RFI 2027-0002 UI DMS Modernization - Q&A Answers.pdf

RFI 2027-0002 UI DMS Modernization

Question Answer

What IBM FileNet products/versions are deployed (CPE, Content Navigator, BAW), what are CDLE's current license entitlements, and what challenges has CDLE experienced with the current environment?

We currently have 42 Datacap Units and 307 BAW Units for IBM licensing. A challenge we face with the Datacap

Rule Runner services is it stops quite frequently thus delaying processing of documents until the service is restarted by our vendor.

What capture platform is used today, what are its entitlements and inbound volumes

(scan/fax/email, monthly or yearly), and is

CDLE interested in modernizing capture given any current shortcomings (e.g., manual indexing, OCR accuracy)?

The capture platform used today is

IBM Datacap. Scanned paper documents for the time period

7/1/2025 through 7/30/2026 are

136,302. Faxed documents for the same time period are 38,147. CDLE is interested in modernizing/enhancing

Datacap as an option.

How many staff currently administer the

FileNet + capture environment, and what peak concurrent user count should a modernized system support?

Three business users/analysts support and Administer the FileNet and

Capture environment with assistance from a vendor for application support.

Does CDLE/OIT have a cloud platform preference (AWS vs. Azure), and which SSO identity provider/protocol should the solution integrate with?

CDLE/OIT prefers either AWS or GCP.

The enterprise tool for SSO is

PingOne.

Which specific fraud-detection and data warehouse/BI systems must the solution integrate with?

Fraud detection is currently handled externally. Does the respondent have any recommendation.

Does CDLE have an anticipated date for its

CJIS applicability determination?

CJIS determination is currently in progress, respondents should design to full CJIS compliance

Has OIT conducted any prior feasibility assessment on FileNet cloud migration vs.

replacement, and what's the anticipated timeline for a follow-on formal RFP?

No timeline at this time.

Our software employs a named user licensing model tied to two main types of users: Full

Users and Participant Users. Full User can be granted the ability to do anything within the repository including administering the system, importing documents, and editing metadata.

Participant Users are read-only users who can also participate (submit/approve) in forms processes. Do you know the number of users between these two licenses? Or would you like us to submit general pricing tiers only?

Submit general pricing tiers

For accessing CDLE will need full rights

(upload, edit cases) and how many will need read-only rights (only view the Document or participate in workflow process)?

Anyone can upload documents to ICN currently even if their access is Read

Only. If a user participates in a workflow process in DMS, they would have to have edit rights.

Is the CDLE preference more towards Cloud or

On-Premises DMS Modernization Assessment and Planning?

Cloud based solution

Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project?

No budget has been established.

Looking for Vendor to provide a quote.

Has the CDLE seen demonstrations of any DMS

Modernization Assessment and Planning. If yes, what is the name of the solution and vendor which provided the demonstration?

Yes (Contract with IBM), but this is a

RFI to enable CDLE to explore options for DMS opportunities.

Is there any expected timeframe within which you would like this system to go-live?

Yes, End of year 2027

Is this a new requirement? If not, can you please provide the name of the incumbent, the current contract value and eligibility criteria to re-compete?

Yes (Contract with IBM), but this is a

RFI to enable CDLE to explore options for DMS opportunities.

While reading the RFI document, I saw that the State currently utilizes IBM FileNet as its enterprise Document Management System, and that it is integrated with the State’s UI

We currently renew our IBM licensing for FileNet yearly and we are interested in any recommendations on how to modernize/enhance our DMS benefits and employer tax system. My question is, is there an incumbent contract with IBM for this DMS? Or was this software from a simple one time purchase that the

State now uses in its day-to-day operations and is looking to modernize?

environment. This is an RFI, so all options will be considered.

Please clarify whether the anticipated future procurement will be limited to an independent DMS modernization assessment and implementation roadmap, or whether it is expected to include platform licensing, implementation, data migration, integrations, training, and ongoing operations and maintenance.

The anticipated future procurement is expected to include platform licensing, implementation, data migration, integrations, training, and ongoing operations and maintenance.

The RFI states that CDLE is considering either modernizing the existing IBM FileNet environment or replacing it with a secure cloud-based content services platform. What primary business, technical, financial, and operational criteria will CDLE use to evaluate these two alternatives?

CDLE is utilizing this RFI to gather industry standards and market capabilities to help define these requirements. Detailed specifications will be made available upon the release of the RFP.

Please clarify whether the objective to implement the long-term strategy by the end of 2027 refers to completion of the assessment and roadmap, production deployment of the selected platform, or completion of the entire migration and transition.

We would like the entire migration and transition completed by the end of 2027

Appendix B identifies four response headings but does not contain detailed questions under those headings. Should Respondents provide a narrative under each heading, a requirement-by-requirement response to

WF-FUNC-001 through WF-FUNC-061, or both?

Please also confirm whether there is a page limit or preferred response length.

Yes, please provide both. There is no page limit but accurate brevity is greatly appreciated.

Please provide available information regarding the current IBM FileNet environment, including the FileNet version, licensed components, hosting architecture, repositories, object stores, workflows, customizations, environments, user population, and current support arrangements.

The Department has not predetermined a direction and seeks market insight to inform long-term strategy to be implemented by the end of 2027.

What are the principal limitations or pain points in the current FileNet environment that are driving this modernization initiative, and what measurable outcomes would CDLE consider evidence of a successful modernization?

This RFI will provide CDLE the ability to determine a solution that fits the current needs. That could come from the ability to use the FileNet to its fullest capability or provide CDLE with information that would match the future/current needs based on alternate technology. Vendors are encouraged to submit a proposal that recommends a solid option for the

Division.

Please provide available estimates for the number of documents, total storage volume, annual growth, peak ingestion volumes, metadata fields, document types, retention schedules, legal holds, and historical records expected to be included in the migration.

CDLE is utilizing this RFI to gather industry standards and market capabilities to help define these requirements. Detailed specifications will be made available upon the release of the RFP.

Does the anticipated scope include physical scanning and digitization of historical paper records, or only migration of existing electronic content? If physical scanning is included, please identify the approximate volume, locations, Kodak scanner models, and existing scanning or capture software.

The anticipated scope is only for the migration of existing electronic content and the ability to continue scanning new incoming paper documents.

Please describe the current integration between IBM FileNet and MyUI+, including the available APIs, batch interfaces, event or messaging capabilities, authentication methods, transaction volumes, and availability of technical documentation and

We are looking for all possibilities;

thus the Request For Information

(RFI).

non-production environments.

Will the MyUI+ vendor be responsible for modifications required to support the new

DMS integration, or should Respondents include MyUI+ interface development and coordination within their proposed scope and estimated cost?

The MyUI+ vendor will be responsible for modifications required to support the new DMS integration.

Please identify the external fraud-detection, analytics, data warehouse, reporting, email, and fax platforms that the future DMS will be required to integrate with, including any known interface standards or technical constraints.

Fraud detection is currently handled externally. Does the respondent have any recommendation.

Does CDLE or Colorado OIT have a preferred cloud provider, hosting model, or approved cloud environment? Please clarify whether the future solution must operate within a

State-controlled cloud tenant or whether a vendor-hosted SaaS solution is acceptable.

CDLE/OIT prefers either AWS or GCP.

If the solution is SaaS, it must be

GovRamp at a minimum, be able to provide security scanning results, and fully adhere to all OIT Policies and

Technical Guidance listed here:

https://oit.colorado.gov/standards-po licies-guides/technical-standards-poli cies

Please confirm the required geographic boundaries for storing, processing, backing up, and recovering CDLE data, and whether customer-managed encryption keys will be mandatory.

We are looking for all possibilities;

thus the Request For Information

(RFI).

Has CDLE determined whether the CJIS

Security Policy will apply to the future DMS? If not, should Respondents provide separate assumptions or cost impacts for solutions with and without CJIS requirements?

CJIS determination is currently in progress, respondents should design to full CJIS compliance

Please provide the anticipated performance and availability targets for search response time, API response time, ingestion throughput, OCR processing, concurrent users, system availability, incident response, Recovery Time Objective, and Recovery Point

We are looking for all possibilities;

thus the Request For Information

(RFI).

https://oit.colorado.gov/standards-policies-guides/technical-standards-policies https://oit.colorado.gov/standards-policies-guides/technical-standards-policies https://oit.colorado.gov/standards-policies-guides/technical-standards-policies

Objective.

Are all requirements WF-FUNC-001 through

WF-FUNC-061 expected to be mandatory for the initial implementation, or may

Respondents recommend that certain capabilities be delivered in later phases based on priority, cost, risk, and business value?

Yes

Please provide the anticipated schedule for the future solicitation, contract award, project commencement, assessment completion, platform selection, implementation, migration, testing, and production deployment.

We would like the entire migration and transition completed by the end of 2027

What CDLE, UI, OIT, MyUI+, security, records-management, legal, and business subject-matter resources will be available to support discovery, requirements validation, integration, testing, and decision-making?

SMEs will be available throughout the entire process

What specific assessment and planning deliverables does CDLE expect, such as a current-state assessment, requirements validation, alternatives analysis, total-cost-of-ownership comparison, target architecture, migration strategy, implementation roadmap, procurement recommendations, and independent cost estimate?

We are looking for all possibilities;

thus the Request For Information

(RFI).

For the requested budget information, should

Respondents provide separate rough-order-of-magnitude estimates for assessment and planning, software licensing, implementation, data migration, integrations, training, change management, and ongoing support? Please also identify the preferred period for total-cost-of-ownership estimates.

Yes, please break down budget information by each component.

Please clarify whether CDLE will permit remote, hybrid, and offshore resources for assessment, implementation, migration, development, testing, and ongoing support. If offshore resources are permitted, please identify any restrictions concerning access to

State systems or data, work location, background checks, data residency, required

U.S.-based key personnel, and activities that must be performed onsite or within the

United States.

Remote and hybrid resources located within the United States are allowed with declaration of such. Offshore resources must be declared by the contractor, reviewed by State of

Colorado OIT, and approved before use.

Has CDLE conducted, or is it currently conducting, any product demonstrations, discovery sessions, proof-of-concept activities, or other discussions with IBM, the

MyUI+ vendor, content-services platform providers, cloud providers, or systems integrators regarding this modernization initiative? If so, will any resulting requirements, assumptions, findings, or materials be made available to all

Respondents? Please also confirm whether

CDLE anticipates requesting follow-up presentations or solution demonstrations after reviewing the RFI responses.

CDLE has not conducted and is not currently conducting demonstrations.

Appendix B lists the headings “Company

Capabilities,” “General Company

Information,” “Technical Requirements,” and

“Non-Functionality Questions,” but does not provide specific questions beneath those headings. Please confirm whether respondents may develop their own narrative under each heading based on the Statement of Work and Solution Requirements.

Confirmed

Please confirm whether CDLE expects respondents to provide a line-by-line response to each requirement identified as

WF-FUNC-001 through WF-FUNC-061, or whether respondents may address the

Respondents may address the requirements through a consolidated technical narrative.

requirements through a consolidated technical narrative.

Is CDLE seeking responses from vendors capable of performing only the assessment and planning effort, vendors capable of providing the future modernization or replacement solution, or vendors capable of performing both?

Both

CDLE states that it has not predetermined whether to modernize the existing IBM

FileNet environment or replace it with a cloud-based content services platform. Does

CDLE expect respondents to provide separate technical, schedule, and budget estimates for both alternatives?

Yes.

Please provide the current IBM FileNet version, major components, licensing model, deployment architecture, hosting environment, database technology, and any planned upgrades or end-of-support dates.

Our IBM FileNet licensing model is

BAW.

Please clarify whether the migration scope is expected to include only electronic records currently stored in FileNet or also paper backfiles and records stored in other repositories, shared drives, email systems, databases, or physical locations.

The anticipated scope is only for the migration of existing electronic content and the ability to continue scanning new incoming paper documents.

Please provide the anticipated number and types of internal users, external users, administrators, concurrent users, roles, permission groups, and identity populations expected to access the future solution.

Three business users/analysts support and Administer the FileNet and

Capture environment with assistance from a vendor for application support.

Does CDLE anticipate that the future contractor will provide fully managed operations and maintenance, shared administration with CDLE/OIT, or knowledge transfer followed by State-operated support?

CDLE will require warranty and hypercare periods immediately following launch. Thereafter, CDLE may continue with the awarded vendor for M&O but will require knowledge transfer for

State-supported support.

CDLE states that its long-term strategy is to be implemented by the end of 2027. Does this date refer to completion of the assessment and planning effort, award of a future implementation contract, initial production deployment, or full migration and retirement of the legacy environment?

We would like the entire migration and transition completed by end of year 2027

For market-research purposes, does CDLE request separate budget ranges for assessment and planning, implementation and migration, software or subscriptions, cloud infrastructure, third-party products, training, and ongoing operations and maintenance?

Yes

Should respondents provide budgetary estimates using a particular pricing structure, such as firm-fixed-price milestones, time and materials, subscription pricing, cloud consumption, or a combination of these approaches?

A combination is allowed.

Are there any page limits, file-size limits, font requirements, naming conventions, or restrictions on attachments, tables, diagrams, product literature, resumes, or past-performance exhibits?

All documents must be accessible.

Please confirm whether respondents may include hyperlinks to product documentation, security certifications, accessibility documentation, demonstrations, or other supporting information within the PDF response.

Hyperlinks are not allowed, please include additional documents in PDF format.

For demonstrating proven scale and public-sector experience, may respondents provide experience performed by proposed subcontractors, platform partners, and key personnel in addition to the respondent’s corporate past performance?

Yes. Please include a redacted copy redacting PII, contact information, proprietary information, or other information you would like to redact for subsequent CORA/FOIA requests.

The RFI indicates that CDLE is evaluating both modernization of the existing IBM FileNet platform and replacement with a cloud-based

Content Services Platform. Could you clarify whether the State has established evaluation criteria or decision drivers that will determine the preferred approach? Please specify

We are looking for all possibilities;

thus the Request For Information

(RFI).

Could you provide the current IBM FileNet landscape, including the FileNet version, number of object stores, repositories, associated middleware/database platforms, and current deployment topology?

We are looking for all possibilities;

thus the Request For Information

(RFI).

Please confirm the business functions and user groups currently utilizing the DMS beyond the Unemployment Insurance Division. Are additional divisions or agencies expected to be included in future phases?

There are no current expectations but other divisions/agencies may utilize the awarded vendor if they like the product.

Does CDLE anticipate a phased implementation (by business function, document type, or geography), or should vendors assume a single enterprise-wide rollout?

Vendors should assume a single enterprise-wide rollout.

Could you provide the anticipated implementation milestones and expected go-live timeline beyond the stated objective of completing the modernization by the end of 2027?

We are looking for all possibilities;

thus the Request For Information

(RFI). No dates have been discussed.

Are there any specific operational, business, or technical challenges with the current IBM

FileNet implementation that the future solution is expected to address as part of this modernization initiative?

We are looking for all possibilities;

thus the Request For Information

(RFI).

Could you provide the approximate size of the existing repository, including the total number of documents, storage volume (TB), average document size, annual growth rate, and number of document classes?

We are looking for all possibilities;

Please provide the estimated annual document ingestion volumes, average and peak daily document creation, upload, retrieval, and document processing volumes.

We are looking for all possibilities;

thus the Request For Information

(RFI).

Could you provide the estimated number of internal CDLE users for the proposed solution, including administrators, business users, workflow users, read-only users, external users (claimants/employers), and peak concurrent users?

We are looking for all possibilities;

thus the Request For Information

(RFI).

For migration planning, please clarify the expected migration scope, including historical versus active records, document versions, annotations, audit history, retention metadata, and existing metadata quality.

We are looking for all possibilities;

thus the Request For Information

(RFI).

Will CDLE provide repository discovery outputs, metadata mappings, and document inventories from IBM FileNet, or should vendors assume responsibility for repository analysis and migration planning?

We are looking for all possibilities;

thus the Request For Information

(RFI).

Could you identify the primary document types managed within the Unemployment

Insurance Division (e.g., claims, appeals, employer correspondence, fraud investigations, benefit determinations) along with estimated processing volumes for each?

The primary document types managed within the Unemployment Insurance

Division are claims, appeals, employer correspondence, fraud investigations, benefit determinations and audits.

The RFI references adjudication, appeals, and employer account maintenance workflows.

Kindly specify the count & nature of the workflows/business processes expected to be automated, including routing rules, approval steps, SLAs, and exception handling?

We are looking for all possibilities;

thus the Request For Information

(RFI).

Please clarify whether the existing FileNet workflows are expected to be migrated as-is, redesigned, or completely replaced as part of the modernization effort.

It would depend on the solution selected.

For claimant and employer document submissions, should vendors assume a dedicated external document submission portal, or will uploads primarily originate through MyUI+ and existing channels?

We are looking for all possibilities;

thus the Request For Information

(RFI).

If a dedicated external document submission portal is required, what additional claimant and employer self-service capabilities are expected beyond document submission?

Please specify.

No dedicated external document submission portal is required or desired.

Regarding document capture, could you provide the number of scanning locations, Kodak scanner models, daily scanning volumes, centralized versus distributed scanning requirements, and expected

OCR/data extraction use cases?

We use Kodak i5800 model scanners.

Daily scanning volumes vary. We do not have distributed scanning requirements but DMS support staff do virtual scanning remotely. We only have one OCR use case as all of our system generated documents have scanning barcodes.

The RFI references email and fax ingestion.

Could you clarify the current email and fax infrastructure, anticipated document volumes for each channel, and whether existing integrations should be retained?

We do not currently have email infrastructure for DMS but would like to in the future. Existing integration functionality should be retained.

Could you elaborate on the expected document classification approach? Should vendors assume AI/ML-assisted classification, rule-based classification, or a hybrid approach?

Vendors should assume a hybrid approach.

Does CDLE envision incorporating advanced AI capabilities for Record Intelligence &

Discovery (conversational Q&A, record summarization, advanced search) as part of the DMS modernization initiative?

Yes

Please provide the list of enterprise applications that will integrate with the proposed solution, in addition to MyUI+, including preferred integration mechanisms

(REST APIs, messaging, database integration, This RFI provides you the opportunity to showcase your solution that could be our next DMS system.

web services, etc.).

Could you provide additional details regarding the MyUI+ integration, including available

APIs, expected transaction patterns, authentication mechanisms, and whether integrations are expected to operate in real-time or asynchronously?

This RFI provides you the opportunity to showcase your solution that could be our next DMS system.

For cloud deployment, does CDLE have a preferred hosting model (Vendor Hosted

Cloud, State-managed cloud, Customer-managed cloud)? If cloud is preferred, is there a preferred cloud provider?

CDLE/OIT prefers State-hosted in either AWS or GCP. If the solution is

SaaS, it must be GovRamp at a minimum, be able to provide security scanning results, and fully adhere to all OIT Policies and Technical

Guidance listed here:

https://oit.colorado.gov/standards-po licies-guides/technical-standards-poli cies

Could you clarify the expected deployment environments (Development, Test, UAT, Performance, Production, Disaster Recovery) and any infrastructure standards established by Colorado OIT?

We currently use Development, multiple Test environments and

Production environments for DMS.

The RFI references compliance with NIST SP

800-53 Moderate and potential CJIS applicability. Are there additional State security standards, penetration testing requirements, vulnerability management policies, or security accreditation processes that should be considered?

Yes, all solutions must comply with

State of Colorado IT policies.

Could you provide the expected Business

Continuity and Disaster Recovery objectives, including High Availability requirements, Recovery Time Objective (RTO), Recovery

Point Objective (RPO), and whether Hot, Warm, or Cold Disaster Recovery is expected?

Yes, all solutions must comply with

State of Colorado IT policies.

For commercial planning, should vendors provide indicative pricing as a single enterprise implementation, or would CDLE

Separate estimates.

https://oit.colorado.gov/standards-policies-guides/technical-standards-policies https://oit.colorado.gov/standards-policies-guides/technical-standards-policies prefer separate estimates for software licensing, implementation services, migration services, cloud hosting, and ongoing managed support?

Could you please clarify the preferred or mandatory deployment model for this solution?

This RFI provides you the opportunity to showcase your solution that could be our next DMS system.

What is the anticipated timeline for releasing the RFP, and will preference be given exclusively to shortlisted vendors who participated in the RFI process?

No timeline for the RFP at this time, but an RFP will be issued after the

RFI.

Does CDLE require a cost estimate at this stage? If so, what is the preferred format and breakdown for the pricing information, or will this be requested later in the RFP?

What has the respondent seen for total cost of projects similar to this.

What specific compliance standards or regulations are required for this project?

Yes, all solutions must comply with

State of Colorado IT policies.

What is the estimated budget allocated to this particular project?

No budget has been established.

Looking for Vendor to provide an estimate cost for previous efforts.

Vendor may provide the scale of past projects with similar requirements.

What are the Mandatory and legal compliance requirements from the vendor?

This RFI provides you the opportunity to showcase your solution that could be our next DMS system.

To better inform our response, could you please provide details on the evaluation pattern for the submission? Specifically, what is the weighting % applied to each section of the response? Are there any standard sections that bidders should include, and if so, what is the percentage weighting for each of those sections? This information will help us provide more insightful and relevant answers.

This RFI provides you the opportunity to showcase your solution that could be our next DMS system.

The RFI indicates that CDLE requires Kodak scanner hardware; are vendors permitted to propose alternative solutions?

We are very happy with our Kodak scanners.

Is the CDLE interested in the AI Integrated system for automation tasks, chatbot integration, automation workflow?

Yes

What is the CDLE’s expected go-live date, and what is the estimated implementation timeline?

We would like the entire migration and transition completed by the end of 2027

"The RFI indicates that CDLE has not predetermined a strategic direction and is seeking market insight to inform its long-term modernization strategy. Should respondents address both the IBM FileNet modernization and full cloud-native platform replacement scenarios in their response? Or should respondents limit their response to demonstrating capabilities relevant to their specific proposed approach?"

Both.

Is there any documents that can be referred for current state architecture of IBM File net.

This RFI provides you the opportunity to showcase your solution that could be our next DMS system.

How is the MyUI+ integration with FileNet currently implemented — via API, direct DB calls, or a middleware layer?

API

To assess migration effort and infrastructure sizing, can CDLE provide the following on the current IBM FileNet environment: (a) FileNet version and deployment topology; (b) total document/object count and total storage volume; (c) approximate annual ingestion volume and growth rate; and (d) the extent of custom development, configurations, or integrations built on top of the current platform

This is an RFI. The purpose is to determine what is available for the future.

What is the representative volumetrics — such as peak vs. average daily document intake, concurrent user counts, and the magnitude of historical surge events

The capture platform used today is

IBM Datacap. Scanned paper documents for the time period

7/1/2025 through 7/30/2026 are

136,302. Faxed documents for the same time period are 38,147. CDLE is interested in modernizing/enhancing

Datacap as an option.

When does CDLE anticipate CJIS determination will be made, and should respondents design to full CJIS compliance as a baseline assumption

CJIS determination is currently in progress, respondents should design to full CJIS compliance

Confirm whether cloud-hosted solutions must reside in a specific environment and are there any State policy defining approved geographic boundaries for data storage and processing

CDLE/OIT prefers either AWS or GCP.

If the solution is SaaS, it must be

GovRamp at a minimum, be able to provide security scanning results, and fully adhere to all OIT Policies and

Technical Guidance listed here:

https://oit.colorado.gov/standards-po licies-guides/technical-standards-poli cies. State data must be stored and processed in the United States.

Are there any existing data warehouse or BI platforms (e.g., Snowflake, Tableau, Microsoft Fabric) that the new DMS must integrate with?

Integration to warehouse/BI platforms is not crucial but options your solution have available would be important to share.

What are the interfaces to the DMS apart from MyUI+?

This is an RFI. Your information should include available interface information

Will RFI question answers be posted on

Colorado Vendor Self Service, or Bidnet

Direct?

Bidnet

What are the primary business or technical drivers behind the decision to modernize or replace the current IBM FileNet environment

(e.g., licensing costs, vendor support or end-of-life status, performance limitations, integration constraints with MyUI+, scalability concerns)?

This is an RFI. Although age is a factor, the purpose is to determine what is available for the future.

What specific pain points or limitations is

CDLE currently experiencing with the FileNet

DMS that this modernization effort is intended to resolve?

This is an RFI. Although age is a factor, the purpose is to determine what is available for the future.

https://oit.colorado.gov/standards-policies-guides/technical-standards-policies.

https://oit.colorado.gov/standards-policies-guides/technical-standards-policies.

https://oit.colorado.gov/standards-policies-guides/technical-standards-policies.

https://oit.colorado.gov/standards-policies-guides/technical-standards-policies.

Appendix B lists a "Non-Functionality

Questions" section heading with no questions listed underneath it. Could CDLE clarify the intent of this section? Specifically, is it meant to solicit questions or feedback from vendors back to CDLE, or is it meant to solicit non-functional requirements information from vendors (e.g., performance, availability, compliance)? If the latter, could CDLE provide the specific questions or topics it intends respondents to address under this heading?

This space is for additional questions from vendors that are not related to functionality, such as performance, capacity, successful projects, etc.

For the "Technical Requirements" section of

Appendix B, is CDLE seeking (a) vendor feedback or critique on the Solution

Requirements table — for example, flagging requirements that are unclear, overly broad, or unnecessarily restrictive, consistent with the instructions in the "Process for

Responding" section — or (b) a description of how the vendor's platform capabilities address each listed requirement, or both?

A description of how the vendor's platform capabilities address each listed requirement

Section VI of the Statement of Work states

"Provide complete and detailed solution description" as a Contractor Responsibility.

Can CDLE confirm that this refers to a deliverable expected from the awarded contractor during contract performance

(post-award), and is not a request for a full solution architecture or design as part of this

RFI response?

This is a request for full solution description, including architecture.

What is the current volume of documents/records, and the number of

Object Stores, Folders, and Teamspaces currently managed in FileNet, to help vendors appropriately size a proposed solution?

The capture platform used today is

IBM Datacap. Scanned paper documents for the time period

7/1/2025 through 7/30/2026 are

136,302. Faxed documents for the same time period are 38,147. CDLE is

Datacap as an option.

Solution Requirement WF-FUNC-033 notes that CJIS Security Policy considerations are

"pending final determination of applicability."

What is the expected timeline for that determination, and would it be finalized before a formal solicitation is issued?

CJIS determination is currently in progress, respondents should design to full CJIS compliance

We understand that IBM FileNet does not currently hold a FedRAMP or StateRAMP authorization. For a modernized or replacement cloud-based solution, does CDLE require or prefer FedRAMP or StateRAMP authorization, and if so, at what impact level

(e.g., Moderate)?

CDLE prefers StateRAMP or FedRAMP

Moderate authorization, but it is not a prerequisite to submit a proposal.

Vendors without formal authorization must demonstrate how their cloud security controls meet state compliance benchmarks.

Several sections of the RFI (Funding

Provisions, Budget, Major Deliverables, Reporting) are marked "to be determined."

Does CDLE have even a rough order-of-magnitude budget range or funding mechanism (e.g., federal UI modernization grant funds) it can share to help vendors scope realistic proposals?

No budget has been established. The

RFI provides the information to understand current pricing to determine budget and affordability.

This works best when the Vendor provides a quote associated with a suitable system.

The Statement of Work targets a long-term strategy "to be implemented by the end of

2027," but the RFI schedule references only responses to this RFI, with a future solicitation timeline still undefined. Can CDLE share an anticipated timeline for the formal solicitation (RFP) expected to follow this RFI?

Not at this time. The RFP will be posted some time after the RFI is evaluated.

Approximately how many legacy or backfile paper and scanned records would need to be migrated or converted as part of this effort, and are these currently digitized in any form within FileNet already?

No backfile paper and scanned records would need to be migrated.

What is the approximate volume of documents currently stored in the IBM FileNet repository (total document count and storage size in TB)?

The capture platform used today is

IBM Datacap. Scanned paper documents for the time period

7/1/2025 through 7/30/2026 are

136,302. Faxed documents for the same time period are 38,147. CDLE is

Datacap as an option.

What is the average daily/monthly document ingestion volume?

The capture platform used today is

IBM Datacap. Scanned paper documents for the time period

7/1/2025 through 7/30/2026 are

136,302. Faxed documents for the same time period are 38,147. CDLE is interested in modernizing/enhancing

Datacap as an option.

What document types/formats are most commonly stored (PDF, TIFF, Word, images, etc.)?

.bmp, .gif, .png, .jpeg, .tif, .tiff, .pdf.

What version of IBM FileNet is currently deployed (P8, Content Manager, etc.)?

This is an RfI. The focus should be on the system you provide for supporting documentation.

Current DMS product(s), versions, hosting

(on-prem/cloud/vendor-managed)

DMS is currently on physical servers and uses Datacap and FileNet IBM software.

How many concurrent users currently access the FileNet system?

Three business users/analysts support and Administer the FileNet and

Capture environment with assistance from a vendor for application support.

Are there any third-party applications or custom integrations currently connected to

FileNet that must be preserved or migrated?

This is an RFI. Describe the limitations for integration as necessary.

What are the peak usage periods for the system (time of day, day of week, seasonal)?

Provide impacts of peak usage in your proposal.

What system is MyUI+ is implemented on and what are the Integration capabilities and protocols supported by the MyUI+ system?

This is an RFI, which could inform us for new possibilities. Please describe what systems are available to integrate with your solution.

What specific Kodak scanner models are currently in use, and is there flexibility to change scanning hardware?

i5800 Kodak scanner models are currently in use and we are very happy with our current scanning hardware.

What is the current volume of documents received via email and fax daily? Is there an existing fax server solution in place?

We do not currently have email infrastructure for DMS but would like to in the future. We do have an existing fax server solution in place that integrates with DMS.

Do you want to convert the email to documents and store or attachments in the document to store in the DMS

We want to convert emails to document images and store.

What is the current volume of metadata errors requiring correction?

We are looking for all possibilities;

thus the Request For Information

(RFI).

How many workflow queues or work types currently exist? Do you want to provide workflow capabilities in new DMS or integrate in MyUI+ system.

We currently have multiple workflow queues in DMS based on document types. Work Items generated from workflow queues in DMS, are worked in the MyUI system.

Along with Document storage, you also looking for separate workflow management system to integrate with MyUI+ or independent system.

We currently have multiple workflow queues in DMS based on document types. Work Items generated from workflow queues in DMS, are worked in the MyUI system.

What is the expected annual volume of litigation/audit export requests?

CDLE is utilizing this RFI to gather industry standards and market capabilities to help define these requirements. Detailed specifications will be made available upon the release of the RFP.

What message queue or event streaming platforms does OIT currently have?

This is an RFI. Describe how your system works with the platforms

What identity protocols does Colorado OIT currently support (SAML 2.0, OAuth 2.0, OIDC)?

We are looking for the recommended possibilities; thus the Request For

Information (RFI).

Is there an existing fraud detection system in place, or is this a future integration? If existing, what platform is used?

Fraud detection is currently handled externally. Does the respondent have any recommendation.

What data warehouse or BI platforms are currently in use at CDLE?

None.

Has CDLE made a final determination on CJIS applicability? If CJIS is required, does this apply to all data or a specific subset?

CJIS determination is currently in progress, respondents should design to full CJIS compliance

Are there specific data residency requirements (e.g., data must remain within

Colorado, within the continental U.S., etc.)?

Data must remain within continental

US.

What extraction methods or tools are available for the current FileNet repository?

As this is an RFI, you should describe extraction methods you support.

What scale metrics are most important

(document count, storage, users, transactions)?

All are important.

What are the specific RTO and RPO targets for

DMS?

Within 4-6 Hours

Is 24*7 support required, or business hours with on-call for critical issues?

Business hours with on-call for critical issues

What are the expected response time SLAs by severity level?

This is an RFI. The expectation is for you to provide information on SLAs.

Is cloud-based architecture preferred, or will on-premises be considered?

Cloud based architecture is the preference.

If cloud, is there a preferred provider (State enterprise cloud, AWS/Azure/GCP/Salesforce)?

CDLE/OIT prefers either AWS or GCP.

If the solution is SaaS, it must be

GovRamp at a minimum, be able to provide security scanning results, and fully adhere to all OIT Policies and

Technical Guidance listed here:

https://oit.colorado.gov/standards-po licies-guides/technical-standards-poli cies

Can the State identify the vendor and underlying technology of MyUI+, describe the current integration mechanism (API, direct database, connector), and provide a high-level architecture diagram of the current

FileNet integration with MyUI+ and other systems?

We are looking for all possibilities;

thus the Request For Information (RFI) https://oit.colorado.gov/standards-policies-guides/technical-standards-policies https://oit.colorado.gov/standards-policies-guides/technical-standards-policies

Will the MyUI+ vendor participate in the

Project as a required integration partner, and will integration documentation (API specs, data dictionary) be available to the awarded vendor?

Yes

For adjudication and appeals workflows

(WF-FUNC-017), does the State intend the document platform to own process orchestration, or will MyUI+ remain the system of record for case/process state with the platform serving as the content layer?

MyUI+ will remain the system of record for case/process state with the platform serving as the content layer.

Will staff primarily work within MyUI+ (with documents surfaced through it), or will they work directly in the document management system's own interface? This significantly affects the user-access and licensing model.

It would depend on the staff person's job duties.

Can the State provide the technical specifications, protocols (e.g., SAML, OIDC), and documentation for the Colorado OIT SSO services referenced in WF-FUNC-028?

We are looking for all possibilities;

thus the Request For Information

(RFI). Describe your solution's recommended protocols within the reference.

Does the State expects the vendor to physically digitize the legacy paper records, or is the vendor solely responsible for providing the software framework and migration tools to support CDLE's internal scanning staff.

No

Roughly how many agreements, forms, or claimant/employer documents require signature or approval per month and per year across UI (and any other divisions in scope)?

These tasks would not be performed in the DMS environment

Of those, how many are currently fully digital

vs. paper or wet-signature?

These tasks would not be performed in the DMS environment

What peak-volume scenarios do you see (e.g., spikes in claims during economic downturns), and what were the highest monthly / quarterly volumes in the past 2–3 years?

Not applicable to this RFI

It looks like you have access to Docusign eSignature through OIT but may not be using it.Do you currently use any other eSignature or agreement tools (including Docusign) for UI or other CDLE processes? If so, which use cases (claims, appeals, employer tax, HR, procurement, etc.) are covered today and which remain manual?

Docusign is not needed for DMS functionality

How many internal staff need to initiate, review, or approve agreements in the modernized environment (estimated number of senders and approvers)?

These tasks would not be performed in the DMS environment.

How many external participants (claimants, employers, attorneys, other agencies) typically need to sign or complete documents per year?

This would not be handled within the

DMS system.

Which high-value or high-risk processes

(appeals, overpayment recovery, fraud investigations, inter-agency MOUs, etc.) could benefit most from secure digital agreements?

Not applicable to this RFI

Can CDLE share the approximate size of the current FileNet repository, including total document count, total storage volume, and annual document ingestion volume?

Additionally, what growth trends or planning assumptions does CDLE anticipate over the next five years?

We are looking for all possibilities;

describe your solution's storage volume considerations.

Can CDLE provide an overview of the current

FileNet configuration, including the number of object stores, document classes, and distinct metadata schemas currently in production?

The specific information on these details is not relevant to the RFI.

To help respondents understand current usage patterns, can CDLE describe approximately how many internal users (e.g., adjudication, appeals, tax/employer account staff) and external users (e.g., claimants and employers) interact with document-related

The vendor should describe how they support separate but related user needs.

processes today?

Can CDLE describe the current FileNet deployment, including the version in use and whether workflow capabilities such as BPM or

Case Manager are utilized, or if workflow processing is primarily managed within MyUI+?

Not at this time, more detail may be provided if a RFP is necessary.

Can CDLE provide perspective on the anticipated volume of legacy paper records that may require conversion and whether those records are primarily centralized or distributed across multiple locations?

No legacy paper records will require conversion.

Can CDLE share information regarding the

MyUI+ platform, including the vendor and underlying technology stack, and describe the current integration approach between MyUI+ and FileNet?

Not at this time, Describe how your system interfaces with key systems.

Can CDLE describe the level of participation anticipated from the MyUI+ vendor during implementation and whether integration-related documentation, such as

API specifications or data dictionaries, would be available to the selected vendor?

Looking for respondent to recommend appropriate strategies to meet operational needs.

Regarding requirement WF-FUNC-027, how does CDLE envision the future operating model between MyUI+ and the DMS? For example, would MyUI+ remain the primary user experience while the DMS operates in the background, or would staff interact directly with DMS capabilities?

There would need to be the ability to access documentation both in MyUI+ and outside of the UI system.

Can CDLE share its current expectations regarding FedRAMP, GovRAMP, or StateRAMP authorizations for the future procurement, including any anticipated impact-level requirements?

CDLE prefers StateRAMP or FedRAMP

Moderate authorization, but it is not a prerequisite to submit a proposal.

Vendors without formal authorization must demonstrate how their cloud security controls meet state compliance benchmarks.

Can CDLE provide any insight into the anticipated timeline for determining CJIS applicability, and how solutions operating within a FedRAMP High authorization boundary may be evaluated while that determination is underway?

CJIS determination is currently in progress, respondents should design to full CJIS compliance

Can CDLE describe any preferences or considerations related to deployment models, including vendor-hosted SaaS and OIT-hosted solutions, as well as any applicable cloud governance or residency requirements?

Looking for respondent to recommend appropriate strategies to meet operational needs.

Can CDLE further define the geographic data residency expectations referenced in

WF-FUNC-041, including any preferred boundaries or regional requirements?

Data must be processed, stored, and remain in the United States.

Can CDLE clarify how NIST SP 800-53

Moderate baseline requirements are expected to apply to the proposed solution, the hosting environment, or both?

Both

Can CDLE describe any existing OIT key management standards or services that respondents should consider when planning encryption and key management integrations?

We are looking for all possibilities;

thus the Request For Information

(RFI).

Can CDLE describe its expectations regarding document capture and scanning, including whether continued use of the current Kodak scanner fleet is preferred or whether alternative capture approaches could be considered if required business outcomes are achieved?

We are happy with the Kodak scanners but regardless, alternative capture approaches could be implemented with or without using the Kodak scanners

Can CDLE share current fax intake volumes and any long-term vision for document intake channels, including the anticipated role of fax relative to secure digital upload options?

We currently have 42 Datacap Units and 307 BAW Units for IBM licensing. A challenge we face with the Datacap

Rule Runner services is it stops quite frequently thus delaying processing of documents until the service is restarted by our vendor.

As part of this market research effort, would

CDLE find value in information regarding AI-or ML-enabled document classification, metadata extraction, and content understanding capabilities beyond traditional

OCR approaches?

Yes

Can CDLE share any current…