PHPR Attachment A - Requirements Matrix Updated Oct 2026.xlsx

XLSX spreadsheet 61 KB Posted Aug 25, 2026

Attached to: PUBLIC HEALTH PREPAREDNESS AND RESPONSE INFORMATION SYSTEM
Solicitation number: 216310
Issued by: Niobrara County, Wyoming

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Written by GovTribe AI · Oct 19, 2026

PHPR Attachment A - Requirements Matrix Summary

This is a requirements matrix attachment for the Wyoming Department of Health's Public Health Preparedness and Response (PHPR) Information System RFP 0063-N. The document establishes comprehensive specifications across general IT requirements, enterprise architecture, functional business requirements, product support, and proposer qualifications. Proposers must respond to all specified requirements without cross-referencing other proposal sections and must deliver all Core-priority specifications plus a significant portion of Essential-priority specifications. The solution must consolidate legacy systems (WebEOC RID Board, EMResource, and Excel spreadsheets) into a single integrated cloud-based platform supporting incident management, volunteer registry, inventory management, patient tracking, and bed availability tracking. The system must support 1,500 concurrent users without per-seat licensing, maintain 99.99% uptime availability, deploy within 90 days of award, and integrate with Wyoming Information Technology standards. Proposals are due by October 29, 2026, at 2:00 p.m. Mountain Time, with written questions accepted until October 8, 2026. All submissions must be uploaded through the Public Purchase online bidding system in PDF, Excel, or Microsoft Office format. The contract term begins with anticipated work commencement in January 2027 and extends through mutual agreement with potential extension up to five years total.

The requirements matrix specifies that proposers must provide a Commercial off-the-shelf (COTS) or Software-as-a-Service (SaaS) solution successfully implemented for a minimum of three customers with at least six months of satisfactory performance. Proposers must demonstrate prior similar work for a comparably sized government or public health department within the previous two years and provide three references with contact information for completed government projects. The solution must support mobile devices (Android and iOS), enable offline field documentation, provide comprehensive Active Directory integration, support FHIR and HL7 2.5.1 messaging for healthcare interoperability, and include record-level audit tracking. Technical requirements include detailed architecture documentation, data migration and export capabilities, FedRAMP or HITRUST certification, vulnerability scanning and penetration testing, and layer 7 zero trust security implementation. Proposers must provide minimum 365-day warranty, ongoing software maintenance with defined release cycles, service level agreements with credit provisions for non-compliance, and comprehensive customer support including help desk, escalation procedures, and training for multiple user roles. Cost proposals must include three pricing schedules: all-inclusive development and implementation costs by component; year-one maintenance and support with guaranteed maximum escalation percentages for subsequent years; and all-inclusive hourly rates for future software changes and change orders. The estimated annual budget is $40,000 per year, with payment made upon completion and Agency acceptance of individual deliverables.

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File	Type	Posted
RFP 0063-N.pdf	PDF	Aug 25, 2026
PHPR Attachment A - Requirements Matrix.xlsx	XLSX spreadsheet	Aug 25, 2026

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Definitions

ATTACHMENT A - REQUIREMENTS MATRIX
Definition of 'Type'
Term	Definition
Requirements	Requirements may contain any of the following types:

Technical: Impacts the Product Infrastructure. Specifications that identify the technical constraints or define conditions under which the product must perform.

Functional: Impacts the Business Process. Specifications that define features of the product that specifically satisfy a consumer need, or with which the consumer will directly interact.

Operational: Impacts Operations and Support. Specifications that define "behind the scenes" functions needed to keep the product operational over time.

Definition of 'Priority'
Term	Definition
Core	Specifications that must be included in the solution; otherwise, it will be of no use to the solution.
Essential	Specifications for which a short-term work-around may be developed (or for which an old process can be used for a little while longer), but over the long run, the specifications must be implemented.
Desired	Specifications that are bells and whistles which may be valuable to certain constituencies; however, the product will function without the specification.
Directions
	Proposers must provide a full response to each item number without cross referencing other sections of the proposal. Proposers must use the table format and maintain numbering provided by the Agency to respond to each item number. Attachments, documents, or samples must be clearly referenced where in the response they can be found in the applicable item number.

A product must be delivered with all Core and a significant portion of Essential specifications represented, and with a plan to implement the remaining Essential specifications in the subsequent phase. Proposals delivering less than Core or Essential will not be rejected. All proposals will be evaluated according to what can be delivered based on the requirements of the Agency.

Definition of 'Rating'
Rating	Definition
A	Functionality found within the base product and requires no customization or configuration.
B	Functionality is in the base product, but requires configuration with no additional costs.
C	Functionality requires customization. Provide an explanation as to the complexity of the customization and a cost estimate.
D	Functionality is not in the system.

&"Arial,Regular"Requirements Matrix Attachment &K0070C0#

3.0 General Requ.

3	INFORMATION TECHNOLOGY SOLUTION - GENERAL REQUIREMENTS
No.	Licensing Requirements:

The contractor will provide the Agency with all applicable licenses related to the proposed solution.

G1	Software Licensing: Proposer must describe in detail all licensing required and licensing options for the proposed solution, including what is covered under each licensing option and advantages of the various options.
	Proposer Response:
G2	Proposer must describe in detail the process to add or remove licensing throughout the term of the contract.
	Proposer Response:
G3	Proposer must describe if any additional licenses purchased during the term of the contract can be co-termed with the other licenses.
	Proposer Response:

G4 Vendor Software Strategy: Proposal must describe your firm’s Open Source Software (OSS) strategy.

1. Provide details on any Open Source code within your code base and describe your Open Source Software (OSS) strategy.

2. If your company partners with other vendors, provide your partners’ OSS strategy. Describe how your company handles patch management activities relating to source code changes, security patches, and dependency modifications within your code base.

3. Describe how your company ensures that software, including both closed and open source, is secure enough to release and any tools that you use to make that determination.

Proposer Response:

	Location of Work - Travel
G5	No on-site work is required. Please confirm.
	Proposer Response:
	Agency Furnished Property and Services
G6	The Agency will provide a sponsor and a primary project manager, a business analyst and NDHHS subject matter experts. Please confirm you understand.
	Proposer Response:
	Risk Management and Safety
G7	Describe any risks you feel could impact a timely and fully successful completion of the project. Describe what measures will be taken to avoid or minimize these risks. Identify any additional measures the Agency can take to mitigate these risks.
	Proposer Response:
	Project Management Requirements

Project Management for the awarded contract will be done following the Agency Project Management methodology as described in standard STD009-005.

G8
	ETS Project Management Tools and Templates, https://ets.wyo.gov/services/professional-services/project-management-office
	The project shall follow the Project Management Institute’s (PMI) Project Management Body of Knowledge (PMBOK).
	The Technology Contract - Attachment C includes provisions related to Project Management.
	The Agency’s project manager will prepare a Project Management Plan using the Agency’s methodology and applicable template: https://wyoprod.servicenowservices.com/ets. The contractor will need to provide information necessary to prepare the plan.
	The Agency’s project manager will direct and manage the project on a day-to-day basis and will have the primary responsibility for management of the project. The contractor’s project manager and lead consultants will report to the Agency’s project manager within the project’s governance structure.
	Contractor shall be responsible for the project management related tasks/information specified below.
	Contractor Primary Responsibilities:
	1. Provide a Quality Management Plan to include the methodology for maintaining quality of the code and workmanship, and related subcontractor(s) activities where appropriate.
	2. Provide a Test Management Plan which describes how the contractor, and the Agency shall verify the product meets the requirements.
	Contractor Secondary Responsibilities:
	1. Collaborate in the development of detailed schedule with fixed deadlines to include:
	a. A work breakdown structure;
	b. Schedule including tasks, activities, activity duration, sequencing and dependencies;
	c. Completion date of each task;
	d. Milestones; including entrance and exit criteria for specific milestones;
	2. Collaborate in the development of the Human Resources Plan to include:
	a. Staff assigned and their location and schedule;
	b. The project resources required;
	c. Resource allocation percentage by role;
	d. Contractor’s resources;
	e. Agency’s resources.
	3. Collaborate in the development of a Communication Plan including: a plan for generation, documentation, storage, transmission and disposal of project information.
	4. Collaborate in and review of the Risk Management Plan to ensure that risks are identified, planned for, analyzed, communicated and acted upon effectively.
	5. Collaborate in the development of the Training Plan.
	6. Collaborate in the development of the Implementation Plan.
	7. Collaborate in the development of the (Organizational) Change Management Plan.
	8. Collaborate in the development of the Transition Plan. This plan shall describe the steps necessary to turn the final deliverables over to the Agency. The plan shall contain sufficient information to assure that all necessary steps are identified and that each step has sufficient resources assigned.
	9. Collaborate in the development of the Project Closeout Report to include participation in the lessons learned exercise.

	Describe your strategy for accomplishing the Project Management requirements. Provide examples of project management methodologies, tools, and templates used in previous projects that support Proposer’s ability to function successfully within Wyoming’s project management framework, including your work breakdown structure and schedule.
	Proposer Response:
G9	Confirm that you will follow the Agency project management standards.
	Proposer Response:
	Contract Deliverables and Estimated Schedule Requirements

The Agency has identified the following deliverables which are significant work products or milestones in the project. The Agency requests these deliverables be addressed in the Contract Schedule, at a minimum. The following deliverables may be modified based on contractor’s implementation strategy.

The contractor shall develop an estimated schedule for accomplishing the Scope of Work, including these specific deliverables including those associated with the methodology employed on the project. The Agency and contractor will agree upon expectations and acceptance criteria for deliverables.

Upon award, the successful Proposer’s proposed project schedule will be reviewed and refined during the planning phase.

G10	1. Project ‘Kick Off’ Meeting
	2. Planning
	3. Application Configuration
	4. Interfaces
	5. Installation
	6. System Setup/Configuration
	7. Testing
	8. Training
	9. System Documentation
	10. Implementation
	11. Final Acceptance
	The draft schedule must contain:
	1. Description of the work/project
	2. The number of Agency staff required to perform work in proposed schedule.
	3. Expectations of Contractor
	4. Expectations of Agency
	5. Completion Date - Timeline
	6. Deliverables - SOW with Acceptance Criteria
	Proposer must submit/propose a draft schedule that clearly defines the Proposer's approach and capacity to fulfill the requirements and deliverables listed in section(s) 3.2 of Attachment A - Requirement Matrix. This draft schedule must include a clear definition of all deliverables and any other proposed deliverables to have a defined SOW and that addresses the key objectives. The Agency has provided what we believe to be some deliverables of the project. The Proposer must submit additional deliverables they feel are required for this project.

	Proposer Response:
G11	The Agency seeks professional services provided by the contractor to meet the deliverables as defined in the Deliverables and Estimated Schedule in order to achieve the objectives of this project. Describe your strategy for accomplishing the professional services. Provide a narrative describing the personnel that will perform the work and methods to be used.

	Proposer Response:
	Value-Added Features
G12	The proposed solution may include value-added features. Value-added features include any functionality, products, services, optional modules, or upgrades that are not part of the IT requirements in this RFP. Describe any additional functionality, products, optional modules, upgrades or services that you offer and are not a part of the RFP requirements that you believe would add value to your proposed work on this project.

1. Proposer shall list the cost of value-added features separately in the cost proposal.

2. The Agency shall not consider these costs as part of cost evaluation scoring.

3. The Agency reserves the right to include value-added features from the proposals during contract negotiations.

Proposer Response:

https://www.ndit.nd.gov/standards/POL0020207https://www.ndit.nd.gov/it-services/find-or-improve-technology-solution/project-managementhttp://www.pmi.org/

3.1 Enterprise Architect Specs

3.1	ENTERPRISE / ARCHITECT SPECIFICATIONS
No.	Enterprise IT Standards
E1	The proposed information technology (IT) solution is required to comply with the Agency’s IT standards unless an exemption is obtained. Enterprise Technology Services (ETS) Statewide Policies & Standards can be found at: https://ets.wyo.gov/resources/policies-standards.

Proposer must describe their strategy to comply with the ETS Statewide Policies & Standards.

	Proposer Response:
E2	Hosting: The Agency will consider a vendor-hosted solution; however, award of a contract for any vendor-hosted solution will be contingent upon approval of a hosting exemption. If the hosting exemption is not approved, the Agency will reject the proposal as being not responsive to this hosting approval requirement.
	Proposer Response:
	Architecture - IT Application Questions

Proposals MUST include a response to all the IT Application Questions: E3 - E24. The following section contains technical questions for this solution. The Proposer MUST provide answers to each question in the attachment.

E3	Proposer must describe in detail the architecture of the proposed solution and supporting infrastructure.
	a. Include the technology stack, including the software products and programming language used to create the solution
	b. Include the network and infrastructure architecture, including security levels, connectivity points, and capacity
	c. Include the storage architecture, including security controls (i.e. encryption)
	d. Include related architectural diagrams
	e. Any load/performance testing products used and whether the solution provides a means for performance monitoring by the Agency.
	f. Any secure code reviews as they pertain to the Software Development Life Cycle (SDLC) strategy.
	Proposer Response:
	a.
	b.
	c.
	d.
	e.
	f.
E4	Proposer must describe in detail the solution’s ability to integrate with other applications, APIs, or datasets, and other external dependencies. In addition:
	a. Describe if the proposed solution allows for bi-directional integration using FHIR (HL7 Fast Healthcare Interoperability Resources).
	b. Describe the proposed solution capability to exchange HL7 2.5.1 messages specifically:
	b1. Admit, Discharge, Transfer (ADT)
	c. Describe the proposed solution's capability with additional HIE HL7 message types.
	d. Describe the proposed solution's capability of integrating with non-health IT systems
	Proposer Response:

	a.
	b.
	b1.
	c.
	d.
E5	Proposer must describe in detail the solution’s ability to scale as demands increase or decrease. To include:

- Total Users:

- Concurrent Users:

- Total Data Volume:

- Executing Simple Queries

- Executing Complex Queries

- UI latency

- Notifications and Triggers

	Proposer Response:
E6	Proposer must describe in detail the solution’s network latency requirements, if any.
	Proposer Response:
E7	Proposer must describe the solution’s ability to provide high availability.
	Proposer Response:
E8	Proposer must describe the solution’s ability to be enhanced to implement changing technical and business requirements.
	Proposer Response:
E9	Proposer must describe the solution’s ability or limitations for migrating solution elsewhere in the future with regard to either party terminating services.
	Proposer Response:
	Authentication
E10	[IT Standard - Agency User Authentication] Proposer must describe in detail how the proposed solution supports authenticating Agency users by integrating with the Agency’s Active Directory.
	Proposer Response:
E11	Describe in detail how the proposed solution integrates with Active Directory (password management, user provisioning, role based security).
	Proposer Response:
E12	[IT Standard - Public User Authentication] Proposer must describe in detail how the proposed solution supports authenticating external users by integrating with the Agency’s Active Directory if a vendor hosted solution is offered.
	Proposer Response:
	Data: Any DATA provided to or by the Agency must be made available to the Agency at any time
E13	Proposer must describe in detail the options available to migrate or extract the data to another application or storage system, including API, SQL Interface, Batch Export format, etc. also include file formats, data migration requirements, encryption, specific products required, etc.
	Proposer Response:
E14	Proposer must describe in detail the proposed solution’s data dictionary.
	Proposer Response:
E15	Proposer must describe the controls used to insure data is properly classified and how sensitive/confidential data is safeguarded.
	Proposer Response:
E16	Proposer must describe the practices and procedures used to provide Electronic Discovery of specific records or data, and any legal positions regarding subpoenas, jurisdiction and potential confiscation of data.
	Proposer Response:
	Security
E17	Proposer must describe if the proposed solution is FedRAMP, HITRUST, or AgencyRAMP certified. Proposed solution is described as the solution provided by Proposer, NOT the 3rd party hosting environment (e.g. Azure…).
	Proposer Response:
E18	Proposer must describe the controls used to measure and meet regulatory requirements and certifications. Include any Application Scanning reports, Vulnerability Scanning reports, and Penetration Testing reports. Include schedules for recurring/updated reports.
	Proposer Response:
E19	Proposer must describe the controls used to manage operational logs for troubleshooting and regulatory compliance.
	Proposer Response:
E20	Proposer must describe in detail the controls used to ensure that privileged users cannot perform unauthorized or unlawful activities. Include any options for the Agency to run application security scanning software against the hosted solution.
	Proposer Response:
E21	Proposer must describe in detail the proposed solution’s Record Level Audit tracking.
	Proposer Response:
E22	The Agency utilizes all private RFC1918 IP addresses, and renumbering is not possible. If a VPN tunnel is required, Proposer must describe their ability to provide public IP's through the tunnel &/or NATting ability. All VPN tunnels must be route based, utilizing IKEv2 and FIPS level protocols & encryption standards.
	Proposer Response:
E23	The Agency maintains a multi-tenant ISP network that serves many diverse customers. Proposer must describe any limitations to the solution that would interfere with multiple tenants utilizing the service. (for example, a requirement to re-route a shared DNS name that may be utilized by others)
	Proposer Response:
E24	For applications hosted by the Agency, and/or require a VPN tunnel, the Agency implements layer 7 zero trust. Proposer must acknowledge they will provide full Agencyful layer 7 policies where possible.
	Proposer Response:
	Non-ITD / Non-Agency Hosted
E25	Proposer must describe in detail :
	a. The hosting location
	b. If the hosting locations distributed geographically
	c. If hosted by a third party list the name of hosting party
	Proposer Response:
	a.
	b.
	c.
E26	Proposer must describe the data center operational controls and policies, and provide any relevant audit reports, including Agencyment on Standards for Attestation Engagements (SSAE) Service Organization Control (SOC) 2 Type II audit or equivalent such as ISO 27001 for the primary vendor and any 3rd party providers/partners. Include any options for the Agency to access the vendor datacenter(s). Include any “Right to Audit” clauses available to the Agency.
	Proposer Response:
E27	Proposer must describe the backup procedures, including off-site storage, encryption, and the frequency of restore testing.
	Proposer Response:
E28	Proposer must describe the practices and procedures used to manage/monitor data retention schedules and the purging or archival of data when retention schedules are met.
	Proposer Response:
E29	Proposer must describe any options for the Agency to run application security scanning software against the hosted solution.
	Proposer Response:
E30	Proposer must describe the controls, tools, and procedures in place to handle disasters and maintain business continuity. Include the Recovery Point Objective (RPO) and Recovery Time Objective (RTO).
	Proposer Response:

3.2 Requirements

3.2	REQUIREMENTS
No.	Proposers must provide a full response to each item number without cross referencing other sections of the proposal. Proposers must use the table format and maintain numbering provided by the Agency to respond to each item number. Attachments, documents, or samples must be clearly referenced where in the response they can be found in the applicable item number.

A product must be delivered with all Core and a significant portion of Essential specifications represented, and with a plan to implement the remaining Essential specifications in the subsequent phase. Proposals delivering less than Core or Essential will not be rejected. All proposals will be evaluated according to what can be delivered based on the requirements of the Agency.	Priority
	R1	Proposer must describe in detail the proposed solution’s basic functional tasks with straightforward and easy to learn/understand instructions.	Core
		Proposer Response:
	R2	Proposer must describe in detail the various user-based security roles available to include permissions, security group adminstration, custom field generation, object level security, views, reports, dashboards, and available functionality for a minimum of the following roles:

Agency User:

a. System Administrator

b. Agency User

c. Volunteer User

Regional User:

a System Administrator

b. User

Facility User:

a. System Administrator

b. User

Volunteer	Core
		Proposer Response:

R3	Proposer must describe in detail the proposed solution’s ability to support mobile devices (Android and iOS).	Core
	Proposer Response:
R4	Proposer must describe in detail the proposed solution’s ability to allow for “in the field” documentation on all required data elements without the need for internet connection.	Core
	Proposer Response:
R5	Proposer must describe in detail the proposed solution's ability for authorized users to create custom data/metadata fields. Also describe how custom data fields are displayed back to a system user via reporting, dashboard, etc. (taking into consideration role-based security).	Core	Desired
R6	Proposer Response:
R7	Proposer must describe in detail the proposed solution’s "Break the glass" functions. e.g. refers to a quick means for a person who does not have access privileges to certain information to gain access when necessary.	Essential
	Proposer Response:
R8	Proposer must describe in detail the proposed solution’s ability to remove data using logical deletions (i.e., marking as inactive) rather than physically deleting to ensure retention of data for reporting and archival review purposes.
	Proposer Response:
	INTEROPERABILITY
R9	Proposer must describe in detail the proposed solution's ability to integrate (API's, VPN, Web Service, other...) with various systems that may include:

a. Agency's Health Information Network

b. Healthcare provider EHRs

c. Agency's data lake/warehouse

d. Agency's inventory system

e. Agency's GIS system

f. Agency's Immunization Information System (Inventory system)

g. Agency's EMPI

h. Medical Licensing Boards

i. WY Courts

j. National Sex Offender Registry

k. National Inspector General	Core		Essential
		Proposer Response:
		a.
		b.
		c.
		d.
		e.
		f.
		g.
		h.
		i
		j.
		k.
		DATA & REPORTING
	R10	Proposer must describe in detail the proposed solutions data dictionary.

a. Describe which data fields the Agency has the ability to modify and make required with and without vendor support.

b. Describe the Agency's ability to create additional data fields without vendor support.	Core
		Proposer Response:
		a.
		b.
	R11	Proposer must describe in detail the proposed solution’s ability to export own data (all data, not limited to a 1 or 2 week timeframe).	Core
		Proposer Response:
	R12	Proposer must describe in detail the proposed solution’s standard reporting and dashboard tools, as well as options for reporting and dashboard customizations without vendor assistance. Must support Ad Hoc reporting of applicable fields. Data must be archived and date specific searchable.	Core	Desired
		Proposer Response:
	R13	Proposer must describe in detail the proposed solution’s ability to import data for consumption inside the system.	Core	Essential
		Proposer Response:
	R14	Proposer must describe in detail the proposed solution’s ability to export reports and report data for consumption outside the system (e.g. interface, PDF, Excel, csv ).	Core
		Proposer Response:
	R15	Proposer must describe in detail the proposed solution's ability how authorized users view and configure reports and dashboards. This may include:

a. Processed bed reports (e.g. availability, utilization, capacity, region, date range, facility)

b. Expense reporting (e.g. events, faciities, equipment, volunteers, staff, patients)

c. Volunteer reporting

d. Vehicle/Equipment reporting

e. Geographical reporting

f. Other customizable/ad-hoc reports/dashboards	Core
		Proposer Response:
		a.
		b.
		c.
		d.
		e.
		f.
	R16	Proposer must describe in detail the proposed solution's ability to generate statistics for Operational Key Results (OKRs) defined by Authorized Users.	Core
		Proposer Response:
	R17	Proposer must describe in detail the proposed solution's ability for a 3rd Party Reporting Package to access the applications data.	Essential
		Proposer Response:
	R18	Proposer must describe in detail the solution’s ability to integrate (E.g., APIs) with other reporting appliances.	Essential
		Proposer Response:
		CONFIGURATION
	R19	Proposer must describe in detail the proposed solution's ability for the Agency to create, modify, collect, complete, store, print and retrieve digital forms without vendor support. Digital forms may include but are not limited to:

a. EUA - Fact Sheets related to specific vaccinations, treatments or testing

b. Age specific consent forms (Minor Consent)

c. Consent forms for testing and treatment

d. Generate a single Informed Consent for all services scheduled for a single person on the same visit

e. Collection of digital signature when required

f. Release of Information

g. Appointment and electronic reminders

i. HIPAA	Core		Desired
		Proposer Response:
		a.
		b.
		c.
		d.
		e.
		f.
		g.
		h.
		i.
	R20	Proposer must describe in detail the Sys/Local Admin or Super User’s ability to identify and flag select fields as required without vendor support.	Core	Essential
		Proposer Response:
	R21	Proposer must describe in detail the proposed solution’s capability for customizable workflows and setting required fields without vendor assistance.	Core	Desired
		Proposer Response:
	R22	Proposer must describe in detail the proposed solution’s electronic notification and alert system, solution's ability to electronically send appointment reminders, test results or other direct communications to an authenticated public account holder based on their preferred method of communication.	Desired	Essential for "other direct communications". Dired for the rest.
		Proposer Response:
		BUSINESS REQUIREMENTS
		Patient Tracking
	R23	Proposer must describe in detail the proposed solution ability to function as an Electronic Medical Record (EMR)/Electronic Health Record (EHR) system.	Core	Desired if full EMR. Essential for medical information needed for patient tracking during evacuations or other transport.
		Proposer Response:
	R24	Proposer must describe in detail the proposed solution ability to generate a unique patient identifier (QS/QR/Barcode) and/or scan patient ID (Drivers License, Triage Tag, Passport, Foreign Drivers, etc.) from a device (mobile, stationary) and update medical records and patient location.	Core	Desired
		Proposer Response:
		Bed Availability
	R25	Proposer must describe in detail the proposed solution ability to process an inquiry and display bed information for Facility and Bed Attributes.	Core
		Proposer Response:
		Vehicle/Staff/Equipment Tracking
	R26	Proposer to describe in detail the proposed solution's workflow for creating and managing an emergency event. Include the association of applicable resources and tasks such as patients, vehicles, shelters, volunteers, supplies, billing/insurance information, etc.	Core
		Proposer Response:
	R27	Proposer must describe in detail the proposed solution's ability to set minimum/maximum staff/vehicle/equipment/volunteer requirements for a given event.	Core	Desired
		Proposer Response:
	R28	Proposer must describe in detail the proposed solution's ability to support logic/business rule automation based on minimum/maximum staff/vehicle/equipment/volunteer requirements for a given event. Ex: if staff positions are filled, no more staff can be assigned to the event.	Core
		Proposer Response:
	R29	Proposer must describe in detail the proposed solution ability to support and track admitting and triaging of patients, sites, shelters, staff, volunteers, equipment, expenses.	Core	Everything would be core expept expenses. Expenses could be essential
		Proposer Response:
	R30	Proposer must describe in detail the proposed solution ability to support GPS tracking of mobile users	Desired	Desired
		Proposer Response:
		Surveys
	R31	Proposer must describe in detail the proposed solution's ability to support Customizable User Surveys.	Core	Desired
		Proposer Response:
		Volunteer Management
	R32	Proposer must describe in detail the proposed solution's ability to support a volunteer management solution for credentialed healthcare professionals.	Core
		Proposer Response:
	R33	Proposer must describe in detail the proposed solution's ability to provide a public-facing volunteer enrollment/registration portal.	Core
		Proposer Response:
	R34	Proposer must describe in detail the proposed solution's ability for authorized users to review, approve and manage volunteer applications.	Core
		Proposer Response:
	R35	Proposer must describe in detail the proposed solution's ability for authorized users to manage existing/approved volunteer information.	Core
		Proposer Response:
	R36	Proposer must describe in detail the proposed solution's ability for approved volunteers to manage information related to them, including training/education credentials, role/speciality, etc.	Core	Essential
		Proposer Response:
	R37	Proposer must describe in detail the proposed solutions' ability to manage volunteer credentialing (ex. background checks, licensure checks, etc.). Include any available integrations with federal (or Agency) sites such as the Sex Offender Registry or the Office of the Inspector General.	Core	Essential
		Proposer Response:
	R38	Proposer must describe in detail the proposed solution ability to generate a unique volunteer identifier (QS/QR/Barcode) and/or scan existing ID (Drivers License, Triage Tag, Passport, Foreign Drivers, etc.) from a device (mobile, stationary) to validate volunteer credentials and track location/event attendance.	Essential
		Proposer Response:
		Mass Notifications
	R39	Proposer must describe in detail the proposed solution's ability to effectively notify a designated group of users when an action, specific event, or workflow occurs. Messaging may include voice, electronic, or user interface notifications. These notifications may be triggered based on a user action, date/time criteria, or a workflow.	Desired
		Proposer Response:
	R40	Proposer must describe in detail the proposed solution's ability to ingest (support a data transfer) predefined notification groups	Desired
		Proposer Response:
	R41	Proposer must describe in the detail the proposed solution's ability for administrative users to manage help & training documentation in various file formats (including video).	Desired
		Proposer Response:
	R42	Proposer must describe in the detail the proposed solution's ability to store and serve up help & training documentation (in various file formats) to end users.	Desired
		Proposer Response:
	R43	Proposer must describe in detail the proposed solution's "push to talk" capabilities with designated contacts. Ex: Quickly & easily communicate (radio, cell phone, etc.) to staff through the application in the event of an emergency.	Desired
		Proposer Response:
	R44	Proposer must describe in detail the proposed solution’s user communication tools. Communication could include dashboard messaging, online newsletter, notifications or bulletin board feature.	Essential
		Proposer Response:

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3.3 Prod and CS Support

3.3	PRODUCT SUPPORT AND CUSTOMER SERVICE REQUIREMENTS
No.	Warranty

Contractor must provide a minimum 365-day warranty for the proposed solution. Describe the following:

P1	What is the warranty period and what is covered under the warranty?
	Proposer Response:
P2	Describe any differences between warranty benefits and software maintenance benefits.
	Proposer Response:
P3	Provide the warranty language that the proposal suggests for incorporation into the Contract.
	Proposer Response:
P4	Provide any warranty exclusions.
	Proposer Response:
P5	All costs associated with warranties must be clearly outlined in the cost proposal.
	Proposer Response:
	Software Maintenance

The Agency requires contractor to provide software maintenance support. Describe in detail how software maintenance is handled.

P6	Proposer must describe in detail how software maintenance is handled.
	Proposer Response:

P7	Proposer must describe in detail when the Agency will be required to pay for maintenance prior to first production use and the maintenance payment process.
	Proposer Response:

P8	Proposer must describe in detail the upgrades and technical support that is included with the software maintenance.
	Proposer Response:

P9	Proposer must describe in detail any software maintenance requirements.
	Proposer Response:

P10	Proposer must describe in detail the process for issuing maintenance releases and patches.
	Proposer Response:

P11	Proposer must describe in detail your major and minor release cycles.
	Proposer Response:

P12	Proposer must describe in detail the frequency for major and minor upgrades.
	Proposer Response:

P13	Proposer must describe in detail the typical down time required for major and minor upgrades.
	Proposer Response:

P14	Proposer must describe in detail the estimated level-of-effort required to perform an upgrade.
	Proposer Response:

P15	Proposer must describe in detail the process for upgrading and applying patches to solution.
	Proposer Response:

P16	Proposer must describe in detail if database schema extension is required to meet the business need, how does this impact the upgrades/patches.
	Proposer Response:

P17	Proposer must describe in detail how are the customizations or configurations maintained during an upgrade.
	Proposer Response:

P18	Maintenance Procedures
	Proposer must describe in detail their procedure for providing planned and unplanned maintenance service (to be approved by the Agency) that would include:
	a. Help Desk,
	b. Trouble reporting procedures,
	c. Telephone numbers for voice,
	d. E-mail addresses,
	e. Maintenance procedures
	1.) Critical
	2.) Non-Critical
	f. Outage notification process
	g. Escalation procedures.

	All listed personnel shall include their telephone numbers and e-mail addresses.
	Proposer Response:
	a.
	b.
	c.
	d.
	e.
	1.)
	2.)
	f.
	g.
P19	Proposers must describe in detail the service level agreements for the proposed solution.
	Proposer Response:

P20	Proposers must describe their process for issuing credits to the Agency if a service level would not be met.
	Proposer Response:

	Technical Support
P21	The Agency will consider options for additional levels of technical support. Describe in detail the following:

What are your technical support options?

a.Proposer should anticipate that service level agreements shall be required and specified by the Agency prior to final contract award.

b.Proposer to propose its recommended Service Levels and describe the value to the Agency.

	Proposer Response:
P22	Is documentation available for the system administrator and support for end users (i.e. online knowledge base help and user’s manuals, etc.…)? Please explain.

	Proposer Response:
P23	Is your support staff located at a call center? If so, where?
	Proposer Response:
P24	What are your support hours?
	Proposer Response:
P25	If the proposed solution provides a public facing portal, describe support options for Public Users (i.e. password reset, creating a family unit, etc.)
	Proposer Response:
P26	Provide help desk employees' qualifications.
	Proposer Response:
	Customer Service and Support
P27	Proposer must describe in detail the following:
	1. Account representative experience with the products and services being offered.
	2. Proposer’s process for handling customer inquiries and response time.
	3. Ongoing product updates and strategic planning.
	4. Reports related to technical support performance under the contract.
	5. Initial training and start-up services.
	6. Ongoing training programs.
	Proposer Response:
	1.
	2.
	3.
	4.
	5.
	6.
P28	Proposer must provide information on the point of contact for questions relating to the proposal:
	a. name,
	b. title,
	c. phone number,
	d. e-mail address
	Proposer Response:
	a.
	b.
	c.
	d.
P29	Proposer must provide a narrative of the dedicated contract representative and include:
	a. name,
	b. title,
	c. phone number,
	d. e-mail address
	Proposer Response:
	a.
	b.
	c.
	d.
P30	Proposer must describe in detail how they will provide training to the different roles/groups.
	Proposer Response:

3.4 Exp and Qual

3.4	Proposer EXPERIENCE AND QUALIFICATIONS
No.	Prior Experience
Q1	Describe the number of years the Proposer has provided the type of work requested in this RFP. Describe specific experience of their firm in completing similar projects. Provide a description of the project, approximate time frame of the project, and contact information for the customer.
	Proposer Response:
Q2	The Proposer must meet the following experience and qualification requirements:
	a. The solution must be a Commercial off-the-shelf solution or Software-as-a-Service (SaaS) that is commercially available and has been successfully implemented for a minimum of three (3) customers and satisfactorily performing for at least six months. Describe / provide information to support this.
	b. Proposer must have performed similar work for a comparably sized government entity or Public Health Department within the previous two (2) years. Provide / describe information to support this.
	c. Describe the number of years the Proposer has provided the type of work requested in this RFP.
	d. Describe specific experience of their firm in completing similar projects. Provide a description of the project, approximate time frame of the project, and contact information for the customer.
	Proposer Response:
	a.
	b.
	c.
	d.
Q3	The Proposer must provide the following general background information:
	a. Name, address, telephone number, and e-mail address of the Proposer including all d/b/a’s or assumed names or other operating names of the Proposer and any local addresses and phone numbers.
	b. Number of years in business.
	c. Number of employees in the business.
	d. The location(s) including address and telephone numbers of the offices and other facilities that relate to the Proposer’s performance under the terms of this RFP.
	Proposer Response:
	a.
	b.
	c.
	d.
	Project Team
Q4	Provide a narrative or organizational chart that describes the organization of the proposed project team. Provide information for key project team members (Project Manager, Architect, Main Business Analysis, Lead Developer, etc.), including:
	a. Description of anticipated work they will perform;
	b. The Proposer must have strong UI experience. Please show this within the proposed project team's resume's.
	c. Resume or description of the relevant education, training, experience, skills and qualifications;
	d. If the Proposer needs to hire for this project, identify the job descriptions and number of staff members to be recruited;
	e. Describe the size of your organization;
	f. Subcontractors. If an Proposer intends to use subcontractors, the Proposer must identify in the proposal the names of the subcontractors and the portions of the work the subcontractors will perform. Provide a statement that the Proposer will ensure that the subcontractor has or will obtain any required licenses and registrations, including registration with the Wyoming Secretary of State;
	Proposer Response:
	a.
	b.
	c.
	d.
	e.
	f.
Q5	The Proposer must provide resumes for all key personnel (Project Manager, Architect, Main Business Analysis, Lead Developer, etc.) of the Proposer who will be involved in providing the goods and/or services contemplated by this RFP. The personnel listed must be the people that will perform/provide goods and services for the Agency. The following information must be included in the resumes:
	a. Full name,
	b. Role,
	c. Education including degrees, relevant certifications (include certification number), and the institution from which they were obtained,
	d. Years of experience and employment history particularly as it relates to the requirements of the RFP,
	e. Description of the type of work the individual shall perform,
	f. A detailed description of relative experience in the items listed in this RFP.
	Proposer Response:

Q6	If the Proposer is proposing any subcontractors, Proposer must provide resumes for all subcontractors who will be involved in providing the goods and/or services contemplated by this RFP. The personnel listed must be the people that will perform/provide goods and services for the Agency. The following information must be included in the resumes:
	a. Company Name,
	b. Full name,
	c. Role,
	d. Education including degrees, relevant certifications, and the institution from which they were obtained,
	e. Years of experience and employment history particularly as it relates to the requirements of the RFP,
	f. Description of the type of work the individual shall perform,
	g. A detailed description of relative experience in the items listed in this RFP.
	Proposer Response:

	Q7	Joint Venture. If submitting a proposal as a joint venture, Proposer must submit a copy of the joint venture agreement that identifies the parties involved and its rights and responsibilities regarding performance and payment.
		Proposer Response:
		References
	Q8	Provide three (3) references for similar (government) projects the Proposer has completed. Proposers must include:
•	the name of a contact person,
•	address,
•	email, and
•	telephone number.

Proposers are instructed to notify the reference that the Agency will be contacting them by email or phone. Evaluation will be impacted if the Agency is unable to contact the reference or the reference does not timely provide the requested information.

Proposer Response:

File details come from the government source that posted it. Updated Oct 19, 2026.