Appendix H - BEN Request for Prior Approval of Expenses~1.pdf

This is a Request for Proposal (RFP) form and related procurement documentation from the Nevada State Purchasing Division on behalf of the Department of Employment, Training and Rehabilitation (DETR) Business Enterprises of Nevada (BEN) program. The solicitation seeks qualified vendors to design, develop, and implement a web-based, cloud-hosted Software-as-a-Service (SaaS) case management system for Churchill County and statewide operations. The system must standardize workflows for blind and visually impaired food service and vending business operators, enable real-time task tracking from application submission through program oversight, support operator submission of maintenance requests and forms, facilitate staff site reviews and equipment inventory tracking, generate exportable reports with multiple filtering and sorting capabilities, and replace paper check processing with digital payment solutions. Key deliverables include project management protocols, requirements discovery and validation, system configuration and development, data conversion and migration, user and system administration training, two-level User Acceptance Testing, go-live cutover activities, three months of immediate post-implementation support, and a minimum one-year warranty period with subsequent long-term support and maintenance procedures. The deadline for submitting questions is May 1, 2026, with answers posted by May 8, 2026; proposals must be submitted by May 22, 2026, at 2:00 PM Pacific Time. Vendor presentations are estimated for June 10-11, 2026, with a Notice of Intent anticipated on or about June 15, 2026, and the Notice of Award expected on or about July 2, 2026, with an estimated contract start date of September 8, 2026.

The contract is a single-award procurement for a four-year term subject to Nevada State Board of Examiners approval. The system must comply with stringent requirements including WCAG 2.0 AA accessibility compliance, FedRAMP moderate certification, 99.9% monthly uptime availability, response times not exceeding three seconds under normal load, encryption of data in transit and at rest, multifactor authentication with role-based access controls, support for a minimum of fifty user accounts with scalability, integration with external payment gateways such as CyberSource, data recovery capability within four hours of disaster, and tiered helpdesk support during business hours with critical issue response within one hour. No incumbent vendor or current contractor is identified. Evaluation criteria include compliance and security (400 points), core functionality and customization (300 points), user experience and accessibility (200 points), vendor support and implementation (150 points), scalability and performance (100 points), and cost and value (100 points). Nevada-based businesses receive a five percent preference in evaluation. The cost proposal template requires vendors to itemize expenses across ten distinct categories with pre-implementation milestones not exceeding 35 percent of total project costs and implementation costs representing at least 25 percent of total project costs; the specific estimated budget or award value range is not disclosed in the solicitation documents.