Employee Mass Notification System

The West Virginia Department of Health, Human Services, and Health Facilities, through the Office of Shared Administration, is seeking to procure an Employee Mass Notification System for up to 6,000 users across multiple departments. The system must be a cloud-hosted solution capable of sending notifications through SMS, email, and voice calls, supporting both Android and iOS mobile platforms with two-way communication capabilities. Key system requirements include a web-based registration portal, scheduled messaging, real-time tracking, a remote panic button, and comprehensive security features such as 99.9% service availability and data storage within the United States. The solicitation (ARFQ 0506 HHR2500000003) requires vendors to have a minimum of five years of experience in commercial or government accounts with successful prior implementations. Vendors must submit their proposals by May 14, 2025, at 1:30 PM, with questions accepted until May 7, 2025, at 10:30 AM. The evaluation criteria will focus on the lowest overall total cost that meets all specified requirements, with mandatory compliance to SSAE-18 audit standards and FedRAMP requirements. Delivery of the system is expected within 45 working days of contract award, with the delivery location specified as One Davis Square in Charleston, WV.

The procurement opportunity includes provisions for minority and disadvantaged business participation, with preferences indicated for small, women-owned, and minority-owned businesses. Federal funds are potentially involved, which introduces additional compliance requirements under 2 C.F.R. 200.317 through 200.327, including provisions for domestic preferences and equal employment opportunity. Vendors must comply with extensive federal regulations, including Clean Air Act provisions and anti-kickback restrictions. The contract will be structured for a four-year term, with an initial system set-up and subsequent annual user licenses, suggesting a potential total contract value of approximately $240,000 to $480,000 depending on per-license pricing. Vendors must provide $1,000,000 in Commercial General Liability Insurance and $1,000,000 in Cyber Liability Insurance. The procurement allows for potential integration with the agency's existing CGI ERP system, and vendors must be prepared to synchronize employee data via Excel file extracts. Additional requirements include mandatory background checks for service provider personnel and compliance with accessibility standards like Section 508 of the Rehabilitation Act.