{"Objective and Overview":"The Agency expects this RFP to lead to one or more contracts that can meet most of the Commonwealth’s current and future needs. Supplier partnerships are allowed, but the Agency prefers having a single primary point of contact to keep processes simple. The Commonwealth also encourages suppliers to propose innovative, cost‑effective solutions that improve government operations and enhance services for citizens.","Background":"DOLPHIN is an older licensing system originally developed by VDSS in 2003 for child and adult care licensing, consisting of four components: a desktop inspection app (Versa Mobile), a reporting Webapp, a web-based data management interface (Versa Regulation), and a public-facing website. In 2021, child care licensing responsibilities and data moved to VDOE, with VDSS continuing to host the system under an MOA. Due to security concerns, Versa Mobile was retired in 2022, forcing inspectors to enter data directly into Versa Regulation, significantly increasing their workload and stress.","Current Challenges":"Because DOLPHIN’s database and web-based user interface versions lack current vendor support, VDSS and VDOE have worked diligently to undergird them and upgrade them when possible. This is becoming more and more of a challenge. It is critical that DOLPHIN be replaced quickly.","Experience":"NA","User Base":"The DOLPHIN replacement will be procured and solely used by VDOE staff (approximately 160 users) to manage approximately 6500 licensed, regulated, and registered child care providers.\n\nOf the approximately 160 DOE users projected, it is anticipated that approximately 100 staff perform inspection-related activities with providers. Those staff currently have agency-issued laptops, and the agency anticipates providing touch-screen laptops to support on-site work and tablet-style functionality. This reflects the agency’s current operating approach; however, consistent with Exhibit B, the solicitation does not require the Offeror to provide hardware, and alternative device approaches may be proposed as part of the solution.","Go-Live/Launch Timeline":"Offerors should propose an implementation approach and timeline that ensures delivery of a complete and compliant solution. While the agency anticipates an implementation period of approximately eighteen (18) months, Offerors should propose the timeline they believe is achievable, including a proposed Go-Live. Final dates will be refined during contract negotiations.","Hosting":"No preference but it needs to pass our Security requirements.","Legacy System":"The current licensing system, DOLPHIN (Division of Licensing Programs Help and Information Network), used by Virginia Department of Education is a system the Virginia Department of Social Services (VDSS) began using in 2003 for child care and adult care licensing. The “system” included 4 components: 1) a desktop application (Versa Mobile) that allowed licensing inspectors to enter inspection data into DOLPHIN, 2) a VDSS developed Webapp to run reports, 3) a web-based user interface to manage data (Versa Regulation), 4) and a website interface that allowed child care and adult care facility data to be shared with the public on the VDSS website. \n \nIn July of 2021, the child care licensing team and the ownership of its data transferred to the Virginia Department of Education (VDOE). VDSS and VDOE have a MOA for VDOE staff to use DOPLHIN and for VDSS to host DOLPHIN. VDSS and VDOE retired Versa Mobile in the Spring of 2022 because of security issues. This has placed a great deal of additional work and stress on licensing inspectors since they must now enter inspection data directly into Versa Regulation.","Data Migration":"The current system has over 20 years of data, a large portion of which will not be migrated to a new system. It is estimated that only the last 10 years of data will be migrated for active child care providers and only 5 years of data for providers who have closed within the last 5 years.","Reporting & Compliance Requirements":"The solution vendor shall provide documentation describing the solution’s use of metadata, including how metadata is captured, stored, and used, any standards or schemas followed, access controls applied, and how it supports search, reporting, and interoperability with other systems.","Maintenance Support":"A precise estimate of the number of external public users requiring help desk support cannot be provided at this time. The vendor’s help desk is required to support system-specific technical issues only; programmatic, policy, and agency-specific support will remain the responsibility of the agency. Offerors should use best judgment in sizing help desk support based on the scope of the proposed solution","Initial Contract Term":"This Contract is effective and legally binding as of the Effective Date and, unless terminated as provided for in this section, will be effective and legally binding for a period of three (3) years (“Initial Term”). Agency, in its sole discretion, may renew this Contract for up to four (4) additional one (1) year renewal periods after the expiration of the Initial Term (collectively with the Initial Term, the “Contract Term”).","Estimated Budget by State":"NA","Integrations":"The solution shall support integration with existing internal and external systems and be designed to accommodate future interfaces as agency needs evolve. (current integrations include: VaCMS, BIS, Field Print, and several DOE and COV public websites)","Help Desk":"The vendor’s help desk is required to support system-specific technical issues only; programmatic, policy, and agency-specific support will remain the responsibility of the agency. Offerors should use best judgment in sizing help desk support based on the scope of the proposed solution.","Pricing":"NA","Offshore resources":"All Content shall be stored, processed, and maintained within the United States at all times.","Submission Method":"Suppliers must be registered in eVA in order submit a proposal to this RFP. The Commonwealth’s procurement portal, eVA, located at http://www.eva.virginia.gov, provides information about Commonwealth solicitations and awards.","Sub-contract":"Supplier cannot use subcontractors unless the Agency gives written approval.\nIf federal funds are involved, Supplier cannot hire subcontractors who are excluded from federal programs.\nSupplier cannot subcontract to anyone debarred by the Commonwealth or who owes unpaid taxes without a payment arrangement.\nIf subcontracting is approved, the Supplier remains the prime contractor and main contact.\nSupplier must ensure all approved subcontractors follow the same contract terms and warranties.","Training":"Supplier’s fee, as detailed in Exhibit B Pricing, includes all costs for any and all training as needed In order to allow Agency the full benefit of the applicable Deliverable, the training will cover the use and operation of the Deliverable provided to Agency including instruction in any necessary conversion, manipulation, or movement of such Agency's data. Supplier shall provide personnel sufficiently experienced and qualified to conduct such training at a time and location mutually agreeable to Supplier and Agency. Available additional and optional training, and applicable pricing and discounts, are described in Exhibit B","MWBE/SDVOB":"It is the policy of the Commonwealth to contribute to the establishment, preservation, and strengthening of small businesses and micro businesses, including those small or micro businesses owned by women, minorities, or service-disabled veterans; and to encourage their participation in Commonwealth procurement activities. Further, Agency is committed to enabling a minimum of three percent (3%) participation by small businesses that are service disabled veteran-owned businesses, as defined in Code §§ 2.2-2000.1 and 2.2-4310, when contracting for information technology goods and services. The Commonwealth encourages all Suppliers to provide for the participation of these small businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities.","Payment Schedule":"Supplier may invoice only after all obligations are accepted and according to the milestone payment schedule in the order/SOW.\nSupport services are billed annually in arrears unless stated otherwise.\nInvoices may include only costs listed in the signed order/SOW and priced per Exhibit B.\nShipping costs are Supplier’s responsibility unless specifically listed in Exhibit B and the order/SOW.\nAny extra terms printed on the invoice have no effect on the Agency.\nEach invoice must withhold 20% until final Acceptance; Supplier bills the withheld amount in the final invoice.","Travel Cost":"NA","E-Signature":"VDOE currently utilizes Adobe Sign. Offerors should assume integration with Adobe Sign as required by DM-19.","Mobile Support":"An intuitive “mobile” application that can be used on a portable device, without internet connectivity, by VDOE staff to collect information related to an on-site inspection;","Transition of Services":"Supplier must help the Agency move services to a new supplier when the contract ends.\nThis help can last up to 1 year after expiration/termination.\nSupplier cannot block the Agency’s use of licensed products during this period.\nAgency will pay any extra maintenance/license fees needed during transition.\nSupplier must ensure services continue smoothly and support the transfer.\nTransition work follows contract terms (except where not applicable).\nAgency keeps full rights to any perpetual licenses already paid for.","Contract Kick-Off Meeting":"Within 30 calendar days of the Effective Date, Supplier may be required to attend a contract orientation meeting, along with Agency contract manager/administrator, Agency project manager(s) or authorized representative(s), and any other significant stakeholders who have a part in the successful performance of this Contract. The purpose of this meeting will be to review all contractual obligations for both parties, all administrative and reporting requirements, and to discuss any other relationship, responsibility, communication and performance criteria set forth in the Contract.","Transition Out Plan":"Within three (3) months of the Effective Date, Supplier will develop and distribute to the applicable Agency a Transition Out Plan. The Supplier will maintain the Transition Out Plan throughout the Term, and update the Transition Out Plan as needed and subject to Agency’s approval.","Escrow":"Content Escrow is required should supplier cease to do business, file bankruptcy, or fail to support Public Body, Supplier shall promptly make all Content\navailable to Public Body as a native database export provided through a Supplier FTP server or other transfer mechanism approved by VITA.","Folder Link":"https://drive.google.com/drive/u/1/folders/1f_HWsUv-ZQB0KWrdv9bT8IXi36l94L2d"}
Assumptions
- Cardinality Solution will be hosted on AWS GovCloud for the production instance.
- 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 is provided for up to 160 internal 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 followed by 1 months of Hypercare
- Cardinality will provide Level-1, Level-2 and Level-3 support during the M&O Phase.
- The implementation costs given in the "Pricing Schedule" tab of Exhibit_C__Pricing_Schedule covers only the DDI cost of 13 months. The Maintenance & Operations Cost for Year-2 and Year-3 of the initial term will follow the costs given for "Optional Year #1" and "Optional Year #2" in the Ongoing Annu