Contact:

Jeff Matthews, Senior Client Alignment Executive

Phone: (913) 271-1333 Email: jmatthews@ntst.com

Public Sector: DLNetsmartPublicSectorRFP@ntst.com

Prepared for:

State of Nebraska Department of Health and Human Services Response to Request for Proposal for Services Contract

December 05, 2025 mailto:jmatthews@ntst.com mailto:DLNetsmartPublicSectorRFP@ntst.com

Confidential. Copyright © Netsmart. All rights reserved. 4

Table of Contents

1. CORPORATE OVERVIEW

2. TECHNICAL RESPONSE

Part I

a. Understanding of the project requirements;

b. Proposed Development Approach

c. Technical Considerations

d. Project Work Plan, Management, And Implementation

e. Deliverables And Due Dates

Part II

3. APPENDIX

a. Contractual Agreement Form

b. Acknowledgment of Sections II through IV*

c. Any license, user agreement, service level agreement, or similar documents that the bidder desires to have reviewed and considered

4. COST SHEET

Attachments

Executive Summary

Netsmart Vital Records Management System Project Plan

Netsmart Proposed Personnel Resumes

Netsmart 2023-2024 Consolidated Financial Statements

Copyright © Netsmart. All rights reserved. 120277 O3 REBID

1. CORPORATE OVERVIEW

The Corporate Overview section of the solicitation response should consist of the following subdivisions:

a. BIDDER IDENTIFICATION AND INFORMATION

The bidder should provide the full company or corporate name, address of the company's headquarters, entity organization (corporation, partnership, proprietorship), state in which the bidder is incorporated or otherwise organized to do business, year in which the bidder first organized to do business and whether the name and form of organization has changed since first organized.

Netsmart Technologies, Inc.

11100 Nall Ave., Overland Park, KS 66211

Netsmart is a privately held C-Corporation. Netsmart is incorporated in the State of Delaware

(County of New Castle).

Netsmart has served the health and human services community and its customers since 1968.

b. FINANCIAL STATEMENTS

The bidder should provide financial statements applicable to the firm. If publicly held, the bidder should provide a copy of the corporation's most recent audited financial reports and statements, and the name, address, and telephone number of the fiscally responsible representative of the bidder’s financial or banking organization.

If the bidder is not a publicly held corporation, either the reports and statements required of a publicly held corporation, or a description of the organization, including size, longevity, client base, areas of specialization and expertise, and any other pertinent information, should be submitted in such a manner that solicitation evaluators may reasonably formulate a determination about the stability and financial strength of the organization. Additionally, a non-publicly held firm should provide a banking reference.

The bidder must disclose any and all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the organization, or state that no such condition is known to exist. The State may elect to use a third party to conduct credit checks as part of the corporate overview evaluation.

Please see Netsmart 2023-2024 Consolidated Financial Statements in the Attachments section.

Banking Reference:

Wells Fargo Bank, NA

1700 Lincoln Street, 8th Floor

Denver, CO 80203

Contact: Kristina Connolly

Email: kristina.e.connolly@wellsfargo.com

Phone: 303-863-4545

From time to time, we are involved in litigation or disputes which are incidental to our business.

However, no litigation to which we are currently a party is likely to have a material adverse effect on our business.

Netsmart acknowledges that the State may elect to use a third party to conduct credit checks as part of the corporate overview evaluation.

mailto:kristina.e.connolly@wellsfargo.com

Copyright © Netsmart. All rights reserved.

120277 O3 REBID

c. CHANGE OF OWNERSHIP

If any change in ownership or control of the company is anticipated during the twelve

(12) months following the solicitation response due date, the bidder should describe the circumstances of such change and indicate when the change will likely occur. Any change of ownership to an awarded bidder(s) will require notification to the State.

Netsmart does not anticipate a change in ownership or control of the company during the twelve

(12) months following the proposal due date.

d. OFFICE LOCATION

The bidder’s office location responsible for performance pursuant to an award of a contract with the State of Nebraska should be identified.

The office location responsible for performance pursuant to an award of a contract with the State of Nebraska is in Overland Park, Kansas.

e. RELATIONSHIPS WITH THE STATE

The bidder should describe any dealings with the State over the previous five (5) years. If the organization, its predecessor, or any Party named in the bidder’s solicitation response has contracted with the State, the bidder should identify the contract number(s) and/or any other information available to identify such contract(s). If no such contracts exist, so declare.

Netsmart has existing contracts with the State of Nebraska Department of Health and Human Services for both Public Health and Behavioral Health. Public Health has used the Netsmart Vital Records solution since 2003. Behavioral Health has used the myAvatar solution since 2003. Public Health currently has a services-only contract with Netsmart, numbered 106823 04, and Behavioral Health has two contracts with Netsmart. The myAvatar contract number is 87980 and the Pharmacy Services hardware contract number is 90232 04.

f. BIDDER’S EMPLOYEE RELATIONS TO STATE

If any Party named in the bidder’s solicitation response is or was an employee of the State within the past twenty-four (24) months, identify the individual(s) by name, State agency with whom employed, job title or position held with the State, and separation date. If no such relationship exists or has existed, so declare. If any employee of any agency of the State of Nebraska is employed by the bidder or is a subcontractor to the bidder, as of the due date for solicitation response submission, identify all such persons by name, position held with the bidder, and position held with the State (including job title and agency). Describe the responsibilities of such persons within the proposing organization. If, after review of this information by the State, it is determined that a conflict of interest exists or may exist, the bidder may be disqualified from further consideration in this solicitation. If no such relationship exists, so declare.

No such relationship exists or has existed.

g. CONTRACT PERFORMANCE

If the bidder or any proposed subcontractor has had a contract terminated for default during the past five (5) years, all such instances must be described as required below.

Termination for default is defined as a notice to stop performance delivery due to the bidder’s non-performance or poor performance, and the issue was either not litigated due to inaction on the part of the bidder or litigated and such litigation determined the bidder to be in default. It is mandatory that the bidder submit full details of all termination for default experienced during the past five (5) years, including the other Party's name, address, and telephone number. The response to this section must present the bidder’s position on the matter. The State will evaluate the facts and will score the bidder’s solicitation response accordingly. If no such termination for default has been experienced by the bidder in the past five (5) years, so declare. If at any time during the past five (5) years, the bidder has had a contract terminated for convenience, non-performance, non-allocation of funds, or any other reason, describe fully all circumstances surrounding such termination, including the name and address of the other contracting Party.

Over the past 50+ years, Netsmart has developed, installed and supported EHRs for a variety of health care communities. A very small number of clients have cancelled a contract prior to its expiration for a variety of reasons such as alleged non-performance, convenience, lack of funding, bankruptcy, etc. In most instances, where reasonably practicable, Netsmart found business solutions to the issue or resolved the dispute amicably. This profile is consistent with established long-standing software solution providers that have been providing solutions across a similar time span.

h. SUMMARY OF BIDDER’S CORPORATE EXPERIENCE

The bidder shall provide a summary matrix listing three (3) previously implemented Vital Record Management System projects which are similar to this Solicitation in size, scope, and complexity. Additional projects will not be reviewed or scored. In the matrix the bidder should address the following:

i. Provide narrative descriptions to highlight the similarities between the bidder’s experience and this Solicitation. These descriptions should include:

a) The time period of the project

b) The scheduled and actual completion dates,

c) The bidder’s responsibilities,

d) For reference purposes, a customer name (including the name of a contact person, a current telephone number, a facsimile number, and e-mail address); and

e) Each project description should identify whether the work was performed as the prime Vendor or as a subcontractor. If a bidder performed as the prime Vendor, the description should provide the originally scheduled completion date and budget, as well as the actual (or currently planned) completion date and actual (or currently planned) budget.

f) Whether the system is vendor hosted or web-based.

ii. Bidder and Subcontractor(s) experience should be listed separately. Narrative descriptions submitted for Subcontractors should be specifically identified as subcontractor projects.

iii. If the work was performed as a subcontractor, the narrative description should identify the same information as requested for the bidders above. In addition, subcontractors should identify what share of contract costs, project responsibilities, and time period were performed as a subcontractor.

Client References

Reference 1

Narrative Description to highlight similarities including:

a. Time Period of project

b. Scheduled and actual completion dates

c. Bidder's responsibilities

The State of Florida utilizes Netsmart's Vital Records solution to maintain vital event data and allow interfacing to 3rd party systems and provide access to external users to data for birth, death, marriage, dissolution of marriage, fetal death and ITOP events. The most recent project was for the upgrade to Vital Records NX. The state of Florida started the project in November 2021 and went live with NX July 2024 which was a year earlier than the projected roll out plan. This was done at Florida's request.

d. Contact information with name, phone, fax and email

Ken Jones, State Registrar/Bureau Chief

Florida Department of Health

Bureau of Vital Statistics

904-359-6900, ext. 1001

No Fax ken.jones@flhealth.gov

e. Work performed as Prime or Sub

Prime

1. Originally scheduled completion date

June 2025

2. budget Fixed Fee Project

3. actual completion date July 2024

4. actual budget Fixed Fee Project

Reference 2

Narrative Description to highlight similarities including:

a. Time Period of project

b. Scheduled and actual completion dates

c. Bidder's responsibilities

The State of Nevada utilizes Netsmart's Vital Records solution to maintain vital event data and allow interfacing to 3rd party systems and provide access to external users to data for birth, death, marriage, dissolution of marriage, fetal death and ITOP events. The most recent project was for the upgrade to Vital Records NX. The project started in September 2022, and completed in January 2024. This project was completed as scheduled. Netsmart's team was responsible for design, configuration, testing, training and go-live throughout the entire project.

mailto:ken.jones@flhealth.gov

d. Contact information with name, phone, fax and email

Kelly Sonnemann, Project Manager, OIT PMO Division of Public and Behavioral Health

Nevada Department of Health and Human Services 775-721-

No Fax ksonnemann@health.nv.gov

e. Work performed as Prime or Sub

Prime

1. Originally scheduled completion date

January 2024

2. budget Fixed Fee Project

3. actual completion date January 2024

4. actual budget Fixed Fee Project

Reference 3

Narrative Description to highlight similarities including:

a. Time Period of project

b. Scheduled and actual completion dates

c. Bidder's responsibilities

The State of Alaska utilizes Netsmart's Vital Records solution to maintain vital event data and allow interfacing to 3rd party systems and provide access to external users to data for birth, dealth, marriage, dissolution of marriage, fetal death and ITOP events. The most recent project was for the upgrade to Vital Records NX. The project started in March, 2023 and is schedule to go live in March, 2025. AK has chosen to delay go-live by 2 months. Netsmart's team was responsible for design, configuration, testing, training and go-live throughout the entire project.

d. Contact information with name, phone, fax and email

Rosa Avila, MSPH, PhD Deputy Chief Health Analytics and Vital Statistics

Department of Health and Social Services

Division of Public Health

907-269-

No Fax rosa.avila@alaska.gov

e. Work performed as Prime or Sub

Prime

1. Originally scheduled completion date

January 2025

2. budget Fixed Fee Project

3. actual completion date March 2025 mailto:ksonnemann@health.nv.gov mailto:rosa.avila@alaska.gov

4. actual budget Fixed Fee Project

i. SUMMARY OF BIDDER’S PROPOSED PERSONNEL/MANAGEMENT APPROACH

The bidder shall present a detailed description of its proposed approach to the management of the project. The bidder should identify the specific professionals who will work on the State’s project if their company is awarded the contract resulting from this Solicitation. The names and titles of the team proposed for assignment to the State project should be identified in full, with a description of the team leadership, interface, and support functions, and reporting relationships. The primary work assigned to each person should also be identified. The bidder should provide resumes for all personnel proposed by the bidder to work on the project. The State will consider the resumes as a key indicator of the bidder’s understanding of the skill mixes required to carry out the requirements of the Solicitation in addition to assessing the experience of specific individuals. Resumes should not be longer than three (3) pages. Resumes should include, at a minimum, academic background and degrees, professional certifications, understanding of the process, and at least three (3) references (name, address, and telephone number) who can attest to the competence and skill level of the individual. Any changes in proposed personnel shall only be implemented after written approval from the State.

Please see Netsmart Proposed Personnel Resumes in Attachments.

The project process includes Scope Review sessions that examine the project scope with Netsmart's Solutions Architect, Project Manager, and State of Nebraska Department of Health and Human Services Project Team.

Workflow Assessments are completed during meetings with the Solutions Architect (SA) and State of Nebraska Department of Health and Human Services representatives, which could include a combination of IT analysts, departmental heads and/or key stakeholders from that department. Using the discovery worksheets, the SA will walk the team through the departments/programs to get an understanding of State of Nebraska Department of Health and Human Services high-level business workflow and processes and how they align with Netsmart’s recommended practices and the COTS solution. This assessment/discovery process will drive the analysis and design decisions for the solution. Our experience has proven these demonstrations and review sessions are invaluable to the progression of understanding and acceptance and will aim to ensure a high probability of on-time Go-Live activities. The time used for these sessions increases the in-depth knowledge of what the COTS system provides and promotes staying as close to the COTS solution to the extent possible. Netsmart will use the Software Requirement Specification (SRS) documents to document any configuration changes identified for the system. This will be reviewed and consented to by State of Nebraska Department of Health and Human Services before Netsmart performs any tasks related to the SRS document.

j. SUBCONTRACTORS

If the bidder intends to subcontract any part of its performance hereunder, the bidder should provide: i. name, address, and telephone number of the subcontractor(s), ii.

specific tasks for each subcontractor(s), iii. percentage of performance hours intended for each subcontract; and iv. total percentage of subcontractor(s) performance hours.

Netsmart will not subcontract any part of its solution or services as all solutions are developed, delivered, and supported internally by Netsmart.

2. TECHNICAL RESPONSE

The Technical Response section of the solicitation response shall consist of Part I and Part II and each of the subsections. The requested information should correspond with Section (VI) of the RFP and any related attachments.

Part I

a. Understanding of the project requirements;

A. PROJECT REQUIREMENTS AND INFORMATION

1. Scope of Work

The new system will replace and upgrade the existing Vital Records Management System with modern architecture and efficient solution, enhancing data accuracy, timeliness, and accessibility. This improvement will ultimately enhance the user experience for both external stakeholders and internal staff, all while ensuring compliance with any relevant State and Federal legal and regulatory requirements.

The system will enable Vital Records staff to manage vital event data. It will also offer external users, including hospitals, clinics, funeral directors, physicians, county attorneys, county coroners, and local county registrars, the ability to input data related to birth, death, marriage, dissolution of marriage, fetal death, and ITOP events. Furthermore, the system will support order management and permit designated users to generate certified copies of certificates.

Bidder’s proposed solution must fully address the business requirements descriptions, functional specifications, and technical specifications necessary to support the Vital Records Unit, encompassing hardware, operational processes, and certificate printing. Additionally, this project encompasses the integration, interfaces, and data sharing with State and Federal information systems. For the purposes of efficiency, usability and standard maintenance and operations, the State will accept solutions consisting of ready-made software products that do not require major modifications but support customization to meet the functional specifications as outlined in Attachment 1 – Functional Specifications.

Other potential services to be performed as a part of the Scope of Work

Vendor to be responsive to requests from the State of Nebraska in making any and all necessary applicable modifications to the system due to any modified or newly enacted Federal or State statutory or regulatory requirements. Such changes before, during, or following implementation shall be offered at no charge to the State of Nebraska for up to 160 Contractor (Vendor) hours annually. Any additional hours, beyond 160, accrued annually for modifications to the system due to any changes in applicable Federal or State regulatory requirements shall be billed at the appropriate rates as outlined in Part IV – Optional Services Miscellaneous Enhancements in the Cost Sheet.

Project Scope

As the incumbent vendor for Nebraska’s Vital Records Management System, Netsmart brings a deep understanding of the State’s operational environment, existing workflows, and challenges that have emerged over time. The State’s primary objective is to replace and upgrade the current system with a modern, cloud-based architecture that improves usability, performance, and compliance while ensuring data accuracy, timeliness, and accessibility.

The scope of this project is comprehensive and strategic. It includes:

Modernization of Core Vital Records Functions

The proposed system will replace and update the current Vital Records Management System and, at a minimum, include the following modules:

• Birth

• Death

• Marriage

• Dissolution of Marriage

• Fetal Death

• Induced Termination of Pregnancy (ITOP)

• Order Management

Key capabilities:

• Support for registration, maintenance, and certified copy issuance for all vital events.

• Robust order management functionality for internal staff and authorized external users.

Enhanced User Experience

• Deliver an intuitive, efficient interface for internal staff and external stakeholders such as hospitals, clinics, funeral directors, physicians, coroners, county attorneys, and local registrars.

• Provide secure, role-based access for data entry and retrieval.

• Enable specified users to print certified copies of certificates.

Integration and Interoperability

• Seamless data exchange with State and Federal systems using secure, standards-based APIs (e.g., FHIR).

• Proven interoperability with healthcare entities and EHR systems, leveraging Netsmart’s existing connections to over 150,000 endpoints.

Data Migration and Hosting

• Migrate approximately 10,000,000 existing records from SQL with ongoing daily increases.

• Help ensure all data, systems, and cloud hosting environments remain within U.S.

jurisdiction for compliance and security.

• No data shall be transferred, processed, or stored outside U.S. jurisdiction.

Compliance and Adaptability

• Built-in adherence to State and Federal legal and regulatory requirements.

• Commitment to support statutory or regulatory changes at no cost for up to 160 vendor hours annually, with additional hours available under optional services.

Operational Efficiency and Future-Proofing

• Leverage OCR for application data entry and digital vital records.

• Incorporate advanced fraud detection, cloud-native scalability, and adaptive mobile workflow.

• Provide a configurable, commercial off-the-shelf (COTS) solution that minimizes redevelopment while supporting customization.

Implementation Approach

Netsmart’s myVRS platform represents a clean, modern deployment that retains the strengths of the existing system while eliminating legacy constraints. Our Fastpack approach accelerates implementation by starting with a pre-configured solution aligned with federal standards (NCHS, SSA, OVS, VIEWS, EDRS FHIR, MDI FHIR, NAPHSIS) and proven workflows from other states. This helps ensure Nebraska benefits from best practices, rapid deployment, and a future-ready platform.

2. Project Environment

a. The current Vital Records Management System has been in place for roughly fifteen (15) years and is considered a hybrid system, which has both cloud-based and on-premises components and is hosted internally.

b. The project will include data and file migration from the current system to the vendor’s system. There is a possibility that data has not been recorded in the current system in the way that the new vendor system requires. The State’s project team will rely on the vendor to explain the data tables and structure within the new system to ensure the level of data accuracy that is needed for this project is attained.

c. All data (existing and new) must comply with and meet or exceed the State and the National Vital Statistics System (NVSS) data standard requirements https://www.cdc.gov/nchs/nvss/index.htm.

d. A State project team is in place and will be assisting this effort throughout the entire project lifecycle. The team is composed of a project manager, business analyst, project sponsors, executive sponsors, and key members of the Vital Records Unit.

e. The Vital Records Unit has a breadth of knowledge in their industry and a strong understanding of their current system to be strong partners as appropriate.

f. During the testing phase of the project, the Vital Records Unit and various external users will be conducting multiple rounds of testing.

As Nebraska’s incumbent Vital Records system provider, Netsmart has a deep understanding of the current hybrid architecture and the operational challenges that have emerged over the past 15 years.

We recognize the State’s goal to transition from an internally hosted, mixed environment to a fully modern, cloud-based solution that enhances usability, performance, and compliance.

Understanding the Project Environment

• Current System: A hybrid model with both on-premises and cloud components, hosted internally, which limits scalability and requires significant IT overhead.

• Data Migration: Approximately 10 million records in SQL, plus associated files, will need to be migrated. We understand that data normalization and mapping will be critical, and Netsmart will provide detailed documentation and guidance on myVRS data structures to help ensure accuracy.

• Compliance: All data must meet or exceed State and NVSS standards. Netsmart’s myVRS platform is pre-configured to align with these requirements and supports federal standards out of the box.

• Collaboration: A dedicated State project team will partner with us throughout the lifecycle.

Netsmart’s proven implementation methodology includes joint planning, iterative testing, and transparent communication.

• Testing: Multiple rounds of testing with internal staff and external stakeholders are anticipated. Netsmart will provide robust test environments, scripts, and support to help ensure smooth validation.

https://www.cdc.gov/nchs/nvss/index.htm

Benefits of Netsmart’s Hosted Solution (myVRS)

• Modern Architecture o Fully cloud-based, eliminating reliance on internal hosting and reducing IT overhead.

o Scalable infrastructure to handle growing transaction volumes and seasonal demand spikes.

• Operational Efficiency o Streamlined workflows for entry, validation, registration, and issuance of vital records.

o Digital vital records for secure, convenient citizen access.

• Interoperability o Standards-based APIs (FHIR) for integration with hospitals, coroners, and federal systems.

o Proven connectivity with over 150,000 healthcare entities and EHRs.

• Compliance and Security o Meets NVSS and State requirements for data standards and privacy.

o Role-based access controls for internal and external users.

o U.S.-based hosting for all data and environments.

• Adaptability o Configurable COTS solution that supports customization without major redevelopment.

o Ability for agencies to make field edits and workflow changes without vendor intervention.

o Commitment to regulatory updates at no cost for up to 160 hours annually.

3. Business Requirements Descriptions

Business requirements descriptions define “what” needs to be done (goal) and “why” it is important. Attachment 1 - Functional Specifications define “how” the system/person/process needs to behave to achieve the goal. Requirements can be divided into multiple categories depending on their source, attributes, or execution process.

The following is a list of business requirement categories:

GENERAL: A comprehensive and user-friendly application that supports vital record management, data validation, real-time processing, compliance with state and federal guidelines, and role-based access to improve customer service, increase efficiency, reduce costs, and enhance security.

USERS: A robust and secure user management system that ensures authorized access to sensitive data, protects against unauthorized access and data breaches, and supports efficient user onboarding, authentication, and profile management.

SYSTEM ADMIN: A secure and centralized administrative interface that provides authorized users with granular control over user roles, data management, and system configurations, ensuring efficient administration and maintaining data integrity.

AUDIT LOGS: A comprehensive auditing and logging system that maintains a detailed record of user activities, data modifications, system changes, and document control to ensure data integrity, traceability, regulatory compliance, and support data analysis.

ALL MODULES: A thorough and intuitive data management solution that empowers users to efficiently manage, validate, and process records and orders, securely handle electronic signatures and communications, ensure data integrity and regulatory compliance, and streamline workflow management for enhanced operational efficiency and decision-making capabilities.

ALL VITAL EVENT REGISTRATION MODULES: A comprehensive and robust vital event registration and management system that adheres to NCHS standards and ensures data integrity, accuracy, and regulatory compliance throughout the entire vital event lifecycle, from recording to registration, processing, and amendments.

ORDER MANAGEMENT MODULE: A robust and user-friendly vital event certificate ordering and management system that facilitates seamless order placement, efficient processing, secure payment handling, and timely delivery of certificates, ensuring data accuracy, transaction security, and streamlined workflow management.

REPORTS: An all-inclusive and flexible reporting and document management system that empowers users to effortlessly create and generate customized reports, configure workflows, and manage letter templates, enabling data-driven decision-making, streamlining document creation processes, and enhancing operational efficiency.

INTEGRATION: A secure, integrated, and user-friendly data management system that streamlines data exchange with external systems, facilitates efficient data import and export, and provides comprehensive data analysis capabilities, ensuring accurate, timely, and secure data access and utilization for vital event registration, processing, reporting, and decision-making purposes.

ANALYTICS TOOL: An integrated and powerful data analytics tool that empowers users to identify data duplication, discrepancies, anomalies, patterns, and trends within vital event data, enabling data-driven decision-making, enhanced data quality, and improved operational efficiency.

HELP: A comprehensive contextual user assistance system that provides seamless user onboarding, effective troubleshooting, and enhanced overall user experience by offering integrated online help, tutorials, and documentation tailored to specific user roles, tasks, and contexts.

Approach to Business Requirements and Project Methodology

Netsmart understands that Nebraska’s business requirements define what needs to be achieved and why it matters, while functional specifications outline how the system must behave to meet those goals. As the incumbent vendor with deep domain expertise, we approach these requirements using a structured and disciplined implementation methodology that ensures alignment, compliance, and operational efficiency.

Our Implementation Framework: Plexus™ Foundation

Netsmart’s branded methodology, Plexus™ Foundation, is based on the nationally recognized Project Management Institute (PMI) standards and the Project Management Body of Knowledge (PMBOK). This approach minimizes project risk and helps ensure timely delivery without disrupting the quality of services Nebraska provides.

Key Features of Plexus™ Foundation:

• Repeatable, Proven Process: Designed for large-scale statewide implementations.

• Four Phases:

o Initiation – Project planning, scope confirmation, and stakeholder alignment.

o Configuration – System setup, workflow design, and data migration planning.

o Validation – Testing, quality assurance, and user acceptance.

o Adoption – Training, go-live, and post-implementation support.

• Nine Project Events: From Project Initiation through Go-Live Review, each event serves as a checkpoint to verify readiness before advancing to the next phase.

• Quality Control Stop Gates: Hard stops helps ensure all required activities and acceptance factors are met before moving forward.

• Continuous Monitoring: Status meetings, progress reports, and change control processes maintain scope, schedule, and budget integrity.

Collaborative Discovery and Analysis

• Scope Review Sessions: Netsmart’s Solutions Architect and Project Manager work with Nebraska DHHS Vital Statistics Unit to confirm project scope and objectives.

• Workflow Assessments: Using discovery worksheets, we analyze current processes and align them with best practices and COTS capabilities.

• Solution Review Events: For each vital event module (Birth, Death, Fetal Death, ITOP, Marriage, Dissolution of Marriage, and Order Management), Netsmart conducts Foundation Configuration sessions remotely or on-site. These sessions include demonstrations, design discussions, and validation of workflows.

Documentation and Approval

• All configuration changes are documented in Software Requirement Specification (SRS) documents.

• Nebraska DHHS reviews and approves these documents before Netsmart executes any configuration tasks, ensuring transparency and accountability.

Addressing Business Requirement Categories

• GENERAL: myVRS delivers a comprehensive, user-friendly application supporting real-time processing, compliance with State and Federal guidelines, and role-based access to enhance security and efficiency.

• USERS: Robust user management with secure authentication, onboarding, and profile controls to prevent unauthorized access.

• SYSTEM ADMIN: Centralized administrative interface for granular control over roles, data, and configurations.

• AUDIT LOGS: Detailed audit trails for all user activities, data changes, and system events to help ensure traceability and compliance.

• ALL MODULES: Intuitive data management for record validation, electronic signatures, secure communications, and workflow automation.

• VITAL EVENT REGISTRATION MODULES: Full lifecycle management for all vital events, adhering to NCHS standards and ensuring data integrity.

• ORDER MANAGEMENT MODULE: Streamlined certificate ordering, secure payment handling, and timely delivery.

• REPORTS: Flexible reporting tools for customized reports, workflow configuration, and document management.

• INTEGRATION: Standards-based APIs (FHIR) for secure data exchange with State and Federal systems.

• ANALYTICS TOOL: Built-in analytics to detect data duplication, anomalies, and trends for improved decision-making.

• HELP: Integrated contextual help, tutorials, and documentation tailored to user roles and tasks.

Why This Approach Works

• Predictable Outcomes: Structured checkpoints and stop gates helps ensure readiness at every stage.

• Collaboration and Transparency: Nebraska DHHS is engaged throughout the lifecycle.

• Risk Mitigation: PMI-based methodology reduces risks associated with scope creep and communication gaps.

• Future-Proofing: Staying close to the COTS solution minimizes complexity and cost while supporting adaptability.

• On-Time Go-Live: Proven processes and quality controls elevate the probability of success.

4. Project Requirements

The awarded Vendor shall perform all the following requirements as outlined in each respective section and subsection.

Bidder to confirm their ability to meet each of the items as outlined in items a. through j. Include specific information regarding your methodology in accomplishing respective items within each category.

Commitment to Meeting Project Requirements

As Nebraska’s incumbent Vital Records system provider, Netsmart fully confirms our ability to meet all requirements outlined in items a through j. Below is our approach and methodology for each category:

a. Functional Specifications

The bidder shall complete “Attachment 1 - Functional Specifications” and place within the solicitation response in accordance with the instructions outlined in Section (VII)(A)(2) for this attachment. Specific instructions on how to complete are outlined within the attachment. Failure to complete and submit the attachment will result in the vendor’s solicitation response as being deemed a Non-Responsive Solicitation Response.

Netsmart confirms our ability to meet functional requirements as outlined and responded to in Attachment 1 and agrees to deliver each item as specified. As the incumbent vendor with deep knowledge of Nebraska’s Vital Records environment, we will leverage our proven myVRS platform and implementation methodology to help ensure full compliance, usability, and operational efficiency.

b. Technical Specifications

The bidder shall complete “Attachment 2 - Technical Specifications” and place within the solicitation response in accordance with the instructions outlined in Section (VII)(A)(2) for this attachment. Specific instructions on how to complete are outlined within the attachment. Failure to complete and submit the attachment will result in the vendor’s solicitation response as being deemed a Non-Responsive Solicitation Response.

Vendors are not required to provide or specify hardware. However, if hardware (e.g., kiosks, printers, or card readers) is included in the proposed solution, vendors must state whether it is State-owned, leased, or vendor-supplied, and include related costs in the Cost Sheet.

Netsmart confirms our ability to meet all technical requirements as outlined and answered in Attachment 2 – Technical Specifications and will complete and include the attachment in our solicitation response per Section VII(A)(2).

c. Project Initiation

Vendor shall develop and create plans as outlined herein subsections ii. through vii.

directly below. These plans shall be developed after the Kick-off teleconference meeting.

Such plans shall be submitted to designated Unit staff for review and acceptance. If Unit staff does not accept the plan(s) in part or in its entirety, the vendor shall make proposed modifications and/or suggested changes accordingly. Such proposed modifications and/or suggested changes shall be at no additional charge to the State.

Bidder to describe your company’s approach to accomplish the development of each of the plans listed in subsections i. through vii. Also describe any templates.

Project Initiation Approach

Netsmart confirms our ability to meet all Project Initiation requirements and will develop and submit the required plans (ii–vii) following the Kick-off teleconference. If any plan requires modification based on Unit feedback, Netsmart will make all changes at no additional cost to the State.

Our Approach

Netsmart uses the Plexus Implementation Methodology, a proven framework for statewide Vital Records deployments. This methodology helps ensure structured planning, collaborative engagement, and transparent communication throughout the project lifecycle.

Key Objectives of Project Initiation:

• Review project management principles and governance.

• Introduce Plexus methodology and event objectives.

• Create and finalize Project Plan documents.

• Provide solution overview and conduct scope review.

• Demonstrate project tools and templates.

• Review custom development needs (if applicable).

• Validate data collection worksheets.

• Establish next steps and timelines.

i. Kick-off Event, Documentation, Review and Approval

All key vendor’s staff and Unit staff to be in attendance. Introductions, review the project scope, goals, and pre-agreed upon established timeline, and discuss roles and responsibilities for project resources. Establish communication channels and discuss access or technology that will be needed for the project. Create documentation for review and approval by the Unit.

Fully documented and approved roles and responsibilities, communication channels, and technology tools will be provided to the Unit for review and approval.

Kick-off Event and Documentation Approach

Netsmart confirms our ability to deliver a comprehensive Kick-off Event and associated documentation as outlined in the RFP. Our approach helps ensure alignment on scope, roles, responsibilities, communication channels, and technology requirements, setting the foundation for a successful implementation.

• Kick-off Event Coordinate and facilitate a kick-off teleconference meeting with Vendor’s representatives and all relevant Unit project staff. Discuss and perfect project details.

Commitment: Netsmart will coordinate and facilitate an official Kick-off teleconference with all key vendor staff and Nebraska DHHS Vital Records Unit representatives.

Methodology:

• Introduce project teams and review roles and responsibilities.

• Present project scope, goals, and pre-agreed timeline.

• Establish communication channels and confirm technology access requirements.

• Provide an overview of Netsmart’s Plexus Implementation Methodology, including major events and deliverables.

• Demonstrate project tools and review data collection worksheets.

• Outline next steps and schedule the Project Launch event.

• Documentation All items ascertained through the kick-off meeting to be documented in a written format ready for dissemination to all representatives.

Commitment: All decisions and details from the Kick-off meeting will be documented and shared for review.

Methodology:

• Create a Kick-off Summary Document capturing:

o Roles and responsibilities matrix.

o Communication plan and escalation paths.

o Technology tools and access requirements.

o Confirmed project scope and timeline.

• Store documentation in the project repository for version control and easy access.

• Review and Approval Once the documentation is reviewed by the Unit and confirmed, the selected Unit stakeholder will provide sign-off.

Commitment: Submit documentation to the Unit for review and incorporate feedback at no additional cost.

Methodology:

• Provide documentation within five business days of the Kick-off event.

• Facilitate a review session to address questions and confirm alignment.

• Obtain formal sign-off from designated Unit stakeholders before proceeding to Project Launch.

Event Two: Project Launch

Following Kick-off, Netsmart will conduct Project Launch, which includes:

• Project Launch Presentation: Engage executives and sponsors to reinforce project objectives and expectations.

• Scope Review: Validate scope with the Solutions Architect, Project Manager, and Unit team.

• Workflow Assessment: Perform departmental walkthroughs using discovery worksheets to align Nebraska’s workflows with Netsmart’s recommended practices.

Objectives of Project Launch:

• Conduct official project kickoff assessment (Gate 1).

• Review data collection worksheets.

• Identify improvement opportunities.

• Plan for next event and confirm Foundations Configuration schedule.

Client Responsibilities

• Deliver Project Launch presentation with Netsmart support.

• Complete “Getting to Know You” document prior to Kick-off.

• Participate in walkthroughs and scope review discussions.

• Provide facilities/equipment for on-site or remote sessions.

• Complete required data collection by agreed deadlines.

Summary

Netsmart’s structured Kick-off and Project Launch process helps ensure:

• Clear alignment on scope, roles, and responsibilities.

• Transparent communication and documented agreements.

• A collaborative foundation for successful configuration and implementation.

ii. Develop a Detailed Project Plan

The detailed project plan will outline the project goals, tasks, scope, deadlines, and deliverables, including the discussion of key project elements and finalization of details. A comprehensive, detailed project plan will be developed, maintained, and followed by the vendor throughout the project lifecycle. If a change is made to the plan following the initial signature, the plan must be reviewed and electronically signed by the selected Unit stakeholder.

The key aspects of the plan should include the following:

• Project Tasks

Breakdown the project into manageable tasks with an owner and estimated time commitment. Highlight when, and what, Unit involvement is necessary to plan for resources. Categorize tasks into phases or stages to create a hierarchical structure.

• Break down the project into manageable tasks with clear ownership and estimated time commitments.

• Categorize tasks into phases (Initiation, Configuration, Testing, Training, Go- Live, Post-Go-Live).

• Highlight Unit involvement for resource planning.

• Tool: Microsoft Project for task hierarchy and dependencies.

• Project Timeline

Outline specific required tasks and deadlines that need to be met throughout the project. Make sure to include any major tasks or deliverables that need to be completed timely within each specific required task. Assign start and end dates to each specific task requirement. Important

Note: This timeline shall not modify the project timeline pursuant to the established due dates.

• Assign start and end dates for all tasks and milestones.

• Include major deliverables such as Scope Review, Workflow Assessments, UAT, and Go-Live.

• Help ensure alignment with established due dates without altering contractual timelines.

• Tool: Gantt chart in Microsoft Project for visual timeline tracking.

• Project Resources

Determine the resources required for each task, including personnel, equipment, materials, and financial resources. Assign specific resources to tasks based on their expertise and availability. Materials such as, but not limited to, training resources, user manuals, both vendor-led and DHHS-led training events.

• Identify required resources for each task, including personnel, equipment, and materials.

• Assign resources based on expertise and availability.

• Include training resources, user manuals, and both vendor-led and DHHS-led training events.

• Template: Resource allocation matrix.

• Regular Reviews and Assessments

Schedule weekly project reviews to assess progress, identify potential issues, and adjust the plan as needed. Establish a governance for updating the project plan. Gather feedback from stakeholders and incorporate it into the project's direction.

• Schedule weekly project reviews to assess progress and address risks.

• Establish governance for updating the project plan and incorporating stakeholder feedback.

• Tool: Status reports and dashboards in Microsoft Project.

• Sign-off Process

Define mutually agreed upon sign-off criteria for project deliverables and completion of required tasks.

• Define mutually agreed sign-off criteria for deliverables and task completion.

• Document approvals electronically for audit and compliance.

• Template: Deliverable acceptance form.

Netsmart confirms our ability and commitment to develop, maintain, and follow a comprehensive, detailed project plan throughout the project lifecycle. This plan will outline project goals, tasks, scope, deadlines, and deliverables, and will be finalized after the Kick-off event. Any changes post-signature will be reviewed and electronically signed by the designated Unit stakeholder.

We will reference the attached Microsoft Project Plan as the foundation for this deliverable, ensuring alignment with Nebraska DHHS expectations and timelines.

Deliverables

• Microsoft Project Plan File with:

o Task breakdown and dependencies.

o Resource assignments.

o Timeline and milestones.

o Risk and communication management integration.

• Weekly status reports and updated plan versions as needed.

Summary

Netsmart’s structured approach helps ensure Nebraska receives a detailed, actionable project plan that promotes transparency, accountability, and on-time delivery. By leveraging Microsoft Project and our Plexus methodology, we provide a clear roadmap for success.

Please see the Netsmart Vital Records Management System Project Plan in the Attachments.

iii. Develop a Risk Management Plan

The risk management plan will identify, evaluate, and plan for possible risks that may arise within the project so that risk-handling activities are prepared in advance mitigating adverse impacts on achieving objectives. The comprehensive risk management plan will be developed, maintained, and followed by the vendor throughout the project lifecycle. If a change is made to the plan or a risk is added following the initial signature, the plan must be reviewed, and the Unit must agree to risk mitigation efforts and the selected Unit stakeholder must electronically sign their agreement.

The key aspects of the plan should include the following:

• Risk Management Methodology

Define the tools and approaches that will be used to perform risk management activities, such as risk assessment, risk analysis, and risk mitigation.

• Define tools and processes for risk identification, assessment, and mitigation.

• Use a systematic, proactive approach to evaluate probability, impact, and severity.

• Incorporate continuous monitoring and reporting throughout the project lifecycle.

• Risk Register

A chart that documents all the risk identification information for the project.

• Maintain a centralized chart documenting all identified risks, their status, and mitigation strategies.

• Include fields for risk description, owner, likelihood, impact, and response plan.

• Update regularly and share with Nebraska DHHS during weekly status meetings.

• Risk Breakdown

Structure A hierarchical tree diagram that helps identify risk categories and the structure of project risks in order of importance.

• Develop a hierarchical diagram categorizing risks by type (technical, operational, compliance, resource, schedule).

• Prioritize risks based on potential impact to project objectives.

• Risk Matrix

• A matrix is used to analyze the likelihood and the impact to the project of each risk so they can be prioritized.

• Create a matrix mapping likelihood vs. impact for each risk.

• Use color-coded prioritization (e.g., high probability/high impact = immediate mitigation).

• Include both negative risks (threats) and positive risks (opportunities).

Netsmart confirms our ability and commitment to develop, maintain, and follow a comprehensive Risk Management Plan (RMP) throughout the project lifecycle. This plan will be created after the Kick-off event and will serve as a proactive tool for identifying, assessing, and mitigating risks that could impact scope, schedule, budget, or business…