{"Introduction":"The West Virginia Department of Administration, Purchasing Division (hereinafter referred to as the “Purchasing Division”) is issuing this solicitation as a request for proposal (“RFP”), as authorized by W. Va. Code § 5A-3-10b, for the West Virginia Board of Medicine (hereinafter referred to as the “WVBOM” or the “Board”) to provide an off-the-shelf licensure/records product, content management database system, and cloud-based documentation program that will streamline the WVBOM’s operations in the areas of licensing/credentialing, renewals, discipline and regulation, and enhance online capabilities through the implementation of a fully integrated web-based application(s) and renewal system that operates from a single unified database.","Overview/Background":"The WVBOM is the state agency charged with protecting the health and safety of the public through the licensure, regulation and oversight of medical doctors (MDs), podiatric physicians (DPMs), and collaborating physician assistants (PAs). WVBOM’s office is located in Charleston, West Virginia. \n\nThe WVBOM issues various types of practice credentials, including licenses, registrations, permits and authorizations. The WVBOM maintains historical records for all applicants and credential holders. Additional regulatory duties performed by WVBOM include managing complaints regarding its licensees and/or credential holders, performing investigations, and taking disciplinary action when necessary.","Experience":"General Information to be Provided:\n-Details on staff qualifications and certifications.\n-Proposed staffing plans for implementation and ongoing support.\n-Descriptions of past projects similar in scope and size, including references.\n-A strategy for migrating data from the existing database.\n-Information on other services offered, such as website hosting.\nMandatory Requirements (Failure to meet these will lead to disqualification):\n-The vendor must have successfully migrated data and provided a similar licensing database to another U.S. state/territory licensing board within the last three years.\n-The vendor must have at least three years of experience providing ongoing maintenance and support for a similar licensing database.\n-The vendor must be an authorized reseller, owner, or have explicit permission to sell and support the proposed hardware/software.","User Base":"The WVBOM is comprised of fifteen (15) Board members that serve terms constituted through gubernatorial appointments. Additionally, the\nWVBOM employs seventeen (17) staff members.\n\nThe Board has 17 staff members, all of whom will access the system. There will be three user groups: licensure, which will have 8 members; investigation and complaints, which will have 5 members; and administration, which will have 4 members.\n\nYes, the total of 32 users reflects the current user count. This includes 17 staff members who require access to the back-office system and 15 board members who require access to the CloudDoc system.","Go-Live/Launch Timeline":"From time of award, the vendor shall have the database fully developed, implemented, and operational within 18 months.\n\nThe RFP solicitation process is subject to West Virginia Purchasing Division procedures. The Board expects to have a fully functional system in place within 18 months of executing a contract with the selected vendor.\n\nThe full contract term will be 18 months of implementation plus 5 years for a total of 6.5 years.","Hosting":"The State of West Virginia has no mandatory contracts for cloud hosting platforms, and the Board of Medicine does not have a preference.","Legacy System":"WVBOM’s legacy content management database system (“Database”)","Data Migration":"WVBOM maintains records for over 36,000 past and present credential holders with the expectation that this number will grow annually and could reach more than 40,000 within five (5) years. WVBOM’s current content management database, cloud-documentation platform, and website are products provided by the same vendor. These products are approximately ten (10) years old. These systems were developed utilizing Oracle, HTML, and JavaScript.\n\nThe Board’s current database vendor reports the following: Oracle 19c SE2 containing 21GB of data.","Reporting & analytics":"-The database must enable staff to search, sort, export, and create reports to manage member status.\n-It needs to generate daily financial reports broken down by member types to verify payments.\n-Staff should be able to access all data fields to create and save custom report templates.\n-The system must have the capability to create form letters for communicating with members and applicants about their status.","Maintenance Support":"The Board will handle all user inquiries internally and does not expect the vendor to provide help desk support directly to applicants and credential holders.","Initial Contract Term":"The Initial contract term will be for a period of 5 Years","Estimated Budget by State":"The Board will not be disclosing budgetary information for initial system implementation at this stage of the RFP process.","Integrations":"The Board’s current database vendor reports the following: • VeriDoc: Bidirectional • Federation of State Medical Boards: Bidirectional • State Treasurer: Bidirectional. In the future, the Board anticipates a need for integration with other systems, including the Interstate Medical Licensure Compact Commission (IMLCC), and other compacts which are currently in formation. It is undetermined whether these integrations will need to be bidirectional, as they relate to future needs.\n\nAPI integrations with FSMB and E-Gov are to be included within the scope of the initial implementation, as these are essential components. Additional API integrations with other systems will need to occur in the future and will be addressed as separate scopes of work.","Pricing":null,"Offshore resources":"The Service Provider may also request permission to utilize an acceptable alternative data center location during a procurement’s question and answer period by submitting a question to that effect. The service provider shall permit its personnel and contractors to access public jurisdiction data remotely only as required to provide technical support.","Submission Method":"All bids must be submitted on or before the date and time of the bid opening listed in section 7 below. Vendors can submit bids electronically through wvOASIS, in paper form delivered to the Purchasing Division at the address listed below either in person or by courier, or in facsimile form by faxing to the Purchasing Division at the number listed below. Notwithstanding the foregoing, the Purchasing Division may prohibit the submission of bids electronically through wvOASIS at its sole discretion. Such a prohibition will be contained and communicated in the wvOASIS system resulting in the Vendor’s inability to submit bids through wvOASIS. The Purchasing Division will not accept bids or modification of bids via email.","Sub-contract":"NA","MWBE/SDVOB":"Equal Preference: Non-resident vendors certified as a small, women-owned, or minority-owned business in West Virginia will receive the same preference as resident vendors.\n\nRequirements: To qualify for this preference, the non-resident business must: State in writing that it is a certified small, women-owned, or minority-owned business.","Security & Compliance":"Integration must meet CJIS, HIPAA, and state-specific data protection standards, especially for sensitive licensure and disciplinary data.","ESB":"The use of an ESB is not required or expected and there is not currently one in use by the Board of Medicine.","Training":"There are currently 17 staff members who will require training.","Folder Link":"https://docs.google.com/spreadsheets/d/1y5dHJc6etMJLKmvM4WS31GVQ-bUduF-7GJzXbfbeOKg/edit?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 and level 3 support
- 4. All resources would be based out of the US
- 5. The Cardinality Saas license cost is provided for up to 32 named users.
- 6. Cardinality will leverage the Adobe or DocuSign licenses of the Agency for e-signature
- 7. The Operations and Maintenance Support phase is assumed to start after DDI phase of 12 months and Warranty of 3 months