Bid_Amendment_-_EVT0010525_-_Bid_Amendment_3.pdf
PDF 213 KB Posted
- Attached to
- KDHE - Trauma Registry Web-Based Application State and local contract opportunity
- Solicitation number
- EVT0010525
- Issued by
- Kansas
About this file
This is Bid Amendment 3 for a Request for Proposal issued by the Kansas Department of Health and Environment (KDHE) for a Trauma Registry Web-Based Application (Event Number EVT0010525). The amendment extends the proposal closing date to December 2, 2025, at 2:00 PM CST and addresses seven clarifying questions received from prospective bidders. The KDHE seeks a vendor to design and maintain a web-based application capable of collecting, storing, reporting, calculating, and tracking trauma data for the Kansas Trauma Program, serving 130 healthcare facilities with support for at least 1,000 concurrent users. The application must include a clinical Performance Improvement and Patient Safety module and integrate with existing state registry databases including rehabilitation, vital statistics, and traffic crash records. The initial contract period is three years from the date of final signature, with options to renew for two additional twelve-month periods. The amendment clarifies that vendors must work directly with state registry database managers to determine appropriate integration methods for each system and confirms that out-of-state vendors and firms without direct Kansas experience are eligible to submit proposals if they can demonstrate relevant experience providing similar web-based health registry or trauma data management solutions to other U.S. state or local health departments.
The amendment confirms that financial statements are not required at this time as part of the proposal submission. All required forms—including the Signature Sheet, Vendor Response Checklist, Policy Regarding Sexual Harassment, Boycott of Israel Certification, Immigration Reform and Control Certification, Section 889 Compliance, and Vendor Preparedness for WCAG 2.1 Level AA—must be completed and submitted within the Technical Proposal Package rather than as separate attachments. Bidders must demonstrate a minimum of five years of continuous experience in similar projects and provide three customer references, with the same projects eligible to satisfy both requirements. The amendment further specifies that bidders should submit resumes only for personnel directly deployed on the project and that a detailed project timeline must be provided within the Technical Proposal. A signed copy of this amendment must be submitted with all bid responses.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| EVT0010525_-_Bid_Amendment_1_-_Q_As.pdf | ||
| Bid_Amendment_-_EVT0010525_-_Bid_Amendment_2.pdf | ||
| EVT0010525_-_RFP_Document.pdf | ||
| KDHE_-_Trauma_Registry_Web-Based_Application.pdf |
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Text version
Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612
Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/offices/procurement-and-contracts Adam Proffitt, Secretary Todd Herman, Director
Laura Kelly, Governor
Amendment
Request for Proposal
Date: November 14, 2025
Amendment Number: 3
Event Number: EVT0010525
Closing Date: November 19, 2025 December 2, 2025 2:00 PM CST
Procurement Officer: Tyrone Gasper
Telephone: 785-296-3126
E-Mail Address: Tyrone.Gasper@ks.gov
Agency: Kansas Department of Health and Environment
Item: Trauma Registry Web-Based Application
Conditions: 1) The Office of Procurement and Contracts (OPC) has become aware of additional questions which were received prior to the deadline. Responses to these questions begin on page 2 of this Bid Amendment.
2) This bid event has been extended to close on December 2, 2025, at 2:00pm CST.
A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.
I (We) have read and understand this addendum and agree it is a part of my (our) bid response.
NAME OF COMPANY OR FIRM:
SIGNED BY:
TITLE: DATE:
It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.
http://admin.ks.gov/offices/procurement-contract mailto:Tyrone.Gasper@ks.gov%5D http://admin.ks.gov/offices/procurement-contract
Event ID: EVT0010525
EVT0010525 – Amendment 2
Trauma Registry Web-Based Application
Questions and Answers
Q1: Section 4 of the RFP states that “The application should be able to interface with existing State registry databases, such as rehabilitation, vital statistics, and traffic crash records.”
Could the agency please clarify what integration or data-exchange methods are currently supported or preferred for each of these State registry databases (rehabilitation, vital statistics, and traffic crash records)? For instance, should the proposed application support real-time APIs, batch file transfers, HL7/FHIR messaging, web services, or other data-exchange formats or standards?
Reference: Section 4 – Specifications > Integration / Interfaces, Document title “DM2794_1012_5_EVT0010525_RFP_Document”
A1: The vendor will need to work with the different state registry database managers to determine options for each system.
Q2: Section 2.4 of the RFP states that “A financial statement may be required.”
Could the agency please clarify whether the submission of financial statements is required as part of the proposal? If so, could the agency specify which financial statements (e.g., balance sheet, income statement, cash flow statement, or audited annual report) are required and for what time period they should cover?
Reference: Section 2.4 – Bidder Information, Document title “DM2794_1012_5_EVT0010525_RFP_Document”
A2: No, this information is not being requested at this time. Please reference Section 2.4 Bidder Information.
Q3: The RFP includes several required forms, such as the Signature Sheet, Vendor Response Checklist, Policy Regarding Sexual Harassment, Boycott of Israel Certification, Immigration Reform and Control Certification, Section 889 Compliance, and Vendor Preparedness for WCAG
2.1 Level AA.
Could the agency please clarify whether these completed and signed forms should be submitted as separate attachments, or if they should be included within the Technical Proposal or Cost Proposal package?
Reference: Section 2 – Proposal Response Requirements, Pages 2–10, Document title
A3: These forms should be completed within the Technical Proposal Package.
Q4: Section 2.6 of the RFP requires bidders to demonstrate a minimum of five (5) years of continuous experience in similar projects, and Section 2.9 requires three (3) customer references for similar services.
Could the agency please clarify whether the same projects may be used to demonstrate both the required experience (Section 2.6) and the references (Section 2.9), provided they meet all stated criteria?
Reference: Section 2.6 – Experience and Section 2.9 – References, Document title DM2794_1012_5_EVT0010525_RFP_Document
A4: Yes, please reference section 2.6 experience.
Q5: The RFP requires submission of a completed and signed Event Details document, which includes a section titled “Deliverable/Timeline.”
Could the agency please clarify whether bidders are expected to fill in and submit the “Deliverable/Timeline” table provided in the Event Details document, or instead provide a separate, detailed project timeline developed based on the bidder’s proposed solution and implementation approach?
Reference: Event Details Document – Deliverable/Timeline Section; Section 2 – Proposal Response Requirements, Document title “DM2794_1012_5_EVT0010525_RFP_Document”
A5: A timeline will need to be provided within the Technical Proposal.
Q6: The RFP requires submission of personnel information, including Name, Title, Role (e.g., project management, training, design), Education, and Years of Experience. Could the agency please clarify whether bidders are expected to submit resumes only for the personnel who will be deployed on the project, or for the broader project team supporting the effort as well?
Reference: Section 4 – SPECIFICATIONS > Name, Title, Role (e.g., project management, training, design), Education, Years of Experience; Document title
A6: Personnel deployed on the project.
Q7: Section 1 – General Information of the RFP (Event ID: 17300-EVT0010525) specifies bidder registration and invitation requirements for participation in the KDHE Trauma Registry Web-Based Application solicitation.
Could the Agency please confirm whether out-of-state vendors (e.g., firms headquartered in West Virginia) that do not have direct experience supporting Kansas municipal or state departments are eligible to submit a proposal for this opportunity?
Additionally, would experience providing similar web-based health registry or trauma data management solutions to other U.S. state or local health departments be considered relevant and acceptable to demonstrate technical qualifications and past performance?
Reference: Section 1 – General Information and Event Details, Document Title
A7: Yes to both these questions.
END OF AMENDMENT 1 – EVT0010537
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