DAIL Direct Care Worker Registry

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	621610 - Home Health Care Services
Posted Date:	Dec 22, 2025
Due Date:	Jan 5, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 mo-1 |802-828-2222 fax

http://bgs.vermont.gov/purchasing

SEALED BID

Agency of Administration

REQUEST FOR PROPOSAL

Department of Disabilities, Aging and Independent Living

and Vermont Department of Health

Direct Care Worker (DCW) Registry Solution.

ISSUE DATE

November 26, 2025

QUESTIONS DUE

December 3, 2025 – 4:30 PM (ET)

RFP RESPONSES DUE BY

December 29, 2025 – 4:30 PM (ET)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS

ASSOCIATED WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH

UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO

PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS,

RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP.

STATE CONTACT:

Kyle Emerson, State Purchasing Agent II

E-MAIL:

sov.thepathforward@vermont.gov

USE SUBJECT:

DAIL DCW REGISTRY

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency

of Digital Services in partnership with the Agency of Human Services, Department of

Disabilities, Aging and Independent Living, and Vermont Department of Health

(hereinafter the “State”) is seeking to establish contracts with one or more companies

that can provide a Direct Care Worker (DCW) Registry website.

1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of 7

years (up to 2 years implementation, plus 5 years for annual operating maintenance

and services). The State anticipates the start date for such contract(s) will be

February 1, 2026.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be

addressed in writing to the State Contact listed on the front page of this RFP. Actual

or attempted contact with any other individual from the State concerning this RFP is

strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section

of this RFP or wishing to comment on any requirement of the RFP must submit

specific questions in writing no later than the deadline for question indicated on the

first page of this RFP. Questions may be e-mailed to the point of contact on the front

page of this RFP. Questions or comments not raised in writing on or before the last

day of the question period are thereafter waived. At the close of the question period a

copy of all questions or comments and the State's responses will be posted on the

State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be

made to post this information as soon as possible after the question period ends,

contingent on the number and complexity of the questions. All information provided

by vendors during this process will be public and bidders shall not provide confidential

information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by

the State through the issuance of an Addendum to this RFP and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are

not to be considered.

1.7. SOURCE OF FUNDS: This project is being funded in whole or in part using federal

monies. If a bidder requires assistance in preparing their proposal or needs guidance

on socioeconomic certifications, the bidder may contact the VT APEX Accelerator. 

The APEX Accelerator specializes in helping small businesses navigate the

documentation associated with State and Federal procurement.  Their website is:

http://apex.vermont.gov.

Revised March 11, 2025

Page 2 of 234

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES.

2.1. The State of Vermont seeks qualified contractors to develop and operate a

comprehensive Direct Care Worker (DCW) Registry solution that will serve as a dual-

function platform connecting direct care workers (DCWs) with program participants

throughout the state. This innovative system will enable DCWs to create detailed

profiles showcasing their qualifications, availability, geographic coverage, and service

offerings, while simultaneously providing program participants with a platform to post

their specific care needs, preferences, and requirements. The DCW Registry will

feature advanced matching algorithms, secure account management, comprehensive

search and filtering capabilities, and Vermont-specific content to ensure optimal

alignment between DCWs and participants based on skills, certifications, location,

scheduling, and care requirements.

2.2. The proposed solution must be web-based, accessible via standard browsers, and

include robust support systems, analytics capabilities, and comprehensive outreach

strategies to maximize adoption and effectiveness. Key system requirements include

24/7 online support, automated profile management, real-time notifications, integration

with external verification systems, multilingual support, and compliance with HIPAA

regulations and accessibility standards. The State expects the DCW Registry to

incorporate advanced features such as AI-powered matching, mobile optimization,

comprehensive training modules, background check integration, and detailed reporting

dashboards to ensure successful matches while maintaining the highest standards of

security, user experience, reporting, communication, and operational excellence. This

initiative represents Vermont's commitment to improving access to quality homecare

services by creating an efficient, user-friendly platform that benefits both DCWs and

those in need of services.

2.3. Scope of Services.

2.3.1. Business, Functional, and Nonfunctional requirements as of this RFP date are

specified in the tables below. The Contractor must consider these Requirements as

a baseline; the Contractor understands, expects, agrees, and accepts that the

Requirements will evolve throughout the course of the project execution as (a) the

needs of the State are refined and clarified through collaborative elicitation and

analysis, and (b) the State gains an understanding of the capabilities and limitations

of the Contractor’s solution. Per Global Administrative Requirement [GA

Requirement ID], the Contractor must collaborate with the State to elicit User Stories

and/or Requirements at sufficient detail to ensure the Completed Solution meets the

needs of the State.

2.3.2. The Contractor understands, expects, agrees, and accepts that the Requirements

may evolve between the date of this RFP and any resulting draft Statement of Work

or Contract as a result of iterative analysis performed by the State between the date

of this RFP and the drafting of any resulting Statement of Work or Contract.

Revised March 11, 2025

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2.3.3. Any significant change in scope must be managed through the Contract Change

Management Process that will be detailed in the Contract.

2.3.4. The State of Vermont seeks to achieve the following Business Value(s):

2.3.4.1. Enterprise Alignment and Readiness: A Direct Care Worker Registry

aligns with the Governor's priorities to strengthen the workforce and to

protect the most vulnerable. It supports the Department of Disabilities,

Aging and Independent Living's mission to help individuals live with

independence in their own homes and the Vermont Department of

Health's vision that all people have equitable opportunities to achieve their

highest level of health and well-being.

2.3.4.2. Compliance: A Direct Care Worker Registry was negotiated as part of the

State’s Collective Bargaining Agreement (CBA) with AFSCME which

represents Independent Direct Support Workers (direct care workers) who

provide care to participants in Choices for Care, Developmental Services

and Children's Personal Care Services. As part of the now signed

agreement, it is required.

2.3.4.3. Customer Service: Many individuals seeking to hire employees to provide

care and support at home struggle to recruit and retain workers,

especially given the workforce shortage in Vermont. A registry will provide

a streamlined one-stop shop for individuals to match as

employers/employees and more quickly and efficiently meet needs. In

addition, the State will be able to gather data about employees and

provide information and training to employees to support quality care and

services.

2.3.4.4. Equity: Individuals whose care is managed by an agency have more

consistent access to direct care workers through the agency. Individuals

(and their families) who manage their own care do not have access to this

pool of workers, so there can be an equity challenge. Workers employed

by agencies often have access to education and training opportunities

that independent workers do not. A registry provides individuals more

access to qualified workers and workers access to quality training.

2.4. Functional and Non-Functional Requirements.

2.4.1. The State’s Functional and Non-Functional Requirements are provided in the

attached Attachment 7.2 State of Vermont Bidder Response Form (Exhibit

C), Part 3: Functional Requirements and Part 4: Non-Functional

Requirements.

The Functional Requirements include requirements for the following

requirements and business rules. Numbering of items in this section does not

represent the numbering of sections in Part 3.

Revised March 11, 2025

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2.4.2. Functional Requirements.

2.4.2.1. System Overview.

2.4.2.2. Contractor Expectations.

2.4.2.3. System Requirements.

2.4.2.4. Ongoing Maintenance.

2.4.2.5. Marketing and Outreach.

2.4.2.6. Outcomes and Reports.

2.4.2.7. At Contract End.

2.4.3. The Non-Functional Requirements include requirements for the following:

2.4.3.1. Hosting.

2.4.3.2. Compliance.

2.4.3.3. Maintainability.

2.4.3.4. Performance Efficiency.

2.4.3.5. Reliability.

2.4.3.6. Transferability.

2.4.3.7. Usability.

2.4.3.8. Okta Non-Functional Requirements.

2.4.3.9. Security.

2.4.3.10. Data Compliance: Solutions must adhere to applicable State and

Federal standards, policies, and laws. The Bidder Response Form

includes a table of data types and their applicable State and Federal

standards, policies, and laws. The boxes in the table that are

checked are the ones that are applicable to this procurement.

2.4.3.11. Data Elements.

2.4.3.12. State of Vermont Cybersecurity Standard Update.

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
DAIL Direct Care Worker Registry Bidder Response Form Addendum 1	12/03/2025 04:30PM		01/05/2026 04:30PM

DAIL Direct Care Worker Registry

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