RFP-2027-DPH-10-FAMIL (DoIT #2026-076): Family Planning Database Hosting and Maintenance

STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
DIVISION OF PUBLIC HEALTH
BUREAU OF FAMILY HEALTH AND NUTRITION
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
RFP ISSUED July 28, 2026
LOCATION 129 Pleasant Street
Concord, NH 03301
STATE AGENCY POINT OF CONTACT Name: Christy Adamson
email: christy.d.adamson@dhhs.nh.gov
Tel: 603-271-9540
CONTRACT TYPE Not to Exceed
PROPOSAL DUE DATE August 25, 2026 12:00 PM ET
Template V7.0 - 02/2025
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
TABLE OF CONTENTS
Table of Contents
SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS ...................................................... 3
SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS ......... 5
SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS .................... 8
SECTION 4: EVALUATION OF PROPOSALS ................................................................... 12
SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS ......................... 17
SECTION 6: CONTRACT TERMS AND AWARD ............................................................... 21
APPENDIX A: VENDOR CONFERENCE REQUIREMENTS ................................................ 23
APPENDIX B: BUSINESS/TECHNICAL REQUIREMENTS AND DELIVERABLES ................... 24
APPENDIX C: TOPICS FOR MANDATORY RESPONSES ................................................... 45
APPENDIX D: STANDARDS FOR DESCRIBING VENDOR QUALIFICATIONS ...................... 61
APPENDIX E: PRICING ................................................................................................ 64
APPENDIX F: DOIT INFRASTRUCTURE AND SECURITY .................................................. 71
APPENDIX G: MERCHANT CARD SERVICES .................................................................. 73
APPENDIX H: TERMS AND DEFINITIONS ....................................................................... 74
APPENDIX I: P-37 STATE OF NEW HAMPSHIRE GENERAL PROVISIONS AND EXHIBITS .... 77
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS
SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS
1. Executive Summary
1.1. Introduction
No equipment or services on the State of New Hampshire's Prohibited Technologies List found
here: Prohibited Technologies List
The State of New Hampshire, Department of Health and Human Services, Division of Public
Health, Bureau of Family Health and Nutrition (BFHN) (hereinafter "State") is responsible
for protecting, promoting and improving the health and wellbeing of all people in New
Hampshire through leadership, expertise, and partnerships with local service providers.
The Bureau of Family Health and Nutrition contributes to this mission, in part, by providing
resources that support contracted community health partners in the provision of high-
quality sexual and reproductive health services through the New Hampshire Sexual and
Reproductive Health Program (SRH Program).
The State seeks responses to this Request for Proposals (hereinafter "Solicitation" or
"RFP") from qualified Vendors to procure a New Hampshire Sexual & Reproductive Health
Database System that allows for secure, efficient, and consistent collection, storage,
analysis, and reporting of encounter-level data from contracted community health partner
Electronic Health Record (EHR) systems in support of federal Family Planning Annual
Report (FPAR 2.0) and other required federal and state reporting and Quality Assurance
(QA)/Quality Improvement (QI) activities. The services requested include hosting,
maintenance, project management, technical support, training, data analysis, system
operations, customer service, and enhanced report generation.
1.2. Project Overview/Justification
The New Hampshire SRH Program is required to collect, analyze, and report data in
accordance with the Population Research and Voluntary Family Planning Programs
(Section 1001 of Title X of the Public Health Services Act, 42 United States Code (USC)
300:42 CFR Part 59). The data is essential for monitoring and reporting program
performance and ensuring that high quality, comprehensive, and affordable preventative,
sexual and reproductive health services are provided in accordance with federal
requirements. The database system allows the SRH program to effectively track, evaluate,
and ensure consistency in the provision and accessibility of services at the grantee, sub-
recipient, and services site level. The services include all Food and Drug Administration
(FDA) approved contraceptive products and natural family planning methods, pregnancy
testing and counseling, assistance in achieving pregnancy, basic infertility services,
preconception health services, sexually transmitted infection services, and other related
preventive health services. The data collected through the database system enables the
SRH program to ensure compliance with program requirements, assess performance, and
improve the quality and effectiveness of services across the statewide network.
1.3. Goals and Objectives for Sexual and Reproductive Health Database Hosting and
Maintenance:
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS
The goals of SRH Database Hosting and Maintenance are to provide a modern, secure, and
reliable database system that supports the State in meeting all federal and state
requirements and expectations associated with participating in the federal Title X Family
Planning Program. Such goals include, but are not limited to, those related to reporting,
quality assurance, and quality improvement. The system must support accurate,
complete, and timely collection of encounter-level data from community health partners,
ensure compliance with federal Family Planning Annual Reporting requirements (FPAR
2.0)1, and provide the State with the tools necessary for effective program monitoring, data-
driven decision-making, and continuous improvement within the statewide Sexual and
Reproductive Health Program network.
2. Schedule of Events
The following table provides a Schedule of Events for this RFP through contract finalization and
approval. The Agency reserves the right to amend this Schedule at its sole discretion and at any
time through a published Addendum.
EVENT DATE & TIME (ET)
RFP Released to Vendors / Inquiry Period July 28, 2026
Begins (on or about)
Vendor Inquiry Period Ends (Final Inquiries August 4, 2026 12:00 PM ET
due)
Final State Responses to Vendor Inquiries August 18, 2026
Final Date and Time for Proposal Submission August 25, 2026 12:00 PM ET
Anticipated Governor and Council Approval October 21, 2026
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1 Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS
SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION
INSTRUCTIONS
1. Proposal Submission
Electronic Proposals submitted in response to this RFP must be received electronically no later
than the time and date specified in the Schedule of Events, herein.
The Price Proposal must be labeled clearly and submitted separately from the Technical Proposal.
Late submissions will not be accepted. Delivery of the Proposals shall be the Vendor's
responsibility. The time of receipt shall be considered when a Proposal has been officially
documented by the Agency, in accordance with its established policies, as having been received at
the location or via email as designated below. The Agency accepts no responsibility for damaged,
mislabeled, or undeliverable emailed Proposals.
2. Physical Proposals
Physical copies will not be accepted.
3. Electronic Proposals
Electronic Proposals must be addressed to:
TO: Christy.D.Adamson@dhhs.nh.gov
CC: RFX@dhhs.nh.gov
Proposals must be clearly marked as follows:
Subject: RESPONSE TO RFP: DHHS - RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
Electronic Submissions must be submitted using the following criteria:
Searchable PDF Format
Files must be less than 25MB in size.
Exception: If files are greater than 25MB in size, the Vendor will be required to submit their
Proposal in parts. It is the Vendor's responsibility to ensure a complete Proposal is submitted.
Electronic Submissions shall include:
Attachment 1: Technical Proposal:
a) The Technical Proposal, including all required attachments.
b) One (1) copy of the Proposal Transmittal Form Letter (described in Section 3.1.2:
Transmittal Form Letter, herein) shall be signed by an official authorized to legally bind the
Vendor and shall be marked "ORIGINAL."
Attachment 2: Price Proposal:
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS
a) The Price Proposal must be labeled clearly and separately from the Technical Proposal.
b) The Price Proposal must include the Pricing Worksheets (as described in Appendix E).
4. Number of Proposals
Vendors are permitted to submit up to One (1) Proposal(s) each with a unique solution in response
to this RFP.
A Vendor's disclosure or distribution of its Proposal other than to the State will be grounds for
disqualification.
5. Vendor Inquiries
All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions,
and any changes to the RFP, shall be submitted via email to the following RFP Point of Contact:
Christy Adamson
Email: Christy.D.Adamson@dhhs.nh.gov
Inquiries must be received by the RFP Point of Contact no later than the conclusion of the Vendor
Inquiry Period identified in the Schedule of Events. Inquiries received later than the conclusion of
the Vendor Inquiry Period shall not be considered properly submitted and may not be considered.
The State assumes no liability for assuring accurate/complete email transmission/receipt and is
not required to acknowledge receipt.
The Agency intends to issue official responses to properly submitted inquiries on or before the date
specified in the Schedule of Events section, herein. The Agency may consolidate and/or
paraphrase questions for sufficiency and clarity. Oral statements, representations, clarifications,
or modifications concerning the RFP shall not be binding upon the Agency. Official responses by
the Agency will be made only in writing by the process described above.
The Agency will require the selected Vendor to execute a Contract using the P-37 State of New
Hampshire General Provisions and any attached exhibits. To the extent that a Vendor believes that
exceptions to the standard form contract will be necessary for the Vendor to enter into the
Agreement, the Vendor must submit those exceptions during the Vendor Inquiry Period.
6. Restriction of Contact with Agency Employees
From the date of release of this RFP until an award is made and announced regarding the selection
of a Vendor, all communication with personnel employed by or under contract with the Agency
regarding this RFP is prohibited unless first approved by the RFP Points of Contact listed herein.
Agency employees have been directed not to hold conferences and/or discussions concerning this
RFP with any potential Contractor during the selection process, unless otherwise authorized by the
RFP Point of Contact. Vendors may be disqualified for violating this restriction on communications.
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS
7. Validity of Proposal
Proposals must be valid for one hundred and eighty (180) days following the deadline for
submission of Proposals in the Schedule of Events, or until the Effective Date of any resulting
Contract, whichever is later.
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS
SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS
1. Proposal Organization
Proposals should adhere to the following outline:
Cover Page
Transmittal Form Letter
Table of Contents
Section I: Executive Summary
Section II: Glossary of Terms and Abbreviations
Section III: Responses to Requirements and Deliverables
Section IV: Narrative Responses
Section V: Corporate Qualifications
Section VI: Qualifications of Key Vendor staff
Section VII: Vendor Attachments
Section VIII: Price Proposal (sealed separately)
1.1. Cover Page
The first page of the Vendor's Proposal should be a cover page containing the following text:
STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RESPONSE TO RFP: DHHS - RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
The cover page should also include the Vendor's name, contact person, contact telephone
number, address, city, state, zip code, fax number, and email address.
1.2. Transmittal Form Letter
The Vendor must submit a signed Transmittal Form Letter with their response using the
Transmittal Form Letter template provided on the following page. Any electronic alteration to
the content of this Transmittal Form Letter template is prohibited. Any such changes shall
result in a Proposal being rejected.
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS
State of New Hampshire Proposal Transmittal Form Letter
Company Name:
Address:
To: Christy Adamson
603-271-9540
Christy.D.Adamson@dhhs.nh.gov
RE: Proposal Invitation Name: FAMILY PLANNING DATABASE HOSTING AND
MAINTENANCE
Proposal Number: RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
Proposal Due Date and Time: August 25, 2026 12:00 PM ET
To Whom It May Concern:
Company Name: hereby submits an offer to provide to the
State of New Hampshire the Services indicated in Family Planning Database Hosting and
Maintenance RFP-2027-DPH-10-FAMIL (DoIT #2026-076) at the price(s) quoted in Vendor
Response Section VIII: Price Proposal, in complete accordance with all conditions of this RFP
and all Specifications set forth in the RFP and in the P-37 State of New Hampshire General
Provisions and Exhibits, identified in Appendix I.
We attest to the fact that:
1. The company has reviewed and agreed to be bound by the RFP.
2. The company has not altered any of the language or other provisions contained in
the RFP document.
3. The Proposal is effective for a period of 180 days from the RFP Closing Date or until
the Effective Date of any resulting Contract, whichever is later.
4. The prices quoted in the Proposal were established without collusion with other
vendors.
5. The Vendor has read and fully understands this RFP.
Further, in accordance with RSA 21-I:11-c, the undersigned Vendor certifies that neither the
Vendor nor any of its subsidiaries, affiliates or principal officers (principal officers refers to
individuals with management responsibility for the entity or association):
a) Has, within the past 2 years, been convicted of, or pleaded guilty to, a violation of
RSA 356:2, RSA 356:4, or any state or federal law or county or municipal ordinance
prohibiting specified bidding practices, or involving antitrust violations, which has
not been annulled.
b) Has been prohibited, either permanently or temporarily, from participating in any
public works project pursuant to RSA 638:20.
c) Has previously provided false, deceptive, or fraudulent information on a vendor
code number application form, or any other document submitted to the state of
New Hampshire, which information was not corrected as of the time of the filing a
bid, proposal, or quotation.
d) Is currently debarred from performing work on any project of the federal
government or the government of any state.
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STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH AND HUMAN SERVICES
RFP-2027-DPH-10-FAMIL (DoIT #2026-076)
FAMILY PLANNING DATABASE HOSTING AND MAINTENANCE
SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS
e) Has, within the past 2 years, failed to cure a default on any contract with the
federal government or the government of any state.
f) Is presently subject to any order of the department of labor, the department of
employment security, or any other state department, agency, board, or
commission, finding that the applicant is not in compliance with the requirements
of the laws or rules that the department, agency, board, or commission is charged
with implementing.
g) Is presently subject to any sanction or penalty finally issued by the department of
labor, the department of employment security, or any other state department,
agency, board, or commission, which sanction or penalty has not been fully
discharged or fulfilled.
h) Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for
any crime or violation noted in this section.
i) Has failed or neglected to advise the division of any conviction, plea of guilty, or
finding relative to any crime or violation noted in this section, or of any debarment,
within 30 days of such conviction, plea, finding, or debarment: or
j) Has been placed on the debarred parties list described in RSA 21-I:11-c within the
past year.
This document shall be signed by a person who is authorized to legally obligate the responding
Vendor. A signature on this document indicates that all State of New Hampshire terms and
conditions are accepted by the responding Vendor and that any and all other terms and
conditions submitted by the responding Vendor are null and void, even if such terms and
conditions have terminology to the contrary. The responding Vendor shall also be subject to
State of New Hampshire terms and conditions as stated on the reverse of the purchase order,
if any.
Our official point of contact is:
Title:
Telephone:
Email:
Authorized Signature Printed:
Authorized Signature:
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