DRC Electronic Forms Management System - DRC260096

Agency: State Government of Ohio
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Nov 27, 2025
Due Date: Dec 5, 2025
Solicitation No: SRC0000035544
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Description

Solicitation ID: SRC0000035544
Solicitation Name: DRC Electronic Forms Management System - DRC260096
Original Begin Date: 11/26/2025 12:00:00 AM
Begin Date: 11/26/2025 12:00:00 AM
End Date: 12/5/2025 10:00:00 AM
Inquiry End Date: 12/2/2025 10:00:00 AM
Commodity: Development software
MBE Set Aside: MBE Set Aside
Agency: DRC100000 OPERATION SUPPORT CENTER DRCFRA
Solicitation Status: Open for Bidding
Solicitation Type: Request for Information (RFI) (Simple & Single)

Solicitation General Information
In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
Solicitation ID
SRC0000035544
Solicitation Name
DRC Electronic Forms Management System - DRC260096
RFx Type
Request for Information (RFI) (Simple & Single)
Lot #
1
Solicitation Status
Open for Bidding
Round #
1
MBE Set Aside
Begin Date
11/26/2025 12:00:00 AM (ET)
Amendment?
End Date
12/5/2025 10:00:00 AM (ET)
Inquiry End Date
12/2/2025 10:00:00 AM
Summary

The Ohio Department of Rehabilitation and Correction (ODRC) is issuing this Request for Information (RFI) to seek information on vendors able  to complete the development of the new forms management system, which mimics the use, look, and function of the current DRC forms catalog with enhanced features to meet the needs of the current workforce. A quality assurance review of all forms for relevancy and updates. The creation of a master index of all forms. Identifying the workflow and re-creating all identified forms into the new system.

Predecessor Contract
Process

Offerors will need to review the attached RFI document, follow the instructions provided in the document, and submit all of the required documentation.

Each Offeror must submit a letter of interest. Offeror must title the electronic file with “SRC0000035544 - DRC Electronic Forms Management System - DRC260096 - Letter of Interest” ,   In addition to Letter of Interest, Offerors are encouraged to provide specification and capability information to demonstrate a clear understanding of this request.

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DRC100000 OPERATION SUPPORT CENTER DRCFRA
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Solicitation Documents
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REQUEST FOR INFORMATION (RFI)
This Request for Information (RFI) is being issued by the Ohio Department
of Rehabilitation and Correction (ODRC) for:
Electronic Forms Management System
Due Dates and Time are listed in OhioBuys. If any changes are made,
those will be posted to OhioBuys.
Request for Information
Electronic Forms Management System
Section I- Purpose:
The Ohio Department of Rehabilitation and Correction (ODRC) releases this Request for
Information (RFI) for obtaining information and recommendations for implementing an
electronic forms management system. The vendor shall demonstrate a proof of concept to
validate solution viability, within ten (10) business days from the RFI’s closing date.
ODRC is interested in receiving information from prospective vendors. Cost information
provided by vendors will be used solely for the purpose of performing a market analysis for the
acquisition of the necessary products and services.
The DRC is responsible for over 63,000 employees, agents, and incarcerated individuals. The
use of official documents drives operational processes at all levels within the enterprise (e.g.,
life-safety issues, payroll and human resource management, rehabilitative programming).
Furthermore, the DRC is a litigious organization. Documentation on official forms is required by
agency policy, state and federal law, and certifying bodies.
DRC identifies the following rationale for the project:
• DRC’s mission has expanded, including staff reliance on technology for
workflows, documenting, and record retention.
• The current database infrastructure is critically outdated – End of life cycle.
• Current DRC assets cannot sustain future growth.
• The ability to modify current assets is critical to DRC’s sustainability and
appropriate use of public funding.
Mandatory Requirements:
• A modernized and sustainable electronic forms management system built upon
DRC’s existing work.
• Documented processes and system architecture to support future
enhancements.
• Accelerated electronic form development and deployment timelines.
• Improved accessibility, compliance, and maintainability.
• Strengthened DRC capacity for independent system support and evolution.
Reflecting an iterative approach to design and refinement, the DRC proposes the following two solution
alternatives. We invite expert consultation to further validate and guide the solution's trajectory.
Quality Assurance
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1. The chosen solution is required to adhere to all Quality Assurance benchmarks mandated by the
DRC. Compliance will be validated through rigorous load, stress, functional, usability, and
content testing.
2. DRC shall not compromise on quality and look and feel of the current forms.
Section II –Background of Current Application:
The legacy forms catalog which staff are using was built by Form Soft in 1999-2000 and is
currently dependent on Active X controls, Internet Explorer, and Adobe Reader. DRC has
authorized internal project teams to complete the following work:
Front End Functionality (completed by ODRC)
1. Re-creation of 150 forms using the current UI.
2. Ability to create a “New File” to generate a blank, fillable form.
a. Prepopulate certain form fields based on a user’s profile.
b. Configurable by the form’s administrator.
3. Save the form and all users entered the database.
4. Open a saved form to continue working on the document.
5. Print a form in a pdf format.
6. “Route” a form to another user.
a. Send a notification email to the receiving user.
b. Include a deep linking link to the form.
c. Transfer ownership to the receiving user.
d. The sending user will maintain a read-only entry of the sent form.
e. Attach a file to the routed form.
7. Search for a form by number, title, or content.
8. Sign the form with a button click.
9. Save most used forms to a specific location.
10. User able to “categorize” forms.
11. Recreation of 32 workflows that utilize multiple forms.
Administration Functionality (completed by ODRC)
1. Manage all user accounts.
2. Create and add users to user groups.
3. Create folders and “secure” with user groups.
4. View and re-route forms or workflows if requested.
5. Add new forms and revise current forms.
6. Create workflows to support custom business rules and logic.
a. Attached forms.
b. Connect to database connectors.
c. Use session variables.
7. Create database and application connectors.
a. Queries against forms database.
b. Connections and queries for external agency applications.
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8. Export and import form configurations, workflow configurations, and connector
configurations.
9. SSO or Active Directory configuration
10. Configure notification email and other settings.
11. Create and edit landing page.
12. Capture user’s signature.
Objective:
1. Re-creation of 1,200+ forms using the current UI.
2. Must be able to create and track versions/revisions of each form.
3. Advanced Search functions for a form-by-form number, form title, form date, author,
and/or content.
4. Lists last 10 most used forms.
5. Ability to complete a workflow using multiple forms.
6. Must be able to share data between forms in workflow.
7. Audit trail of the workflow process.
8. Workflow must be able to have multiple consecutive branches at a time.
9. Email notification to recipients of Workflow group.
10. Ability to auto save a form once a new record is created by the user (Form number
followed by the date created).
11. API gateway for database
12. Update Offender from Incarcerated Person on all forms.
13. Ability to view and re-route forms or workflows if requested.
14. Connect to custom database connectors.
15. Ability to create database and application connectors.
16. Create queries against forms database.
17. Create connections and queries to external agency applications.
18. Ability to export and import form configurations, workflow configurations and connector
configurations.
19. Ability to configure notification email, and other settings.
20. Personally identifiable information must be redacted (option/role-based access)
21. Ability to connect to 3rd party applications.
22. Ability to push/export to 3rd party applications.
23. Maintains history of user’s notifications.
24. Administrators should receive a notification when an error occurs
25. Must have a reporting tool for users to run custom queries as needed.
26. Customizable Dashboards.
27. Export Reports as PDFs.
28. Users can organize their forms.
29. Ability to create and edit User Dashboard
30. Implement Data Retention Policy
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31. Share functionality to be rebuilt to allow users to Transmit/Share the form at the same
time
32. Add an icon for attachments on the Record results screen when there are attachments
uploaded to forms
33. Change Printable forms to electronic forms.
34. Ability to control notifications when an admin is in multiple user groups.
35. Administrators of the EFMS application may have the privilege to create new forms or update
existing form fields – Upon approval, the changes shall deploy to production.
36. DRC is committed to a structured and measurable continuous improvement approach
that aligns with the principles, oversight expectations, and accountability standards of
State Government IT solutions. Continuous improvement is embedded throughout the
project lifecycle to ensure the solution remains compliant, sustainable, secure, and
responsive to evolving agency needs and requirements.
Solution Scenario 1
In solution scenario 1 – DRC is seeking to further evolve its current electronic forms
management platform. The vendor will provide expert consultation on the known
requirements, schedule, and cost.
Proposed Approach for Automated PDF-to-React Form Conversion
The proposed solution provides a predictable, repeatable pipeline for converting existing PDF
forms into React-based HTML forms through a structured and highly controlled process. This
approach is designed to minimize variability, enforce consistency, and support long-term
maintainability within enterprise environments.
Overview of the Conversion Methodology
The conversion process begins with automated extraction of layout information, field
definitions, validation rules, and structural relationships from the source PDF, leveraging
embedded metadata and XML components. These elements are processed by a transformation
engine that maps the extracted content into standardized React components, associated style
sheets, and form-level configuration files.
The resulting output includes:
• A clean HTML/React layout aligned with the organization’s design system
• A dedicated stylesheet compliant with required branding and accessibility standards
• Schema mappings or API stubs that can be integrated into the existing .NET Core and
SQL Server architecture
Deterministic Workflow Process
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
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