Meet the Client
Ada County Highway District stands out as the only organization of its kind in the United States. This Idaho-based agency handles everything from planning and construction to maintenance and operations for Ada County’s roads and bridges. The district manages urban streets, rural roadways (excluding state highways), and all the infrastructure that keeps the community moving.
Daily Detour: Death by a Thousand Signatures
Picture this: a contract administrator clutching a bid packet somewhere between 100 and 400 pages thick. Walking from office to office. Knocking on doors. Waiting for signatures. The process was painfully manual and consumed hours that could have been spent on actual highway work. After collecting all the required signatures, the administrator would return to their desk and scan the entire packet back into the system. Paper jams, missing pages, and routing confusion were just part of the job. Staff spent valuable time playing messenger instead of managing critical infrastructure projects. The bigger the project, the heavier the burden.
The Solution: Workflow That Actually Works
ACHD partnered with MCCi to implement Laserfiche Workflow and finally break free from the paper chase. The new system kicks in the moment a bid packet and contract are ready. Contract administration imports the documents into Laserfiche, and the workflow engine takes over immediately. The bid packet moves to a designated folder where it waits for supervisory approval. Email notifications alert the supervisor that a new packet needs review. If four hours pass without action, the system sends a friendly reminder. No more chasing people down hallways.
The workflow branches based on the supervisor’s decision. Approval routes the packet through the deputy director and contracts administrator automatically. Once finalized, the system files the bid packet in records management and applies retention rules without anyone lifting a finger. Disapproval triggers a different path—routing to the deputy director and contracts administrator for revisions. When the contract administrator updates the status field to “revised,” the workflow automatically sends the packet back to the manager and deputy director for another look. Every stakeholder knows exactly where things stand at every step.
The Results: From Paper Trail to Digital Victory
ACHD eliminated the physical transport of massive bid packets across the building. Staff reclaimed hours previously lost to manual routing and signature collection. The automated email notifications keep everyone in the loop without constant follow-up calls. Supervisors can review and approve documents from anywhere, not just at their desks. The system’s built-in accountability means nothing gets lost in the shuffle. Records management happens automatically, ensuring compliance without extra effort. Best of all, the contract administration team can focus on managing bids and contracts instead of playing courier. The district now processes bid packets faster, with better oversight and zero paper jams.