{"Introduction":"The Wisconsin Department of Administration (DOA), Consolidated Agency Purchasing Services (CAPS) on behalf of the DPI Wisconsin Department of Public Instruction (DPI), requests a comprehensive educator licensing and communication solution and intends to use the results of this process to award a Contract to one (1) responsive, responsible Proposer.","Purpose":"The State seeks a comprehensive educator licensing and communication solution and intends to award a contract to one responsible proposer. DPI wants a system that manages educator licensing, user profiles, communications, background check data, workflows, and reporting needs.\n\nDPI is seeking to connect communications with applicants and other users with any affiliated license records. Currently communications go out via email with the ability to attach files and links through a CRM system that the department is looking to replace to integrate communications with licensing. Communications must have the ability to take in phone calls and transcribe them into the system and must have the ability to send mass emails to identified targeted groups of licensed educators. The department must have the ability to develop and write templates to respond to customers on common questions and for mass email delivery in targeted communications.\n\nDPI is looking for a system that will convert a voicemail message to an email and/or case requiring a response.","Expected Modernization Scope (new build / enhancement / replacement)":"The RFP describes the need for a new licensing system replacing the current ELO (Educator Licensing Online).","Experience":"Proposers must provide a minimum of three (3) references for organizations with whom your company has provided services contained within RFP within the last five (5) years.","User Base":"DPI’s Bureau of Educator Licensing is a team of 50 staff who manage licensures for 148,000+ educators and process approximately 50,000 license applications each year. This consists of 25 full- and part-time staff in the Bureau of Educator Licensing and another 25 system users from the IT department. \n\nApproximately 40 DPI internal staff; 150,000 educator applicants; 225 EPP users; 1,200 school district users.\n\nEPP users are external third‑party users at approved educator preparation programs. They will need a login to the educator portal to upload documentation, endorsements, and certifications. Estimated number of EPP users is 225; this may change over time.","Go-Live/Launch Timeline":"Tentatively, the department hopes to have work started by July 1, 2026, with go-live being in early 2027.\n\nWork is ongoing throughout the year. Targeted full implementation is within one year of start. DPI is open to a phased implementation approach.","Hosting":"The state will need a dev, UAT, and production environment to customize work.\n\nNo preference.","Legacy System":"The current system is made up of:\nA customized CRM system ( Microsoft Dynamics 365 instance)\nA Versa Regulation platform (for processing applications and issuing licenses)\n\nVersa platform details:\nInitially went live in 2014\nHas had customizations added incrementally over time\nCore system is modified by the vendor\nAllows limited DPI (department) customization\nPaid through annual maintenance fees\n\nCRM system details:\nCRM is licensed software\nCustomizations were implemented by the department\n\n","Data Migration":"Data must be migrated from ELO and CRM/Dynamics 365.\n\nThe legacy systems include a third-party provider for the educator licensing module (Versa system) and Microsoft Dynamics 365 as the CRM module. Current approximate record count includes 145,000 licensed educators. Remaining information (number of tables, attachment volumes, and known data quality issues) is proprietary.\n","Reporting & Compliance Requirements":"The current system does not provide reports. DPI uses queries to pull needed information. DPI wants the ability to build reports based on queries.","Maintenance Support":"24x7 Technical Support - 24x7 support access costs including help desk\nSupport SLAs and Ticketing - SLA-driven support and escalation management","Help Desk Support":"Multi-Tier Help Desk Support Model\nTier 1 – DPI: Supports basic user questions such as navigation, login issues, password resets, and general “how-to” requests. Cardinality provides KMS resources and training to DPI Tier 1 teams if they choose to staff this locally.\nTier 2 – Cardinality Application Support: Handles complex application issues, including workflow behavior, licensing logic, validations, document processing, and RBAC issues.\nTier 3 – Engineering & Infrastructure Support: Escalated system-level issues such as:\n-Performance concerns\n-Integration/API failures\n-Defects\n-Cloud infrastructure or deployment issues","Initial Contract Term":"The Contract will be effective on the Contract execution date and will run for four years (4 years) from that date, with an option by mutual agreement of the DPI and Contractor, to renew for three (3) additional two-year (2-year) periods.","Estimated Budget by State":"No, there is no information regarding the budget for this project at this time.\nThose bidding on the project should provide their best bid on the costs to complete the work as outlined.","Integrations":"DPI is seeking to ensure a smooth transition from one system to another, which may require a phased in process as we move from a legacy system to a new system.\n\nAPI integration with:\nWI DOJ\nWI DCF\nWI DWD\nWI DOC\nWI Dept. of Revenue\nNASDTEC\nU.S. Bank\n\nItem 5.3.1 references the need to import all communication history stored in Dynamics 365. Data includes emails, user contact information, communication history, and uploaded documents.\nThe State has a VOIP system that transcribes voicemail into the existing CRM.","Warranty":"Warranty period offered after implementation and system enhancements.","Pricing":null,"Offshore resources":"All services must be performed within the United States (Wis. Stat. 16.705(1r))","Submission Method":"Once vendors are registered in the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) they will receive official notices throughout the procurement process for this RFP.","Sub-contract":"Subcontracting is only allowed if DPI gives written approval.\nDPI can review and evaluate any proposed subcontractor.\nThe State will not have a direct contract with subcontractors, even if they already work with the State elsewhere.\nSubcontractors may need to join proposal presentations.","Training":null,"MWBE/SDVOB":"*Disabled Veteran-Owned Business 5% preference weighting\n*Minority-owned, Woman-owned, Veteran-owned businesses encouraged Pricing preference for MBEs currently paused","Payment Terms":"The State must meet a statutory mandate to pay or reject invoices within thirty (30) days of receipt by DPI's Accounts Payable. Before payment is made, it also must verify all nvoiced charges are correct as per this Contract. Only properly submitted invoices will be officially processed for payment. Prompt payment requires that your invoices be clear and complete.\nAll payments to the Contractor’s subcontractors must be the responsibility of the Contractor. No invoices from the Contractor’s subcontractors will be accepted.","Optional Features":"Mobile Access Module - Optional mobile interface or app-based access\nAdvanced Reporting - Optional dashboard or ad hoc BI/reporting","Online, Web-based Application":"The proposer must deliver all components of their solution via an online website, accessible by users 24/7","Folder Link":"https://drive.google.com/drive/folders/1_UBhNRi8KbIoFLAnS0yxJuZSR3hRrjc3?usp=drive_link"}
Assumptions
- 1. Cardinality Solution will be hosted on AWS Gov Cloud for the production instance.
- 2. AWS Hosting includes one production and four non-production instances - Development, Integration Testing, UAT and Staging
- 3. Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes L2 and L3 Support.
- 4. All resources would be based out of the US
- 5. The Cardinality Saas license cost is provided for up to 50 internal users and up to 1200 external users.
- 6. Cardinality will leverage the Adobe or DocuSign licenses of the Agency for e-signature
- 7. The Operations & Maintenance Support phase is assumed to start after DDI phase of 9 months and Warranty of 3 months.
- 8. Cardinality will provide a mobile responsive application. Development of a mobile app is not part of scope of work
- 9. Cardinality will provide Level-2 and Level-3 support during the M&O Phase
- 10. The Agency will provide Level-1 support during M&O Phase