Vital Events Integrated System

This Solicitation of Interest (SOI) is to identify qualified organizations who are interested and have the functionality to provide NYSDOH with a comprehensive and integrated vital records solution. The solution is defined as the overarching, comprehensive service package the vendor provides, which includes all functional elements (e.g., software, infrastructure, and integration capabilities) needed to meet NYSDOH's requirements. The "solution" should encompass multiple "systems" that integrate seamlessly to deliver all required services. The vendor's solution must provide a comprehensive suite, including a vital event electronic registration management system, remote order and payment processing services, and secure digital mailroom services. NYSDOH will utilize a single organization to provide the services outlined in this SOI.

The vendor must be able to provide Production, Training, Test, Staging, and Development environments, and ensure web and mobile applications and database servers are operational and available 24x7x365. Vendor must meet NYS requirements of a 99.9% uptime rate with unplanned downtime equal to or less than nine (9) hours annually. The vendor will be responsible to host the web, the application, and database hardware, operating systems and the customer confidential information at a secure location. The vendor will be expected to maintain the system’s infrastructure, including hosting, backups, and disaster recovery with downtime totaling less than nine (9) hours annually.

The vendor must have a minimum of five (5) years of experience in each of the services described within the SOI and summarized below: • Processing operator assisted, and internet placed orders for Governmental Vital Records with any State or Municipal government agency. • The development and successful implementation of software for the electronic registration of vital records government agencies. • Providing the digitization and management of incoming mail electronically, including end to end data encryption, secure document storage sharing, security audits, and integration with the remote order management system. • The vendor must provide a minimum of three (3) references from other vital records jurisdictions where the same or similar service(s) described in this SOI were successfully implemented and are sell active. • The vendor must provide a system that accepts orders to be placed to a toll-free Interactive Voice Response system or by Internet portal 24 hours a day and 365 days a year. The system shall be compatible with TTD and TTY for the hearing impaired. Vendor must distinguish prioritization on category with corresponding NYS required response times. • The vendor must be FHIR certified and have implemented and transmitted FHIR mortality data between jurisdictional Vital Records Offices and the NCHS. • The vendor must provide Language Assistance/Spanish Speaking Operators. • The vendor must provide a System that collects and processes payment from applicant via credit card, debit card, and electronic funds transfers from checking account. The vendor must be able to accept and refund payments by check, wire transfer or ACH Direct Deposit. • The vendor must demonstrate the capacity to support internet, mail, telephone and IVR based ordering of over 110,000 orders annually. • The vendor must demonstrate a minimum of three years’ experience in managing a high call volume call center.

Please view the complete SOI under the documents tab. Written questions will be accepted until 4:00 p.m. on December 2, 2024. Documents must be submitted via email to Melissa Thapa at bvrfiscal@health.ny.gov no later than 4:00 pm on December 13, 2024.