and cloud-based platforms.

Page 5, Section B.3, Specifications

Please clarify the requirements pertaining to data connections for the proposed solution:

1) Is a single read-only API to allow access to internal data by external systems, adequate?

2) Does the Department require the development of multiple new, and/or maintenance of existing, integrations (including SSO, user provisioning, data synchronization, etc.) between any number of internal and external systems?

Maintain existing integrations. The one new idea here is a central data store for the reports and audits to connect to. This data would come from other servers, etc. The Department may require multiple integrations, including SSO, user provisioning, and synchronization with internal and external systems.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

Page 5, Section B.3, Specifications

Are there more detailed workflow requirements? Are there workflows (or process flows) for the department’s existing reports available for review by prospective solution providers (With NDA)? Are there any additional customization or workflow automation requirements (i.e. routing approvals to multiple departments, automatically populating certain fields, sending reminders based on custom triggers, etc.)?

Workflows will be shared during the solicitation phase and may require an NDA.

Page 4, Section B.2

Background

What is the approximate number of users (e.g., total number of users and peak number of concurrent users) who will need to access, collaborate on, and update the reports simultaneously?

350 Users. Exact numbers will be determined during implementation, but scalability is a key requirement.

Page 5, Section B.3, Specifications

Are there any special security requirements beyond what the Microsoft cloud suite provides (Identity and Access Management, Encryption, Threat Protection, Network

Security)? Are there additional internal data governance policies the solution should align with, and if so, what are they?

Compliance with state security policies and additional governance standards may be required.

Page 5, Section B.3, Specifications

With respect to “increased transparency with internal and external constituents,” can you clarify your requirements around public-facing portals or external partner portals (if any), including levels of access control, data

This is more descriptive of the end goal. Meaning, the reports are emailed, placed on our website, physically published. With the Auditor General, I do see an

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers sharing restrictions, and auditing of external collaboration activities?

opportunity for collaboration in that space. As well as our DSOs and other entities that are part of the FloridaCommerce umbrella.

External access will be controlled with role-based permissions and audit logs.

19 B2 - Background

Are there any browser / client specific requirements or restrictions (browser version enforcement, compatibility requirements, etc.)?

The system should support major modern browsers.

Page 4, Section B.2, Background

Is Exhibit 1 Summary (page 4 of this document) a complete listing of the required reports (272 Reports/38 mandated)? If not, roughly how many additional reports are expected?

This is a pretty complete inventory, Ad Hoc report needs do occur. Maybe, +50. It is a reference list. Additional reports may be required.

Page 4–5, Section B.2–B.3, Reports, Templates

Can you provide access to the existing library of reports and templates for each bureau or service to prospective vendors (with NDA)?

Yes. Access will be granted under NDA after the solicitation phase.

Page 5, Section B.3, Specifications

Are notifications to be consolidated as part of the Dashboard, or are they to be provided via M365 tools (Outlook, SharePoint, Microsoft Apps, etc.), or both? Will there be any other specific requirements regarding notifications?

Be part of the Dashboard and 365 tools.

Page 5, Section B.3, Specifications Are there any preferences or aversions to integrated AI productivity add-ons to the

Yes, preferences.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers proposed solution to promote speed and efficiency?

Page 5, Section B.3, Specifications

Is there a required (or preferred) SharePoint version type (online, hybrid, or on premise)?

Are there specific requirements regarding the SharePoint type?

Yes, there is. We are not wanting this to be on SharePoint, the solution would be the SaaS. Do not have any issues leveraging SharePoint. But not as the management aspect of the solution.

Page 5, Section B.3, Specifications

Can the FL DoC provide views of existing dashboard(s) and metric reports currently in use, with annotations of likes, dislikes and other key requirements for the proposed report metrics and KPIs (e.g., report status, upcoming deadlines, approval progress, etc.).

Yes

Page 5, Section B.3, Specifications

Do you require specific accessibility standards compliance (e.g., Section 508, WCAG) for internal users and any external stakeholders who may interact with publicly accessible components of the system?

Typical accessibility parameters would apply. Commerce will specify in the procurement phase.

Page 5, Section B.3, Specifications

What are the requirements regarding system uptime, response time, data backup frequency, disaster recovery, and technical support response/repair timeframes? Are there any significant instances requiring higher than usual support response or more frequent data backup requirements?

No. Needs to be available to users when they want to work in it/collaborate.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

Page 5, Section B.3, Specifications Scalability

Do you anticipate needing real-time or near real-time data ingestion from external agency systems or databases? If yes, can you provide data update rates or timing requirements for the time critical data? If no, can you provide data update rates or timing requirements for non-time critical data?

No. Regular data integration time frames from our internal systems is sufficient. Viewing this as a data mart approach.

Page 5, Section B.3, Specifications

What are the training and support requirements to ensure all users can effectively adopt and utilize the new system?

(i.e. built in system tutorial with UI overlay, interactive walkthrough tutorial with supplementary documentation? train-the-trainer? online tutorials? On-site Training sessions? etc.)

Supplementary documentation and walkthrough tutorial. Train-the-trainer as well.

Page 5, Section B.3, Specifications COOP

With respect to Continuity of Operations (COOP), do you require offline capabilities or other contingency features during outages, emergencies, or disasters? If so, can you provide requirements for those outage, emergency, and disaster recovery related capabilities?

The same as currently supported by our IT division is sufficient. That would be the COOP parameters.

31 Pg 4 – B.1

B.1 indicates "streamline its report and audit management process" – while the report and audit management processes are inclusive of: scheduling due dates, collaborative editing, historical response archiving and comparison, inter and intra agency

Yes. The focus is on submission and tracking, but content verification may be incorporated.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers coordination, approval and standardization;

does the management of the process also include report contents review and confirmation of report results for accuracy?

32 Pg 4 – B.2

B.2 indicates the need to support “historical response archiving and comparison” – can you expound on the historical comparison process further as to whether it is a software enabled process versus a human comparison of historical reports?

Sure, the idea is to provide visibility to prior submissions for regularly recurring reports, not one-time productions, that it is a software enabled process. Ideally, the system will automate comparisons where feasible.

33 Pg 4 – B.2

B.2 indicates the department submits 200 reports, weekly, monthly and annually. Exhibit

1 has more than 200 reports, what is the difference between the two numbers?

Rely on the Exhibit. Some reports may be subsets or variations of others.

34 Pg 4 – B.2

B.2 indicates the approval view does not have relevant information for the approval process. What are the itemized characteristics associated with an approval that would allow an individual to review and approve or deny the request?

The primary goal is to have this a collaborative approach. All assigned users see the report so that we eliminate subsequent approval steps.

Approval status, reviewer notes, and supporting documentation should be included.

Another point in this regard is that the ELT can provide direction early in the process. All stakeholders take that

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers into consideration and make the necessary edits. Everyone reviews and agrees; ELT confirms, the report is finalized and submitted/published.

35 Pg 4 – B.2

B.2 states, “The software only displays whether an approval has been completed and a source data link.” Is there an existing catalog or list of all source data links or do they need to be gathered and compiled?

This will need to be compiled as part of the new system.

36 Pg 4 – B.2

B.2 states, “It does not include a repository of past submitted reports.” Where are past submitted reports stored and in what format?

That would need to be engineered.

We have them and would want them stored in a central DataMart repository. Currently, various formats exist across multiple storage locations.

37 N/A What is the current process for report generation?

Reports are compiled manually using spreadsheets and existing document systems. Also, paper/folder approval and sign off process.

38 N/A Within the current environment, where is the data stored for the underlying reports?

A combination of Smartsheet, databases, and network drives.

39 N/A Can you confirm how many current source systems there are? Is Smartsheet the only application?

Smartsheet is one, but additional systems may be in use.

40 N/A How does data get into Smartsheet today? Is it all manual?

Yes, but automation options are being explored.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

41 N/A In the current environment, what tools/platforms are used to generate the reports?

DocuSign clm; Word; Adobe

N/A

Where are the reports currently stored or hosted?

Division folders.

43 N/A

Does the Department of Commerce leverage a data warehouse for the generation of these reports? If not, is the Department of Commerce open to pursuing one as a technology solution for the RFI?

Yes

44 Pg 5 – B.3

B.3 states, “Assign audit history linkages – initial findings so that as it evolves in the fullness of time the Department can see everything in the context of the initial audit.”

Please elaborate on this specification. What does it mean to, “evolve in the fullness of time”? What is to be added to the initial audit link?

This would me that we track audit findings from the source finding.

The initial finding may have occurred in a previous time frame.

We want to connect these based on finding and type so that we can keep the corrective actions/responses symmetrically connected.

45 N/A Is the Agency considering a new software application to generate the reports?

The Agency is open to software suggestions.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

46 B3. Specifications

User Management & Access Control •How many users are expected to access the system, and what roles will they have?

•Do you require integration with an existing identity provider (e.g., Azure AD, Okta) for single sign-on (SSO)?

•What level of role-based access control (RBAC) is needed (e.g., viewer, editor, approver, admin)?

350 Users Admin, editor and reviewer and direction giver will be the primary roles which would be assigned.

Will be provided at solicitation point of the process.

Assigned by user based on the categories above.

47 B3. Specifications

Report & Audit Scheduling

• Can you provide more details on the report submission lifecycle, including scheduling, approvals, and notifications?

• Do reports follow a predefined workflow with different approval levels, or should workflows be configurable?

• Should the system auto-generate reminders based on specific due dates?

The primary goal is the development of a collaborative approach to report and audit management.

Yes, Bullets 2 & 3; the system should generate reminders as well as due dates, with an executive summary for each report to ELT visibility and direction.

48 B3. Specifications

Collaboration & Approval Process •How many reviewers and approvers typically collaborate on a single report?

•Do you need real-time collaborative editing similar to GoogleDocs or Microsoft 365?

350 and 10 maybe per report with respect to collaborators.

Yes. Applies to all three bullets.

Yes.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

•Should the system allow for threaded discussions and comments within reports?

49 B3. Specifications

Historical Archiving & Comparison •How long should past reports be retained in the system?

•Should users be able to compare previous reports side by side?

•Do you need version control for reports, with the ability to restore previous versions

At least 5 years, and yes on the side by side. All the reports and audits have a somewhat standard structure. One-time, ad hoc obviously will not have a previous, compare to, version, but can still be collaborative produced and reviewed. Version control will be needed.

50 B3. Specifications

Inter and Intra-Agency Coordination •Will users from external agencies need access to the system?

•Should the system allow secure document sharing across agencies?

•Do you require audit trails to track user actions for compliance purposes?

Yes, with other state agencies and the Auditor General.

Yes, on the user actions.

Yes.

51 B3. Specifications

Standardization & Template Management •Should reports follow predefined templates, and if so, how many templates are required?

•Do you need the ability to create and enforce standardized formats for different report types?

Yes, on the templates.

Yes, we have groups of reports that this could be designed around.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

52 B3. Specifications

Notification & Reminders •What are the key triggers for notifications

(e.g., approaching due dates, approvals required, report submissions)?

•Should users be able to customize notification preferences?

•Do you require automated escalation notifications for overdue reports?

All mentioned.

Yes

It should but the global community should also be able to see this on a dashboard and report summary list sorted by due date. In short, the report type will drive this.

53 B3. Specifications

Data Storage & Retention •What is the expected volume of data storage per year?

•Are there specific data retention policies the system must enforce?

•Should the system support automated archival and deletion of old reports?

Too be determined at the point of solicitation.

Yes, with respect to automated archival and deletion of reports.

Yes, we want to maintain a history.

54 B3. Specifications

Integration & Data Exchange •Do you need integration with existing tools like Smartsheet, Power Automate, Microsoft

Teams, or SharePoint?

•Will data need to be imported/exported in specific formats (e.g., CSV, XML, JSON)?

Yes, to all.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

•Do you require API access for third-party integrations?

55 B3. Specifications

Audit & Reporting •What audit log capabilities are required

(e.g., tracking edits, approvals, user actions)?

•Do you need custom dashboards and analytics to track report completion rates?

•Should the system support downloadable audit logs for compliance?

We just need to see the edits as it is being developed and then accepted. It would be good to see a clean version that contains the edits as well.

Dashboard for completion rates is a need.

Yes, on the audit logs.

56 General Do you have an anticipated budget for this project? If so, will you share the budget amount?

Budget is to be determined.

57 General Please provide the number of internal users

(agency employees and other reviewers) who will need access to the system.

350. Exact numbers will be determined, but multiple departments will be involved.

58 General

Do you anticipate external users or other agencies having full access into this system for their review and approval process? Or do you anticipate them having limited access, such as through a secure portal?

Limited access through a secure portal may be required.

59 General Is there a need to have a secure portal for non-agency users or inter-agency users? If so, please provide the number of external users

Likely, for inter-agency collaboration.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

(non-agency, inter-agency, etc.) who you anticipate needing access to the system.

60 General Do you have a high-level process map that documents your current process?

Not currently, but process details will be shared in the solicitation.

B.3. Specification, Pg.

Regarding the requirement to “Allow for Microsoft Word-Like production and collaborative editing ability (e.g., version history tracking, simultaneous editing)”, is an integration from the solution to Microsoft 365 and/or Sharepoint acceptable as long as the documents are stored in the solution or a drive that can be accessed via hyperlink from the solution?

Yes, integration with Microsoft 365 is acceptable.

B.3. Specification, Pg.

Regarding the requirement to “Load historical reports as well as archive current reports so that historical comparisons can be made.”, what types of comparisons are currently being made between documents and how is that being done now? Is content being compared? Or versions? Or are you just requested to access the previous versions of the documents?

Manual, if at all.

Will this project require data migration from existing systems? If so, please describe how

Yes, details are to be determined.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers many data sources will need to be considered for data migration.

Will this project require document migration from existing systems? If so, please describe how many documents will need to be considered for document migration.

Yes, details are to be determined.

B.3. Specification, Pg.

What existing systems, if any, does the new solution need to integrate with?

We are envisioning moving data and reports to a central data mart type scenario.

66 General Have you seen demonstrations of any case management systems prior to issuing this RFI? If so, will you share which systems?

No

67 General

What is your anticipated timeline for procurement of a solution? Starting this project? For implementation of the new system?

The specific timeline has not yet been determined.

68 Section B.1

Please define the use of the term “audit”.

What party is auditing it, i.e. the

Department’s Internal Audit group? External auditors? Or, is the term “audit” related more to an assessment or inspection?

Auditor General / Federal Agency it refers to the management and tracking of compliance reports rather than financial auditing.

69 Section B.2

Will the contractor have any responsibility to assess the completeness and accuracy of the population of the FloridaCommerce Tracked

Reports?

No, the system will focus on report management rather than content validation.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

70 Section B.2 How do you anticipate the form being populated and who is responsible for ensuring its completeness and accuracy?

Through manual entry and automated data integrations.

71 Section B.3

What type of access authorization audit trail does the Department desire? Does the

Department desire a streamlined access control procedure to allow for timely user access changes, as well as a clear audit trail of these changes?

A detailed log of user actions, approvals, and edits.

72 General Does the agency have a desired timeline for implementation and go live of the new system?

The specific timeline has not yet been determined.

73 General Does the agency have an estimated timeline for procurement and award of a contract for the new system implementation?

The specific timeline has not yet been determined.

74 General

In our review of the RFI, there may be multiple SaaS solutions to meet the requirements and any budgetary guidance would assist vendors in proposing the appropriate solution for the budget. Does the agency have an implementation budget and ongoing SaaS subscription budget identified for this project?

We do not have a budget estimate at this time.

75 General Has the agency seen any demonstrations of potential solutions for this project?

No

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

76 General Does the agency have a preferred SaaS technology that it would like vendors to respond with?

No

77 B.8 RESPONSE

Could the Department kindly confirm if the submission method is via email?

Yes, see section A.4.

78 N/A

Could the Department kindly clarify where should be placed the Information Acknowledgement Form alongside the proposal response?

Acknowledgement Form can be submitted along with your proposal; separate or included with the proposal.

B.12 RESPONDENT’S

DUTIES TO ASSERT

EXEMPTION FROM

DISCLOSURE AS A

PUBLIC RECORD

Should vendors be required to submit a redacted version, could the Department kindly clarify if it can be submitted via email along with the original proposal response?

Vendors are not required to submit a redacted version, however, see section B.11 and B.12.

80 General Could the Department please kindly grant an extension for the due date submission?

See Addendum 1 – Calendar of Events.

81 General Could the Department please clarify if is it allowed to use digital signatures?

Digital Signatures are allowed.

82 General Could the Department please disclose the allocated budget for this contract?

No budget estimate has been determined.

83 General Is there any incumbent associated with this project? If so, please disclose the name.

No.

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers

84 General Could the Department please confirm that we can fill out proposal forms electronically?

Vendors may fill out forms electronically.

85 General Does the Department accept remote resources to work on the project?

Details will be further defined in future solicitation(s).

86 General Does the Department accept offshore resources to execute the project?

No.

87 General Could the Department please provide the estimated date of the project execution?

Dates are yet to be determined.

88 General Could the Department kindly clarify whether participation in this RFI is a requirement in order to be eligible for a potential RFP?

Participation in the RFI is not required for future solicitation(s) eligibility.

Background/ Experience

Under Background/Experience-Could the Department please clarify what is meant by

'company literature'?

Prospectus, so known as business literature, refers to the collection of written materials, publications, and documents produced by a company to communicate information about its products, services, values, achievements, and overall brand identity.

Background/ Experience

Can firms provide their organization chart only under 'organizational structure'? Or should firms also provide a brief description of the key team members involved?

Provide brief description of team members involved.

Respondent Question Number*

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Question* Answers

91 General Can firms provide a cover letter to the RFI? Yes

92 General Will there be a Request for Proposal in the future? If yes, can firms utilize subcontractors?

The specific contract vehicle and timeline has not yet been determined.

93 General Is the Department looking for a COTS?

The Department has no preference.

94 General Is it mandatory to provide a response to this RFI in order to participate in the RFP process later on?

Participation in the RFI is not mandatory for future solicitation(s) eligibility.

Page 4, B.2

BACKGROUND

What tools and licensing does the Department currently have which could be leveraged as part of an overall solution?

Smartsheet and Microsoft 365, among others.

Page 4, B.2

BACKGROUND

What personnel and skills does the Department anticipate providing towards the operation of any solution?

IT and compliance teams will support implementation.

Page 4, B.2

BACKGROUND

What business system(s) does the Department anticipate integration with any solution?

To be determined.

Page 4, B.2

BACKGROUND

Will the Department provide an example report and an example audit which includes most or all elements necessary in the eventual solution?

Yes, during the procurement phase.

Page 4, B.2

BACKGROUND

What assumptions regarding security should be considered when a specific report/audit

The system should enforce strict role-based access control (RBAC) and data encryption protocols. External users

Respondent Question Number*

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Question* Answers requires input from participants who are external to the Department?

should only have access to the specific reports they are authorized to review or edit. Multi-factor authentication (MFA) and audit logs should also be implemented for security and compliance.

Page 5, B.3

SPECIFICATIONS

Would the department require any data conversation from its legacy (Smartsheet) system to the new system?

Yes, data conversion will likely be required to migrate historical reports and existing workflows. Vendors should propose migration strategies that ensure data integrity and accessibility.

Page 5, B.3

SPECIFICATIONS

How many concurrent users will use the system? Could the agency provide details on the distinct roles (document approvers, contributors, reviewers etc.) performed by these users?

The system should support multiple concurrent users, but the exact number will depend on agency needs.

Typical roles include:

• Contributors: Users who create and edit reports.

• Reviewers: Users who provide feedback and validate information.

• Approvers: Users responsible for final sign-off on reports.

• Administrators: Users managing user roles, access controls, and system settings.

Page 5, B.3

SPECIFICATIONS

Does the agency require the ability to interpret handwritten and/or scanned documents?

This is not a stated requirement, but OCR (Optical Character Recognition) capabilities may be beneficial for

Respondent

Question Number*

RFI Page Number, Section Number, Subsection Reference*

Question* Answers certain use cases, such as historical document digitization.

Page 5, B.3

SPECIFICATIONS

Should the solution have AI capabilities that help summarize documents or help generate/review content?

AI-powered features such as automated summarization, content suggestions, and compliance checks could enhance productivity, but they are not explicitly required. Vendors may propose AI enhancements as optional features.

Page 5, B.3

SPECIFICATIONS

Does the department intend to use semantic search to find content across documents?

A robust search capability, including keyword-based and metadata filtering, is required. Vendors may propose semantic search capabilities if they can improve search efficiency.

Page 5, B.3

SPECIFICATIONS

Does the department anticipate the need to create separate workflows for specific documents? For example, would different reports have different levels of reviews and custom alerts/notifications?

Yes, different reports may have varying approval hierarchies, deadlines, and compliance requirements. The system should support configurable workflows and automated notifications based on report type.

Page 5, B.3

SPECIFICATIONS

Can the Department provide any Governance process desired or in use currently for any reports or audits the solution will address?

The Department adheres to state and federal reporting standards and follows internal governance policies to ensure accuracy, compliance, and security. Specific governance frameworks will be outlined in the future solicitation.