{"Scope of Project":"The Delaware DVR seeks a secure, automated platform for client communication, documentation, and scheduling with integrated surveys and virtual meetings. The system must align with compliance standards, connect with existing case management, and support reporting and analytics. Vendors should provide full implementation, maintenance, and support. The goal is to improve efficiency, data quality, and participant engagement to better serve individuals with disabilities statewide.","Purpose":"The Delaware Division of Vocational Rehabilitation (DVR) seeks a secure, automated system to manage client communication, documentation, scheduling, and service delivery for individuals with disabilities. The platform will help track Individualized Plans for Employment (IPEs), ensure compliance, and support reporting and audit readiness. DVR aims to procure a scalable, user-friendly solution with tools for case management, automated communication, surveys, virtual meetings, and analytics. The selected vendor will also provide implementation, training, hosting, and ongoing maintenance, serving as a long-term partner in supporting DVR’s mission to help individuals with disabilities achieve meaningful employment and independence.","Background":"The Delaware Department of Labor (DOL) oversees six agencies focused on workforce development, fair labor practices, and connecting job seekers with employers. It offers services such as workforce training, unemployment insurance, and vocational rehabilitation to promote economic self-sufficiency and improve working conditions. Within DOL, the Division of Vocational Rehabilitation (DVR) helps individuals with disabilities gain meaningful employment through career counseling, skills training, job placement, and assistive technology. DVR collaborates with employers and community partners to create inclusive workplaces and offers programs like benefits counseling, supported employment, and transition services for youth, all aimed at helping individuals with disabilities achieve independence and stable careers.","Experience":"Provide at least three (3) business references consisting of current or previous customers of similar scope and value using Attachment 6. Include business name, mailing address, contact name and phone number, number of years doing business with, and type of work performed. Personal references and Delaware State Employees cannot be considered.","User Base":"Role-based access for about 100 concurrent users.","Go-Live/Launch Timeline":"NA","Hosting":"Reliable, secure hosting with defined uptime guarantees, proactive monitoring, disaster recovery protocols, and system updates.","Data Migration":"The vendor is responsible for supporting data migration, but the RFP does not provide details on data volume, source systems, or formats. These specifics will need to be clarified with the State during implementation planning.","Integration":"Secure, bidirectional data exchange with DVR’s existing case management and communication platforms, as well as other state systems, supported by API compatibility, HIPAA compliance, and real-time synchronization.\n\nThe State expects the platform to integrate with existing State systems, including financial or ERP systems, through secure, bidirectional data exchange — but the RFP does not identify specific platforms like FAMIS or PeopleSoft.","Reporting & analytics":"The vendor is expected to build and deliver dashboards and visual analytics within the platform. While external BI integration is not prohibited, the RFP requires native dashboards and configurable reporting capabilities as part of the core solution. The system must provide both periodic audit logs and real-time alerts. DVR expects continuous monitoring, automated notifications for compliance issues, and detailed audit trails to support RSA, WIOA, and State reporting requirements. The RFP does not specify a set frequency (e.g., monthly or quarterly) for program performance or system usage reports. It only requires that all required reports be submitted “in a timely and compliant manner.” The State may define specific timelines during implementation or contract management.","Maintenance Support":"Maintain ongoing help desk support, incident tracking, tiered issue resolution, and proactive customer service throughout the contract period.\n\nThe RFP does not specify required SLAs, ticket resolution times, or the duration of post-implementation support. It only requires the vendor to provide ongoing user support, with specific service levels to be defined later with the State.","Training":"Yes. The vendor must provide comprehensive training and user support, including end-user and administrator training. The RFP does not mandate a specific model but supports approaches such as train-the-trainer to ensure full staff readiness.","Submission Method":"Proposal must be submitted with via email at dol_dvr_contracting@delaware.gov.","Initial Contract Term":"Each Vendor’s contract shall be valid for a one (1) year period from February 1, 2026 to January 31, 2027. Each contract may be renewed through negotiation between the Vendor and the Delaware Department of Labor, Division of Vocational Rehabilitation. Negotiation may be initiated no later than ninety (90) days prior to the termination of the current agreement. The State reserves the right to extend this contract on a month-to-month basis for a period of up to three months after the term of the full contract has been completed.","Prices":"Prices and/or rates shall remain firm for the initial one-year term of the contract, unless further negotiations are deemed necessary by the State.\nThe pricing policy that you choose to submit must address the following concerns:\na. The structure must be clear, accountable and auditable.\nb. It must cover the full spectrum of services required.\nc. Costs and compensation must be consistent with the rates established or negotiated as a result of this RFP or P.O. issued based on this contract.","Estimated Budget by State":"NA","Offshore resource":"\"The RFP does not explicitly permit or prohibit offshore resources. However, it requires strict compliance with Delaware’s cloud security and data-handling standards, including limits on where State data can be stored, processed, or accessed.\n\nOffshore development may be acceptable only if no State data including PII/PHI is stored, accessed, or transmitted offshore and all data environments remain fully within the U.S. Any proposed offshore use would be subject to compliance review under Attachment 12 and DTI security requirements.\"","Sub-contract":"There are no subcontracting or supplier diversity goals established for this solicitation, nor are any such goals tied to evaluation or scoring.","Pricing":"Vendors must provide pricing for the items listed in the Excel Spreadsheet, Appendix B.","MWBE/SDVOB":"The relevant section notes that while the State requires reporting on any subcontracting and participation by certified minority-, women-, veteran-, or service-disabled-veteran-owned businesses under Executive Order 49, the RFP does not assign scoring points or evaluation weight to supplier diversity participation. It also states that completing an Office of Supplier Diversity (OSD) application is optional and “does not influence the outcome of any award decision”.","Warranty":"NA","Escrow":"NA","E-Signature":"NA","Method Of Payment":"*Vendor paid monthly within 30 days of valid invoice and progress report.\n*Final payment made 30 days after final acceptance.\n*Overtime needs written approval; no overhead on overtime.\n*Invoices processed within 30 days by agencies.\n*P-Card preferred; no extra fees or limits allowed.\n*State may pay by ACH, ACI, or check.\n*Vendors may offer incentives for non–P-Card payments.","Concise Proposals":"The State of Delaware discourages overly lengthy and costly proposals. It is the desire that proposals be prepared in a straightforward and concise manner. Unnecessarily elaborate brochures or other promotional materials beyond those sufficient to present a complete and effective proposal are not desired. The State of Delaware’s interest is in the quality and responsiveness of the proposal.","Discount":"Vendors are invited to offer in their proposal value added discounts (i.e. speed to pay discounts for specific payment terms). Cash or separate discounts should be computed and incorporated into unit bid price(s).","Communication Portal":"The platform must support email communication and secure in-app/portal messaging with automated notifications and reminders. SMS is not explicitly required but may be included as an optional enhancement.","RFP Document Folder Link":"https://drive.google.com/drive/folders/1hUt9qtJwJxTDHsVrABhJxj52mER0ICQ8?usp=drive_link"}
Assumptions
- Cardinality Solution will be hosted on AWS Gov Cloud for the production instance.
- AWS Hosting includes one production and four non-production instances - Development, Integration Testing, UAT and Staging
- Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes with Helpdesk and L3 Support.
- All resources would be based out of the US
- The Cardinality Saas license cost is provided for up 300 internal users.
- Cardinality will leverage the Adobe or DocuSign licenses of the Agency for e-signature
- The Operations & Maintenance Support phase is assumed to start after DDI phase of 6 months.
- Cardinality will provide a mobile responsive application. Development of a mobile app is not part of scope of work
- Cardinality will not provide Level-1 support during the M&O Phase
- The Agency will provide HelpDesk infrastructure and Level-1 support during M&O Phase