{"Scope of Project":"*The Agency develops, implements, and maintains the Wyoming Immunization Registry (WyIR) in compliance with CDC standards, HIPAA, and state privacy/security laws.\n*WyIR supports clinical decision-making at the point of immunization in any setting.\n*It manages activities for all publicly funded vaccine programs, including VFC and state programs.\n*Ensures data quality following the CDC IIS Data Quality Blueprint: accurate, complete, timely, and valid.\n*Maintains integrity, security, availability, and privacy of all personal health and demographic data.\n*Provides immunization information to authorized stakeholders and promotes vaccine safety in public and private settings.","Purpose":"The purpose and intent of this RFP is to solicit competitive proposals for an IIS to meet the Agency’s needs and expectations, as described within this RFP. The Proposer will also be responsible for hosting and ongoing maintenance of the IIS.","Background":"The Wyoming Immunization Registry (WyIR), established in 2001, is the state’s central system for recording and managing vaccination data, supporting healthcare providers, schools, and the Wyoming Immunization Unit. It holds over 12 million vaccination records for about 1 million individuals and ensures all vaccinations in Wyoming are reported as required by law. The system aims to provide advanced reporting tools, integrated communication between providers and the Immunization Unit, reliable and continuous operation, a user-friendly interface, scalable and sustainable infrastructure, and a modular design to support future growth and modernization.","Stakeholders":"End Users: \n*Authorized and active users of the Immunization Information System (IIS).\n*Healthcare Providers: Hospitals, pharmacies, clinics, public health offices, VHA, DOD, and Tribal agencies.\n Schools and Child Care Facilities.\n IIS Consumer Access Vendor.\n National Opinion Research Center (NORC) for National Immunization Surveys.\n Centers for Disease Control and Prevention (CDC).\n*Internal Stakeholders: Wyoming Department of Health (WDH) programs and units that rely on IIS for supporting public health and healthcare initiatives.\n*Wyoming Residents and Vaccination Recipients: IIS maintains vaccination records for current and former residents, supporting needs such as healthcare, travel, school, and childcare documentation.","Minimum Qualifications":"*Corporate References: Minimum of 3 prior client references required.\n*Staff References: 2 references required for each proposed staff member.\n*Contact Details: Include alternative contact, phone number, and email whenever possible.\n*Relevance & Recency: References should demonstrate relevant experience and be from work completed within the last three years.\n*Verification: References may be verified via phone, email, or mail by the Evaluation Committee.\n*Unsatisfactory References: If contact cannot be made after reasonable attempts, the reference is classified as unsatisfactory; all attempts are documented.\n*Additional Verification: Agency may contact other state agencies or immunization program staff beyond the provided references.","User Base":"There are currently a total of 1278 users. These users are comprised of 1047 providers, 28 staff, and 203 school users.","Go-Live/Launch Timeline":"Go-live for the system no later than June 30, 2026.\n\nOnce a selection has been made in December 2025, contract negotiations may begin. Once the contract has been fully executed, the work may begin. Full execution of the contract may take several months but will be complete prior to July 1, 2026.","Hosting":"The proposer will be responsible for hosting data. Wyoming data needs to stay within the United States and may not be accessed anywhere outside of the US. Please reference Section 6.5.20 of the RFP for HIPAA requirements.","Data Migration":"Records for all current 1,054,972 patients and any subsequent entries between now and the contract start date will need to be migrated. Specific size is not available at the program level.","Integration":"The WyIR currently manages approximately 400 provider interfaces for 434 providers. Additionally, it interfaces with VTrckS, the Department of Health's internal HIEs, and our consumer access platform.","Reporting & analytics":"The Wyoming Department of Health Immunization Unit currently has licensing for Tableau.","Maintenance Support":"The Wyoming Department of Health Immunization Unit anticipates that each proposer may have different capabilities for help desk support. Each proposer should provide their capabilities for help desk support as part of the proposal.","Training":"At the time of go-live, approximately 1,300 WDH staff members and external providers will require comprehensive training to ensure effective system adoption and utilization.\n\nThe following are the training requirements the Proposer shall be required to perform, either on-site or via webinar:\n*Training Methods: Include “train the trainer,” online tutorials, and written materials.\n*Training Management Plan: Contractor must develop and present a comprehensive plan for Agency approval.\n*Covers knowledge transfer and thorough training strategy for all Wyoming IIS users.\n*Focus on system functions, operational procedures, and proper system use.\n*Tailored training for different user groups: Immunization Unit staff, ETS personnel, Wyoming providers, and their staff.\n*Knowledge Transfer Strategy: Include instructions for training additional user groups as the IIS expands.","Submission Method":"Proposals should be submitted through the Public Purchase online bidding system","Initial Contract Term":"The desired contract term is July 1, 2026, through June 30, 2031. The contract may be extended up to four (4) years.","Estimated Budget by State":"NA","Offshore resource":"No Offshore, this would not be allowed.","Sub-contract":"The Contractor shall be wholly responsible for performance of the entire Contract whether or not subcontractors are used. In any event, whether or not there are subcontracting or joint venture arrangements, a prime contractor shall be designated and the prime contractor shall sign this Contract. The Agency reserves the right to reject any named subcontractor or any subcontractor relationship. The Contractor shall not enter into any subcontracts or joint venture arrangement for any of the work proposed under this Contract without prior written acceptance from the Agency.","Pricing":"Pricing Schedule 1: itemizes the all-inclusive price for all activities related to this RFP, which includes the first year’s maintenance costs.","MWBE/SDVOB":"NA","Warranty":"NA","Escrow":"* If the contractor develops custom software, a full copy of the latest source code with documentation must be placed in escrow for the Agency’s access.\n* If the contractor provides proprietary software, it is licensed only for the Agency’s internal use at its location.\n* If the contractor becomes insolvent, goes out of business, or stops supporting the software, they must transfer the source code rights to the Agency.\n* This ensures the Agency can continue maintaining and supporting the software independently.\n","E-Signature":"The Wyoming Department of Health Immunization Unit currently has approval to use Adobe.","Payment Retained":"*The Agency will hold back 10% of every payment (retainage) until the contractor:\n*Completes all deliverables within deadlines,\n*Implements the system/application and related services into production, and\n*The Agency provides written final acceptance of the entire project and documentation.\n*Once the Agency issues final acceptance, the retainage (10%) will be released, making it 0% — i.e., the contractor receives the withheld amount.\nInvoice payments depend on:\nMeeting all deadlines, and\n*The State’s acceptance of each deliverable.\nIf the contractor fails to meet obligations or defaults, the Agency can take action — administrative, contractual, or legal — to address the breach","Change Control Management":"Change Control Process: Contractor must maintain a process where all changes are approved by the Agency.\nInclude reason, work description, time and cost estimates, completion date, and impact analysis.\nDispute Resolution: If issues arise, submit a written description and proposed resolution to the Agency for consideration.\nChange Orders: Contractor continues work at the proposed hourly rate if change orders are needed.\nContract Amendments: Any required changes to the Statement of Work must be formalized through a contract amendment using the change request as justification.","Disaster Recovery Plan":"The Proposer shall provide a copy of the hosting DRP and Continuity of Operations Plan (COOP). Proposer shall have a disaster recovery facility and provide documented policies and procedures to implement a recovery. If a complete failure occurs, the proposed solution shall be available within twenty-four (24) hours. Annual testing shall be conducted to ensure a smooth transition should the plan need to be activated. The Proposer shall provide a copy of the annual test results to the Agency within thirty (30) days of disaster recovery demonstration.","RFP Document Folder Link":"https://drive.google.com/drive/folders/1ok3HmYGLsm45JXXS6J2yXGAGo2i5M8_a?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 United States
- The Cardinality SaaS license cost is provided for up to 28 internal users and up to 1250 external 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 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 - 1, Level-2 support during the M&O Phase