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, issued by the Nebraska Department of Health and Human Services, establishes the evaluation framework for RFP Number 120277 O3 REBID for a cloud-based Vital Records Management System. Proposals are due November 21, 2025, at 2:00 pm CST. The solicitation requires vendors to submit responses addressing mandatory requirements including a signed Contractual Agreement Form, Corporate Overview, Sections II through IV, Functional Specifications, Technical Specifications, and a Cost Sheet. The system must support vital records management across multiple event types (births, deaths, marriages, dissolutions, fetal deaths, and induced terminations of pregnancy), accommodate up to 5,000 users with 1,000 concurrent users, and migrate approximately 10,000,000 existing records. The contract term is five years with an option to renew for an additional five years, with a targeted go-live date within 15 months of project kick-off. Vendor demonstrations may be required as part of the evaluation process.
Evaluation of compliant proposals will be scored across four 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 points up to 120 if vendor demonstrations are required. Cost Sheet points are awarded using a formula where the lowest-cost submission receives maximum points, with other bids scored proportionally based on the ratio of lowest cost to submitted cost. The pricing structure includes provisions for project implementation, support, maintenance, and operations across multiple contract phases, with specific hourly rates for roles such as Software Engineers, IT Business Analysts, and Project Managers. The system must be hosted in a fully cloud-based environment located within the United States and comply with federal and state regulations including HIPAA, Section 508, and NIST guidelines. No specific set-aside designations or incumbent vendor continuation is indicated in the solicitation criteria.
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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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