Vermont Professional Licensing Application and Enforcement Case Management System RFI

Location:	Vermont
Posted:	Dec 3, 2025
Due:	Jan 16, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

REQUEST FOR INFORMATION

Vermont Professional Licensing Application and

Enforcement Case Management System

ISSUE DATE

RFI RESPONSES DUE BY

December 3, 2025

January 16, 2026 – 4:30 PM (ET)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH THIS RFI WILL

BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. PLEASE

CHECK THE ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH

THIS RFI.

STATE CONTACT: Kyle Emerson

E-MAIL: sov.thepathforward@vermont.gov

USE SUBJECT: SOS LICENSING CMS

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1. PURPOSE

This Request for Information (RFI) is issued for the Office of the Secretary of State to gather information

and/or cost estimates concerning a state professional licensing application that allows for initial

issuance/renewal of professional licenses and enforcement components to ensure public safety and

welfare.

Due to the distinctively different functionality between a professional licensing application and an

enforcement case management system, we are open to a variety of approaches, technologies, and

delivery models that meet the stated objectives. Respondents are encouraged to propose innovative or

alternative solutions, such as two separate solutions that meet the individual requirements for licensing

and case management, while also ensuring those systems are fully integrated.

Information received by the State will be reviewed for purposes of the stated objectives for this RFI, which

may include exploration of available goods or services or solutions, how such offerings may meet the

needs of the State, and understanding the costs associated with such offerings. The Office of the Secretary

of State shall not be held liable for any costs incurred by the vendors in the preparation of their

submission.

1.1. The State will not award a contract directly resulting from this RFI. This RFI is issued solely for

information and planning purposes. This request for information does not commit the State to contract

for any materials or service whatsoever. Further, this RFI is not a request for proposals (RFP); the State is

not at this time seeking proposals and will not accept unsolicited proposals. Not responding to this RFI

does not preclude any company or person from participating in a future RFP, if one is issued. If an RFP is

released, it will be posted on the BGS bid opportunities web site:

http://www.bgs.state.vt.us/pca/bids/bids.php. It is the responsibility of the potential offerors to

monitor this site for additional information.

1.2. UNSOLICITED VENDOR-CONFIDENTIAL INFORMATION PROHIBITED

Vendors are hereby expressly directed not to include any confidential information in their proposal

submissions, except as specifically permitted below, and so marked. By submitting information in

response to this RFI, vendors acknowledge and agree to abide by the terms and conditions outlined in this

document, including the prohibition on submitting confidential information. This prohibition reduces the

burden on the State while preventing vendor-confidential information from entering the public record.

1.2.1. Disclosure Under Public Records Act

All information received by the State in response to this RFI will become part of the contract file and be

subject to Vermont public records law. Responses by any vendor may become available to the public once

a contract has been executed or otherwise following conclusion of this procurement process, in

accordance with the State’s Public Records Act, 1 V.S.A. § 315 et seq., or the State may choose to publicly

post them.

1.2.2. Unsolicited Confidential Materials

This RFI does not solicit confidential information, and vendors are expressly prohibited from providing

confidential information in response to this RFI. All materials furnished by vendors in response to this RFI,

including those marked as confidential by vendors, are subject to disclosure if requested under the Public

Records Act, or public posting.

1.2.3. State Not Responsible for Disclosure of Unmarked Vendor-Confidential Information

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It is the sole responsibility of the vendor to ensure that, other than where specifically directed or

permitted by this RFI and accordingly marked as described below, no information that should not be

publicly disclosed is included in their submitted materials, including any 1) trade secrets or intellectual

property, 2) proprietary financial or business information, 3) personal information, or 4) any other

information that should not be disclosed to the public. For example, vendors should avoid including

specific details of their proprietary technologies or methodologies that they consider confidential, and any

references to previous client engagements should be presented in a manner that does not disclose the

client's confidential information.

2. BACKGROUND INFORMATION

2.1. Summary. The Office of Professional Regulation (OPR) is a division within the Office of the Secretary

of State. OPR is responsible for overseeing and managing the regulatory programs for over 180 different

professional license types within 53 professional programs. OPR is seeking information from qualified

parties who can provide IT professional services and project management related to a professional

licensing and an enforcement case management system.

2.2. Mission. The State meets its public protection goals through the performance of the following critical

functions, within the confines of its regulatory authority given by the Legislature in Title 3 of the Vermont

Statutes Annotated, Chapter 5, Subchapter 3 and in Title 26 of the Vermont Statutes Annotated, Chapters

1-93 (excepting Podiatry, Medicine and Surgery, Plumbers and Polygraph Examiners): 1) Licensing

including application and renewal; 2) Inspection; 3) Enforcement including investigation, prosecution,

docket clerk/tribunal case management, and post-discipline monitoring; 4) Communications, Public

Records Requests, and Reporting; 5) Legislation and Rule Making; and, 6) Administration. OPR’s primary

functions are to:

• License qualified individuals and businesses (includes 53 professions with multiple credentials in

those professions with multiple diverse pathways for each credential);

• Communicate with licensed professionals and the public on a routine and emergency basis;

• Process license renewals of individuals and businesses;

• Respond to new policy initiatives from the legislature including new professions or new

pathways to licensure;

• Manage, properly account for, and report on all fees collected and allocated by profession and

profession type;

• Receive complaints and conduct civil and criminal investigations to ensure licensees’ conduct

meets generally accepted standards of practice;

• Prosecute unprofessional conduct charges;

• Oversee administrative hearings that warn, reprimand, condition, suspend, or revoke licenses

whose conduct does not meet generally accepted standards of practice, conduct, or safety;

• Inspect our regulated businesses to ensure compliance with general standards of practice and

safety; and

• Administer the regulatory programs in an effective and streamlined manner.

2.3. Vision. OPR is a licensing regulation center of excellence (COE) in the State of Vermont. The OPR COE

leverages best practices and procedures to manage and govern all professions assigned to it by the

Legislature. The Legislature and state agencies look to OPR for best practice guidance in the

implementation of the State’s professional licensing. OPR’s current business practices and supporting

technologies are maximizing OPR’s ability to meet its current statutory responsibilities. OPR has designed

and implemented its licensing platform to maximize its COE. OPR, in partnership with the State of

Vermont’s Agency of Digital Services (ADS) will be looking to this licensing platform as an enterprise

solution that can be used across multiple State agencies.

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2.4. Regulatory. The legislative intent behind the creation of OPR is to unify professional regulation within

state government through consolidation and consistent State oversight. Effective and streamlined process

management through the System is the foundation of this work. Our mission is to protect the public from

incompetent or unethical practitioners through a system of licensure and enforcement actions. OPR

engages in an ongoing process of streamlining and harmonizing the individual regulatory programs to

conform to the clear and expressly stated policy of public protection in the least intrusive way possible.

OPR operations, and hence its computing platform decisions, are also driven by our focus on continually

finding efficiencies across multiple professional programs. Because of this, OPR is often asked to assess

the regulation of unregulated professions in Vermont to determine if there is a demonstrated risk to the

public by not introducing government oversight over the workforce. OPR’s landscape changes annually,

and the System needs to continue to change with it without disruption to the maintenance of other

enhancements.

3. RFI DESCRIPTION

3.1. The State is seeking information from well-qualified companies that can provide system or integrated

systems, who can perform development, project management, and ongoing operations and maintenance

that meet our functional/non-functional requirements, while undertaking future projects in support of

system enhancements as our requirements expand. Ideally, a future State contract would be with a single

vendor, but the State reserves the right to contract with multiple firms should this provide the best value

to the State.

3.2. The RFI has three key objectives:

• Provide prospective respondents with information regarding business needs.

• Solicit respondent information to assist the State in determining if identified requirements can

be met in a cost-effective manner.

• Solicit respondent information to assist the State in determining if identified requirements can

be met by available Software as a Solution (SaaS) platform or a Commercial-off-the-Shelf (COTS)

solution(s) hosted in the vendor cloud.

The State is seeking feedback on the information in this RFI and will consider any information, including

partial responses, received in response to this RFI. If the State moves forward in the development of an

RFP, the RFP process will be open to all respondents regardless of their decision to participate in this RFI.

3.3. The State envisions that the solution(s) will support the following high-level goals:

• Licensing Application (Initial/Renewal) - A system that handles professional license applications,

including applicant information, eligibility checks, application submission, fee processing, and

status tracking. Key system components: applicant details, profession and license type, necessary

documents, eligibility criteria, online account management, payment gateway integration, and

status updates for the applicant. The business must be able to create new professions and

credentials in a non-code or low-code manner.

• Licensing Enforcement - A system that enables enforcement of state laws that govern a specific

profession to ensure public safety and welfare. The system must receive complaints from the

public that are linked to OPR’s licensees. Facilitates the power to investigate misconduct and

allows for multiple team member review, including non-state employees. Provides a case

management system for lawyers responsible for prosecuting unprofessional conduct cases.

Supports a docket system that allows for the adjudication of unprofessional conduct cases and

imposes disciplinary actions against licensed professionals. Ability to impose warnings or

reprimands, probation/conditions, suspension, revocation, and fines. Allows for case

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management post imposition of discipline to ensure licensees meet the requirements of their

disciplinary conditions.

• Licensing Lookup - A system that allows the public to perform licensing lookups on professions

without requiring the use of a user account. Licensee lookup includes information about license

issuance, expiry, and discipline status.

• System Reporting - A system that allows administrators to generate standard or customized

reports on available application data, while having the ability to capture data for specific

timeframes.

• Payment Gateway Integration - A system that connects to a payment gateway. Key system

components: secure transaction processing, customer data protection, support for various

payment methods, and payment reporting.

• Document Repository - Integration into a centralized digital storage system for organizing,

managing, and securing system files. It must allow users to easily find and access the latest file

versions while ensuring compliance and data security.

• Application Programming Interface - The system must be able to utilize API gateway functionality

to meet its needs of data sharing with its partners.

• Configuration over Customization – Due to the frequent changes in licensing requirements, the

State needs a system that can be configured by users with little or no technical expertise to meet

changes in licensing programs, e.g., via a drag and drop, low code/no code interface. The State

expects to make these changes independently without relying on customization by third-party

experts to make common and anticipated changes to the system functionality.

4. CURRENT STATE

4.1. Current Capabilities: The following categories are available in the System and typically require

continued development and maintenance throughout the existing contract:

4.1.1. Business Enablement: Ability for the State to create and manage licensing applications and

templates through a software component known as “the configurator.”

4.1.2. Role-Based Access: The System provides the State with the ability to provision (via configuration)

its organizational access policy as role-based access rules. The System uses these rules to control access

to all its capabilities and data. Access to data is configurable across the System data model. OPR has the

following types of users: 1) The Public; 2) External Applicants and Licensees; 3) Licensing Administrators;

4) Inspectors; 5) Investigators; 6) Prosecutors; 7) Administration; 8) Docket Clerk; 9) Board Members and

Advisors; and 10) Secretary of State Business Office. Each of these roles has different access, permissions,

and workflows within the system.

4.1.3. Workflow and Task Management: The System workflow engine provides modeling and automation

of business processes. This includes automated external and internal alerts and notifications. This

automation also includes processing of certain types of applications, task delegation and escalation, and

sets status and database events or changes to its data. The System workflow engine provides a robust

rules engine that implements decision logic within the workflow and provides multiple pathways through

any given business workflow. The workflow engine also provides reporting functionality, work baskets,

and work lists to assist in the management of tasks. The System allows internal users and supervisors the

ability to view the status of all tasks for an individual and/or team. The System should be built for future

use of AI, external chat capability, and task assistance.

4.1.4. Document Management: The System provides document templates that enable the State to create

documents from a collection of customized templates. The System automatically pre-populates document

templates with available content. The System automatically stores documents that are e-mailed to

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Vermont Professional Licensing Application and Enforcement Case Management System RFI			01/16/2026 04:30PM

Vermont Professional Licensing Application and Enforcement Case Management System RFI

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See also