DBH - Enterprise Badging Platform

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

SRC0000036884

2/23/2026 2:00:00 PM

I. MISSION & GUIDING PRINCIPLES

The mission of the Ohio Department of Behavioral Health (DBH) is to provide statewide leadership of
a high-quality mental health and addiction prevention, treatment and recovery system that is
effective and valued by all Ohioans. DBH strives to be a national leader in implementing a
comprehensive, accessible, and quality-focused system of addiction and mental health care and
wellness for all Ohio citizens.

II.   PURPOSE


III.  BACKGROUND

Currently, staff rely on outdated, disconnected badging systems to produce physical ID badges. Maintaining multiple systems creates inefficiencies, drives up operational and maintenance costs, and complicates digital access management. These separate systems also pose security risks, making it harder to enforce consistent security protocols and increasing the organization’s vulnerability to breaches or disruptions. This fragmented approach impacts user experience and can cause operational delays. Investing in a single, modern badging solution will consolidate these systems into one streamlined platform. This upgrade supports RPH’s goals of improving operational efficiency, simplifying workflows, strengthening security, and delivering a better experience for staff and administrators alike.

IV. SCOPE OF WORK AND DELIVERABLES

System Requirements:
1. Vendor software must support MS Windows 11 or MS OS Server 2022.
2. Vendor to ensure installation team meets the standard skill requirements defined in part II of the RFP.
3. Vendor to have the capability to remotely access the State of Ohio IT Network.
4. Ability to install and configure the badging application such that all components (Badging application, Camera/Tablet, and Badge Card Printer) communicate and operate as a single solution.
5. Vendor to provide system administration course for DBH Tier – 4 system administrators.
6. Vendor to provide end-user training for Tier 2 & 3 system administrators and on-site training coordinator.

Product Requirements:
1. The Badging Application must either support a hosted solution or self-hosted solution
a. Explain if it’s through an individual kiosk or enterprise topologies
2. Badging Application must support an intuitive user interface for ID card template design.
3. Badging Application must support communication to/from an external database (SQL is preferable).
4. Badging Application must support photo capture and cropping.
5. Badging Application must support in-line encoding of magnetic strips and bar coding.
6. Badging Application must support mobile client app for Android and iOS for digital ID.
7. Badging Application must have the capability of data import/export from a back-end databases or spreadsheets.
8. Badging Application supports single or double-sided, and batch printing of ID cards.
9. Badging Application should support automatic application software updates
10. The Badging Application must provide reporting, and dashboard features to customize output choices.
V.   MINIMUM QUALIFICATIONS OF CONTRACTOR

Minimum 2-3 years of hands-on experience with badging or identity management systems. Knowledge of card printer/encoder set up, firmware update, and card encoding standards (Prox, iCLASS, MIFARE, NFC etc.). Familiarity with databases (MS SQL Server) for application backend configurations. Understanding of Active Directory for user authentication, domain integration, and service accounts. Familiarity with data privacy and encryption standards for identity systems

Contractor shall not be subject to an “unresolved” finding for recovery under Section 9.24 of Ohio Revised Code.

EVALUATION PROCESS
DBH’s evaluation process of responses submitted to this request may consist of up to four distinct phases:

1. DBH’s initial review of all proposals for timely submission;
2. An evaluation committee review of the proposals for defects and scoring;
3. DBH’s request for more information (clarifications, interviews, presentations, and/or demonstrations); and,
4. Negotiations or best offer requests.

At its sole discretion, DBH will determine whether phases three and/or four are necessary under this RFP, reserving for itself the ability to eliminate or add phases three or four at any time during the evaluation process. DBH may add or remove sub-phases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.

PROPOSAL EVALUATION CRITERIA
In the proposal evaluation phase, DBH staff or reviewers selected by DBH (the committee) will rate the proposals submitted in response to this RFP based on the following criteria and weight assigned to each criterion.

Evaluation Criteria	Weight	Rating	Extended Score
Vendor software must support MS Windows 11 or MS OS Server 2022.	4
Vendor to ensure installation team meets the standard skill requirements defined in the RFP.	5
Ability to install and configure the badging application such that all components (Badging application, Camera/Tablet, and Badge Card Printer) communicate and operate as a single solution.	4
Vendor to provide system administration course for DBH Tier – 4 system administrators.	4
Vendor to have the capability to remotely access the State of Ohio IT Network.	3
Vendor to provide end-user training for Tier 2 & 3 system administrators and on-site training coordinator.	4
Badging Application supports a hosted solution	2
Badging Application supports a self-hosted solution	2
Badging Application supports an intuitive user interface for ID card template design	3
Badging Application support communication to/from an external database (SQL is preferable).	3
Badging Application supports in-line encoding of magnetic strips and bar codes .	5
Badging Application supports mobile client app for Android and iOS for digital ID .	2
Badging Application has the capability of data import/export from a back-end databases or spreadsheets.	3
Badging Application supports single or double-sided, and batch printing of ID cards .	4
Badging Application supports automatic application software updates	4
Badging Application must provide reporting, and dashboard features to customize output choices .	4
Total Cost of Installation, Software License, and Support	5
		Total: