Content Management, Workflow, and Collaboration Platform

Roswell Park Comprehensive Cancer Center ("Roswell Park") is soliciting proposals from qualified firms to provide a secure, cloud-based Content Management, Workflow, Collaboration, Review, and Approval Platform to support Marketing, Communications, Public Relations, Digital Strategy, Creative Services, Branding, and related business functions.

The proposed solution must provide a centralized platform for creating, organizing, reviewing, approving, and publishing content while supporting collaborative workflows, project management, and communication across multiple departments and stakeholders.

Because the platform may contain patient images, videos, testimonials, marketing materials, metadata, and other information that may constitute Protected Health Information (PHI), vendors must demonstrate the ability to support HIPAA regulated healthcare environments and comply with Roswell Park's contractual, privacy, compliance, and information security requirements.

The selected vendor shall provide all software licensing, implementation services, configuration, migration support, training, maintenance, upgrades, customer support, and related professional services necessary for successful deployment and operation of the solution.

The selected vendor shall provide a fully hosted Software-as-a-Service (SaaS) solution that includes the following functionality and services.

Content Management

The solution shall provide:

• Brand management capabilities
• Content publishing workflows
• Content lifecycle management
• Campaign management capabilities
• Reporting and analytics functionality
• Centralized content and document repository
• Search functionality and content discoverability
• Metadata management capabilities
• Version control and revision history

Workflow and Collaboration

The solution shall provide:

• Collaborative project management tools
• Review and approval workflows
• Markup and annotation capabilities
• Routing and notification functionality
• Task assignment and tracking
• External stakeholder collaboration
• Automated workflow management
• Audit trails and activity histories
• Approval tracking and reporting

Security and Compliance

The solution shall provide:

• HIPAA-compliant functionality where applicable
• Secure cloud hosting
• Encryption at rest
• Encryption in transit
• Multi-factor authentication (MFA)
• Single Sign-On (SSO)
• Role-based access controls
• Audit logging
• Disaster recovery capabilities
• Business continuity capabilities
• Security monitoring
• Incident response procedures
• Ability to identify, log, and report user access and administrative activity

Professional Services

The selected vendor shall provide:

• Implementation services
• Project management
• Data migration assistance
• System configuration
• User training
• Administrator training
• Ongoing maintenance and upgrades
• Technical support services
• Transition and termination assistance

Data Ownership and Transition

The vendor shall:

• Acknowledge Roswell Park ownership of all data
• Provide data export functionality
• Support transition activities upon contract expiration or termination
• Maintain documented data retention and destruction procedures
• Identify any fees associated with data extraction or transition services

Current Environment

Roswell Park currently utilizes content management, workflow, collaboration, and digital asset tools supporting approximately twenty-one (21) licensed users within Marketing and Communications. The selected solution will be expected to support migration of existing content, workflows, metadata, and historical information, as applicable.

Each Vendor's Proposal must be submitted via **email** to jennifer.gaenzler@roswellpark.org. Proposals must be received before **2:00 pm EST on November 30, 2026**; late Proposals will not be opened and/or evaluated.

The term of the Resultant Agreement(s) will be for a 3-year initial term (the "Initial Term") which shall automatically renew for two (2) successive one (1) year renewal terms (each a "Renewal Term") unless written notice of nonrenewal by Roswell Park is given at least thirty (30) days prior to the expiration of the Term.

Proposals must remain open and valid for a period of at least one hundred and eighty (180) days from the due date of the Proposals.

Pricing shall be based on twenty-five (25) users/licenses.

Each Proposal must include a sample certificate of insurance. Commercial general liability insurance of not less than **$1,000,000** per occurrence and **$2,000,000** in the aggregate; umbrella/excess liability of not less than **$10,000,000**; cyber liability insurance of at least **$10,000,000** per occurrence and **$10,000,000** aggregate.

After evaluation of the RFP responses, it may be necessary to complete a Phase II evaluation consisting of presentations, interviews, demonstrations, etc.

Proposals that do not meet the minimum requirements may be deemed non-responsive.