Workflow Documentation and Optimization Platform
Overview
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SUMMARY
KEY REQUIREMENTS
CONTRACT DURATION
TIMELINE
Questions to be submitted by September 16th, 2026.
Submission closing date is September 21st, 2026.
Anticipated ranking of submitters within 10 days after closing date.
Contract negotiation period within 10 days of ranking of submitters.
Anticipated execution of contract in October 2026.
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
City Of Kelowna
DESCRIPTION
The City is seeking a vendor to provide a workflow documentation and optimization platform through a hosted production subscription. The platform must provide designated City users with secure access to workflow capture and analysis capabilities validated through the proof of concept and aligned with the supplier’s technical, privacy, and functional questionnaire responses.
The solution must automatically generate accurate, current, reusable step-by-step process documentation, including screen evidence, from observed work rather than manual write-ups. It must also identify, quantify, and report measurable workflow inefficiencies such as rework loops, redundant steps, hand-off delays, manual re-keying, unnecessary application switching, execution variation, workarounds, and failure points, with findings traceable to captured executions.
The platform must provide self-service dashboards and analytics for step counts, cycle time, wait or idle time between hand-offs, execution variation, and application-switching frequency. It must support workflow re-capture and comparison over time to measure the impact of process changes. The City also requires a structured, searchable, City-owned workflow library with taxonomy, tagging, ownership, approval workflows, authoring, versioning, and lifecycle management, enabling staff to maintain and expand content without routine supplier involvement.
At go-live acceptance, the supplier must provide support contacts, escalation paths, administrative procedures, and ongoing technical support for the subscription term. Support hours, response targets, and escalation procedures will be defined through the completed technical questionnaire and confirmed by the City’s IT department.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due September 21, 2026. Questions must be submitted by September 16, 2026.
- Who issued this RFP?
- It was issued by City Of Kelowna. The work is located in Kelowna, British Columbia, Canada.
- Who is a good fit for this opportunity?
- Providers of enterprise workflow capture, process mining, and process optimization platforms
- Demonstrated experience documenting and analyzing complex organizational workflows
- Secure hosted-platform providers with strong privacy, access-control, and data-governance practices
- Vendors offering configurable workflow libraries, analytics dashboards, versioning, and lifecycle management
- Companies with established implementation, training, service transition, and ongoing technical support capabilities
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.