Utah's Bureau of Forensic Services (BFS) Document Control System RFP

The State of Utah Division of Purchasing, conducting for the Department of Public Safety, is soliciting proposals under RFP AK27-111 for updates, support, and maintenance of the Qualtrax Document Control System used by the Utah Bureau of Forensic Services (BFS), with proposals due November 10, 2026. No set-asides are indicated, and the State will make a single award to the responsive and responsible vendor with the highest score.

Minimum mandatory requirements gate eligibility. Vendors must agree to all Scope of Work specifications and project timelines, demonstrate 10 or more years of proven quality document control experience in forensic science, possess or make progress toward FedRAMP or GovRAMP level certification, and hold current ISO 9001 certification.

The contractor must provide cloud-based hosting, system monitoring, security, automated backups, maintenance, and software upgrades. The system must support documentation for ISO/IEC 17025:2017, ANAB AR3125, and FBI Quality Assurance Standards for Forensic DNA Testing and Databasing Laboratories, serving both BFS and the Unified State Lab-Public Health and Toxicology Laboratory. Deliverables include unlimited standards, document and workflow viewing for all users, unlimited employee testing and training, standards-based auditing, and out-of-the-box lifecycle, workflow, email alert, and custom reporting functions without added IT programming. Progression toward single sign-on capability is required. Cyber security insurance minimums are $2,000,000 for low-risk data, $5,000,000 for moderate-risk data, and $10,000,000 for high-risk data. Contractor personnel with secure access must pass federal criminal background checks and 10-panel drug testing. Work must comply with NIST 800-53 (Revision 5), and State Data must be stored and processed within the United States.

The total contract budget is $70,000 over a five-year term, with annual invoicing. Vendors must guarantee pricing for one year. Cost proposals are evaluated separately, must include all direct and indirect costs, and cannot exceed the submitted total. Offerors must complete the cost sheet, where the total in Cell C18 drives evaluation, and altering formulas or deviating from the format may disqualify a proposal.

Ideagen Qualtrax is the incumbent, providing the system since 2010, and will continue as the current environment.

Evaluation totals 1,000 points: 800 technical and 200 cost. Technical categories are Document Control and Life Cycle Criteria (250 points), Accreditation Mapping and Audit Readiness (150 points), Training, Comprehension Testing and Acknowledgment (250 points), and Quality Workflows (150 points). Technical proposals must reach a minimum of 80 percent (640 points). The lowest-priced proposal receives all cost points, and other proposals receive proportional points.

Questions and addenda are managed through the U3P platform, and vendors must monitor U3P before the closing deadline. Pricing is public information. Vendors may submit redacted proposals only with a completed Claim of Business Confidentiality form, and the entire proposal cannot be redacted.