{"Scope of Work":"Through this Request for Proposal (RFP), the Agency of Digital Services (ADS), on behalf of the Department for Children and Families (DCF, and hereinafter the “State”) is seeking to solicit competitive bids to enter a contract with one or more companies (hereinafter the “Vendor” or “Contractor”) for an information management solution focused on child care program management, provider management (e.g., credentialling and workforce management), referrals, quality, and reporting. ","Background":"The DCF Child Development Division (CDD) regulates the provision of child care programs and providers in Vermont. CDD is transitioning to modern technology from the “Bright Futures Information System” (BFIS), a Java webapp hosted on a legacy server that is inextensible. The new CDD Information System (CDDIS) is being implemented in two phases; Phase 1 – CCFAP has been implemented and Phase 2 – Credentialling is the focus of this RFP. CDDIS – CCFAP is a Salesforce application, and any solution developed must integrate with Salesforce or be built in Salesforce.\n\nThe State is open to non-Salesforce solutions for our Brite Futures Information System (BFIS) retirement effort. However, please understand it is mandatory that any non-Salesforce solution will need to interface with and extend the functionality of the Provider Portal in CDDIS Phase 1, which is a Salesforce Digital Experience site. The winning bidder will be required to extend the functionality of the existing Provider Portal to ensure an outstanding user experience for the child care providers using this application. The selected vendor(s) will collaborate with the State to implement a solution that satisfies the functional and non- unctional requirements, ultimately decommissioning BFIS.","Minimum Qualifications":"Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 48 months, as stated in Exhibit C. You must include contact names who can talk knowledgeably about performance. Do not list a State of Vermont agency or employee as a reference.","User Base":"Named Users: Currently ~200 with the ability to expand if/when needed. Currently in our BFIS system there are ~500 Internal users and ~2500 external users. These numbers will fluctuate and will need to have the ability to grow. ","Go-Live/Launch Timeline":"We do not have a target go-live date","Hosting":"Azure or AWS","Legacy System":"Bright Futures Information System a Java webapp hosted on a legacy server \n\nThe existing Bright Future Information System (BFIS) consists of a Java Web App hosted on multiple web application servers, a database server, and a reporting server, all running in a Linux-based environment. The system includes an integration file server responsible for managing documents, processing data extracts, supporting system interfaces, handling remote client requests, and executing batch routines. Data extracts are generated using stored procedures within the database.","Data Migration":"The State has a Physical Database Architecture and Operation Guide and information on the stored tables. The State has 600-800 licensing providers that are center based and 600-800 that are in a family setting. Business and IT will identify how many active cases there are ahead of migration. ","Integration":"-SSMIS and FSDNet (includes the State’s Child Abuse & Neglect database)\n-Odyssey, the State of Vermont’s Judiciary Case Management Solution. This solution is referenced by CDD staff during the background check process for new childcare provider staff.\n-Vermont Crime Information Center, a criminal records source for background checks accessed via public portal. This portal is used by CDD staff during the background check process for new childcare provider staff.\n-National Sex Offender Registry (NSOR), database that provides the identities and locations of known sex offenders. This database is used by CDD staff during the background check process for new childcare provider staff. \n-The Adult Abuse and Child Protection Registry (AA&CPR) is the State’s Adult and Child Abuse Registry. The Department of Disabilities, Aging and Independent Living (DAIL) and the Department for Children and Families (DCF) both feed information into this registry. \n\nThe future CDDIS system will allow child care providers to upload licensing and program documents. Staff will use the system to access these uploaded documents, enter regulatory compliance information from on-site visits, create authorizations and referrals, and retrieve information from child welfare, law enforcement, and court systems.","Reporting & analytics":"Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP. \n","Maintenance Support":"The Contractor will provide technical support to the State of Vermont via email, phone, or chat, according to the support plan chosen by the State of Vermont. • Regular Support: Monday to Friday, 8:00 AM to 6:00 PM (local time) \n• Emergency Support: 24/7 availability for critical issues \n","Submission Method":"All bids under this RFP must be submitted electronically in accordance with the submission requirements herein. Electronic bids will be accepted via email submission to SOV.ThePathForward@vermont.gov.","Initial Contract Term":"The Contract arising from this RFP will be for the period of implementation services, plus up to five years for maintenance and operations. The State may consider an option to include the ability to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be October 20th, 2025. ","Estimated Budget by State":"NA","Offshore resource":"Remote work is permissible but it has to be within the Unites States. ","Sub-contract":"NA","Pricing":"- Bidders must offer their best pricing, covering all costs they want the State to consider.\n- Equipment pricing must include F.O.B. delivery to the facility; no extra delivery fees will be allowed.\n- All equipment must arrive assembled, serviced, and ready to use unless the State specifies otherwise.\n- Prices and rates must remain firm during the initial contract term.\n- The pricing policy must be clearly structured, auditable, and comprehensive for all required materials/services.","MWBE/SDVOB":"NA","Reporting and Monitoring":"The contractor must submit a monthly report on system availability, detailing total downtime minutes, the contractor's portion of responsibility, and the percentage of availability.\nThe report must include ITSM ticket numbers and descriptions for any associated downtime.\nAny downtime for which the contractor is not liable must be documented with a clear rationale.\nQuarterly meetings will be held to review performance and discuss any issues.\nFor all Severity Level 1, 2, and 3 incidents, the contractor must provide an After-Action Report with a root cause analysis and a plan to prevent recurrence.\nIf a root cause is outside the contractor's control, they must collaborate with the responsible entity to fix the problem and provide the State with status updates.","Warranty":"Contractor shall be responsible for fixing all Defects found during the Warranty Period. All Defects found within the Warranty Period, shall be corrected by Contractor at no additional cost to the State.","Folder Link":"https://drive.google.com/drive/folders/1jBlAArR8FcQ6qPyDMLXLz_W5EbleiziL?usp=drive_link"}
Assumptions
- 1. Cardinality's EF-CC Solution will be hosted on AWS Gov Cloud for production instance.
- 2. AWS Hosting includes one production and four non-production instances - Development, Integration Testing, UAT and Staging
- 3. The EF-CC SaaS license cost is provided for up to 500 internal users and up to 2500 external users. No license fee is charged for Citizen users
- 4. Cardinality will utilize the Agency's Onbase DMS and existing LMS
- 5. Cardinality will utilize the Agency's existing Help Desk app and existing ticketing tool for L-1 support.
- 6. Cardinality will utilize the Agency's existing DocuSign licenses for e-signature
- 7. Software license cost includes the following third party software license cost - Talend as ETL tool, N8N as Workflow Automation tool and Drools as Rules Engine.
- 8. Cardinality will provide resources for L1 & L2 support.
- 9. Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes and level 3 support
- 10. All resources will be based out of the US
- 11. The cost of deliverables D1-D17 in the "One Time (Implementation)" column of the total pricing table above is not added to the "Total Implementation plus Five Year M&O Costs". This has been done to avoid duplication of cost.