Vital Records Management System

The Nebraska Department of Health and Human Services (DHHS) is seeking a vendor-hosted, web-based Vital Records Management System through RFP 120277 O3, released on October 28, 2024, with responses due December 20, 2024, at 2:00 PM Central Time. The procurement aims to replace a 15-year-old hybrid system and provide a comprehensive solution for managing vital records, including births, deaths, marriages, dissolution of marriages, fetal deaths, and induced terminations of pregnancy. The system must support approximately 30 internal users and 5,000 external users, processing around 26,000 births, 18,500 deaths, 12,000 marriages, and 6,000 dissolution of marriage events annually. Mandatory requirements include seven essential modules, cloud-based hosting, 99.9% system availability, and compliance with Section 508 and HIPAA standards. The evaluation criteria allocate 100 points, with 25 points for Corporate Overview, 65 points for Technical Response, and 10 points for the Cost Sheet, with potential additional 10 points for oral interviews. Implementation timelines require User Acceptance Testing within 12 months and full production environment within 15 months of the project kickoff, with vendor demonstrations tentatively scheduled for the week of February 17, 2025, and an anticipated contract execution on March 18, 2025.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The current system was built by Netsmart Technologies and contains approximately 10 million records in a 164GB database. Five vendors initially submitted responses: Axiell ALM INC, LexisNexis VitalCheck, ManTech, Netsmart, and Voyatek, though Voyatek and ManTech were deemed non-responsive. The state will require the new system to interface with the Online Verification System (OVS) and support Fast Healthcare Interoperability Resources (FHIR) messaging. While a specific budget was not disclosed, the cost structure mandates 40% of implementation costs be allocated to implementation and 10% to design and configuration. The contract will be for a five-year term with one optional five-year renewal period, with pricing fixed for the initial term and any subsequent renewal not exceeding a 5% increase. The vendor must provide up to 160 contractor hours annually at no charge for federal or state regulatory changes, with additional hours billed at rates specified in the Cost Sheet.