Solicitation Criteria.pdf
PDF 210 KB Posted
- Attached to
- Cloud-Based Vital Records Management System
- Solicitation number
- 120277 O3 REBID
- Issued by
- Douglas County, Nebraska
About this file
This solicitation criteria document from the Nebraska Department of Health and Human Services outlines the evaluation framework for RFP Number 120277 O3 REBID for a cloud-based Vital Records Management System. The solicitation requires vendors to submit comprehensive proposals addressing mandatory requirements including a signed contractual agreement form, corporate overview, functional and technical specifications, and a detailed cost sheet. Proposals are due November 21, 2025, at 2:00 pm CST. The system must support vital records management across multiple event types including births, deaths, marriages, and dissolutions, with capacity for up to 5,000 users and 1,000 concurrent users. The implementation requires data migration of approximately 10,000,000 existing records and integration with state and federal systems. The targeted go-live date is within 15 months of project kick-off, with an initial contract term of five years and an option for an additional five-year renewal.
Evaluation of all compliant proposals will be conducted across four scored categories: Corporate Overview (20 points), Functional Specification (30 points), Technical Specification (30 points), and Cost Sheet (20 points), for a total of 100 points, with potential additional vendor demonstration points up to 20 points for a maximum of 120 total points. Cost Sheet scoring uses a formula whereby the lowest-cost submission receives maximum points, with other bids scored proportionally. Pricing must address project implementation, support, maintenance, and operations across multiple contract phases, including specific hourly rates for roles such as Software Engineers, IT Business Analysts, and Project Managers. The system must be fully hosted in a cloud environment located within the United States and comply with federal and state regulations including HIPAA, Section 508, and NIST guidelines. No specific incumbent vendor is continuing with the project, as the current hybrid infrastructure requires complete modernization.
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Text version
SPB Form 31 Effective 7-19-2024
SOLICITATION NUMBER: 120277 O3 REBID,
VITAL RECORDS MANAGEMENT SYSTEM
Opening Date: DATE November 21, 2025 - 2:00 pm CST Mandatory Requirements The solicitation responses will first be examined to determine if all mandatory requirements listed below have been addressed to warrant further evaluation. Responses not meeting mandatory requirements will be excluded from further evaluation. The mandatory requirement items are as follows:
1. Contractual Agreement Form, must be signed manually in ink or by DocuSign;
2. Corporate Overview;
3. Sections II through IV
4. Functional Specifications; and
5. Technical Specifications
6. Cost Sheet.
Evaluation Criteria All responses to this solicitation, which fulfill all mandatory requirements, will be evaluated. Each category will have a maximum possible point potential. Areas that will be addressed and scored during the evaluation include:
Evaluation Criteria Possible Points
Part 1 Corporate Overview 20
Part 2 Functional Specification 30
Part 3 Technical Specification 30
Part 4 Cost Sheet 20
Total Points without Vendor Demonstrations 100
Vendor Demonstrations, (if required) 20
Total Points with Vendor Demonstrations 120
Part 4 – Cost Sheet Points Cost Sheet points should be calculated as follows:
Establish lowest cost submitted – lowest cost submitted receives the maximum points.
To assign points to all others, the following formula should be followed:
Lowest Cost Submitted Cost Submitted x Maximum Possible Cost Points = Cost Points to Award (see samples below)
Formula Sample Sample Sample
Lowest Cost Submitted $100,000 $100,000 $100,000
Cost Submitted $100,000 $200,000 $150,000 x Maximum Possible Cost Points 20 20 20
= Points To Award 20.00 10.00 13.33
SOLICITATION EVALUATION CRITERIA
File details come from the government source that posted it. Updated .