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 is a Solicitation Criteria document for the Nebraska Department of Health and Human Services (DHHS) seeking a cloud-based Vital Records Management System through Request for Proposal Number 120277 O3 REBID. The solicitation calls for a comprehensive software solution to manage vital records across multiple event types including births, deaths, marriages, dissolutions, fetal deaths, and induced terminations of pregnancy. The system must support up to 5,000 users with 1,000 concurrent users and provide robust data migration capabilities for approximately 10,000,000 existing records while integrating with state and federal systems. Proposals are due on November 21, 2025, at 2:00 pm CST, with a targeted go-live date within 15 months of the project kick-off meeting. The initial contract term is five years with an option to renew for an additional five years.
The evaluation will assess vendor responses across four primary categories: Corporate Overview (20 points), Functional Specification (30 points), Technical Specification (30 points), and Cost Sheet (20 points), for a total of 100 points without demonstrations and 120 points if vendor demonstrations are required. Cost Sheet points are calculated using a formula in which the lowest cost submitted receives maximum points, with all other bids scored proportionally based on the ratio of the lowest cost to their submitted cost. Mandatory requirements include a signed Contractual Agreement Form, Corporate Overview, completion of Sections II through IV, Functional Specifications, Technical Specifications, and a Cost Sheet. Vendors must demonstrate compliance with federal and state regulations including HIPAA, Section 508, and NIST guidelines, and provide a fully hosted cloud environment located within the United States. The solicitation indicates a comprehensive procurement process involving vendor vetting, including potential reference and credit checks, with no specific incumbent vendor 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
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