BEN Case Management System

The Nevada State Purchasing Division, on behalf of the Department of Employment, Training and Rehabilitation (DETR) Business Enterprises of Nevada (BEN) program, seeks qualified vendors to design, develop, and implement a web-based, cloud-hosted Software-as-a-Service (SaaS) case management system for Churchill County and statewide operations. The system must standardize workflows for blind and visually impaired food service and vending business operators and DETR staff, enabling real-time task tracking from application submission through program oversight, support operator submission of maintenance requests and forms, facilitate staff site reviews and equipment inventory tracking, generate exportable reports with multiple filtering and sorting capabilities, and replace paper check processing with digital payment solutions. Key deliverables include project management protocols, requirements discovery and validation, system configuration and development, data conversion and migration, user and system administration training, two-level User Acceptance Testing (UAT), go-live cutover activities, three months of immediate post-implementation support, and a minimum one-year warranty period with subsequent long-term support and maintenance procedures. The system must comply with stringent requirements including WCAG 2.0 AA accessibility compliance, FedRAMP moderate certification, 99.9% monthly uptime availability with service credit remedies, response times not exceeding three seconds under normal load, encryption of data in transit and at rest, multifactor authentication with role-based access controls, support for a minimum of fifty user accounts at implementation with scalability for external users and state staff, integration with external payment gateways such as CyberSource, data recovery capability within four hours of disaster, and tiered helpdesk support during business hours (8:00 AM–5:00 PM PST, Monday–Friday) with critical issue response within one hour. Evaluation criteria include compliance and security (400 points), core functionality and customization (300 points), user experience and accessibility (200 points), vendor support and implementation (150 points), scalability and performance (100 points), and cost and value (100 points), with vendor presentations estimated for June 10–11, 2026. The deadline for submitting questions is May 1, 2026, with answers posted by May 8, 2026; proposals must be submitted by May 22, 2026, at 2:00 PM Pacific Time; a Notice of Intent is anticipated on or about June 15, 2026; and the Notice of Award is expected on or about July 2, 2026, with an estimated contract start date of September 8, 2026.

This is a single-award procurement for a four-year term subject to Nevada State Board of Examiners approval, with no identified set-aside designations for disadvantaged enterprises or minority-owned businesses, though Nevada-based businesses receive a five percent preference in evaluation, and inverse preferences may apply to out-of-state vendors whose home states apply in-state preferences. Mandatory minimum requirements include compliance with Nevada law, agreement not to boycott Israel, registration on nevadaepro.com, possession of a Nevada business license, active entity registration in the System for Award Management (SAM.gov), data encryption protocols, and maintenance of all hosted data exclusively within the United States. Vendor submissions must include background information, key personnel resumes with minimum three professional references per proposed staff member, disclosure of any current or former state employees involved, subcontractor information, Dun and Bradstreet numbers, financial statements for the past two years plus interim current-year data, disclosure of prior contract failures or litigation within the past six years, conflict of interest disclosures, and at least three client reference questionnaires from similar projects completed within the past five years. No incumbent vendor or current contractor is identified in the solicitation materials. The system must integrate with existing external payment gateways and accommodate various workflow forms including Profit and Loss statements, equipment maintenance requests, loan applications, health insurance enrollment, and daily throw logs. The cost proposal template requires vendors to itemize expenses across ten distinct categories with specific budgetary constraints: pre-implementation milestones cannot exceed 35 percent of total project costs, while implementation costs must represent at least 25 percent of total project costs, though the specific estimated budget or award value range is not disclosed in the solicitation documents.