GSG REDACTED Response - RFP # 120277 O3 REBID - Cloud-Based Vital Records Management System.pdf

Cloud-Based Vital Records Management System

State of Nebraska Department of Health and Human Services Request for Proposal Number: 120277 O3 REBID

Offeror

Global Solutions Group, Inc.

31681 Dequindre Road Madison Heights, MI 48071 www.GlobalSolGroup.com

UEI

CAGE

DUNS

EIN

US DoD Top-Secret Facility Clearance

CMMC C3PAO Candidate – ML3

Contracting Vehicles

Personnel authorized to negotiate with the Government and sign the proposal and subsequent award on Offeror’s behalf:

Acknowledgement of Addenda, Questions and Answers, and other Modifications

GSG acknowledges addendum #1 received on November 14, 2025, addendum #2 received on November 14, 2025, and addendum #3 received on November 17, 2025.

Submit to:

Bradley Murphy, Procurement Contracts Officer

Office of Procurement and Grants 301 Centennial Mall South, 5th Floor Lincoln, NE 68509

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Request for Proposal Number: 120277 O3 REBID

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Request for Proposal Number: 120277 O3 REBID project responsibilities, deliverables, timelines, and system operations were handled exclusively by GSG staff.

Project Description: GSG provides comprehensive Laserfiche Software Assurance Plan (LSAP) services and Tier 3 support for the Our team supports in transitioning and managing three Laserfiche servers operating on the Windows Server 2008 SP2 platform, including the Application Server, Database Server, Workflow Server, and desktop clients.

GSG delivers high-level troubleshooting, identifies system-level issues, recommends corrective actions, and performs configuration updates, reinstallation, and reconfiguration of Laserfiche components. We support FISMA-related platform requirements and advise MED on security configuration changes aligned with Federal IT standards.

As part of LSAP, GSG manages access to vendor updates, version releases, and technical advisories from Laserfiche. We maintain a proactive and transparent maintenance plan that includes monitoring workflow logs, security logs, server logs, and performing SQL data integrity checks.

Our team also inspects all Quick Fields sessions to verify that no backlogs, unprocessed batches, or pending digitization tasks remain.

All technical support, maintenance activities, server transition work, configuration assistance, and system oversight are performed directly by GSG’s certified experts.

Whether the system is vendor hosted or web-based.:

The Laserfiche environment for MED is web-based, operating within the Department of State’s secured internal IT infrastructure, with technical support and service execution provided by GSG.

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Request for Proposal Number: 120277 O3 REBID

2 Technical Response

Part - I

2.1. Understanding of the Project Requirements

GSG understands that the State of Nebraska seeks to replace and modernize its Vital Records Management System with a more accurate, timely, and accessible solution. To meet this requirement, GSG proposes Laserfiche, which delivers modern, cloud-ready architecture with automated workflows, secure records management, and advanced search capabilities. Laserfiche enhances data accuracy through metadata-driven capture, validation rules, and automated quality checks;

improves timeliness through workflow automation and real-time processing; and expands accessibility with web-based access, role-based permissions, and mobile support. We are a Value- Added Reseller of Laserfiche and provide end-to-end solutions to the State. We have a team of qualified and experienced team gold and platinum certified personnel to customize the solutions accordingly. Laserfiche compliance with State and Federal legal and regulatory requirements is maintained through Laserfiche’s DoD-certified records management, audit trails, encryption, retention schedules, and security controls.

Laserfiche supports Vital Records operations through Laserfiche Forms, which external users such as hospitals, clinics, funeral directors, physicians, coroners, and county registrars use to submit birth, death, marriage, dissolution, fatal death, and ITOP event data through secure, role-based electronic forms with field validation. Submitted data is routed through Laserfiche Workflow, which automates review, approval, verification, and record creation for Vital Records staff. All completed events are stored in a controlled Laserfiche Records Management Repository, where staff can update and manage vital event data with audit trails and retention rules. Order management is handled through workflow-driven order processing, and authorized staff generate certified copies using Laserfiche Templates, Document Generation, and secure print controls, producing official certificates directly from the verified record.

Laserfiche supports these requirements through its configurable, no-code platform, which delivers ready-made modules—such as Laserfiche Forms, Workflow, Records Management, and Integration APIs—that can be customized without major software modification. Hardware and certificate printing needs are addressed through secure document templates, barcode/QR-enabled certificate generation, and controlled print permissions. Operational processes and Vital Records functions are automated using workflow-driven routing, validation, and approval. Integration with State and Federal systems is supported through REST APIs, webhooks, and secure data exchange, allowing bidirectional data sharing while maintaining audit trails, security controls, and compliance with all technical and functional specifications.

GSG will fully support the State’s requirement to implement any system modifications needed due to newly enacted or updated Federal or State statutory or regulatory changes. As a Value-Added Reseller of Laserfiche, GSG provides configuration-based updates through Laserfiche Forms, Workflow, Security controls, and Business Process rules, allowing rapid adjustments without core software changes. GSG will provide up to 160 hours annually at no cost to the State for these mandated updates, and any additional hours beyond this threshold will be billed at the rates specified in the Optional Services section. Our approach provides timely compliance updates while maintaining predictable costs and operational continuity.

2.2. Proposed Development Approach

Our project management and administration processes allow us to quickly evaluate tasks in PWS, identify solutions, and assign responsibilities for completion. Our process is standardized and repeatable, leveraging the industry’s best practices tools and techniques such as Project

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Request for Proposal Number: 120277 O3 REBID

Step 1:

Project Kick-off Meeting

In this phase, Project Management establishes a sense of common goal and starts understanding everyone. Here, our team includes estimated start and completion date of the project, �ile location where project documentation would be kept, reasons for the projects and expected outcomes of the projects.

Step 2:

Needs Assessments

The success of any implementation is related to the amount of effort and collaboration that goes into the planning of the project. A completed and agreed upon charter establishes the needs and provides a starting point for the next steps — most commonly a Needs Assessment. To help develop a needs assessment of the DHHS’s various departments, our team does the Analysis using worksheets where we cover Administration, Goals, Documents, Work�low, Process and Procedure, and IT Infrastructure related questions. We prepare the work order work�low and retention requirements.

Step 3:

Reorganize Repository and Migrate Content

If the DHHS has an existing repository, our team will reorganize existing content.

For Reorganizing Repositories, our team sets up comprehensive folder structure, develops a naming convention, designs templates, and con�igures appropriate security and automation. To migrate the content, our team �irst evaluates the current system and takes inventory of everything to be migrated and then �inds out the solution for:

• How many documents will be required to be migrated?

• What types of documents are those?

• Are there any work�lows that need to be rebuilt?

• Is the metadata from your current system’s database easy to export?

After that, we determine what needs to be changed and create the new folder structure, document templates, and work�lows. There are numerous ways that our team will migrate the content to your new RMS. The Laser�iche Quick Fields tool allows for batch processing of documents—including appending appropriate metadata and routing documents to the correct location in the new Laser�iche repository. Then our team tests the new system and trains the end users.

Step 4:

Set Up Security

The next step is to set up Proper Security in Laser�iche. We will provide the DHHS with several types of security access, per your requirements.

Step 5:

Train Users

GSG’s objective in providing Software Training for DHHS is to minimize any productivity losses associated with the software transition. Using this training, the DHHS’s users will get their jobs done at least as quickly and accurately. Our team will provide the timeframes to train users and accomplish objectives.

In the crowded market of RMS providers, GSG sets itself apart by providing exceptional services with documented success and comprehensive, start-to- �inish project management. Our project management philosophy centers on effective communication and collaboration – necessary tools for any project’s success. GSG’s Project Management model helps you cut costs, identify, and remove obstacles and empower end-users to perform at peak productivity.

Our solution has a Systematic Software Assurance plan. When you subscribe to the plan, you receive the following bene�its:

• Highly trained technical support professionals to assist you with any issues.

• Free software updates for your current system.

• Technical bulletins and newsletters.

• 100% upgrade credit for your existing software (in the event of an upgrade).

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Request for Proposal Number: 120277 O3 REBID

Part II

2.6. Completed Attachment 1 - Functional Specifications

GSG acknowledges Completed Attachment1

2.7. Completed Attachment 2 - Technical Specifications

GSG acknowledges Completed Attachment2

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Request for Proposal Number: 120277 O3 REBID

3 Appendix

3.1. Contractual Agreement Form

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3.2. Acknowledgment of Sections II through IV

3.2.1. Terms and Conditions

GSG acknowledges and agrees with all the Terms and Conditions given in the RFP with no exceptions.

3.2.2. Vendor Duties

GSG acknowledges and agrees with all the Terms and Conditions given in the RFP with no exceptions.

3.2.3. Payment

GSG acknowledges and agrees with all the Terms and Conditions given in the RFP with no exceptions.

3.3. License, User Agreement, Service Level Agreement, or Similar Documents

Sample of Contract Forms

Provided below is a GSG Sample Contract, a GSG Sample Service Level Agreement, and a Sample Laserfiche End-User License Agreement. These will all be modified as needed upon selection for award.

Sample Service Level Agreement for Records Digitization Services.

This Service Level Agreement (SLA) is fundamental to the provision of services rendered under the Performance Work Statement (PWS) and defines the parameters of service support between the Global Solutions Group Inc. and the State of Nebraska(“State”) for services. This SLA is considered a jointly negotiated instrument that shall be used to document the ground rules for transition, phase-in and actual performance. It shall serve as a living document to be used for gauging performance and service level effectiveness. Once task orders are awarded the SLA will be updated to include information on Stakeholders, Mandatory Outcomes, and Minimum Requirements for each outcome, Minimum Services Standards, Key Performance Indicators (KPIs) with associated purpose and measurement per KPI and the Performance Measurement Scorecard.

The following is an example of our Service Level Agreement. Details are not binding. The actual Service Level Agreement will be developed between the parties upon award of the contract.

1. Agreement Overview

This Agreement represents a Service Level Agreement ("SLA" or "Agreement") between Global Solutions Group, Inc. and State of Nebraska for the provisioning of IT services required to support and sustain the product or service.

This Agreement remains valid until superseded by a revised agreement mutually endorsed by the stakeholders. This Agreement outlines the parameters of all IT services covered as they are mutually understood by the primary stakeholders. This Agreement does not supersede current processes and procedures unless explicitly stated herein.

2. Goals & Objectives

The purpose of this Agreement is to ensure that the proper elements and commitments are in place to provide consistent IT service support and delivery to the State of Nebraska by the Service Provider(s).

The goal of this Agreement is to obtain mutual agreement for IT service provision between the Service Provider(s) and State of Nebraska.

The objectives of this Agreement are to:

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• Provide clear reference to service ownership, accountability, roles and/or responsibilities.

• Present a clear, concise and measurable description of service provision to the State of Nebraska.

• Match perceptions of expected service provision with actual service support & delivery.

3. Stakeholders

The following Service Provider(s) and Customer(s) will be used as the basis of the Agreement and represent the primary stakeholders associated with this SLA:

IT Service Provider(s): Global Solutions Group, Inc.. ("Provider")

IT Customer(s): State of Nebraska

4. Periodic Review

This Agreement is valid from the Effective Date outlined herein and is valid until further notice. This Agreement should be reviewed at a minimum once per fiscal year; however, in lieu of a review during any period specified, the current Agreement will remain in effect.

The Program Manager ("Document Owner") is responsible for facilitating regular reviews of this document. Contents of this document may be amended as required, provided mutual agreement is obtained from the primary stakeholders and communicated to all affected parties. The Document Owner will incorporate all subsequent revisions and obtain mutual agreements / approvals as required.

Program Manager: Global Solutions Group, Inc.

Review Period: Bi-Yearly (6 months)

Previous Review Date:

Next Review Date:

5. Service Agreement

The following detailed service parameters are the responsibility of the Service Provider in the ongoing support of this Agreement.

5.1. Service Scope

The following Services are covered by this Agreement.

• Manned telephone support

• Monitored email support

• Remote assistance using Remote Desktop and a Virtual Private Network where available

• Planned or Emergency Onsite assistance (extra costs apply)

• Monthly system health check

5.2. State of Nebraska Requirements

State of Nebraska responsibilities and/or requirements in support of this Agreement include:

• Payment for all support costs at the agreed interval.

• Reasonable availability of State of Nebraska representative(s) when resolving a service-related incident or request.

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Request for Proposal Number: 120277 O3 REBID

5.3. Service Provider Requirements

Service Provider responsibilities and/or requirements in support of this Agreement include:

• Meeting response times associated with service-related incidents.

• Appropriate notification to State of Nebraska for all scheduled maintenance.

5.4. Service Assumptions

Assumptions related to in-scope services and/or components include:

• Changes to services will be communicated and documented to all stakeholders.

6. Service Management

Effective support of in-scope services is a result of maintaining consistent service levels. The following sections provide relevant details on service availability, monitoring of in-scope services and related components.

6.1. Service Availability

Coverage parameters specific to the service(s) covered in this Agreement are as follows:

• Telephone support: 9:00 A.M. to 5:00 P.M. Monday - Friday

• Calls received out of office hours will be forwarded to a mobile phone and best efforts will be made to answer the call, however there will be a backup phone service

• Email support: Monitored 9:00 A.M. to 5:00 P.M. Monday - Friday

• Emails received outside of office hours will be collected; however no action can be guaranteed until the next working day

• Onsite assistance guaranteed within 72 hours during the business week

6.2. Service Requests

In support of services outlined in this Agreement, the Service Provider will respond to service-related incidents and/or requests submitted by the State of Nebraska within the following time frames:

• 0-8 hours (during business hours) for issues classified as High priority.

• Within 48 hours for issues classified as medium priority.

• Within 5 working days for issues classified as Low priority.

• Remote assistance will be provided in-line with the above timescale’s dependent on the priority of the support request.

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Laserfiche End User License Agreement

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4 Cost Sheet

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Cost Assumptions for Laserfiche Cloud Solution:

1. We have included pricing for 30 Business Full Named Users licenses 5000 Participant Users and 13 TB Storage.

2. Laserfiche Full Named Users with Process Automation Includes: AI capability, 100 GB storage/user, single Laserfiche Repository, Process Automation, Laserfiche Advanced Audit Trail with Watermark, Laserfiche Records Management Edition, Laserfiche Connector, Laserfiche Import Agent with Email Archiving, Laserfiche Snapshot, Laserfiche Integration with Microsoft Office, and Laserfiche Integration with DocuSign, Direct Share, Data Encrypted at Rest, Autoscaling of Computing and Storage Resources, Automated and Encrypted Backups, Intrusion Detection, Automated Feature and Security Updates, Automated Text Extraction, SDK, Quick Fields Complete (10 Licenses), Workflow Bots for Process Automation (1 License), Public Portal (Unlimited Connections), Forms Portal (Unlimited Submissions), Integration with SharePoint, Integration with Microsoft Dynamics 365 CRM, Integration with Redtail CRM

3. Our price includes dedicated sandbox (Test) system for district use on ongoing basis.

4. Our price also includes a test system before finalizing the contract for 30 Days without any additional cost.

5. We have included tiered pricing options for various license type for ready reference as well.

6. Our cloud hosted offering leverages AWS Private Cloud.

7. Storage limitation for above cost: Storage capacity is up to 100 GB storage per user, pooled across the Account, is included in the Subscription. Additional storage is charged at $10 per 10 GB/month, if prepaid annually; or $15 per 10 GB/month, if paid monthly.

8. Maximum Single Document or File size allowed to be uploaded in hosted solution is 200 GB

9. The professional services cost for various functions of the project is included in the Cost

Response.

10. Additional licenses for any of the mentioned categories can be purchased additionally at any given time.

11. Additional professional services for any services can be purchased additionally if required.

12. Quote is valid for 120 Days from due date of the RFP.

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5 Contractual Agreement Form

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Request for Proposal Number: 120277 O3 REBID

6 Appendix

6.1. Laserfiche Cloud Brochures

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