Cloud-Based Vital Records Management System

The Nebraska Department of Health and Human Services (DHHS) is seeking a cloud-based Vital Records Management System through Request for Proposal (RFP) 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, provide robust data migration capabilities for approximately 10,000,000 existing records, and integrate with state and federal systems like STEVE, Social Security Administration, and Electronic Verification of Vital Events (EVVE). 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 evaluation criteria will assess responses across four key areas: Corporate Overview (20 points), Functional Specification (30 points), Technical Specification (30 points), and Cost Sheet (20 points), with potential additional points for vendor demonstrations. The solicitation was posted on October 31, 2025, with proposals due on November 21, 2025, at 2:00 pm CST, and a targeted go-live date within 15 months of the project kick-off meeting.

While no specific set-aside designations are explicitly mentioned, the RFP indicates a comprehensive procurement process that will involve thorough vendor vetting, including potential reference and credit checks. The current system is described as a hybrid infrastructure that requires complete modernization, suggesting no specific incumbent vendor is continuing with the project. The system's implementation will require migrating existing vital records data and supporting ongoing daily record increases with high availability (99.9% uptime) and stringent security protocols. Although the exact budget is not disclosed, the Cost Sheet provides a structured pricing model covering project implementation, support, maintenance, and operations across multiple contract phases. The initial contract term is five years, with an option to renew for an additional five years, and the pricing structure includes provisions for potential custom programming and miscellaneous enhancements beyond the original project scope. Vendors will be required to provide detailed pricing across project implementation, support, and maintenance categories, with specific hourly rates for roles such as Software Engineers, IT Business Analysts, and Project Managers.