Standardization of Electronic Hospital Budget Data Submission

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	518210 - Data Processing, Hosting, and Related Services 541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Feb 23, 2026
Due Date:	Mar 23, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

Department of Buildings and General Services

Agency of Administration

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

SEALED BID

REQUEST FOR PROPOSAL

STANDARDIZATION OF ELECTRONIC HOSPITAL BUDGET

DATA SUBMISSION

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

February 23, 2026

February 26, 2026 – 4:30 PM ET

March 23, 2026 – 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:

E-MAIL:

USE SUBJECT:

Kyle Emerson, State Purchasing Agent

sov.thepathforward@vermont.gov

HOSPITAL BUDGET SUBMISSION STANDARDIZTION

Revised: March 18, 2025

Page 1 of 26

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Green Mountain Care Board

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

Standardization of Electronic Hospital Budget Data Submission.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of one (1) year with an option to renew

for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be

May 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. 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.

1.5. 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.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. PROJECT OVERVIEW

The Green Mountain Care Board (GMCB) seeks qualified vendors to support Standardization of Electronic Hospital

Budget Data Submission. GMCB provides a Uniform Reporting Manual (manual) that guides hospitals in submitting

their budgets. Currently, elements of the manual are misaligned with changes made to Vermont’s hospital budget

review process and standard audited financial statements of the hospitals. Our goal is to move away from generic

guidelines and establish a specific framework that reflects the review process and audited financial statements.

2.2. CURRENT CHALLENGES

2.2.1. Inconsistency: There is a significant lack of uniformity in how individual hospitals account for costs

throughout the State.

2.2.2. Data Quality: A disproportionate amount of data is currently categorized under “Other,” which obscures

financial transparency.

2.2.3. Lack of Comparability: The existing data collected does not allow the GMCB to make accurate

comparisons across different hospital systems.

2.3. PROJECT SCOPE & PHASES

The project will be divided into two phases:

2.3.1.Phase I: Alignment: Standardizing the Uniform Reporting Manual with actual regulatory review practices

and audited financial reporting.

2.3.1.1. Phase I Deliverables:

2.3.1.1.1. Gap Analysis: Compare the current manual against the actual internal review processes

and the hospitals’ audited financial statements to identify specific points of misalignment.

2.3.1.1.2. Technical Revision: Rewrite the manual to transition from generic instructions to specific,

actionable guidelines that reflect actual submission practices and audited financials.

Revised: March 18, 2025

Page 2 of 26

2.3.1.1.3. Financial Reconciliation: Ensure all reporting requirements are directly reconcilable with a

hospital’s audited financials to maintain data integrity.

2.3.2.Phase II: Enhancements: Defining the optimal level of data granularity and integrating specific data points

to minimize the use of the “Other” category to increase financial transparency and allow for more accurate

comparisons across regulated entities.

2.3.2.1. Phase II Deliverables:

2.3.2.1.1. Revised Data Categories: Redesign data categories to move away from the “Other” catch-

all category, ensuring that financial data is captured at a level of detail useful for regulatory

oversight.

2.3.2.1.2. Accounting Standardization: Develop a framework to bridge the differences in how various

hospitals across the State account for their costs.

2.3.2.1.3. Comparative Framework: Establish a reporting structure that enables accurate

comparisons of financial health and budget requests across the State’s hospital landscape.

2.4. VENDOR QUALIFICATIONS

Bidders must demonstrate high-level expertise in the following areas:

2.4.1. Technical Writing: Ability to produce clear, structured regulatory manuals.

2.4.2. Regulatory Knowledge: A deep understanding of health care regulatory environments, including health

care financial oversight. Experience with Vermont’s regulatory environment is preferred.

2.4.3. Health Care Finance: Experience with hospital audited financials and accounting methodologies.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder

wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to

include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment

shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by Bidder

must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or

services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response to

this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as

may be determined to be in the best interest of the State and consistent with the goals and performance

requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional

information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional

information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed

to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or

in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to

make purchases outside of the awarded contracts where it is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection of

Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state

reserves the right to request BAFOs from only those Bidders that meet the minimum qualification

requirements and/or have not been eliminated from consideration during the evaluation process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will

help the State’s evaluation process. The State will factor information presented during presentations into

the evaluation. Bidders will be responsible for all costs associated with providing the presentation.

Revised: March 18, 2025

Page 3 of 26

3.3. CONFLICTS OF INTEREST:

3.3.1.Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has

interests (for example, customers, partners, contracts) that could undermine, or reasonably be perceived

to undermine, its faithful and unbiased performance of a contract with the State that may result from this

solicitation.

3.3.2.Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or

employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and unbiased

performance of a contract with the State that may result from this solicitation.

3.3.3.Requirements: The State does not seek to contract with any individual or business entity having a conflict

of interest which cannot be mitigated to the State’s satisfaction. To ensure the State’s awareness of actual,

potential, or reasonably perceived PCOIs and OCOIs, bidders shall:

a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and

identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the State

that may result from this solicitation.

b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that may

cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract with the State

that may result from this solicitation. Disclose, also, any actions proposed to mitigate the PCOI or OCOI.

3.3.4.The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the State’s

satisfaction and may discuss the conflict with the bidder if and to the extent the State deems discussion

necessary to its determination. The State reserves the right to (a) reject from further consideration any

proposal having a PCOI or OCIO that cannot be mitigated to the State’s full satisfaction and (b) terminate

a contract upon discovery that a contractor failed to disclose facts pertaining to a PCOI or OCOI in its

proposal, or otherwise misrepresented relevant information to the State.

3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont

Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and

requirements.

3.4.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in

the attached Certificate of Compliance for purposes of self-reporting information relating to past

violations, convictions, suspensions, and any other information related to past performance relative to

coding and classification of workers. The State is requiring information on any violations that occurred in

the previous 12 months.

3.4.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon

award of contract, and prior to contract execution, the State shall be provided with a list of all proposed

subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’

workers compensation insurance providers, and additional required or requested information, as

applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No.

54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall

contract or project. This list MUST be updated and provided to the State as additional subcontractors are

hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The

subcontractor reporting form is not required to be submitted with the bid response.

3.5. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations

in State Procurements Certification, which is included in the Certificate of Compliance for this RFP.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean

energy and address climate change as identified in the Certification, shall be given favorable consideration in

the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any

preference given to resident bidders of the State and/or products raised or manufactured in the State, as

Revised: March 18, 2025

Page 4 of 26

explained in the Method of Award section. But, such favorable consideration shall not be employed if prohibited

by law or other relevant authority or agreement.

3.6. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more

contracts and reserves the right to make additional awards to other compliant bidders at any time if such award

is deemed to be in the best interest of the State. All other considerations being equal, preference will be given

first to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders

who have practices that promote clean energy and address climate change, as identified in the applicable

Certificate of Compliance.

3.6.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology,

qualifications and experience, ability to provide the services within the defined timeline, cost, and/or

success in completing similar projects, as applicable, and to the extent specified below.

Criteria

Description

Technical Writing

Excellence

Demonstrated ability to take complex financial/regulatory

concepts and translate them into clear, concise, and

specific manual instructions.

Hospital Financial

Expertise

Deep understanding of hospital accounting methodologies

and audited financial statement analysis.

Regulatory Environment

Knowledge

Proven experience working within state regulatory

frameworks, specifically regarding health care oversight

and hospital budget reviews.

Methodology &

Approach

Clarity of the plan to address Phase I (Alignment) and

Phase II (Enhancement).

Project Timeline &

Deliverables

Feasibility of the schedule and the quality of proposed draft

reviews and final document handoffs.

Weight

Cost

Total cost of all scope.

Total

100

3.7. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more

bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed relevant

for ensuring that the decision made is in the best interest of the State. In the event State is not successful in

negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder,

or to end the proposal process entirely.

3.8. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a

response to this RFP and shall be responsible for all expenses associated with any presentations or

demonstrations associated with this request and/or any proposals made.

3.9. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the

Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is included

in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to approval by the

Agency of Digital Services.

Revised: March 18, 2025

Page 5 of 26

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
Standardization of Electronic Hospital Budget Data Submission	02/26/2026 04:30PM		03/23/2026 04:30PM

Standardization of Electronic Hospital Budget Data Submission

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also