DMS Modernization Assessment and Planning Request for Information (RFI) KABA 2027000002

This is a Request for Information only, this is not a formal solicitation.

No awards will result from this RFI

Responses Due: Friday, August 14, 2026 at 11:59 p.m. Mountain time

Submit to:

Bidnet Direct https://www.bidnetdirect.com/colorado/coloradodepartmentoflaboremployment

Table of Contents

Informative Title 1

Request for Information (RFI) KABA 2027000002 1

General Information 2

Process for Responding 2

Questions and Answers 3

General Purpose 3

Confidentiality 4

Consideration of Time and Effort 4

Project Objectives 4

Background 5

General Approach and Specifications 5

Appendix A - Cover Page 5

Due 08/07/2026 5

Appendix B - RFI Specific Questions 6

Table of Contents

General Information

Process for Responding

Responses to this Request for Information (“RFI”), including comments, suggestions, and final submissions, shall be submitted through Bidnet Direct

This link will expire at 11:59pm, Mountain Time on August 14, 2026. The box is monitored solely by the Colorado Department of Labor and Employment (“CDLE”) Purchasing and Contract Services Unit (“PCS”). Submissions should contain the RFI number found on the cover page of this document in the document title.

CDLE welcomes partial submissions to this RFI. A response to every question is not required. However, CDLE cannot move the Project into the solicitation phase without adequate information supplied to every question.

Content within this RFI thought to be incomplete or unclear may be clarified via email as described below in the Questions and Answers section. In addition, Respondents should undertake a thorough review of the Project needs to advise CDLE if any requirements are too broad or restrictive, will inadvertently cause significant deviations in submissions, or will cause a Respondent to not propose any solutions

Responses should use Appendix A as a cover page to any submissions and follow the outline order provided in Appendix B when responding. Each new section of the response should be clearly marked for ease of review. All responses should be in PDF format.

CDLE will accept responses at any time. However, to ensure full consideration, final responses must be received on or before August 14, 2026 at 11:59 pm, Mountain Time.

Questions and Answers

Any questions must be directed to Marcus Lucero, Purchasing Agent V, via email at marcus.lucero@state.co.us. Questions submitted in any other form or to any other person will not be accepted. No other direct contact should be made with any State employees in regard to this RFI. The deadline for submitting questions is July 30, 2026 at 11:59 pm, Mountain Time.

Answers to all questions received will be posted on Colorado Vendor Self Service (VSS) as a modification of the RFI.

General Purpose

RFI KABA 2027000002

https://www.bidnetdirect.com/colorado/coloradodepartmentoflaboremployment https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4

Due to the complexity of information technology projects and the emerging technology industry, formal market research is required for major information technology projects pursuant to C.R.S. §24-37- 302(1)(a.5), to ensure the state is including the most appropriate information technology requirements in its solicitations.

As such, the primary purpose of this RFI is to obtain market research pursuant to the authority provided in C.R.S. §24-103-201.5. The information obtained from responses to this RFI shall be used to:

● obtain preliminary information about the availability of the market to complete the Project,

● obtain technical information needed to procure services to complete the Project,

● obtain the estimated budget necessary to fund the Project, and

● obtain the estimated timelines for completion of the Project.

Information submitted as a response to this RFI is not considered a proposal for services. The decision and/or need to use information gathered from this RFI to develop and solicit services has not been determined. This determination will be made at the State’s discretion. No award will result from this RFI.

Confidentiality

All responses to this RFI are confidential until after an award based on a subsequent solicitation has been made or until the State determines it will not pursue a solicitation based on the information obtained from the responses. After such time, the responses to this RFI shall be open to public inspection in accordance with the provisions of the Colorado Open Records Act (“CORA”) C.R.S. §§24-72-201 through 206. It is imperative any Respondent submitting proprietary or otherwise confidential information exempt from CORA mark those sections/passages as confidential on their response.

Please submit an additional, redacted copy of your proposal to maintain confidentiality and comply with future CORA requests.

Consideration of Time and Effort

CDLE understands the current demands of potential partners and is interested in any input an entity is capable of providing. Our goal is to encourage comments and feedback while minimizing the resources and time necessary to respond. Some results from this RFI may be integrated into a formal solicitation developed for the procurement.

Responding to this RFI is not a prerequisite to respond to a future solicitation, nor does it obligate the State to conduct a solicitation. If a contract is awarded as a result of a future procurement, the responses to this RFI will be available along with all other documentation related to the specific procurement.

Project Objectives

CDLE, on behalf of the Division of Unemployment Insurance (“UI”), makes a Request for Information from the public, including network service providers/operators, infrastructure providers, equipment manufacturers, system integrators, corporate finance organizations, consultants and others pertaining to the Project as defined on the next page.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

Statement of Work (SOW) for DMS Modernization System

I. Introduction

A. The Colorado Department of Labor and Employment, Unemployment Insurance

Division, is issuing this Request for Information (RFI) to evaluate industry capabilities for either modernizing the existing IBM FileNet environment, including potential cloud migration, or replacing it with a secure, cloud-based content services platform.

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

II. Background

A. The Colorado Department of Labor and Employment (CDLE), Division of

Unemployment Insurance (UI), currently utilizes IBM FileNet as its enterprise

Document Management System (DMS). The platform is integrated with MyUI+, the State’s UI benefits and employer tax system, and operates within the

Colorado Office of Information Technology (OIT) hosting environment. MyUI+ is vendor-designed and operated under State governance.

B. The DMS serves as a core component of the UI case lifecycle, supporting claimant and employer document ingestion, case-level document association, adjudication workflows, appeals processing, and records retention.

III. Definitions

● DMS: Document Management System

● OIT: Colorado Office of Information Technology

● MyUI+: The UI application system for claimants

IV. Funding Provisions

A. Funding Source:

1. The funding source and amount is still to be determined.

V. State’s Responsibilities

A. Project Roles:

○ Project Manager - Coordinates day-to-day logistics and communication both internally with State Stakeholders and with applicable vendors. The Project

Manager shall be familiar with State processes and priorities and has the cross functional knowledge and relationships to push the Project forward.

○ Subject Matter Experts (SMEs) - State professionals with expertise in the processes and content. They will help clarify processes, write content, surface issues, and build enthusiasm for the Project in their areas of influence.

○ Project Sponsor - The State shall provide a Project Sponsor with organizational power and overall accountability for Project success to meet at least monthly with the vendor’s Sponsor, engage with the Project Manager, provide high level help and guidance, command stakeholder attention, and clear bottlenecks.

The Project Sponsor will make themselves available to identify resources and make decisions when needed.

○ Product Owner - The Product Owner creates and maintains the product backlog, which is a prioritized list of all the features, enhancements, and fixes that could potentially be included in future product releases. The Product

Owner ensures the backlog is visible, transparent, and clear to everyone.

○ Program Manager - The Program Manager coordinates and integrates the activities of the project. The Program Manager ensures that the activities and team are aligned and working towards common goals. The Program Manager resolves issues that arise within or between projects within the program, and facilitate communication and collaboration to address problems effectively.

B. Project management controls including minimum requirements for management structure, supervisory presence, and monitoring are still to be determined.

VI. Contractor’s Responsibilities

A. Provide complete and detailed solution description.

VIII. Project schedule

A. Targeting July 8, 2026 for posting the RFI. Responses requested the week of August

14, 2026.

B. Major deliverables are still to be determined.

IX. Reporting

A. Contractors must submit reports to CDLE that demonstrate progress and outcomes toward the deliverables/requirements of the Contract. The content of these reports is to be determined.

B. Reporting Schedule is to be determined

X. Business Continuity Plan

A. Contractor shall create and maintain a Business Continuity Plan that Contractor will follow in order to continue providing the Services under this Exhibit after a disaster or a Business Interruption. The Business Continuity Plan shall include, but is not limited to, all of following:

1. How a Contractor will replace staff that has been lost or is unavailable during or after a Business Interruption so that the Work is performed in accordance with this Agreement.

2. How the Contractor will back-up all information necessary to continue performing the Work, so that no information is lost because of a Business

Interruption.

3. In the event of a disaster, the Business Continuity Plan shall also include how the Contractor will make all information available.

4. How Contractor will communicate with the State during the Business

Interruption and points of contact within Contractor’s organization the State can contact in the event of a Business Interruption.

5. Planned long-term back-up facilities out of which the Contractor can continue operations after a disaster.

6. The time period it will take to transition all activities from Contractor’s regular facilities to the back-up facilities after a disaster.

B. In the event of any Business Interruption, Contractor shall implement the most recently approved Business Continuity Plan or updated Business Continuity Plan immediately after Contractor becomes aware of the Business Interruption. In that event, Contractor shall comply with all requirements, deliverables, timelines, and Milestones contained in the implemented plan.

C. Business Continuity Post-Agreement Completion

1. Contractor shall be prepared to ensure the State continuity of services and business operations following the completion of this Agreement or early termination of this Agreement under §12 of the main Agreement should the State issue a solicitation for these services and business operations and Contractor is not the chosen vendor.

XI. Personnel Qualifications

I. TBD.

XII. Budget (Cost)

● Contract payment type: TBD

● All payments should be tied to milestones/completed work.

XIII. Invoicing and Payment

A. Contractor shall submit invoices corresponding to the milestones set out in

Section XII of the Statement of Work for approval by CDLE. The vendor shall provide CDLE an itemization and supporting documentation of actual expended allowable costs. Supporting documentation shall include but is not limited to, time sheets/timecards (with hourly rates X hours), staff/employee time allocation forms, payroll reports from ‘official’ payroll system or system of record, proof of purchases, proof of travel expenses, itemized receipts, or any other documentation that CDLE shall request in its sole discretion. Such supporting documentation shall be considered part of Contractor Records and shall be kept for the duration of the Record Retention Period of the Contract.

B. Final invoice and any required closeout documentation, final reports, etc., must be submitted to CDLE no later than December 31, 2027. CDLE will use all reasonable measures to respond to whether the final submitted invoice is acceptable or not within three business days. Once the invoice is accepted and approved, CDLE will use all reasonable measures to submit the invoice for payment within three business days.

C. Payments to Contractor shall be made in accordance with the provisions of §5 of the Contract and Section XII of the Statement of Work.

D. Contractor shall submit all invoices in a timely manner and in accordance with

Section XII of the Statement of Work. Unless otherwise agreed to by CDLE, Contractor shall submit payment requests a minimum of once per month, on or before the 20 th of each month. The vendor shall submit invoices to CDLE. CDLE shall review and approve the invoices and, if approved, shall submit the invoice and supporting documentation to CDLE Controller’s/Finance Office for payment. Payments without appropriate signatures or confirmation of receipt of goods will be returned to the division/unit contact for correction.

Solution Requirements

REQ

ID

REQ

CATEGORY

REQ

CATEGORY

NAME

REQ

SUB-CATEGO

RY

REQ DESCRIPTION

WF-FU

NC-001 1 Data Ingestion API Integration

The system must support real-time, API-based ingestion of data and documents directly from the MyUI+ application.

WF-FU

NC-002 1 Data Ingestion Batch/Scanning

The system must allow for batch document imports specifically utilizing Kodak scanner hardware, and bulk document imports functionality (not using the Kodak scanners).

WF-FU

NC-003 2 User Access &

Security Secure Uploads The system must provide a secure portal or mechanism for claimants and employers to upload necessary documents.

WF-FU

NC-004 1 Data Ingestion Email

Integration

The system must possess the capability to automatically ingest and capture documents and data submitted via email and fax.

WF-FU

NC-005 3 Document

Processing Automation &

OCR

The system must utilize Intelligent Optical Character Recognition (OCR) to extract text and automatically classify documents based on their content.

WF-FU

NC-006 4 Legacy Data

Management Data Migration The system must support backfile conversion processes to digitize, ingest, and manage historical or legacy paper records.

WF-FU

NC-007 5 Metadata

Management Schema

Configuration

The system must provide a configurable and extensible metadata schema to easily adapt to evolving business and data requirements.

WF-FU

NC-008 5 Metadata

Management Indexing

The system must support policy-based indexing to automatically apply metadata tags and values based on predefined business rules.

WF-FU

NC-009 5 Metadata

Management Schema

Configuration

The system must allow for dynamic schema updates without requiring system downtime or extensive manual developer intervention.

WF-FU

NC-010 5 Metadata

Management Data Quality

The system must provide capabilities for bulk metadata correction and reconciliation to quickly resolve inaccuracies across large batches of documents.

WF-FU

NC-011 6 Taxonomy &

Classification UI Taxonomy

The system must support UI-specific (Unemployment Insurance) document taxonomies to ensure accurate categorization, routing, and retrieval of program-specific records.

WF-FU

NC-012 7 Search &

Retrieval Full-Text Search

The system must provide full-text search capabilities across the entire document repository to allow users to query and locate specific information within document contents.

NC-013 7 Search &

Retrieval Advanced

Search

The system must support faceted and metadata-driven search functionality, enabling users to efficiently filter and narrow down search results based on specific metadata attributes.

WF-FU

NC-014 7 Search &

Retrieval Case

Management

The system must ensure optimized, case-based retrieval performance to allow immediate and consolidated access to all documents associated with a specific case or claim.

WF-FU

NC-015 8 System

Performance Search SLAs

The system must meet clearly defined search performance service levels (SLAs) to guarantee fast and reliable response times for all user search queries.

WF-FU

NC-016 9 Workflow

Management Routing &

Assignment

The system must provide configurable routing and task assignment capabilities to automatically direct documents and work items to appropriate users or queues based on business rules.

WF-FU

NC-017 9 Workflow

Management Process Support

The system must support specialized workflows specifically designed to handle and track multi-step adjudication and appeals processes along with employer account maintenance processes.

WF-FU

NC-018 9 Workflow

Management Exception Handling

The system must include escalation and exception management features to identify, flag, and re-route overdue, blocked, or anomalous tasks for immediate resolution.

WF-FU

NC-019 2 User Access &

Security Access Control

The system must enforce role-based document access controls (RBAC) to ensure users can only view, edit, or process documents authorized for their specific job function.

WF-FU

NC-020 10 Records

Management Retention Policies

The system must allow administrators to configure document retention schedules based on document types, business rules, and regulatory requirements.

WF-FU

NC-021 10 Records

Management Automated

Purge

The system must automatically enforce retention policies to securely purge or dispose of documents once their defined retention period has expired.

WF-FU

NC-022 10 Records

Management Legal Hold The system must provide a legal hold capability to suspend automated deletion rules and preserve documents that are subject to ongoing litigation, audits, or investigations.

WF-FU

NC-023 11 Audit &

Compliance Data Export

The system must include litigation and audit export functionality to securely extract documents, metadata, and related histories for discovery purposes.

WF-FU

NC-024 11 Audit &

Compliance Audit Trail

The system must capture and maintain an immutable audit trail of all user actions, system events, and document lifecycle changes to ensure compliance and traceability.

WF-FU

NC-025 12

System Architecture &

Integration

API

The system must provide comprehensive RESTful API capabilities to enable seamless integration and standardized data exchange with external applications.

WF-FU

NC-026 12

System Architecture &

Integration

Event-Driven Architecture

The system must support an event-driven architecture, utilizing webhooks, messaging queues, or data streaming to facilitate real-time communication and asynchronous processing.

WF-FU

NC-027 12

System Architecture &

Integration

Core System Integration

The system must seamlessly integrate with the MyUI+ application to support bidirectional data flow and ensure a unified user and administrative experience.

WF-FU

NC-028 2 User Access &

Security Authentication &

SSO

The system must integrate with Colorado OIT identity and Single Sign-On (SSO) services to manage user authentication and ensure secure, centralized access control.

WF-FU

NC-029 12

System Architecture &

Integration

Third-Party Integration

The system must integrate with external fraud detection and analytics systems to analyze data patterns, flag suspicious activities, and support advanced reporting.

WF-FU

NC-030 12

System Architecture &

Integration

Data Warehouse Integration

The system must integrate with enterprise data warehouses and reporting platforms to support business intelligence, advanced analytics, and operational reporting capabilities.

WF-FU

NC-031 8 System

Performance API Scalability

The system must ensure the dynamic scalability of API resources to maintain uninterrupted service and optimal performance during surge conditions or periods of exceptionally high user load.

NC-032 11 Audit &

Compliance Security

Frameworks

The system must align with and implement security controls as defined by the NIST SP 800-53 Moderate baseline.

WF-FU

NC-033 11 Audit &

Compliance Security

Frameworks

The system must support and accommodate Criminal Justice Information Services (CJIS) Security Policy considerations, pending final determination of applicability.

WF-FU

NC-034 2 User Access &

Security Data Encryption The system must encrypt all data at rest utilizing FIPS-validated cryptography standards.

WF-FU

NC-035 2 User Access &

Security Data Encryption The system must encrypt all data in transit using TLS 1.2 or higher protocols to protect information transmitted over networks.

WF-FU

NC-036 2 User Access &

Security Key

Management

The system must support a robust cryptographic key management model, including the option to utilize customer-managed keys (CMK) where available.

WF-FU

NC-037 2 User Access &

Security Access Control

The system must strictly enforce role-based access control (RBAC) and the principle of least-privilege for all user and system interactions.

WF-FU

NC-038 2 User Access &

Security Access Control

The system must enforce segregation of duties within user permissions and roles to prevent conflicting responsibilities and mitigate risk.

WF-FU

NC-039 11 Audit &

Compliance Audit Trail

The system must capture, protect, and maintain immutable logging and audit trail capabilities for all critical system activities, data access, and configuration changes.

WF-FU

NC-040 11 Audit &

Compliance Incident

Management

The system must support formal incident response workflows and facilitate necessary breach notification processes in the event of a security event.

WF-FU

NC-041 11 Audit &

Compliance Data

Governance

The system must enforce strict data residency controls to ensure all data is stored, processed, and maintained within approved geographic boundaries.

WF-FU

NC-042 13 Usability &

Accessibility Accessibility Standards

The system must be fully compliant with the Web Content Accessibility Guidelines (WCAG) 2.2 Level AA standard across all user-facing functionality and interfaces.

NC-043 14 Implementation

& Migration Extraction

The implementation plan must include a defined repository extraction methodology for safely and efficiently pulling documents and data from legacy systems.

WF-FU

NC-044 14 Implementation

& Migration Data

Transformation

The system must support a comprehensive metadata mapping and transformation strategy to accurately convert legacy data values into the new target schema.

WF-FU

NC-045 14 Implementation

& Migration Data Integrity

The migration process must ensure the strict preservation of original document identifiers and maintain an unbroken chain-of-custody for all transferred records.

WF-FU

NC-046 14 Implementation

& Migration Validation

The implementation must include rigorous data validation and reconciliation procedures to guarantee document completeness, accuracy, and fidelity post-migration.

WF-FU

NC-047 14 Implementation

& Migration Deployment

Strategy

The deployment strategy must support phased or parallel cutover capabilities to mitigate risk and minimize business disruption during the system transition.

WF-FU

NC-048 14 Implementation

& Migration Risk

Management

The deployment plan must include defined rollback mechanisms and contingency planning in the event of a critical failure or data issue during the cutover phase.

WF-FU

NC-049 15 Project

Management Resource Planning

The vendor must provide a detailed project plan that includes an estimated timeline and explicitly outlines the necessary resource requirements from both the vendor and the organization.

WF-FU

NC-050 16 Vendor

Capabilities Proven Scale

The vendor must provide documented evidence of their platform's current production scale and details of their largest public-sector implementations to prove capability in handling enterprise-level loads.

WF-FU

NC-051 8 System

Performance Capacity Planning

The system must utilize a defined surge capacity model capable of absorbing sudden, massive increases in user traffic or document processing volumes without degrading performance.

WF-FU

NC-052 8 System

Performance Infrastructure

Scaling

The system architecture must support both horizontal and vertical scaling mechanisms to dynamically adjust resources based on computational demands.

NC-053 17 Storage

Infrastructure Lifecycle Tiering

The platform must provide flexible storage tiering options, including hot, warm, and archive tiers, to optimize data access speeds and lower long-term storage costs.

WF-FU

NC-054 18 Disaster

Recovery Business Continuity

The solution must feature a robust disaster recovery architecture designed to meet specific Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO) defined by the organization.

WF-FU

NC-055 19 IT Operations &

Support O&M Model

The vendor must provide a comprehensive Operations and Maintenance (O&M) model detailing ongoing system administration, monitoring, and proactive health checks.

WF-FU

NC-056 19 IT Operations &

Support Support

Availability

The vendor must provide 24x7 technical support availability to address critical system issues and ensure continuous operational uptime.

WF-FU

NC-057 19 IT Operations &

Support Incident

Management

The system support model must include defined escalation paths and formal incident management procedures to ensure timely tracking and resolution of defects or outages.

WF-FU

NC-058 19 IT Operations &

Support Release

Management

The vendor must provide a predictable system upgrade and release cadence, including advanced notification and testing windows for new features.

WF-FU

NC-059 19 IT Operations &

Support Patch

Management

The vendor must define and execute a rigorous patch management approach to promptly apply critical security updates and bug fixes with minimal business disruption.

WF-FU

NC-060 19 IT Operations &

Support Change

Management

The vendor must ensure all system modifications, routine updates, and maintenance activities are coordinated directly with established State IT governance and change management processes.

WF-FU

NC-061 12

System Architecture &

Integration

Cloud-based Architecture

System solution has the option to be Cloud-based.

Colorado Department of Labor and Employment DMS Modernization Assessment and Planning

Request for Information (RFI) #KABA 2027000002

Appendix A - Cover Page

Due 08/14/2026

Company Name

Company Address

Company Tax ID Number (FEIN)

Company DUNS Number

Contact Name

Contact Email

Contact Phone

Contact Fax, if applicable

CDLE asks Respondents to consider the questions in Appendix B envisioning a possible future procurement. It is not necessary to respond to all questions in the outline, nor is it necessary to limit responses to only the questions asked. Please return this page as the cover page to your submission. It is not necessary to return the outline from Appendix B.

Appendix A

Appendix B - RFI Specific Questions

Due 08/14/2026

Respondents are asked to provide the following information as part of your response to this RFI. While full responses are desired, Respondents may also provide partial answers to the questions below or additional information to that requested.

II. Company Capabilities:

III. General Company Information:

IV. Technical Requirements:

V. Non-Functionality Questions:

Appendix B

Solution Requirements