RFP - VITAL RECORDS ELECTRONIC REGISTRATION SYSTEM (27 PGS. + .ZIP FILE) - CONTAINS ADDENDA (4)

Agency: State Government of Rhode Island
State: Rhode Island
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Oct 8, 2019
Due Date: Oct 9, 2019
Solicitation No: 7598912
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Info Opening Time Solicitation Number Status Solicitation Title Agency Name Buyer Name
D 10/09/2019
2:00 PM
7598912 Active(Scheduled) RFP - VITAL RECORDS ELECTRONIC REGISTRATION SYSTEM (27 PGS. + .ZIP FILE) - CONTAINS ADDENDA (4) DOH - Health Walsh

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RFP# 7598912
Solicitation Information
August 5, 2019
TITLE: Vital Records Electronic Registration System
Submission Deadline: September 4, 2019 at 2:00 PM (ET)
PRE-BID/ PROPOSAL CONFERENCE: No
Questions concerning this solicitation must be received by the Division of Purchases at
gail.walsh@purchasing.ri.gov no later than Thursday, August 15, 2019 at 5:00 PM (ET).
Questions should be submitted in a Microsoft Word attachment. Please reference the RFP# on
all correspondence. Questions received, if any, will be posted on the Division of Purchases’
website as an addendum to this solicitation. It is the responsibility of all interested parties to
download this information.
BID SURETY BOND REQUIRED: No
PAYMENT AND PERFORMANCE BOND REQUIRED: No
GAIL WALSH
CHIEF BUYER
Note to Applicants:
Applicants must register on-line at the State Purchasing Website at
www.ridop.ri.gov
Proposals received without a completed RIVIP Bidder Certification Cover Form attached
may result in disqualification.
THIS PAGE IS NOT A BIDDER CERTIFICATION COVER FORM
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Table of Contents
SECTION 1. INTRODUCTION ..............................................................................................3
Instructions and Notifications to Offerors ........................................................................................................ 3
SECTION 2. BACKGROUND ................................................................................................6
SCOPE OF WORK AND REQUIREMENTS.......................................................................13
General Scope of Work................................................................................................................................... 13
Specific Activities / Tasks .............................................................................................................................. 14
SECTION 4: PROPOSAL......................................................................................................16
A. Technical Proposal .................................................................................................................................... 16
B. Cost Proposal............................................................................................................................................. 19
C. ISBE Proposal ........................................................................................................................................... 20
SECTION 5: EVALUATION AND SELECTION................................................................20
SECTION 6. QUESTIONS ....................................................................................................23
SECTION 7. PROPOSAL CONTENTS................................................................................23
SECTION 8. PROPOSAL SUBMISSION ............................................................................25
SECTION 9. CONCLUDING STATEMENTS.....................................................................25
APPENDIX A. PROPOSER ISBE RESPONSIBILITIES AND MBE, WBE, AND/OR
DISABILITY BUSINESS ENTERPRISE PARTICIPATION FORM
APPENDICES (Attached as a .zip file)
Appendix B - System Requirement Functions
Appendix C - Application Security & Data Integrity
Appendix D - Infrastructure Security & Integrity
Appendix E - Vital Records Cost and Financing Proposal
Appendix F - RACI, Staffing, and Software
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SECTION 1. INTRODUCTION
The Rhode Island Department of Administration/Division of Purchases, on behalf of the Rhode
Island Department of Health (“RIDOH”), is soliciting proposals from qualified firms to provide
a full conversion of the Vital Records Registration System to include Death, Fetal Death,
Induced Termination, Marriage and Birth Systems, with an integrated Issuance Fee Module for
all registration types. This system is to be implemented in a phased in approach, beginning with
Death module, in accordance with the terms of this Request for Proposals (“RFP”) and the
State’s General Conditions of Purchase, which may be obtained at the Division of Purchases’
website at https://www.ridop.ri.gov/rules-regulations/
The initial contract period, phase I, will begin approximately December 15, 2019 for one year.
Contracts may be renewed for up to five additional 12-month periods based on vendor
performance and the availability of funds.
This is a Request for Proposals, not a Request for Quotes. Responses will be evaluated on the
basis of the relative merits of the proposal, in addition to cost; there will be no public opening
and reading of responses received by the Division of Purchases pursuant to this solicitation,
other than to name those offerors who have submitted proposals.
Instructions and Notifications to Offerors
1. Potential vendors are advised to review all sections of this RFP carefully and to follow
instructions completely, as failure to make a complete submission as described elsewhere
herein may result in rejection of the proposal.
2. Alternative approaches and/or methodologies to accomplish the desired or intended results
of this RFP are solicited. However, proposals which depart from or materially alter the terms,
requirements, or scope of work defined by this RFP may be rejected as being non-responsive.
3. All costs associated with developing or submitting a proposal in response to this RFP or for
providing oral or written clarification of its content, shall be borne by the vendor. The State
assumes no responsibility for these costs even if the RFP is cancelled or continued.
4. Proposals are considered to be irrevocable for a period of not less than 180 days following
the opening date, and may not be withdrawn, except with the express written permission of
the State Purchasing Agent.
5. All pricing submitted will be considered to be firm and fixed unless otherwise indicated in
the proposal.
6. It is intended that an award pursuant to this RFP will be made to a prime vendor, or prime
vendors in the various categories, who will assume responsibility for all aspects of the work.
Subcontracts are permitted, provided that their use is clearly indicated in the vendor’s
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proposal and the subcontractor(s) to be used is identified in the proposal.
7. The purchase of goods and/or services under an award made pursuant to this RFP will be
contingent on the availability of appropriated funds.
8. Vendors are advised that all materials submitted to the Division of Purchases for
consideration in response to this RFP may be considered to be public records as defined in
R. I. Gen. Laws § 38-2-1, et seq. and may be released for inspection upon request once an
award has been made.
Any information submitted in response to this RFP that a vendor believes are trade secrets or
commercial or financial information which is of a privileged or confidential nature should be
clearly marked as such. The vendor should provide a brief explanation as to why each portion
of information that is marked should be withheld from public disclosure. Vendors are advised
that the Division of Purchases may release records marked confidential by a vendor upon a
public records request if the State determines the marked information does not fall within the
category of trade secrets or commercial or financial information which is of a privileged or
confidential nature.
9. Interested parties are instructed to peruse the Division of Purchases website on a regular basis,
as additional information relating to this solicitation may be released in the form of an
addendum to this RFP.
10. By submission of proposals in response to this RFP vendors agree to comply with R. I. General
Laws § 28-5.1-10 which mandates that contractors/subcontractors doing business with the State
of Rhode Island exercise the same commitment to equal opportunity as prevails under Federal
contracts controlled by Federal Executive Orders 11246, 11625 and 11375.
Vendors are required to ensure that they, and any subcontractors awarded a subcontract under
this RFP, undertake or continue programs to ensure that minority group members, women,
and persons with disabilities are afforded equal employment opportunities without
discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or
expression, age, national origin, or disability.
Vendors and subcontractors who do more than $10,000 in government business in one year
are prohibited from engaging in employment discrimination on the basis of race, color,
religion, sex, sexual orientation, gender identity or expression, age, national origin, or
disability, and are required to submit an “Affirmative Action Policy Statement.”
Vendors with 50 or more employees and $50,000 or more in government contracts must
prepare a written “Affirmative Action Plan” prior to issuance of a Purchase Order.
a. For these purposes, equal opportunity shall apply in the areas of recruitment, employment,
job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of
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pay or other forms of compensation.
b. Vendors further agree, where applicable, to complete the “Contract Compliance
Report”(http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf), as well as
the “Certificate of Compliance” (http://odeo.ri.gov/documents/odeo-eeo-certificate-of-
compliance.pdf), and submit both documents, along with their Affirmative Action Plan or
an Affirmative Action Policy Statement, prior to issuance of a purchase order. For public
works projects vendors and all subcontractors must submit a “Monthly Utilization Report”
(http://odeo.ri.gov/documents/monthly-employment-utilization-report-form.xlsx) to the
ODEO/State Equal Opportunity Office, which identifies the workforce actually utilized on
the project.
For further information, contact Vilma Peguero at the Rhode Island Equal Employment
Opportunity Office, at 222-3090 or via e-mail at ODEO.EOO@doa.ri.gov.
11. In accordance with R. I. Gen. Laws § 7-1.2-1401, no foreign corporation has the right to
transact business in Rhode Island until it has procured a certificate of authority so to do from
the Secretary of State. This is a requirement only of the successful vendor(s). For further
information, contact the Secretary of State at (401-222-3040).
12. In accordance with R. I. Gen. Laws §§ 37-14.1-1 and 37-2.2-1 it is the policy of the State to
support the fullest possible participation of firms owned and controlled by minorities (MBEs)
and women (WBEs) and to support the fullest possible participation of small disadvantaged
businesses owned and controlled by persons with disabilities (Disability Business Enterprises
a/k/a “DisBE”)(collectively, MBEs, WBEs, and DisBEs are referred to herein as ISBEs) in the
performance of State procurements and projects. As part of the evaluation process, vendors will
be scored and receive points based upon their proposed ISBE utilization rate in accordance with
150-RICR-90-10-1, “Regulations Governing Participation by Small Business Enterprises in
State Purchases of Goods and Services and Public Works Projects”. As a condition of contract
award vendors shall agree to meet or exceed their proposed ISBE utilization rate and that the
rate shall apply to the total contract price, inclusive of all modifications and amendments.
Vendors shall submit their ISBE participation rate on the enclosed form entitled “MBE, WBE
and/or DisBE Plan Form”, which shall be submitted in a separate, sealed envelope as part of the
proposal. ISBE participation credit will only be granted for ISBEs that are duly certified as
MBEs or WBEs by the State of Rhode Island, Department of Administration, Office of
Diversity, Equity and Opportunity or firms certified as DisBEs by the Governor’s Commission
on Disabilities. The current directory of firms certified as MBEs or WBEs may be accessed at
http://odeo.ri.gov/offices/mbeco/mbe-wbe.php. Information regarding DisBEs may be accessed
at www.gcd.ri.gov.
For further information, visit the Office of Diversity, Equity & Opportunity’s website, at
http://odeo.ri.gov/ and see R.I. Gen. Laws Ch. 37-14.1, R.I. Gen. Laws Ch. 37-2.2, and 150-
RICR-90-10-1. The Office of Diversity, Equity & Opportunity may be contacted at (401)
574-8670 or via email Dorinda.Keene@doa.ri.gov.
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