RFP Board of Medical Practice Licensing System (BMPL)
| Agency: | State of Vermont |
|---|---|
| State: | Vermont |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14408129604468932 |
| Posted Date: | Jan 30, 2024 |
| Due Date: | Feb 27, 2024 |
| Source: | Members Only |
| TITLE | QUESTIONS DUE | ANSWERS POSTED | DUE DATE | NO POSTING AFTER |
|
RFP Board of Medical Practice Licensing System (BMPL)
Bidder Response Form |
02/12/2024 04:30PM |
|
02/27/2024 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
SEALED BID
REQUEST FOR PROPOSAL
Board of Medical Practice Licensing System (BMPL)
ISSUE DATE
QUESTIONS DUE
RFP RESPONSES DUE BY
January 30, 2024
February 12, 2024 – 4:30 PM (EST)
February 27, 2024 – 4:30 PM (EST)
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:
TELEPHONE:
E-MAIL:
FAX:
Roland Ortiz
(802) 371-8987
Roland.Ortiz@vermont.gov
(802) 828-2222
1
1. OVERVIEW:
SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Digital Services (ADS) on
behalf of the Vermont Department of Health (VDH) (hereinafter the “State”) is seeking to contract with one or more
companies to establish and maintain a vendor-hosted Software as a Solution (SaaS) product to support the
Vermont Department of Health (VDH) Board of Medical Practice (BMP).
Since 1905 the Board of Medical Practice has served Vermont by licensing and regulating medical practice within
the state. The Board presently licenses allopathic physicians (MD), podiatrists (DPM), physician assistants (PA),
radiologist assistants (RA) and anesthesiologist assistant (AA). Currently the BMP has over 6000 licensees, a
number that continues to increase rapidly each year. In addition to licensing, the BMP is responsible for
investigating complaints of unprofessional conduct and unlicensed practice as mandated in 26 VSA § 1351.
The BMP is seeking a SaaS solution to support the licensing and investigation processes. The BMP’s current
procedures are supported by e-License (CAVU), a SaaS licensing and investigations system owned by Tyler
Technologies. This system has been configured over the past 12 years to specifically support the needs of
Vermont. Any proposal must include transfer and integration of historical data and records from this system.
The solution must also support the BMP in its goal to achieve application program interfaces (API) with certified
sources of data related to applicant qualifications that are available to licensing authorities. This should include
demonstrating the Vendor’s familiarity with connecting to national data sources and the ability to provide a system
that satisfies all functional requirements.
The solution will be used in a standard office setting as well as in the field via web-based application and must be
able to support BMP staff and other personnel as well as having public facing accessibility. These requirements will
support the health and safety of Vermonters by providing appropriate access to information respectfully for all
parties.
1.1. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of an anticipated two
years for implementation followed by five years of annual operation costs (maintenance and service) for a
total of SEVEN years. The State anticipates the start date for such contract(s) will be Monday, August 19,
2024.
1.2. 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.
1.3. 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.
1.4. 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. The State of Vermont is interested in obtaining bids to meet the following business need(s):
2.1.1.A solution that securely and efficiently supports the collection, management, and sharing of all data
and documentation related to licensing and investigations.
2.1.2.A solution to replace the current licensing and investigations system with one that supports reduction
of manual processing and takes advantage of new opportunities to pull data from existing verified
data hubs using APIs, in lieu of applicant submission of many documents from multiple sources.
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2.1.3.Storing and facilitating access to documents associated with an investigative case.
2.1.4.A solution that is fully searchable on the investigative platform, including keyword searches
2.1.5.Invoice generation and payment services for individuals that incur charges related to licensing or
investigative cases.
2.1.6.A solution that can maintain communication logs for investigations.
2.1.7.Generating emails and automated reports to licensees and applicants
2.1.8.A solution that will be supported many years into the future.
2.1.9.To have a system with public facing access for license searches, license roster generation, and
display of certain elements of licensee data that are required to be made available to the public as
“public profiles.”
2.1.10. Facilitating access to Board members involved in investigations with controls to manipulate levels
of access on an individual basis.
2.1.11. To have a system with intuitive application process that caters to the needs of the individual
applicant by, for example, not presenting questions that are made irrelevant by preceding questions.
2.1.12. A solution that provides alerts and automated reminders for monitoring requirements placed on a
closed investigative case.
2.1.13. The solution must be implemented and completely ready to move to production by August 1, 2025,
to assure continuity of operations. This includes all functional and non-functional requirements, as
well as configuration to the specific data needs, set up, enrollment of users, and transfer of data.
2.2. The State of Vermont seeks to achieve the following Business Value(s):
2.2.1.Enterprise Readiness and Alignment: The new solution will improve the licensing processes.
2.2.1.1. Reduce the number of steps and amount of time required to complete an application by
taking advantage of data previously submitted or available via national database including the
database of the Federation of Medical Boards which contains licenses issued in other states, as
well as other repositories that contain commonly collected documentation including education
history vs. requiring direct entry of all data or scanning of documents by applicants.
2.2.1.2. Reduce the work required by VDH Board of Medical Practice staff to process licensing
applications and investigations. This includes implementation of features such as automated
reminders regarding timelines and due dates in the application process (currently produced and
sent manually) and automatic posting of renewals when there are no issues. It also includes
implementing online forms for submission of complaints that integrate with the system.
2.2.2. Compliance:
2.2.2.1. Facilitate access to data and files that support investigations via role-based access to the
licensing system. This would replace the current practice of sharing files via HSIN, a site
maintained by Homeland Security, and address the limitation that this site cannot support video
files.
2.2.2.2. Applicants for all license types managed by the Board of Medical Practice will be able to
submit applications for new or renewed licenses, including submission of supporting materials
and payment online and these can be processed within established the time frames.
2.3. Functional and Non-Functional Requirements
2.3.1.The State’s Functional and Non-Functional Requirements are provided in the attached State of
Vermont Bidder Response Form (Exhibit C).
2.3.2.The Non-Functional Requirements include requirements for the following:
2.3.2.1.
2.3.2.2.
Hosting
Application Solution
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2.3.2.3. Security
2.3.2.4. 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.
2.3.2.5. Project Management: The Contractor shall follow project management methodologies that
are consistent with the Project Management Institute’s (PMI) Project Management Body of
Knowledge (PMBOK) Guide.
Contractor staff will produce project deliverables using Microsoft Office products in v2007 or
newer (Word, Excel, Project, Visio, etc.), and Adobe PDF, or other formats acceptable to the
State.
2.3.2.6. Business Analysis: The Contractor must execute business analysis consistent with the
International Institute of Business Analysis (IIBA) Guide to the Business Analysis Body of
Knowledge (BABOK) Third Edition.
The requirements below are current as of the date of publication of this RFP and are subject to
modification, clarification, and/or refinement during project execution.
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.
3.1.3.Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the
State withhold a percentage of the total amount payable for some or all deliverables, such retainage
to be payable upon satisfactory completion and State acceptance in accordance with the terms and
conditions of the contract.
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
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presentations into the evaluation. Bidders will be responsible for all costs associated with providing
the presentation.
3.3. 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.
3.3.1.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.
3.3.2.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.
3.4. 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 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.
3.5. 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.
3.5.1.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.
Evaluation Criteria
Vendor Profile: Capability, Capacity, and Qualifications including specific experience
with State Medical Practice Boards.
Ability to provide a system that satisfies all the functional requirements as specified in
the RFP/State of Vermont Bidder Response Form.
Especially established functionality for integration with APIs for connecting to national
data sources for license other relevant history.
Ability to integrate historical data/records from current system
Plan/ability to complete implementation by timeline that assures continuity of business
Cost Proposal
TOTAL POINTS
Weight
15
25
25
25
10
100
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