{"Introduction":"The Georgia Vocational Rehabilitation Agency (GVRA) is looking for a Case Management System (CMS) solution that streamlines processes, drives efficiencies, and provides improved user experience for staff users, client users, and partner users of the solution. Suppliers interested in developing a long-term partnership with GVRA to help deliver services to Georgians should respond to this RFP and showcase its abilities to offer a comprehensive, integrated solution that helps GVRA deliver its critical programs to those in need.","Organization Overview":"The Georgia Vocational Rehabilitation Agency (GVRA) helps individuals with disabilities achieve independence through competitive employment.\nGVRA operates five integrated programs.\nThree federally funded programs will be included in the new GVRA Case Management System:\n*Vocational Rehabilitation (VR): Provides services to help individuals with disabilities start or continue working.\n*Business Enterprise Program (BEP): Trains and supports blind vendors operating vending and food service facilities.\n*Roosevelt Warm Springs (RWS) / Cave Spring Center: Offers residential, college-like training programs with individualized support for VR clients.\n\n\n\n","Purpose":"This electronic Request for Proposal (“eRFP”) is being issued to solicit proposals from suppliers to implement a new vocational rehabilitation case management system for the Georgia Vocational Rehabilitation Agency (“State Entity”, “GVRA”). The State intends to award a single contract to a Supplier who can provide the solution, provide project management and implementation services, provide training and support for staff, clients, and partners, and enter into a contractual agreement. Due to federal funding regulations, subcontracting is not permitted.","Project Background And Goals":"GVRA seeks a Case Management System (CMS) to streamline processes and improve efficiency.\nThe system should enhance user experience for staff, clients, and partners.\nIt must ensure compliance with agency, state, and federal regulations.\nThe solution should provide dashboards and reporting for better decision-making and accountability.\nIt should include prompts, reminders, and automation to reduce repetitive tasks.","Minimum Qualifications":"GVRA prefers a supplier with a minimum of five (5) years of experience providing, implementing, and supporting a VR case management system for public sector entities.","User Base":"Approx. 750 internal users and 40,000 external users. Roles must support various permission levels.\n\nProjected State exployees to use the system 475 users.\nPrepare for ~750 internal users and 500 external users with role‑based permissions. 360+ field staff;","Go-Live/Launch Timeline":"It is anticipated that the product will Go Live in a single event, due to the highly connected nature of the existing systems.","Hosting":"The existing legacy applications are hosted in a State-managed AWS cloud environment.\n\nCurrently have MS Azure tenant for other systems. Open to other platforms.","Legacy System":"The primary, decade-old system (Aware from Alliance Enterprises) has limitations with respect to the Workforce Innovation and Opportunity Act (WIOA) reporting and constantly evolving requirements/standards.","Data Migration":"As of October 2025: Total DB size = 1336.68 GB (1218.93 GB attachments). Client Records: 175,000. Client record attachments: approx. 350,000–400,000. Vendor profiles: 5,802. Employer profiles: 259,797. Migration volume to be finalized during project development.","Integration":"In a new system, State Entity requires the ability to independently add and edit correspondence templates. GVRA currently has approximately 28 standard MS Word document templates.\n\n\"VR Tracker (Ticket to Work) - VR Tracker is GVRA’s cost reimbursement system designed to track reimbursements, Ticket to Work payments and generate reports\nSeedLive - SeedLive is a tracking system that monitors the sales of vending machines for the BEP program\nWorkday - Ga@Work is the State's new ERP system that will be hosted on the Workday platworm. WorkDay (currently PeopleSoft; will be released prior to new CMS\nsolution) \nState SFTP Server - To receive referrals from Georgia Pathways system to GVRA as well as provide verification of GVRA clients. ","Reporting & analytics":"Power BI preferred; supplier to provide available analytics options.","Maintenance Support":"State can set priority on help desk tickets.\nSupport mechanism may be built-in or via dedicated email + emergency phone line.\nSupplier must prioritize issues based on business need, with outages and logic-based errors as top priority.\nSupplier must give monthly Help Desk reports (ticket volume, response/resolution times, escalations, common issues).\n\nL1 handled internally. See Attachment B – Section 9.1.","Training":"500 employees and 150 providers.","Submission Method":"Each supplier must complete all of the requested information in the electronic purchasing system entitled Bid Factor for inclusion with their bid response.","Initial Contract Term":"The initial contract term runs from the award date through the end of the State’s fiscal year (July 1–June 30).\nThe State has nine (9) one-year renewal options, exercised at its sole discretion.\nRenewals are done through a Notice of Award Amendment.\nIf a new contract is not ready in time, the State may temporarily extend the current contract with the supplier’s written consent.\nThe contract may be amended at any time by mutual written agreement.\nThe award does not guarantee any minimum purchase volume or funding commitment.","Estimated Budget by State":"The State does not have this information available at this time. Suppliers are requested to propose their most competitive pricing based on the requirements provided in the solicitation.","Offshore resource":"Contractor warrants that no staff used in the performance of this Contract shall be located in an offshore location. Any services performed pursuant to this Contract by Contractor or its Subcontractors shall be performed within the defined territories of the United States.","Sub-contract":"Due to federal funding regulations, subcontracting is not permitted.","MWBE/SDVOB":"NA","Warranty":"The Supplier will provide a proposed staffing plan for the post implementation period of ninety days\nSupplier provides skilled staff for 6 months after Go-Live before shifting to Help Desk.","Escrow":"NA","E-Signature":"Currently use Adobe Sign; integration not required. Open to other solutions.","Mobile App":"Open to mobile app or mobile‑responsive web. See Attachment B – Section 3.4.","Travel":"NA","Billings":"If applicable, and unless the eRFP provides otherwise, the Contractor shall submit, on a regular basis, individual invoices for the Software, Licenses and Services as supplied to GVRA under the Contract at the billing addresses specified in the Contract. The invoice shall comply with all applicable rules concerning payment of such claims. GVRA shall pay all approved invoices in arrears and in accordance with applicable provisions of State law.","Terms & Conditions":"The contract that the State Entity expects to award as a result of this eRFP will be based upon the eRFP, the successful supplier’s final response as accepted by the State Entity and the contract terms and conditions, which terms and conditions can be downloaded from the Sourcing Event.","RFP Document Folder Link":"https://drive.google.com/drive/folders/15Vnn2E5Dc547AtWXF_jtSE-_lIwuWe2M?usp=sharing"}
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 and level 3 support
- All resources would be based out of the US
- The Cardinality Saas license cost is provided for up to 750 internal users, 500 external users and 40,000 Citizen users
- Cardinality will leverage the Adobe licenses of the Agency for e-signature
- The Operations & Maintenance Support phase is assumed to start after DDI phase of 12 months and hypercare period of 6 months
- Cardinality will provide a mobile responsive application. Development of a mobile app is not part of scope of work
- Cardinality will provide Level-2 and Level-3 support during the M&O Phase.
- The Agency will provide HelpDesk infrastructure and Level-1 Support during M&O Phase