Concourse Tech Inc.pdf

Concourse Tech Inc.

169 Madison Ave, Suite 15520

New York, NY 10016

(646) 305-9964 sales@concoursetech.com

Vital Records Management System

State of Nebraska Department of Health and Human Services

RFP Number: 120277 O3 REBID

November 21, 2025

Executive Summary

Concourse Tech is pleased to present our proposal to deliver a comprehensive, cloud-based Vital Records Management System for the Nebraska Department of

Health and Human Services. Our solution is purpose-built to modernize vital records operations, streamline certificate processing, and enhance service delivery for Nebraska citizens while ensuring full compliance with state and federal requirements.

We understand the critical importance of this system to Nebraska's public health infrastructure. The Vital Records Unit processes over 65,000 certificate requests annually across six vital event types—births, deaths, marriages, dissolutions of marriage, fetal deaths, and induced terminations of pregnancy—serving approximately 30 internal staff and 5,000 external users including hospitals, clinics, funeral directors, and county registrars. This system must deliver exceptional reliability, security, and performance while managing an estimated

10 million existing records and supporting ongoing daily growth.

Our Proposed Solution: Concourse will deliver a modern, cloud-based vital records management platform featuring all seven required modules with comprehensive order management capabilities. Our solution includes complete data migration, integration with federal systems (STEVE, SSA, EVVE, FHIR), role-based access for internal and external users, NCHS/NVSS compliance built-in, and predictable annual subscription pricing with no hidden costs.

Implementation Timeline: We commit to delivering the UAT environment by month 12 and achieving production go-live within 13 months of project kick-off, meeting the State's preferred 12-month implementation timeline while allowing appropriate time for burn-in and stabilization.

Investment: Our all-inclusive annual subscription model provides predictable budgeting with comprehensive implementation, training, ongoing support, and regulatory compliance updates included. The annual investment is $800,000 per year, covering all services including complete implementation, annual licensing, maintenance, and support with no separate upfront costs.

Understanding of Requirements

Project Scope & Objectives

The State of Nebraska seeks to replace and modernize its current Vital Records

Management System, which has been in operation for approximately 15 years and no longer meets the evolving needs of the Vital Records Unit. The new system must provide comprehensive functionality for registering, managing, and certifying vital events while supporting complex workflows for both internal state staff and external stakeholders.

This project encompasses far more than a simple software replacement. It represents a fundamental transformation of how Nebraska manages its vital records infrastructure, requiring careful attention to data accuracy, regulatory compliance, system integration, and user experience across diverse stakeholder groups.

Critical Business Requirements

We have carefully analyzed the functional specifications and identified the following critical requirements that will drive our solution design:

Seven Required Modules: The system must provide comprehensive functionality for

Birth, Death, Marriage, Dissolution of Marriage, Fetal Death, Induced Termination of

Pregnancy (ITOP), and Order Management—each with specific workflows, compliance requirements, and integration needs.

Scale & Performance: Support for 5,000+ total users with 1,000 concurrent users, real-time data processing, and 99.5% system availability during production operations.

Data Migration: Complete conversion and migration of approximately 10 million existing records including associated images and files, with ongoing batch imports from the continuing Vital Records Digitization Project.

Regulatory Compliance: Full alignment with National Vital Statistics System (NVSS) data standards, National Center for Health Statistics (NCHS) requirements, Inter-

Jurisdictional Exchange (IJE) standards, and State of Nebraska specific criteria.

Federal System Integration: Seamless integration with State and Territorial

Electronic Vital Event (STEVE), Social Security Administration (SSA), Electronic

Verification of Vital Events (EVVE), and Fast Healthcare Interoperability Resources

(FHIR) messaging.

Order Management & Certificate Processing: Comprehensive functionality for order intake (mail, online, in-person), payment processing (cash, check, money order, credit/debit cards), certificate printing on security paper with serial number tracking, and audit logging for document control.

Role-Based Security: Sophisticated security architecture supporting both internal state employees and external users (hospitals, funeral directors, county clerks) with location-based access controls and configurable workflows.

Comprehensive Audit Trails: Detailed action history logs capturing user, date, time, data before/after changes, transaction tracking for serialized forms, certificate printing logs, and configuration change tracking.

Technical Environment & Constraints

We understand the technical requirements and constraints that will shape our implementation approach:

U.S. Data Residency: All data, systems, and cloud hosting environments must be located, stored, and managed within the United States with no data transfer, processing, or storage outside U.S. jurisdiction.

Cloud-Based Architecture: The solution must not require purchase of additional proprietary applications and must support multiple environments (Development, SIT, UAT, Training, Production).

Multiple File Format Support: Import and export capabilities for XML, JSON, CSV, XLSX, TXT, PDF formats, with attachment support for .pdf, .doc, .jpeg, .png, .tiff file types.

State Credit Card Processor Integration: The system must integrate with Nebraska's existing credit card processor—the vendor is not responsible for payment processing but must ensure compatibility.

Browser & Device Compatibility: Support for multiple browsers, operating systems, devices, with potential integration of kiosks, printers, scanners, and card readers.

Project Success Criteria

We recognize that project success will be measured against specific criteria:

Timeline Achievement: UAT environment available by month 12, production go-live by month 15 maximum (State prefers month 12-13), successful 90-day burn-in period with no Critical Incidents.

Functional Completeness: All 280+ mandatory functional requirements (marked with asterisks in specifications) must achieve "Pass" status, with comprehensive testing validation.

User Adoption: Successful training of 30 internal staff and 5,000 external users, with training effectiveness validated through surveys and post-go-live support needs.

Data Integrity: 100% accurate migration of 10 million existing records with full validation, reconciliation, and audit trails demonstrating data integrity.

System Performance: Achievement of 99.5% uptime during production, support for

1,000 concurrent users, real-time data processing, and response times meeting operational needs.

Regulatory Compliance: Full NCHS/NVSS/IJE compliance validated through testing, successful integration with federal systems, and State approval of compliance documentation.

Proposed Solution

Solution Overview

Concourse proposes a modern, cloud-based Vital Records Management System built on proven technology and designed specifically for government vital records operations. Our platform delivers comprehensive functionality across all seven required modules while providing the flexibility, scalability, and security essential for Nebraska's needs.

Our solution is architected as a multi-tenant SaaS platform hosted in secure, U.S.-based cloud infrastructure with industry-leading uptime guarantees. The system features a responsive web-based interface accessible via standard browsers, eliminating the need for client-side software installations while ensuring consistent user experience across devices and locations.

Core Platform Capabilities

Modern Cloud Architecture

Our platform leverages modern cloud-native architecture designed for reliability, performance, and security:

Scalable Infrastructure: Auto-scaling capabilities to handle peak loads while optimizing costs during normal operations, supporting 5,000+ users with 1,000 concurrent sessions

High Availability Design: Redundant systems across multiple availability zones within

U.S. data centers, ensuring 99.5% uptime with automatic failover capabilities

Real-Time Processing: Modern database architecture supporting real-time data processing, immediate validation, and instant search capabilities across millions of records

Multiple Environment Support: Fully isolated environments for Development, System

Integration Testing (SIT), User Acceptance Testing (UAT), Training, and Production

Security & Compliance

Security and compliance are foundational to our platform design:

U.S. Data Residency: All data stored and processed exclusively within U.S.-based data centers with no international data transfers

Encryption: Data encrypted at rest and in transit using industry-standard AES-256 encryption and TLS 1.3 protocols

Role-Based Access Control: Sophisticated RBAC system supporting internal state users and external stakeholders with location-based access controls and configurable permissions

Comprehensive Audit Logging: Detailed audit trails capturing all user actions, data modifications, system access, and configuration changes with tamper-proof logging

HIPAA Considerations: Secure integration capabilities for sharing HIPAA-related data with state agency systems

Regular Security Assessments: Ongoing penetration testing, security audits, and vulnerability scanning to maintain security posture

User Experience

We prioritize intuitive, efficient user experience across all user groups:

Responsive Design: Modern interface optimized for desktop, tablet, and mobile devices with consistent experience across platforms

Configurable Workflows: Flexible workflow engine allowing customization of processes without programming, with automated routing and status tracking

Context-Sensitive Help: Integrated online help connected to specific workflows, fields, and reports, with searchable documentation and video tutorials

Queue Management: Intelligent queue systems highlighting important notifications, incomplete records, and pending actions organized by priority

Advanced Search: Powerful search capabilities with filtering, wildcards, saved searches, and bulk export functionality supporting searches of 1,000+ records

Key Differentiators

Built-In Compliance

Unlike generic document management systems adapted for vital records, our platform is purpose-built with NCHS/NVSS compliance standards integrated from the ground up. Data validation rules, field formats, and reporting structures align with federal requirements automatically, reducing implementation complexity and ensuring ongoing compliance as standards evolve.

Comprehensive Data Migration Approach

We recognize that data migration of 10 million records represents one of the most critical aspects of this project. Our proven migration methodology includes multiple test cycles, data quality validation, reconciliation procedures, and contingency plans to ensure 100% data integrity with zero record loss.

Predictable Annual Subscription Model

Our all-inclusive annual subscription eliminates budget uncertainty with comprehensive implementation, training, ongoing support, system updates, regulatory compliance changes, and help desk services all included in predictable annual costs.

System Modules

Birth Module

Comprehensive birth registration functionality supporting the full lifecycle from initial registration through amendments:

Standard birth registration with mother's worksheet integration

Delayed birth record entry and processing

New adoption record management with sealed record protocols

Foreign-born birth record registration

Multiple birth pre-loading (twins, triplets) with shared data elements

Birth record flagging as deceased with bi-directional death record linking

Acknowledgment of paternity workflow and documentation

Birth attendant information auto-fill from facility databases

Certified copy printing on security paper with serial number tracking

Death Module

Sophisticated death registration supporting medical certification, investigation workflows, and federal reporting:

Standard death registration with medical certifier workflows

Pending investigation record status for records without cause of death

Integration with Validations and Interactive Edits Web Service (VIEWS) for medical field review

Cause of death spell checking against medical dictionary

Medical certifier querying after State File Number assignment

Permit signing for transit and cremation

Automatic matching and linking with birth records

Social Security Administration (SSA) data transmission for decedent verification

Certified copy printing with proper security controls

Marriage Module

Marriage registration and license management with county clerk integration:

Marriage license issuance and tracking

Marriage record registration with automatic filing based on State criteria

County clerk and fee information auto-fill

Document forms, licenses, and worksheets accessible by role

Certified copy printing and tracking

Historical record management and amendments

Dissolution of Marriage Module

Dissolution registration with Justice System integration:

Automatic filing based on State-specific criteria

Daily import of dissolution events from Nebraska Justice System (fixed width format)

Record validation and completion workflows

Document forms and certificate management

Certified copy printing capabilities

Fetal Death Module

Fetal death registration with birth event coordination:

Automatic search for associated birth events upon entry

Error messaging if fetal death conflicts with birth record

Medical certification workflows similar to death module

VIEWS integration for medical field validation

IJE standard validation and reporting

Certified copy and commemorative certificate printing for Birth Resulting in Stillbirth

Induced Termination of Pregnancy (ITOP) Module

ITOP data collection meeting state and federal statistical requirements:

Confidential data collection aligned with NCHS requirements

Medical facility reporting workflows

Statistical reporting without certificate issuance

Strict access controls and audit logging

Order Management Module

Comprehensive order management supporting mail, online, and in-person certificate requests:

Order Processing

Mail order intake and processing

Integration with State's online order management application

In-person order processing with immediate certificate availability

Order notes without length restrictions for internal documentation

Shipping information management (method, address, tracking)

Line item and fee posting with automatic charge calculation

Fee schedule management by document type with effective/termination dates

Multiple fee support for each vital record document type

Payment Processing

Credit card processing (compatibility with State's credit card processor)

Debit card support

Cash handling with cashier station tracking

Check and money order processing

Mandatory field validation preventing incomplete transactions

Payment status tracking (payment, refund, discounted/free, no payment)

Refund processing workflows

Certificate Printing & Document Control

Print queue with approval status and Document Control Number assignment

Certificate printing on security paper with serial number tracking

Batch printing and reprinting capabilities

Certificate type and delivery method tracking

Destroyed certificate tracking with method and reason logging

Document control number marked as "destroyed" with reason codes

Replacement certificate printing with full audit trail

Certificate printing with amendments properly noted

Status-based printing restrictions for records requiring verification

Financial Reporting & Audit

Unique sequential transaction number generation

Unique sequential invoice number generation

Receipt generation based on State-specified fields

Invoice and receipt printing and reprinting

Detailed financial reports by user, terminal, submission source, status

Sales transaction storage by date for minimum 5 years

Document control number to receipt and order audit reporting

Identity and eligibility validation tracking for certificate requesters

Cross-Module Capabilities

Reporting & Analytics

Integrated report builder tool for custom report creation

Standard reports for vital statistics, financial summaries, audit trails

On-demand and ad-hoc report generation

Report scheduling and automated delivery

Export capabilities (Excel, PDF, CSV)

Data visualization for trend analysis

Document Management

Standard forms, permits, worksheets accessible by role

Data propagation onto forms automatically

Document storage for certificates and supporting documents

File attachment support (.pdf, .doc, .jpeg, .png, .tiff)

Document scanning directly into system

Image viewing, printing, cropping, rotating, resizing

Blank form printing capabilities

System Administration

Centralized data dictionary with full metadata

User management (create, modify, deactivate, delete)

Role-based security configuration

Workflow configuration without programming

Validation data editing through front-end utility

Field-level warning notifications configuration

System access logs with timestamp accuracy to seconds

Configuration change audit logging

Technical Approach

System Architecture

Our cloud-based architecture is designed for reliability, performance, and security:

Application Layer

Modern Web Framework: Single-page application architecture delivering responsive, desktop-class user experience via browser

RESTful API Architecture: Well-documented APIs enabling integration with State systems and future extensibility

Microservices Design: Modular services architecture enabling independent scaling and updates without system-wide downtime

Real-Time Processing: Event-driven architecture supporting immediate validation, notifications, and data synchronization

Data Layer

Enterprise Database: Robust relational database with proven scalability to billions of records

Data Encryption: AES-256 encryption at rest, TLS 1.3 for data in transit

Backup & Recovery: Automated daily backups with point-in-time recovery capabilities, 30-day retention minimum

Data Archival: Configurable data retention rules meeting State requirements

Infrastructure Layer

U.S.-Based Cloud Hosting: Tier IV data centers located exclusively within United

States

Redundancy & Failover: Multi-zone deployment with automatic failover, no single point of failure

Auto-Scaling: Dynamic resource allocation based on load, ensuring consistent performance during peak periods

Network Security: Firewall protection, DDoS mitigation, intrusion detection/prevention systems

Integration Capabilities

Federal System Integration

Our platform includes proven integration capabilities with federal vital records systems:

STEVE (State and Territorial Electronic Vital Event): Real-time data exchange for birth and death reporting to NCHS

SSA (Social Security Administration): Automated transmission of decedent data for

SSN verification, supporting State's terms and conditions with SSA

EVVE (Electronic Verification of Vital Events): Integration enabling authorized entities to verify vital events electronically

FHIR (Fast Healthcare Interoperability Resources): FHIR messaging support per

CDC standards for healthcare interoperability

State System Integration

Online Order Management Application: Integration with State's existing online ordering system for certificate requests

Justice System Daily Import: Automated daily import of dissolution of marriage events (fixed width format)

Credit Card Processor: Compatibility with State's existing credit card processing system (vendor not responsible for processing, only integration)

HIPAA-Protected Data Sharing: Secure integration with state agency systems requiring HIPAA-protected vital records data

Import/Export Capabilities

IJE (Inter-Jurisdictional Exchange) Standard: Full support for IJE file format import and export

NCHS Coded Files: Import and lookup capabilities for ICD-10 codes, bridge-race codes, and other NCHS coding standards

Multiple Format Support: Import and export in XML, JSON, CSV, XLSX, TXT, PDF formats

Scheduled Data Exchange: Automated scheduled imports and exports with error handling and notification

Error Management: Comprehensive error file generation for import/export failures with detailed error descriptions

Data Validation: Import validation and decoding using table lookups, stored procedures, and default value rules

Compliance & Standards

NCHS/NVSS Compliance

Our platform is designed with NCHS and NVSS requirements built-in from the foundation:

Data collection aligned with NCHS Standard Record layout and IJE file layout

Field validations following NCHS editing specifications

Automatic prompts for questionable or incorrect data per NVSS requirements

Integration with NCHS coded files (ICD-10, bridge-race codes)

Statistical reporting aligned with federal requirements

Data Standards

Consistent data format for time, phone numbers, zip codes, dates, numbers across all modules

Social security number format standardized as "000-00-0000"

Address validation with real-time prompts

Medical dictionary integration for medical-related fields

Spell checking with customizable dictionaries

Security Features

Access Control

Role-Based Security: Comprehensive RBAC system supporting granular permissions by module, function, and data type

Internal & External Users: Separate security contexts for state employees and external stakeholders (hospitals, funeral directors, county clerks)

Location-Based Access: Location selection prompts for users with multi-location access

User Registration: Controlled user registration based on role and location with approval workflows

Self-Service Password Management: User-initiated password changes and resets with complexity requirements

Session Management: Configurable automatic logoff for inactivity with warning messages

Password Expiration: Configurable password expiration policies with advance warning notifications

Audit & Accountability

Action History Logs: Comprehensive logging of all modifications, deletions, data loading, reports, printing with user, date, time, before/after data

Audit History Logs: User activity logging including all login/logout events with timestamps accurate to seconds

Change Tracking: Immutable audit trail maintaining integrity of original documents with associated changes

Attachment Tracking: Logging of all attachment creation, viewing, printing, and deletion

Configuration Change Logging: Audit trail of all system configuration changes (fee changes, validation rules, etc.)

Export/Import Auditing: Comprehensive audit capture for all data imports and exports

Implementation Methodology

Our implementation approach is structured around eight distinct phases aligned with RFP requirements, with clear deliverables, sign-off criteria, and risk mitigation strategies at each stage.

Phase 1: Project Initiation & Planning (Month 1)

Objectives: Establish project governance, validate requirements, complete all project planning documentation

Key Activities:

Kick-off teleconference with all stakeholders (within 2 weeks of contract execution)

Project team introductions and role confirmation

Requirements validation workshops

Environment provisioning (Development, SIT, UAT, Training, Production)

Project management tool setup and stakeholder access

Deliverables:

Kick-off meeting documentation with roles, responsibilities, communication channels documented

Detailed Project Plan with tasks, timeline, resources, review schedule, sign-off process

Risk Management Plan with methodology, risk register, breakdown structure, risk matrix

Communication Plan with target audiences, objectives, channels, schedule, responsibilities, feedback mechanisms

Staffing Management Plan with staffing process, roles/responsibilities, resource calendars, background check confirmation, performance issue procedures, staffing change procedures

Change Management Plan with change process, roles, request form template, change log template

Issue Management Plan with issue process, roles, impact matrix

Requirements Traceability Matrix (RTM) mapping requirements to project work

Unit Sign-Off Required: All planning documents must be reviewed, confirmed, and electronically signed by selected Unit stakeholder

Phase 2: Design & Configuration (Months 2-4)

Objectives: Complete system design, configure all modules, develop custom features, create integration specifications

Key Activities:

On-site requirements gathering workshops (Week 5-6)

System design sessions with Unit stakeholders

Module configuration for all seven required modules

Custom development for unique Nebraska requirements

Security and role-based access configuration

User role definition and security model design

Weekly progress status meetings

Deliverables:

On-site requirements gathering session documentation with detailed requirements for each system module

Application Configuration and Maintenance Plan covering design sessions, sprints, configuration management, release cycle, tasks/timelines, enhancement approach, programming standards

System design documentation aligned with State requirements

Configured Development environment

User role definitions and security model documentation with user role and access guide

Deliverable review and acceptance process established

Functional specifications sign-off confirmation

Technical specifications sign-off confirmation

Unit Sign-Off Required: Design documentation, configuration plans, user roles, functional/technical specifications

Phase 3: Development & Testing (Months 5-9)

Objectives: Complete custom development, develop/test integrations, create reports, execute comprehensive vendor testing

Key Activities:

Custom development and configuration for State-specific requirements

Integration development (STEVE, SSA, EVVE, FHIR messaging)

Report builder configuration and custom report development

Interface testing with external systems (coordination with Unit)

Functionality testing across all modules with regression testing for upgrades

Performance testing (1,000 concurrent users, real-time processing)

Security testing (penetration testing, security audits)

Compatibility testing (browsers, devices, platforms, OS)

Weekly vendor-led testing and defect resolution

SIT environment available for State interface testing

Deliverables:

Testing Plan and Test Cases developed in collaboration with Unit, including test coverage, entrance/exit criteria, configuration management, testing documentation, pass/fail criteria (no high or critical defects in code released; production releases promoted only if <5% of requirements have open defect), resource roles, testing tools

All necessary custom development completed and tested

All necessary reports completed and tested

All integrations completed (STEVE, SSA, EVVE, FHIR, Justice System, online ordering, credit card processor)

Import/Export functionality tested (IJE, XML, JSON, CSV, XLSX, TXT, PDF, NCHS coded files)

Testing Results documentation summarizing activities, results, defects identified

Defect tracking and resolution log

Unit Sign-Off Required: Testing plan, completed development, integrations, testing results

Phase 4: Data Migration & UAT Preparation (Months 10-11)

Objectives: Execute full data/file migration (~10M records), prepare UAT environment, complete administrator training

Key Activities:

Data extraction from current system

Data cleansing and transformation per conversion mapping guide

Test migration cycles with validation and reconciliation

Full production data migration including all images and files

Data validation and reconciliation procedures

UAT environment configuration and preparation

Training material development (online, classroom, written)

Administrator training sessions

Deliverables:

Data/File Conversion and Migration Plan covering conversion process, migration process, roles/responsibilities, tasks/timeline, contingency procedures for unsuccessful cutover

Conversion Mapping Guide with data inventory, data mapping, conversion logic, testing/validation procedures, documentation

Completed data migration of all 10M+ records with images

Data Migration Results Report with successful conversion count, error count, discrepancy details, performance statistics, supporting documentation

UAT Environment fully accessible (by end of Month 12 - Week 48)

Administrator and trainer training materials

Online help documentation and user manuals including operations manuals, data dictionary, step-by-step procedures, system documentation, user manuals by role, error message descriptions

Unit Sign-Off Required: Data migration plan, conversion mapping guide, data migration results, UAT environment readiness

Phase 5: Training & User Acceptance Testing (Month 12)

Objectives: Complete comprehensive user training, execute UAT, resolve critical/high defects, obtain UAT sign-off

Key Activities:

On-site train-the-trainer sessions with all key vendor staff present

Role-based training for internal users (~30 staff)

External user training coordination (~5,000 users)

System overview and navigation training

End-to-end role-based training including all admin tools and third-party functionality

Process for internal users to engage vendor support channels

User Acceptance Testing facilitation and support

Defect identification, documentation, and resolution

Training effectiveness surveys and supplemental training if needed

Knowledge transfer sessions

Deliverables:

UAT Environment Available (by Week 48 - Month 12 completion) - Firm Requirement

Met

On-site training sessions completed with all training materials and notes provided

Training attendance records

UAT test results and defect documentation

Defect resolution documentation with mitigation plans

Updated user documentation

Training effectiveness survey results

Unit Sign-Off Required: Training completion (after surveys indicate standard met), UAT results, defect mitigation plans

Acceptance Criteria: Critical and high defects must be corrected prior to go-live; all other defects reviewed with agreed remediation approach; SIT/UAT environments maintained at

99% availability during testing

Phase 6: Deployment & Go-Live (Month 13)

Objectives: Deploy to production, execute controlled go-live, provide intensive on-site support, transition to steady-state operations

Key Activities:

Final production deployment

Production environment validation

Controlled go-live with phased user enablement

On-site go-live week support with full vendor team present

System monitoring and performance validation

Immediate issue resolution

Post-go-live status meetings (daily during Week 1)

Deliverables:

Production environment deployed and operational

System Go-Live (Month 13) - State Preference Met

Go-live support documentation

Transition Plan from Implementation to Support, Maintenance, and Operations with goals, activities, support resources, responsibilities, communication channels

Enhancement Request Plan outlining approach, timelines, cost estimates, pricing model for non-federally-required enhancements

Implementation sign-off

Unit Sign-Off Required: Production deployment, go-live success, transition plan, enhancement request plan

Phase 7: Burn-In Period (Months 13-16 - 90 Days)

Objectives: Stabilize production environment, monitor for Critical Incidents, provide ongoing support, achieve successful burn-in

Critical Incidents Defined:

Out of Business: System completely down, State unable to conduct business

Time Sensitive: Functions like recording events, processing payments, issuing/amending certificates prevented

Data Movement: Interface issues with OVS or FHIR messaging

Key Activities:

Continuous system monitoring and health checks

Proactive issue identification and resolution

Performance tuning as needed

On-site support available if requested by State

Weekly status calls with State stakeholders

Burn-in success criteria tracking

Documentation of all issues and resolutions

Proper notification when system unavailable

Timely system fixes for critical issues deemed by Unit

Deliverables:

Daily/weekly system health reports

Issue resolution logs

Burn-in period sign-off (if no Critical Incidents occur)

Post-implementation review documentation

Final system acceptance

Incident Response: If Critical Incident occurs, burn-in period will be stopped; vendor will complete necessary work for permanent solution; when both parties agree incident resolved, State will notify whether to continue, extend, or reset burn-in period

Unit Sign-Off Required: Burn-in period completion (90 consecutive days without Critical

Incidents)

Phase 8: Post-Implementation (Month 17+)

Objectives: Conduct post-implementation review, transition to steady-state support, document lessons learned, plan continuous improvement

Key Activities:

Post-implementation review teleconference (within 2 weeks of burn-in acceptance)

Project performance assessment

Lessons learned documentation

Account manager assignment for contract duration

Help desk transition to State staff (Level 1) with vendor providing training

Begin Support, Maintenance, and Operations phase

Deliverables:

Post-implementation review meeting completed

Formal project performance assessment

Enhancement Request Plan (if not delivered earlier)

Transition Plan from Implementation to Support, Maintenance, and Operations (if not delivered earlier)

Final sign-off documentation with project summary, deliverables list, acceptance criteria, statement of satisfaction

Continuous improvement roadmap

Unit Sign-Off Required: Post-implementation review, final project acceptance by selected Unit and State of Nebraska stakeholders

Project Timeline

12-Month Implementation Commitment

Concourse commits to delivering the UAT environment by Month 12 (firm requirement) and achieving production go-live by Month 13, meeting the State's preferred 12-month implementation timeline while providing appropriate time for system stabilization during the 90-day burn-in period.

PHASE DURATION KEY MILESTONES

Phase 1: Project

Initiation

Month 1 Kick-off (Weeks 1-2 after contract), All planning documents delivered and signed

Phase 2: Design &

Configuration

Months 2-4 On-site requirements gathering

(Weeks 5-6), Module configuration, Security design, Design sign-off

Phase 3:

Development & Testing

Months 5-9 Custom development, All integrations completed, Vendor testing complete, SIT environment available

Phase 4: Data

Migration & UAT

Prep

Months 10-11 Data migration complete (10M+ records), Administrator training, UAT environment ready

Phase 5: Training &

UAT

Month 12 UAT Environment Available (End of Month 12), On-site training, UAT complete, Defects resolved

PHASE DURATION KEY MILESTONES

Phase 6: Go-Live Month 13 Production Go-Live (Month 13), On-site go-live support, Production deployment validated

Phase 7: Burn-In

Period

Months 13-16

(90 days)

System monitoring, No Critical

Incidents, Performance optimization, Burn-in sign-off

Phase 8: Post-

Implementation

Month 17+ Post-implementation review (within

2 weeks of burn-in), Final sign-off, Transition to ongoing support

Timeline Risk Mitigation

Aggressive but Achievable: 12-month timeline is based on proven methodology and realistic task estimation

Buffer Time Included: Each phase includes contingency time for unexpected issues without impacting overall timeline

Weekly Check-Ins: Early identification of risks through regular status meetings

Parallel Activities: Where appropriate, tasks are performed in parallel to compress timeline

Flexible Resource Allocation: Ability to add resources to address bottlenecks and maintain schedule

State Involvement: Success depends on timely State participation in reviews, approvals, and testing

Data Migration Strategy

Data migration of approximately 10 million vital records with associated images and files represents one of the most critical aspects of this project. Our proven data migration methodology ensures 100% data integrity with zero record loss.

Migration Approach

Phase 1: Discovery & Analysis

Complete inventory of current system data structures

Document all data sources, file types, formats, and relationships

Identify unique or complex data elements requiring special handling

Assess data quality issues requiring remediation

Define data mapping from source to target system

Phase 2: Mapping & Transformation Design

Create detailed mapping guide showing correspondence between old and new system fields

Document all data transformations, calculations, and business rules

Design conversion logic for extraction, cleaning, validation, transformation, loading

Define acceptance criteria for successful conversion

Plan for ongoing imports from Vital Records Digitization Project

Phase 3: Test Migration Cycles

Execute multiple test migration cycles with sample data sets

Validate conversion accuracy through automated and manual checks

Test data quality, completeness, and referential integrity

Refine conversion scripts based on test results

Document and resolve all issues before production migration

Phase 4: Production Migration

Execute full production data migration during scheduled window

Transform and load all 10M+ records with images and files

Perform comprehensive validation and reconciliation

Generate detailed migration results report

Obtain State approval before proceeding to UAT

Data Quality & Validation

Record Count Validation: Verify exact number of records migrated matches source system

Data Sampling: Statistical sampling across record types to validate accuracy

Referential Integrity: Validate all relationships between records are maintained

Image Validation: Verify all images migrated and properly linked to records

Audit Trail: Complete audit log of migration activities for compliance

Ongoing Data Integration

Beyond initial migration, the system will support ongoing data imports:

Digitization Project Imports: Automated batch imports of newly digitized historical records with automatic indexing and linking

Justice System Daily Import: Daily automated import of dissolution of marriage events (fixed width format)

Error Handling: Comprehensive error detection, notification, and resolution workflows

Validation Rules: Real-time validation during import using configurable business rules

Contingency Planning

Backup & Rollback: Complete backup of source data with rollback procedures if issues detected

Parallel Operation: If needed, capability to run old and new systems in parallel during transition

Incremental Approach: Option to migrate data in batches if full migration encounters issues

State Collaboration: Close coordination with State staff who understand data nuances and history

Training & Support

Training Approach

On-Site Train-the-Trainer Sessions

Concourse will provide comprehensive on-site training 1-2 months prior to go-live, with all key vendor staff present throughout the training period:

System Overview & Navigation: Introduction to system architecture, navigation, key concepts

End-to-End Role-Based Training: Complete training on all modules and functions relevant to each user role

System Administration Training: Deep-dive training on configuration, user management, workflow setup, reporting

Third-Party Functionality: Training on any integrated third-party tools or external system interfaces

Support Channel Engagement: Process for internal users to engage vendor support channels effectively

System Upgrade Training: How to handle system upgrades and new functionality rollout

Training Materials

All training materials and notes will be provided to the Unit for internal, external, and system admin users:

Operations Manuals: Comprehensive guides for operation and use of system and components

Data Dictionary: Complete field definitions, formats, database structures, valid values

Step-by-Step Procedures: Detailed procedures for completing all system functions

System Documentation: Technical documentation including upgrade procedures, environment specifications

User Manuals by Role: Role-specific manuals for each business process and functional area

Error Message Guide: Descriptions of all error messages with correction steps

Report Documentation: Guide to all standard reports with field definitions and examples

Online Help: Context-sensitive help available within system with searchable documentation

Video Tutorials: Screen-capture videos demonstrating common workflows and functions

Training Delivery Methods

In-Person Classroom: Hands-on training in computer lab environment

Online Self-Paced: Web-based training modules accessible 24/7

Written Materials: Printable user guides and quick reference cards

Demonstrations: Live system demonstrations and Q&A sessions

Hands-On Practice: Guided exercises in Training environment

Training Effectiveness

Post-training surveys to assess comprehension and identify gaps

Supplemental training provided at no charge if surveys indicate shortfalls

Training effectiveness measured by user confidence and post-go-live support needs

Ongoing Support Structure

Help Desk Support (First Year Post-Implementation)

Concourse will provide comprehensive help desk support during the critical first year following implementation:

Level 0 (Customer Self-Service): Online knowledge base, documentation, FAQs, video tutorials

Level 1 (Basic Support): First point of contact; log issue and assist user; resolve without escalation when possible

Level 2 (Moderate Support): Escalation to State when appropriate for business process questions; technical support for more complex issues

Level 3 (Technical/Integration): Deep technical support for system issues, integration problems, complex troubleshooting

Support Hours & Response

Business Hours Support: Monday-Friday 8am-5pm Central Time for Level 1-3 support

24/7/365 Critical Support: After-hours emergency support for critical system failures or issues

Help Desk Training: Concourse will train specified Unit staff on help desk procedures before vendor help desk roll-off at end of Year 1

Support Channels

Phone support with direct help desk line

Email support with ticket tracking system

Online support portal for ticket submission and status tracking

Remote desktop support when appropriate

On-site support available if needed during burn-in period

Ongoing Maintenance & Operations (Years 2-5+)

System Updates & Enhancements

Regulatory Compliance Updates: Up to 160 hours annually at no charge for federal/state regulatory changes

System Upgrades: Quarterly system updates with new features, performance improvements, bug fixes

Security Patches: Immediate deployment of critical security patches

Upgrade Training: Training provided for any new functionality introduced

Scheduled Maintenance

Regular maintenance performed outside business hours

Minimum 30-day advance notice for scheduled maintenance

Maintenance schedule established in collaboration with Unit

Maintenance windows minimized to reduce impact on operations

Account Management

Dedicated Account Manager: Single point of contact for life of contract

Role: Ensure business requirements fulfilled; escalation point for questions and support

Regular Reviews: Quarterly business reviews to discuss system performance, upcoming needs, enhancement opportunities

Enhancement Process

For enhancements beyond the 160-hour annual regulatory compliance allowance:

Submit enhancement request through account manager

Concourse provides effort estimate and pricing

State approves before work begins

Enhancements deployed through standard release process

Billing at hourly rates outlined in pricing section

Pricing

All-Inclusive Annual Subscription Model

Concourse offers a transparent, predictable annual subscription model that includes comprehensive implementation, training, ongoing support, system updates, and regulatory compliance maintenance—all with no hidden costs or surprise charges.

Our pricing structure is designed to align with government budgeting processes, providing fixed annual costs that simplify fiscal planning and eliminate budget uncertainty.

5-Year Pricing Summary

YEAR COMPONENTS INCLUDED ANNUAL COST

Year 1 Complete Implementation + Annual License

• All project planning and initiation

• System design and configuration (all 7 modules)

• Custom development and integration

• Data migration (10M+ records with images)

• Comprehensive testing (vendor-led and UAT support)

• On-site training (train-the-trainer)

• Training materials and documentation

• Go-live week on-site support

• 90-day burn-in period support

• Post-implementation activities

• Full-year help desk support (Levels 0-3)

• Platform license (5,000+ users, 1,000 concurrent)

• 160 hours regulatory compliance updates

• System updates and maintenance

• 99.5% uptime SLA

$800,000

Year 2 Annual License

• Platform license (5,000+ users, 1,000 concurrent)

• Ongoing maintenance and system updates

• Business hours support

• 160 hours regulatory compliance updates

• Security patches and upgrades

• Documentation updates

• 99.5% uptime SLA

• Dedicated account manager

$800,000

Year 3 Annual License

• Same comprehensive services as Year 2

$800,000

Year 4 Annual License

• Same comprehensive services as Year 2

$800,000

Year 5 Annual License

• Same comprehensive services as Year 2

$800,000

5-Year Total Investment $4,000,000

Optional Renewal Period (Years 6-10)

PERIOD COMPONENTS INCLUDED ANNUAL COST

Years 6-10 (Optional 5-Year Renewal)

Annual License

• Full platform access and support

• Ongoing maintenance and updates

• 160 hours regulatory compliance updates

• Business hours support

• Dedicated account manager

• 99.5% uptime SLA

$800,000/year

($4,000,000 total for 5-year renewal)

Optional Services (Beyond Base Contract)

For enhancements, custom development, or services beyond the 160-hour annual regulatory compliance allowance:

LABOR CATEGORY DESCRIPTION

HOURLY

RATE

Senior Developer/Architect

Complex development, system architecture, technical leadership

$175/hour

Mid-Level Developer Application development, module customization, integration work

$125/hour

Project Manager Enhancement project management, coordination, status reporting

$150/hour

Business Analyst Requirements gathering, process analysis, testing coordination

$125/hour

Technical Writer Documentation creation and updates, user guide development

$100/hour

Trainer Additional training sessions, training material development

$110/hour

Premium Support Options

SERVICE DESCRIPTION ANNUAL COST

24/7 Premium Support Upgrade

Extend business hours support to 24/7/365 for non-critical issues (Critical issues already covered 24/7)

$25,000/year

Additional Training Days

On-site training for new staff or advanced topics (per day)

$2,500/day

Custom Integration Development

Development of additional system integrations beyond base requirements

Starting at $15,000 per integration

What's Included in Base Pricing

No Hidden Costs: Implementation, training, data migration, ongoing support all included in annual subscription

Regulatory Compliance: Up to 160 hours annually for federal/state regulatory changes at no extra charge

System Updates: All system upgrades, security patches, and feature enhancements included

Support Services: Help desk support, account management, quarterly business reviews included

Documentation: Comprehensive user manuals, training materials, online help all included

Uptime Guarantee: 99.5% uptime SLA during production operations

Pricing Value Proposition

Our all-inclusive annual subscription model provides exceptional value for

Nebraska:

Predictable Annual Costs: Fixed annual pricing simplifies budgeting and eliminates financial surprises

Comprehensive Implementation: Everything needed to go live included in

Year 1—no additional implementation fees

Long-Term Partnership: Annual subscription model aligns our success with yours over the life of the contract

Transparent Pricing: No hidden costs, no surprise charges, no complicated pricing tiers

Regulatory Compliance Included: 160 hours annually covers most compliance changes at no extra cost

Company Information

Company Name Concourse Tech Inc.

Contact Person Kelsey Shaner, Operations Manager

Phone (646) 305-9964

Email sales@concoursetech.com

Address 169 Madison Ave, Suite 15520, New York, NY 10016

DUNS Number 119359641

CAGE Code 09E17

Customer References

ENTITY CONTACT NAME EMAIL PHONE

Tarrant County Kehinde Olugbile Senior Buyer kolugbile@tarrantcountytx.gov 817-212-

Town of Waterford Jeffrey Robillard IT Manager jrobillard@waterfordct.org (860) 442-

San Antonio Water System

Josiah Sia Purchasing Agent

Josiah.Sia@saws.org 210-233-

Northeast Independent School District

Samantha Schumacher Administrator sschum@neisd.net 210-407-

City of Columbus Municipal Court Clerk

Colton Goodrich IT Administrator goodrichc@fcmcclerk.com 614-645-

Contract Terms and Conditions

Quote Terms and Conditions: A Quote is not an order or offer to sell. Product, available inventory, additional fees and pricing data are updated by manufacturers from time to time and may change without notice.

Warranties Disclaimer: Concourse Tech Inc. does not make any warranties, express or implied, including but not limited to warranties of merchantability or fitness for a particular purpose.

Force Majeure: Concourse Tech Inc. shall not be responsible for delays or failure to deliver due to circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, labor disputes, supply chain disruptions.

Financing Assignments: For select high-value orders, we may request the buyer to assign the receivable to one of our financing partners.

Final Agreement: The terms and conditions of this Quote, including payment and delivery terms, are subject to final agreement upon issuance and acceptance of a purchase order.

Acceptance

By signing below, both parties agree to the terms and conditions outlined in this proposal.

Client Acceptance:

Signature

Print Name

Date

Concourse Tech Inc.:

Signature

Print Name

Date

DHHS Vital Records Department Modernization Requirements

Bidders must complete both Column D and Column E for every item listed under System Modules and Functional Specifications using the instructions below.

Column D - Vendor Selection. The bidder to use the dropdown box in…