Cloud-Based Policy and Procedure Management Solution

A county government is seeking a vendor to provide a comprehensive, cloud-based policy and procedure management solution. The desired SaaS platform must enable secure storage and management of county policies, forms, and related documents, supporting the entire document lifecycle—from creation and drafting through review, approval, publication, archiving, and restoration. Features should include automated workflow creation, robust search capabilities, advanced reporting, version control, and audit trails to track document changes.

The solution is expected to facilitate migration of existing policies, role-based access administration, and integration with Microsoft system tools. Additional capabilities should include document metadata management, support for images, dynamic organization of documents by policy type, and management of user accounts and permissions. The platform should allow administrators to create, edit, and manage templates, offer customizable workflow statuses, and enable sharing and saving of custom reports. Reporting requirements include readership analytics, notifications for due and overdue documents, assessment tracking, and detailed activity logs such as date and time stamps for each user action.

Vendors are encouraged to submit questions regarding the project by December 31, 2025. The initial contract period for the selected solution will be one year.