RFI Criminal History Record Check Process Modernization
| Agency: | State of Vermont |
|---|---|
| State: | Vermont |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 10, 2025 |
| Due Date: | Dec 19, 2025 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| TITLE | QUESTIONS DUE | ANSWERS POSTED | DUE DATE | NO POSTING AFTER |
| RFI Criminal History Record Check Process Modernization |
12/02/2025 04:30PM |
Q&A - Criminal History Record Check Process Modernization. (12/10/2025) |
12/19/2025 04:30PM |
|
Attachment Preview
Department of Buildings and General Services
Office of Purchasing & Contracting
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
http://bgs.vermont.gov/purchasing
Agency of Administration
REQUEST FOR INFORMATION
Criminal History Record Check Process
Modernization
ISSUE DATE
QUESTIONS DUE
RFI RESPONSES DUE BY
November 18, 2025
December 2, 2025 – 4:30 PM ET
December 19, 2025 – 4:30 PM ET
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH
THIS RFI 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. PLEASE CHECK THE ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES
AND ADDENDUMS ASSOCIATED WITH THIS RFI.
STATE CONTACT:
E-MAIL:
USE SUBJECT:
Kyle Emerson, BGS Purchasing & Contracting
sov.thepathforward@vermont.gov
RECORD CHECK MODERNIZATION
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Revised May 6, 2024
Contents
Contents .............................................................................................................................................................................. 2
1 PURPOSE .............................................................................................................................................................................. 3
1.2UNSOLICITED VENDOR-CONFIDENTIAL INFORMATION PROHIBITED ........................................................................... 3
1.2.1 Disclosure Under Public Records Act....................................................................................................... 3
1.2.2 Unsolicited Confidential Materials ............................................................................................................. 3
1.2.3 State Not Responsible for Disclosure of Unmarked Vendor-Confidential Information...................... 3
2 BACKGROUND INFORMATION ........................................................................................................................................ 3
3 RFI DESCRIPTION.................................................................................................................................................................. 4
4 CURRENT STATE ................................................................................................................................................................... 5
5 STATEMENT OF WORK ......................................................................................................................................................... 5
5.1 ANTICIPATED REQUIREMENTS ...................................................................................................................................... 5
5.1.1 Business Requirements .............................................................................................................................. 5
5.1.2 Business Outcomes & Measures ............................................................................................................. 5
6 REQUESTED INFORMATION ................................................................................................................................................ 6
6.1 COVER PAGE ................................................................................................................................................................. 7
6.2 VENDOR QUESTIONNAIRE ............................................................................................................................................ 7
6.3 CONTACT INFORMATION.............................................................................................................................................. 7
6.4 EXPLANATION OF EVENTS ............................................................................................................................................. 7
6.4.1 Question and Answer Period ............................................................................................................................ 7
6.4.2 Changes to this RFI ............................................................................................................................................ 7
6.4.3 Submission of Responses ................................................................................................................................. 7
6.4.3.1 Recording of Responses: .............................................................................................................................. 8
6.4.3.2 Electronic Submission Instructions: ............................................................................................................. 8
6.4.4 Review of Responses......................................................................................................................................... 8
6.4.5 Vendor Demonstration of Their Product.......................................................................................................... 8
6.4.6 Vendor Product Test Trial.................................................................................................................................. 8
7.0 ADDITIONAL MATERIALS .............................................................................................................................................. 8
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Revised May 6, 2024
1 PURPOSE
This Request for Information (RFI) is issued for the Department of Public Safety to gather information andcost
estimates concerning the digital modernization of the State of Vermont’s criminal history check process for licensing,
employment, and access to sensitive information systems.
Information received by the State will be reviewed for purposes of the stated objectives for this RFI, which should
include exploration of available goods or services or solutions, how such offerings may meet the needs of the
State, and to understand the costs associated with such offerings. The Department of Public Safety shall not be held
liable for any costs incurred by the vendors in the preparation of their submission.
The State will not award a contract directly resulting from this RFI. This RFI is issued solely for information and
planning purposes. This request for information does not commit the State to contract for any materials or service
whatsoever. Further, this RFI is not a request for proposals (RFP); the State is not at this time seeking proposals and will
not accept unsolicited proposals. Not responding to this RFI does not preclude any company or person from participating
in a future RFP, if one is issued. If an RFP is released, it will be posted on the BGS bid opportunities web site:
http://www.bgs.state.vt.us/pca/bids/bids.php. It is the responsibility of the potential offerors to monitor this site for
additional information.
1.2 UNSOLICITED VENDOR-CONFIDENTIAL INFORMATION PROHIBITED
Vendors are hereby expressly directed not to include any confidential information in their proposal submissions,
except as specifically permitted below, and so marked. By submitting information in response to this RFI, vendors
acknowledge and agree to abide by the terms and conditions outlined in this document, including the prohibition
on submitting confidential information. This prohibition reduces the burden on the State while preventing vendor-
confidential information from entering the public record.
1.2.1 Disclosure Under Public Records Act
All information received by the State in response to this RFI will become part of the contract file and subject to
Vermont public records law. Responses by any vendor may become available to the public once a contract has
been executed or otherwise following conclusion of this procurement process, in accordance with the State’s
Public Records Act, 1 V.S.A. § 315 et seq., or the State may choose to publicly post them.
1.2.2 Unsolicited Confidential Materials
The State intends to redact or withhold only those confidential materials specifically requested below. All other
materials, including those marked as confidential by vendors, are subject to disclosure if requested under the
Public Records Act, or public posting
1.2.3 State Not Responsible for Disclosure of Unmarked Vendor-Confidential Information
It is the sole responsibility of the vendor to ensure that, other than where specifically directed or permitted by this
RFI and accordingly marked as described below, no information that should not be publicly disclosed is included
in their submitted materials, including any 1) trade secrets or intellectual property, 2) proprietary financial or
business information, 3) personal information, or 4) any other information that should not be disclosed to the
public. For example, vendors should avoid including specific details of their proprietary technologies or
methodologies that they consider confidential, and any references to previous client engagements should be
presented in a manner that does not disclose the client's confidential information.
2 BACKGROUND INFORMATION
As part of the Department of Public Safety (DPS), the Vermont Crime Information Center (VCIC) oversees criminal
history check processes (including fingerprinting when authorized) that serve essential functions across multiple
sectors including childcare, healthcare, public safety, and State employment.
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Revised May 6, 2024
DPS seeks to modernize and enhance criminal history check systems to improve efficiency, consistency, and service
quality. By adopting more integrated and automated digital solutions, DPS aims to reduce processing times, maintain
compliance, optimize resources, and deliver a more streamlined experience for applicants, employers, and partner
agencies.
Currently, DPS provides criminal history check services to all responsible State agencies (including but not limited to:
Department for Children and Families, Agency of Education, and Office of Professional Regulation). Similarly, DPS
provides these services to agencies supporting vulnerable populations across the State, with approximately 400
entities served over a three-year period. As part of this work, DPS processes on average 2,114 fingerprint-supported
criminal history checks per month (based upon the last 36 months).
The current process is in need of modernization to reduce processing time, increase staff efficiency, and reduce other
mitigation & operational costs.
Modernization via a reimagined digital workflow that optimizes current systems and involves new integrations as
necessary would ensure general public safety, sustain workforce readiness, protect federal funding, and improve the
overall experience for Vermont residents. As a key outcome, Vermont seeks to significantly reduce time spent on the
end-to-end process – aligning with modern benchmarks set by the State of New Hampshire and State of Maine.
3 RFI DESCRIPTION
The State is seeking information to standardize and modernize the State of Vermont criminal history check process with
an eye towards optimizing existing technology and procuring new capabilities as needed.
The RFI has 4 key objectives:
• Provide prospective respondents with information regarding the business need, and:
• Solicit respondent information to assist the State in determining if identified requirements can be met in a cost-
effective manner.
• Solicit respondent information to assist the State in determining if identified requirements can be met by available
software/hardware COTS (Commercial off the Shelf) alternatives.
• Demonstrate a Proof of Concept for a modernized criminal history check process.
The State is seeking feedback on the information in this RFI and will consider any information, including partial responses,
received in response to this RFI. If the State moves forward in the development of an RFP, the RFP process will be open
to all respondents regardless of their decision to participate in this RFI.
The State envisions that a technology-supported solution will support the following high-level goals:
• Streamlined Processing: Reduce processing time for criminal history record checks and optimize digital
workflows to align with best practices among other Northeastern states.
• Enhanced Flexibility: Update and maintain a system that is easily integrated within existing State infrastructure
and is adaptable, scalable, and responsive to evolving operational and regulatory needs.
• Eliminated Redundancy: Consolidate processes and remove unnecessary re-entry of data to optimize efficiency
and staff utilization across agencies.
• Ensured Compliance: Strengthen safeguards to maintain federal and state funding eligibility with regards to
personnel security, data security, and meet statutory obligations.
• Accelerated Onboarding: Support faster, more reliable onboarding for applicants and employers to prevent
service gaps in critical areas (such as childcare, healthcare, education, or network support). Also ensure
adequate coverage where staffing requirements exists (such as childcare facilities) to avoid delay or reduction of
services.
• Mitigated Risks: Reinforce security and vetting procedures to bolster public safety, workplace integrity,
information technology compliance (including SOV and FBI CJIS Security Policy), and program-specific
compliance.
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Revised May 6, 2024
4 CURRENT STATE
At present, criminal history record check processes are primarily manual and decentralized without a singular,
cohesive digital process — at times leveraging paper and physical delivery of results. This contributes to extended
timelines between the initial issuance of Fingerprint Authorization Certificates (FAC) and final suitability determination.
Key entities in the overarching workflow include:
• Employing or licensing agency (various within the State)
• Fingerprinting agency (usually a local law enforcement agency)
• VCIC
• FBI
• USPS
These entities play key roles in generating, transmitting, processing, and evaluating criminal history data. This
can result in extended and unsustainable turnaround times, creating challenges for hiring timelines and program
administration.
5 STATEMENT OF WORK
5.1 ANTICIPATED REQUIREMENTS
The purpose of this RFI is to determine if there are solutions capable of meeting the State’s anticipated requirements and
to determine alternatives for meeting those requirements that are consistent with the overall vision for the Department of
Public Safety and the State.
The State’s discovery efforts to date have resulted in a desire to obtain access to solutions with the following attributes:
5.1.1 Business Requirements
1. Modernize the end-end background check process by replacing paper-based submissions and manual routing
with a unified digital workflow from application to result
a. See Attachment for Current & Future state Business Process Workflow which should inform this
requirement’s response
2. Optimize current systems and/or involve new integrations as necessary for a cohesive solution
3. Reduce processing time from months to a significant reduction in turnaround time.
4. Enhance transparency by real-time tracking for submitting agencies and CJIS Security Policy compliant data
handling, with clear audit trail and identity verification.
5. Build for cross-agency scalability, allowing new departments to be onboarded without major redevelopment.
6. Provide external interface for entities licensing or employing individuals requiring fingerprint supported criminal
history record checks
7. Provide external interface for law enforcement and other agencies capturing and submitting fingerprints to VCIC
8. Allow digital or electronic signature of necessary documents and release forms
a. See Attachment (FAC etc) to RFI
9. Allow secure access to digital response documents for licensing and employing entities.
5.1.2 Business Outcomes & Measures
1. End-to-end digital workflowGoal: Replace paper intake and manual routing with a single digital workflow from
application through result.
b. Measure: 100 percent of submissions and routing occur digitally. Zero paper handoffs.
c. Vendor response can include: A workflow description, role swimlanes, exception handling, and how
workflow changes are configured without code.
2. Turnaround time reduction
a. Goal: Reduce processing time from 2–3 months to five or fewer business days for 80 percent of cases
and ten or fewer business days for 95 percent of cases.
b. Measure: Median less than or equal to 5 business days. P95 less than or equal to 10 business days.
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Revised May 6, 2024
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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