LAB25454-CASE_MANAG-rfp.pdf

State of Delaware

Case Management Software

Request for Proposal

Contract No. LAB 25454

September 11, 2025

- Deadline to Respond - October 17, 2025

4:00 PM (Local Time)

Version: 04/15/2025

STATE OF DELAWARE

Department of Labor

Division of Vocational Rehabilitation

Delaware Department of Labor

CONTRACT NO. LAB 25454

ALL VENDORS:

The enclosed packet contains a "REQUEST FOR PROPOSAL" for Case Management Software. The proposal consists of the following:

Contents:

I. INTRODUCTION

II. SCOPE OF WORK

III. FORMAT FOR PROPOSAL

IV. PROPOSAL EVALUATION PROCEDURES

V. PREBID MEETING

VI. DEFINITIONS AND GENERAL PROVISIONS

VII. PROPOSAL REPLY SECTION

ATTACHMENTS

Appendix A – STATEMENT OF WORK AND TECHNICAL SPECIFICATIONS

Appendix B – PRICING FORMS

** Ctrl+Click on the headings above will take you directly to the section.

In order for your proposal to be considered, the Proposal Reply Section shall be executed completely and correctly and returned in a sealed envelope clearly displaying the contract number and vendor name by October 17, 2025 at 4:00 PM (Local Time) to be considered.

Proposals must be emailed to:

DOL_DVR_Contracting@delaware.gov

Please review and follow the information and instructions contained in the General Provisions and this Request for Proposal (RFP). Should you need additional information, please call Kimberly Snowden at 302-761-8281 or email kimberly.snowden@delaware.gov.

I. INTRODUCTION

A. PURPOSE

The purpose of this Request for Proposal is to obtain sealed proposals from qualified vendors to provide a comprehensive case management system and associated support services for the Delaware Department of Labor, Division of Vocational Rehabilitation (DVR). This procurement seeks to secure a software solution that enables DVR to manage client cases, track services, document outcomes, and meet state and federal reporting requirements, as well as professional services to implement, maintain, and support the system throughout the contract period.

It is the goal of this Request for Proposal to identify a vendor(s) and execute a contract to provide a secure, configurable, and user-friendly case management system—along with hosting, technical support, maintenance, and upgrades—on an ongoing, as-needed basis. The selected solution must support DVR’s vocational rehabilitation mission by enhancing operational efficiency, data integrity, and service delivery for individuals with disabilities statewide.

1. COMPETITIVE SEALED PROPOSAL

It has been determined by the Delaware Department of Labor, Division of Vocational Rehabilitation, pursuant to Delaware Code Title 29, Chapter 6924 (a) that this solicitation be offered as a request for competitive sealed proposals because the use of competitive sealed bidding is not practical and/or not in the best interest of the State. The use of competitive sealed proposals is necessary to:

• Use a contract other than a fixed-price type; or

• Conduct oral or written discussions with vendors concerning technical and price aspects of their proposals; or

• Afford vendors an opportunity to revise their proposals through best and final offers; or

• Compare the different price, quality and contractual factors of the proposals submitted; or

• Award a contract in which price is not the determining factor.

2. CONTRACT REQUIREMENTS

This contract will be issued to one or more qualified vendors capable of providing a comprehensive case management system and the full range of associated professional services, including implementation, configuration, hosting, maintenance, technical support, system upgrades, and client service for the Delaware Department of Labor, Division of Vocational Rehabilitation. Vendors shall be responsible for ensuring that the software solution and all related services comply with applicable federal and state regulations, meet or exceed current industry standards, and adhere to performance, security, and service-level requirements as outlined in the contract specifications. Service delivery must be accessible statewide, and vendors must demonstrate the capacity to meet operational demands in a timely, professional, and fiscally responsible manner, in accordance with State of Delaware procurement policies and procedures.

3. AGENCY USE CONTRACT

Pursuant to 29 Del. C. § 6904(e) respectively, if no state contract exists for a certain good or service, covered agencies may procure that certain good or service under another agency's contract so long as the arrangement is agreeable to all parties. Agencies, other than covered agencies, may also procure such goods or services under another agency's contract when the arrangement is agreeable to all parties.

http://delcode.delaware.gov/title29/c069/sc01/index.shtml

4. MULTIPLE SOURCE AWARD

The Agency reserves the right to award this contract to more than one vendor pursuant to 29 Del. C. § 6926. The basis for such selection shall include: the ability of vendors to meet DVR’s statewide service and system support needs; availability of a secure, configurable, and user-friendly case management software solution; demonstrated capacity to provide comprehensive implementation, hosting, technical support, and maintenance; competitive and transparent pricing; vendor experience with compliance, integration, and data reporting requirements; and the overall best value to the State of Delaware and the individuals served through the Division of Vocational Rehabilitation.

5. POTENTIAL CONTRACT OVERLAP

Vendors shall be advised that the State, at its sole discretion, shall retain the right to solicit for goods and/or services as required by its agencies and as it serves the best interest of the State. As needs are identified, there may exist instances where contract deliverables, and/or goods or services to be solicited and subsequently awarded, overlap previous awards. The State reserves the right to reject any or all bids in whole or in part, to make partial awards, to award to multiple vendors during the same period, to award by types, on a zone-by-zone basis or on an item-by-item or lump sum basis item by item, or lump sum total, whichever may be most advantageous to the State of Delaware.

6. SUPPLEMENTAL SOLICITATION

The State reserves the right to advertise a supplemental solicitation during the term of the Agreement if deemed in the best interest of the State.

7. CONTRACT PERIOD

Each Vendor’s contract shall be valid for a one (1) year period from April 1, 2026 to March 30, 2027.

Each contract may be renewed through negotiation between the Vendor and the Delaware Department of Labor, Division of Vocational Rehabilitation. Negotiation may be initiated no later than ninety (90) days prior to the termination of the current agreement.

The State reserves the right to extend this contract on a month-to-month basis for a period of up to three months after the term of the full contract has been completed.

B. KEY RFP DATES/MILESTONES

The following dates and milestones apply to this RFP and subsequent contract award. Vendors are advised that these dates and milestones are not absolute and may change due to unplanned events during the bid proposal and award process.

Activity Due Date

RFP Availability to Vendors September 11, 2025 Optional Pre-bid Conference September 26, 2025 Written Questions Due No Later Than (NLT) October 2, 2025 Written Answers Due/Posted to Website NLT October 10, 2025 Proposals Due NLT October 17, 2025 Proposal Evaluation October 20 – October 31, 2025 Contract Award Will occur within 90 days of bid opening

C. INQUIRIES & QUESTIONS

http://delcode.delaware.gov/title29/c069/sc03/index.shtml#6926

We welcome your interest in working with us, and we will be pleased to answer any questions you may have in formulating your response to this Request for Proposal.

All questions with regard to the interpretation of this solicitation, drawings, or specifications, or any other aspect of this RFP must be received in writing by October 2, 2025. All questions will be answered in writing by October 10, 2025, and posted on https://bids.delaware.gov/ website. All questions must make specific reference to the section(s) and page numbers from this RFP where applicable. Oral explanations or instructions will not be binding.

D. RFP DESIGNATED CONTACT

All requests, questions, or other communications about this RFP shall be made in writing to the State of Delaware. Address all communications to the person listed below; communications made to other State of Delaware personnel or attempting to ask questions by phone or in person will not be allowed or recognized as valid and may disqualify the vendor. Vendors should rely only on written statements issued by the RFP designated contact.

Kimberly Snowden

Division of Vocational Rehabilitation 4425 N. Market Street Wilmington, DE 19802 kimberly.snowden@delaware.gov

To ensure that written requests are received and answered in a timely manner, electronic mail (e-mail) correspondence is acceptable, but other forms of delivery, such as postal and courier services can also be used.

E. CONTACT WITH STATE EMPLOYEE

Direct contact with State of Delaware employees other than the State of Delaware Designated Contact regarding this RFP is expressly prohibited without prior consent. Vendors directly contacting State of Delaware employees risk elimination of their proposal from further consideration. Exceptions exist only for organizations currently doing business in the State who require contact in the normal course of doing that business.

II. SCOPE OF WORK

A. OVERVIEW

The Vendor(s) shall provide all software, hosting, implementation, configuration, training, and support services necessary to meet the State of Delaware’s need for a comprehensive case management system as described herein. The contract will require the Vendor(s) to collaborate with the Division of Vocational Rehabilitation to ensure that the State receives a secure, configurable, and state-of-the-art solution, along with ongoing technical services and system enhancements that align with DVR’s operational, compliance, and service delivery requirements.

B. BACKGROUND

https://bids.delaware.gov/

The Delaware Department of Labor (DOL) is a state agency consisting of 6 agencies, dedicated to supporting Delaware's workforce and employers by fostering economic development, ensuring safe and equitable working conditions, and connecting job seekers with employment opportunities. The DOL provides a range of services, including workforce training, unemployment insurance, labor law enforcement, and vocational rehabilitation programs. Its mission is to promote self-sufficiency, improve workplace conditions, and enhance the quality of life for Delaware residents by helping individuals achieve meaningful employment and supporting businesses in meeting their workforce needs.

THE DEPARTMENT’S GOALS/OBJECTIVES

• Developing an Educated and Skilled Workforce

• Meeting Employer Needs

• Providing Integrated Employment and Training Services

• Ensuring Compliance with Labor Laws

• Promoting Economic Self-Sufficiency

DIVISION OF VOCATIONAL REHABILITATION

The Delaware Division of Vocational Rehabilitation (DVR) is a state agency under the Department of Labor that helps individuals with disabilities achieve meaningful employment and greater independence.

DVR provides a range of personalized services, including career counseling, skills training, job placement, and assistive technology, to empower individuals in overcoming barriers to employment.

Partnering with businesses and community organizations, DVR supports workforce development by connecting employers with qualified candidates and offering resources to create inclusive workplaces.

The division’s mission is to enable individuals with disabilities to prepare for, obtain, and maintain successful employment, enhancing their overall quality of life.

THE DIVISION’S GOALS/OBJECTIVES

• Provide Quality Employment Outcomes for People with Disabilities

• Develop Training Programs Aligned with Labor Market Demands

• Enhance Pre-Employment Transition Services for Youth

• Support Individuals with Disabilities

• Address the Needs of Non-College-Bound Youth and Adults

DIVISION PROGRAMS

• Office for The Deaf and Hard of Hearing

• Supported Employment Pre-Employment Transition Services

• Disability Determination Services

• Benefits Counseling

• School to Career Transition Services

• Supported Education Program

CASE MANAGEMENT SOFTWARE

PURPOSE

The Division of Vocational Rehabilitation (DVR) provides services to individuals with disabilities to support their preparation for, entry into, and retention of meaningful employment. A centralized, efficient, and secure case management system is essential to DVR’s ability to deliver, track, and coordinate these services effectively across its statewide programs. Such a system serves as a foundational tool to document Individualized Plans for Employment (IPEs), monitor progress, manage service delivery, and ensure compliance with federal and state reporting requirements.

To support this critical function, DVR is seeking to procure a comprehensive case management solution and related support services that will enhance operational efficiency, streamline workflows, and improve client outcomes. The system must support individualized service planning, case documentation, financial tracking, communication between staff and partners, and performance reporting. In addition, it must be scalable, secure, and accessible across all service regions within the State of Delaware.

Through this Request for Proposal (RFP), DVR intends to establish one or more contracts with vendors who can provide both a high-quality, configurable case management system and the professional services required for its implementation, maintenance, and support. The successful vendor(s) will play a vital role in enabling DVR to fulfill its mission of empowering individuals with disabilities to achieve independence and competitive integrated employment.

C. STATEMENT OF NEEDS

The Delaware Division of Vocational Rehabilitation (DVR) is soliciting proposals from qualified vendors to provide a fully functional, secure, and scalable case management system, along with comprehensive support services to ensure its successful implementation, operation, and maintenance.

DVR requires a robust, web-based case management system to support its mission of delivering vocational rehabilitation services to individuals with disabilities across the state. The system must enable effective case tracking, service planning, documentation, compliance reporting, and inter-agency collaboration.

In addition to providing the software platform, the selected vendor must deliver professional support services to maintain and enhance the system throughout the life of the contract. Required services include, but are not limited to:

• Licensing and User Access: System access for up to 100 concurrent users, with tools for managing user permissions and license compliance.

• Hosting and Maintenance: Secure and reliable system hosting with proactive maintenance and uptime performance standards.;

• Implementation and Configuration: Initial system setup, configuration to meet DVR business needs, data migration (if applicable), and user acceptance testing.

• Ongoing Technical Support: Help desk services, incident response with tiered severity levels, issue resolution tracking, and system troubleshooting.

• System Upgrades and Enhancements: Regular delivery of software updates, new features, and patches to maintain performance, usability, and compliance;

• Security and Disaster Recovery: End-to-end data protection protocols, encryption, system backups, and disaster recovery procedures in alignment with state and federal data security requirements.

• Integration Capabilities: Ability to interface with external systems and support for secure data exchange across state programs and partners.

o The awarded Contractor must have the capability to interface with and support integration to the Division of Vocational Rehabilitation’s designated interactive digital communication and engagement platform used for client outreach, scheduling, documentation, and case note automation. The Contractor’s systems and processes shall:

API Compatibility – Provide secure, bidirectional integration via a documented RESTful API (or other mutually agreed secure method) that enables the automated exchange of structured data, including but not limited to appointment details, case notes, service updates, progress reports, and client communications. The Contractor shall be responsible for any necessary configuration or development work to enable this integration.

HIPAA and Data Security Compliance – Ensure that all data exchanges comply with the Health Insurance Portability and Accountability Act (HIPAA), applicable federal and state privacy laws, and the Division’s internal data security policies. All transmissions must use industry-standard encryption protocols (e.g., TLS 1.2 or higher) and meet the Division’s authentication requirements.

Data Synchronization and Timeliness – Support real-time or near real-time synchronization of data between the Contractor’s system(s) and the Division’s designated platform. Service records, status updates, and client information shall be transmitted within one (1) business day of creation or modification unless otherwise specified by the Division.

Testing and Certification – Complete an integration testing and approval process with the Division’s IT staff (or designee) prior to commencing service delivery. Contractor shall provide technical documentation, integration workflows, and ongoing support to ensure sustained compatibility throughout the contract term.

Failure to maintain integration capability and compliance with these requirements shall constitute a breach of contract and may result in suspension of referrals, withholding of payment, or termination of the agreement.

• Monitoring and Reporting: System usage tracking, uptime monitoring, audit logs, and performance reporting.

• Compliance and Accessibility: Adherence to applicable federal and state regulations, including but not limited to Section 508 accessibility standards, and Delaware Department of Technology and Information (DTI) requirements.

The proposed solution must be designed to support DVR’s dynamic program needs while ensuring data integrity, system availability, user support, and compliance with regulatory standards. The selected vendor must demonstrate the technical expertise, organizational capacity, and customer service approach needed to deliver and maintain a high-quality case management solution in a public-sector, human services environment.

D. DETAILED REQUIREMENTS

The technical requirements of this RFP are stated in Appendix A. Vendors must provide pricing for the items listed in the Excel Spreadsheet, Appendix B.

III. FORMAT FOR PROPOSAL

A. INTRODUCTION

This section prescribes the mandatory format for the presentation of a proposal in response to this RFP.

Each Vendor must provide every component listed in the order shown in this RFP, using the format prescribed for each component. A proposal may be rejected if it is incomplete or conditional.

Each proposal must be clear, complete, and unambiguous. Conditional, incomplete, or non-conforming proposals may be rejected at the sole discretion of the State of Delaware. Vendors are encouraged to provide concise and well-organized responses that fully address each requirement stated in the RFP.

Each proposal must be organized as follows:

A. Cover Letter

a. Signed by an authorized representative

b. Summarizing Vendor’s qualifications and commitment to fulfill contract requirements

B. Table of Contents

With page numbers for each major section

C. Description of Services and Qualifications

a. Detailed narrative describing how the Vendor will meet or exceed the Statement of Needs

b. Identification of all services proposed

c. Description of Vendor’s qualifications, experience, and personnel

D. Completed Required Attachments

a. Attachment 2: Non-Collusion Statement

b. Attachment 3: Exceptions Form (if applicable)

c. Attachment 4: Company Profile and Capabilities

d. Attachment 5: Confidentiality and Proprietary Information Statement (if applicable)

e. Attachment 6: Business References

f. Attachment 7: Subcontractor Information Form (if applicable)

g. Attachment 13: DTI Mandated Requirements

h. Attachment 14: SWIS Agreement

E. Completed Pricing Forms

a. Appendix B: Pricing Sheet(s) in Excel format F. Additional Supporting Materials (If Requested or Relevant)

B. PROPOSAL RESPONSE

The Request for Proposal may contain pre-printed forms for use by the vendor in submitting its proposal.

The forms required by this solicitation shall be considered mandatory, prevailing documents.

When preprinted forms are used, the forms shall contain basic information such as description of the item and the estimated quantities and shall have blank spaces for use by the vendor for entering information such as unit bid price, total bid price, as applicable.

The Vendor's proposal shall be typewritten on the form provided, and any corrections or erasures MUST be initialed by vendor’s representative completing the bid submission.

If items are listed with a zero quantity, Vendor shall state unit price ONLY (intended for open end purchases where estimated requirements are not known). The proposal shall show a total bid price for each item bid and the total bid price of the proposal excluding zero quantity items.

Vendors’ proposal must respond to each and every requirement outlined in the RFP criteria in order to be considered responsive. Proposals must be clear and concise.

C. NON-CONFORMING PROPOSALS

Non-conforming proposals will not be considered. Non-conforming proposals are defined as those that do not meet the requirements of this RFP. The determination of whether an RFP requirement is substantive or a mere formality shall reside solely within the State of Delaware.

D. CONCISE PROPOSALS

The State of Delaware discourages overly lengthy and costly proposals. It is the desire that proposals be prepared in a straightforward and concise manner. Unnecessarily elaborate brochures or other promotional materials beyond those sufficient to present a complete and effective proposal are not desired. The State of Delaware’s interest is in the quality and responsiveness of the proposal.

E. COVER LETTER

Each proposal will have a cover letter on the letterhead of the company or organization submitting the proposal. The cover letter must briefly summarize the Vendor's ability to provide the services specified in the RFP. The cover letter shall be signed by a representative who has the legal capacity to enter the organization into a formal contract with Delaware Department of Labor, Division of Vocational Rehabilitation.

F. TABLE OF CONTENTS

Each proposal must include a Table of Contents with page numbers for each of the required components of the proposal.

G. DESCRIPTION OF SERVICES AND QUALIFICATIONS

Each proposal must contain a detailed description of how the Vendor will provide the goods and services outlined in this RFP. This part of the proposal may also include descriptions of any enhancements or additional services or qualifications the Vendor will provide that are not mentioned in this RFP.

H. DISCOUNT

Vendors are invited to offer in their proposal value added discounts (i.e. speed to pay discounts for specific payment terms). Cash or separate discounts should be computed and incorporated into unit bid price(s).

I. SAMPLES OR BROCHURES

Samples or brochures may be required by the agency for evaluation purposes. They shall be such as to permit the Agency to compare and determine if the item offered complies with the intent of the specifications.

J. ACKNOWLEDGEMENT OF UNDERSTANDING OF TERMS

By submitting a bid, each Vendor shall be deemed to acknowledge that it has carefully read all sections of this RFP, including all forms, schedules and exhibits hereto, and has fully informed itself as to all existing conditions and limitations.

K. BID BOND REQUIREMENT

The Bid Bond requirement has been waived.

L. PERFORMANCE BOND REQUIREMENT

The Performance Bond requirement has been waived.

M. NUMBER OF COPIES WITH MAILING OF PROPOSAL

To be considered, all proposals must be submitted in writing and respond to the items outlined in this RFP.

The State reserves the right to reject any non-responsive or non-conforming proposals. Each proposal must be submitted with via email at dol_dvr_contracting@delaware.gov.

All proposals are to be sent to the State of Delaware and received no later than 4:00 PM (Local Time) on

October 17, 2025.

Any proposal received after the date and time deadline referenced above shall not be considered. The proposing vendor bears the risk of delays in delivery. The contents of any proposal shall not be disclosed as to be made available to competing entities during the negotiation process.

Upon receipt of vendor proposals, each vendor shall be presumed to be thoroughly familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve vendors from any obligation in respect to this RFP.

The State reserves the right to award the proposed contract to multiple Vendors if the Head of the Agency determines that such an award is in the best interest of the State.

N. PROPOSAL EXPIRATION DATE

Prices quoted in the proposal shall remain fixed and binding on the bidder at least through September 30, 2027. Delaware reserves the right to ask for an extension of time if needed.

O. WITHDRAWAL OF PROPOSALS

A Vendor may withdraw its proposal after it has been received, if such a request is made prior to the time set for the deadline of the proposal.

P. PROPOSAL MODIFICATIONS

Any changes, amendments or modifications to a submitted proposal requires that the original proposal be withdrawn, prior to the time set for the submission of the proposal, and a new proposal submitted prior to the deadline for submission of proposals.

Changes, amendments or modifications to proposals shall not be accepted or considered after the hour and date specified as the deadline for submission of proposals.

Q. LATE PROPOSALS

Proposals received after the specified date and time will not be accepted or considered. To guard against premature opening, proposals shall be submitted, plainly marked with the proposal title, vendor name.

Evaluation of the proposals is expected to begin shortly after the proposal due date. To document compliance with the deadline, the proposal will be date and time stamped upon receipt.

R. ADDENDA TO THE REQUEST FOR PROPOSAL (RFP)

If it becomes necessary to revise any part of this RFP, revisions will be posted at https://bids.delaware.gov/ . By submitting an offer to the State, vendors have acknowledged receipt, understanding and commitment to comply with all materials, revisions, and addenda related to the Request for Proposal.

S. INCURRED EXPENSES

The State will not be responsible for any expenses incurred by the vendor in preparing and submitting a proposal.

T. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straight-forward, concise description of the Vendor’s offer to meet the requirements of the RFP.

U. DISCREPANCIES AND OMISSIONS

Vendor is fully responsible for the completeness and accuracy of their proposal, and for examining this RFP and all addenda. Failure to do so will be at the sole risk of vendor. Should vendor find discrepancies, omissions, unclear or ambiguous intent or meaning, or should any questions arise concerning this RFP, vendor shall notify the State of Delaware’s Designated Contact, in writing, of such findings at least ten

(10) days before the proposal opening. This will allow issuance of any necessary addenda. It will also help prevent the opening of a defective proposal and exposure of vendor’s proposal upon which award could not be made. All unresolved issues should be addressed in the proposal.

Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Designated Contact, in writing, no later than ten (10) calendar days prior to the time set for opening of the proposals.

V. EXCEPTIONS

Bidders may elect to take minor exception to the terms and conditions of this RFP by completing

Attachment 3. Delaware Department of Labor, Division of Vocational Rehabilitation shall evaluate each exception according to the intent of the terms and conditions contained herein, but Delaware Department of https://bids.delaware.gov/

Labor, Division of Vocational Rehabilitation must reject exceptions that do not conform to State bid law and/or create inequality in the treatment of bidders. Exceptions shall be considered only if they are submitted with the bid or before the date and time of the bid opening.

Exceptions must be submitted utilizing Attachment 3 to be considered. Exceptions listed elsewhere in the Vendor’s proposal will not be considered. Delaware Department of Labor, Division of Vocational Rehabilitation maintains sole discretion to reject any vendor exceptions that are submitted.

W. BUSINESS REFERENCES

Provide at least three (3) business references consisting of current or previous customers of similar scope and value using Attachment 6. Include business name, mailing address, contact name and phone number, number of years doing business with, and type of work performed. Personal references and Delaware State Employees cannot be considered.

X. DOCUMENT(S) EXECUTION

All vendors must complete and submit with its proposal the non-collusion statement that is enclosed with this Request for Proposal labeled as Attachment 2. The awarded vendor(s) will be presented with the contract form for signature and seal, if appropriate. Both of these documents shall be executed by a representative who has the legal capacity to enter the organization into a formal contract with Delaware Department of Labor, Division of Vocational Rehabilitation.

The State of Delaware requires a new vendor to complete the registration process through the Delaware Supplier Portal at http://esupplier.erp.delaware.gov. Successful completion of this registration enables the creation of a State of Delaware supplier record. The Taxpayer ID (SSN or EIN) and Applicant (supplier) name are submitted to the Internal Revenue Service for “matching”. If the Taxpayer ID and name do not match, the vendor record cannot be approved.

It is the applicant’s responsibility to select the appropriate 1099 Withholding Type and Class. If incorporated, a business is not subject to 1099 reporting unless the business is providing legal or medical services.

Any questions about completing this registration or specific comments about the registration, please contact supplier maintenance by phone at 302-672-5000.

Y. SUBCONTRACTS

Subcontracting is permitted under this RFP and contract. However, every subcontractor shall be identified in the Proposal using Attachment 7.

Z. CONFIDENTIALITY

Subject to applicable law or the order of a court of competent jurisdiction to the contrary, all documents submitted as part of the vendor’s proposal will be treated as confidential during the evaluation process.

As such, vendor proposals will not be available for review by anyone other than the State of Delaware/Proposal Evaluation Team or its designated agents. There shall be no disclosure of any vendor’s information until a fully executed contract is received unless such disclosure is required by law or by order of a court of competent jurisdiction.

http://esupplier.erp.delaware.gov/

The State of Delaware and its constituent agencies are required to comply with the State of Delaware Freedom of Information Act, 29 Del. C. § 10001, et seq. (“FOIA”). FOIA requires that the State of Delaware’s records are public records (unless otherwise declared by FOIA or other law to be exempt from disclosure) and are subject to inspection and copying by any person upon a written request. Once fully executed contracts are received, the contents of all vendor proposals are subject to FOIA’s public disclosure obligations and exemptions.

The State of Delaware wishes to create a business-friendly environment and procurement process. As such, the State respects the vendor community’s desire to protect its intellectual property, trade secrets, and confidential business information (collectively referred to herein as “confidential business information”). Proposals must contain sufficient information to be evaluated. If a vendor feels that they cannot submit their proposal without including confidential business information, they must adhere to the following procedure or their proposal may be deemed unresponsive, may not be recommended for selection, and any applicable protection for the vendor’s confidential business information may be lost.

In order to allow the State to assess its ability to protect a vendor’s confidential business information, vendors will be permitted to designate appropriate portions of their proposal as confidential business information.

Vendor(s) may submit portions of a proposal considered to be confidential business information in a separate, sealed envelope labeled “Confidential Business Information” and include the specific RFP number. The envelope must contain a letter from the Vendor’s legal counsel describing the documents in the envelope, representing in good faith that the information in each document is not “public record” as defined by 29 Del. C. § 10002, and briefly stating the reasons that each document meets the said definitions.

Upon receipt of a proposal accompanied by such a separate, sealed envelope, the State of Delaware will open the envelope to determine whether the procedure described above has been followed. A vendor’s allegation as to its confidential business information shall not be binding on the State. The State shall independently determine the validity of any vendor designation as set forth in this section. Any vendor submitting a proposal or using the procedures discussed herein expressly accepts the State’s absolute right and duty to independently assess the legal and factual validity of any information designated as confidential business information. Accordingly, Vendor(s) assume the risk that confidential business information included within a proposal may enter the public domain.

AA. ATTACHMENTS

Attachment 1 – No Proposal Reply Form Attachment 2 – Non-Collusion Statement Attachment 3 – Exceptions Attachment 4 – Company Profile and Capabilities Attachment 5 – Confidentiality and Proprietary Information Attachment 6 – Business References Attachment 7 – Subcontractor Information Form Attachment 8 – Monthly Usage Report Attachment 9 – Subcontracting (2nd Tier Spend) Report Attachment 10 – Office of Supplier Diversity Certification Application Attachment 11 – Proposal Reply Requirements http://delcode.delaware.gov/title29/c100/index.shtml

Attachment 12 - Terms and Conditions Governing Cloud Services and Data Usage Policy and Agreement Attachment 13 - DTI Mandated Requirements Attachment 14 – SWIS Agreement

Appendix A – Scope of Work details Appendix B – Pricing Form(s) and Instructions (if applicable)

IV. PROPOSAL EVALUATION PROCEDURES

A. GENERAL ADMINISTRATION

1. STATE’S RIGHT TO REJECT PROPOSALS

Delaware Department of Labor, Division of Vocational Rehabilitation reserves the right to reject any or all proposals in whole or in part, to make multiple awards, partial awards, award by types, item by item, or lump sum total, whichever is determined to be the most advantageous to the State of Delaware.

Vendors submitting proposals may be afforded an opportunity for discussion. Vendors may be requested to provide a best and final offer during the negotiation process. Negotiations may be conducted with responsible Vendors who submit proposals found to be reasonably likely to be selected for award. The contents of any proposal shall not be disclosed so as to be available to competing vendors during the negotiation process.

2. STATE’S RIGHT TO CANCEL SOLICITATION

The State of Delaware reserves the right to cancel this solicitation at any time during the procurement process, for any reason or for no reason. The State of Delaware makes no commitments expressed or implied, that this process will result in a business transaction with any vendor.

This RFP does not constitute an offer by the State of Delaware. Vendor’s participation in this process may result in the State of Delaware selecting your organization to engage in further discussions and negotiations toward execution of a contract. The commencement of such negotiations does not, however, signify a commitment by the State of Delaware to execute a contract nor to continue negotiations. The State of Delaware may terminate negotiations at any time and for any reason, or for no reason.

3. FORMAL CONTRACT AND/OR PURCHASE ORDER

No employee of the Contractor(s) is to begin any work prior to receipt of a State of Delaware Purchase Order signed by authorized representatives of the agency requesting service, properly processed through the State of Delaware Accounting Office. A purchase order, telephone call, email, fax, or State credit card shall serve as the authorization to proceed with work in accordance with the bid specifications and the special instructions, once it is received by the Contractor(s).

4. DELIVERY OF PROPOSALS

Proposals shall be delivered via email to:

dol_dvr_contracting@delaware.gov

All proposals will be accepted at the time and place set in the RFP. Vendor bears the risk of delays in delivery and any delivery costs for returned proposals. Proposals received after the time set for public opening will be returned unopened.

5. PUBLIC OPENING OF PROPOSALS

There will be no public opening of proposals.

mailto:dol_dvr_contracting@delaware.gov

6. DISQUALIFICATION OF VENDORS

Any one or more of the following causes may be considered as sufficient for the disqualification of a vendor and the rejection of its proposal or proposals:

a. More than one proposal for the same contract from an individual, firm, or corporation under the same or different names.

b. Evidence of collusion among vendors.

c. Unsatisfactory performance record as evidenced by past experience with the State of Delaware or on a State of Delaware central contract.

d. Any suspension or debarment of the parent company, subsidiary or individual involved with the vendor by federal, any state or any local governments within the last five (5) years.

e. If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.

f. If there are any unauthorized additions, interlineations, conditional or alternate bids or irregularities of any kind which may tend to make the proposal incomplete, indefinite, or ambiguous as to its meaning.

g. Non-attendance of mandatory pre-bid meetings shall be cause of disqualification.

1. AUTHORITY OF AGENCY

On all questions concerning the interpretation of specifications, the acceptability and quality of material furnished and/or work performed, the classification of material, the execution of the work, and the determination of payment due or to become due, the decision of the Agency shall be final and binding.

2. OR EQUAL (PRODUCTS BY NAME)

Specifications of products by name are intended to be descriptive of quality or workmanship, finish and performance. Desirable characteristics are not intended to be restrictive. Substitutions of products for those named will be considered provided the vendor certifies that the function, characteristics, performance and endurance qualities of the material offered is equal or superior to that specified.

B. RESPONSIVENESS AND RESPONSIBILITY OF VENDOR

Delaware Department of Labor, Division of Vocational Rehabilitation shall award this contract to the most responsible and responsive vendor who best meets the terms and conditions of the proposal.

1. Rejection of individual proposals. -- A proposal may be rejected for 1 or more of the following reasons:

a. The person responding to the solicitation is determined to be nonresponsive or non-responsible;

b. It is unacceptable;

c. The proposed price is unreasonable; or

d. It is otherwise not advantageous to the State.

2. Vendors whose proposals are rejected as non-responsive shall be notified in writing about the rejection.

3. Responsibility of vendors. -- It shall be determined whether a vendor is responsible before awarding a contract. Factors to be considered in determining if a vendor is responsible include:

a. The vendor's financial, physical, personnel or other resources, including subcontracts;

b. The vendor's record of performance and integrity;

c. Any record regarding any suspension or debarment;

d. Whether the vendor is qualified legally to contract with the State;

e. Whether the vendor supplied all necessary information concerning its responsibility; and

4. Any other specific criteria for a particular procurement which an agency may establish

5. If a vendor is determined to be non-responsible, the vendor shall be informed in writing.

6. The State reserves the right to waive minor irregularities or request additional information before determining the responsiveness of the Vendor. All Vendors will be afforded the same or similar opportunities, as necessary, and will be treated with equal regard before such determinations are finalized.

C. PROPOSAL EVALUATION COMMITTEE

The Proposal Evaluation Committee (“Committee”) is comprised of representatives of the State of Delaware.

The Committee reserves the right to:

• Select for contract or for negotiations a proposal other than that with lowest costs.

• Reject any and all proposals or portions of proposals received in response to this RFP or to make no award or issue a new RFP.

• Waive or modify any information, irregularity, or inconsistency in proposals received.

• Request modification to proposals from any or all vendors during the contract review and negotiation.

• Negotiate any aspect of the proposal with any vendor and negotiate with more than one vendor at the same time.

• Select more than one vendor pursuant to 29 Del. C. § 6926.

Delaware Department of Labor, Division of Vocational Rehabilitation reserves the right to reject any or all bids in whole or in part, to make multiple awards, partial awards, award by types, item by item, or lump sum total, whichever may be most advantageous to the State of Delaware.

D. REQUIREMENTS OF THE VENDOR

The purpose of this section is to assist the Proposal Evaluation Committee to determine the ability of the organization to provide the materials and services described in the application. The proposal response should contain at a minimum the following information:

1. Minimum Requirements

a. Provide Delaware license(s) and/or certification(s) necessary to perform services as identified in the scope of work. Prior to the execution of an award document, the successful Vendor shall either furnish the Agency with proof of State of Delaware Business Licensure or initiate the process of application where required.

b. Vendor shall provide responses to the Request for Proposal (RFP) scope of work and clearly identify capabilities as presented in the General Evaluation Requirements below.

c. Complete all appropriate attachments and forms as identified within the RFP.

d. Proof of insurance and amount of insurance shall be furnished to the Agency prior to the start of the contract period and shall be no less than as identified in the bid solicitation, Section V, Item G, subsection 7 (insurance).

2. General Evaluation Requirements

a. Responsiveness to RFP Requirements

b. Vendor Qualifications and Experience

c. Capacity to meet requirements (size, financial condition, etc.)

d. Service Delivery Capabilities

e. Demonstrated Ability

f. Product Quality and Compliance

g. Cost and Value

h. References and Past Performance

3. CRITERIA AND SCORING

EVALUATION CRITERIA

PERCENTAGE POINTS

1. Vendor Qualifications and Experience 20 20

2. Service Delivery Capabilities 25 25

3. Product Quality and Compliance 20 20

4. Cost Proposal (Pricing) 25 25

5. References and Past Performance 10 10

TOTAL SCORE 100% 100

Procurement Evaluation Committee members will assign up to the maximum number of points listed for each of the criteria listed above. For items having quantitative answers, points will be proportionate to each proposal’s response. Items with qualitative answers will receive the average of points assigned by Proposal Evaluation Committee members.

4. BEST AND FINAL OFFERS

Once the proposals have been evaluated and negotiations have been held with the vendor(s) determined to be likely to receive an award, the Procurement Evaluation Committee issue a request for Best and Final Offers from the vendor(s).

5. REFERENCES

The Committee may contact any customer of the vendor, whether or not included in the vendor’s reference list, and use such information in the evaluation process. Additionally, the State of Delaware may choose to visit existing installations of comparable systems, which may or may not include vendor personnel. If the vendor is involved in such site visits, the State of Delaware will pay travel costs only for State of Delaware personnel for these visits.

6. ORAL PRESENTATIONS

Selected vendors may be invited to make oral presentations to the Committee. The vendor representative(s) attending the oral presentation shall be technically qualified to respond to questions related to the proposed system and its components.

All of the vendor's costs associated with participation in oral discussions and system demonstrations conducted for the State of Delaware are the vendor’s responsibility.

V. PREBID MEETING

A pre-bid meeting has been scheduled for September 26, 2025 at 2:00pm.

VI. DEFINITIONS AND GENERAL PROVISIONS

The attached Definitions and General Provisions apply to all contracts and are part of each Request for Proposal.

The requirement to furnish a bid bond and performance bond is applicable unless waived. Should the General Provisions conflict with the Special Provisions, the Special Provisions shall prevail. Vendors or their authorized representatives are required to fully acquaint themselves as to State procurement laws and regulations prior to submitting bid.

A. DEFINITIONS: Whenever the following terms are used, their intent and meaning shall be interpreted as follows:

STATE: The State of Delaware

AGENCY: State Agency as noted on cover sheet.

BID INVITATION: The "invitation to bid" or “Request for Proposal” is a packet of material sent to vendors and consists of General Provisions, Special Provisions, specifications, and enclosures.

BOND: The approved form of security furnished by the Vendors and its surety as a guaranty of good faith on the part of the Vendor to execute the work in accordance with the terms of the contract.

CONTRACT: The written agreement covering the furnishing and delivery of material or work to be performed.

DESIGNATED OFFICIAL: The agent authorized to act for an Agency.

GENERAL PROVISIONS: General Provisions are instructions pertaining to contracts in general. They contain, in summary, requirements of laws of the State, policies of the Agency, and instructions to vendors.

LOCAL TIME: Eastern Standard Time/Eastern Daylight Time

OPPORTUNITY BUY: A special offer from a supplier that is usually associated with a limited time to respond.

PROPOSAL: The offer of the Vendor submitted on the approved form and setting forth the Vendor's prices for performing the work or supplying the material or equipment described in the specifications.

RFP: Request for Proposal.

SPECIAL PROVISIONS: Special Provisions are specific conditions or requirements peculiar to the contract under consideration and are supplemental to the General Provisions. Should the Special Provisions conflict with the General Provisions, the Special Provisions shall prevail.

SURETY: The corporate body which is bound with and for the contract, or which is liable, and which engages to be responsible for the Vendor's payments of all debts pertaining to and for its acceptable performance of the work for which he has contracted

VENDOR: Any individual, firm, or corporation formally submitting a proposal for the material or work contemplated, acting directly or through a duly authorized representative.

VENDOR'S DEPOSIT: The security designated in the proposal to be furnished by the Vendor as a guaranty of good faith to enter into a contract with the Agency if the work to be performed or the material or equipment to be furnished is awarded to it.

B. GENERAL PROVISIONS

1. INTERPRETATION OF ESTIMATES/QUANTITIES

a. Unless stated otherwise, the quantities given in the RFP are to be considered to be approximate only and are given as a basis for the comparison of bids. The Agency may increase or decrease the amount of any item as may be deemed necessary or expedient, during the period of the contract.

Bidders shall recognize there are no guaranteed minimum contract quantities or values associated with this solicitation.

b. An increase or decrease in the quantity for any item is not sufficient ground for an increase or decrease in the unit price.

c. Prior contract utilization may be viewed on the Delaware Open Data Portal https://data.delaware.gov/. The Government and Finance data sets provide Central Contract Line Item Spend by Fiscal Year among several additional data products. Past usage shall not be considered a guaranteed future volume.

2. SILENCE OF SPECIFICATIONS

The apparent silence of the specifications as to any detail, or the apparent omission from it of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only material and workmanship of the first quality are to be used. Proof of specifications compliance will be the responsibility of the vendor.

3. EXAMINATION OF SPECIFICATIONS AND PROVISIONS

The Vendor shall examine carefully the proposal and the contract forms for the material contemplated.

The Vendor shall investigate and satisfy itself as to the conditions to be encountered, quality and quantities of the material to be…