Consulting Support for Establishment of the Vermont Health Care Workforce Data Center (HWDC)

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services
Posted:	Oct 2, 2023
Due:	Oct 17, 2023
Publication URL:	To access bid details, please log in.

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Agency of Human Services//Central Office

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

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

http://bgs.vermont.gov/purchasing

SEALED BID

REQUEST FOR PROPOSAL

Consulting Support for Establishment of the Vermont

Health Care Workforce Data Center (HWDC)

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

October 2, 2023

October 9, 2023 – 4:30 PM (EST)

October 17, 2023 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP 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. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

Diane Irish / Administrative Services Director

AHS.Contracts@vermont.gov

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Vermont Agency of

Human Services/Central Office (hereinafter the “State”) is seeking to establish contracts with one or

more companies that can provide consulting support for the establishment of the Vermont Health

Workforce Data Center (HWDC). In response to a persistent and growing shortage of health care

workforce across the health care delivery spectrum, the Vermont Legislature, through Act 183,

appropriated funds to create a HWDC Manager position to establish and maintain a Health

Workforce Data Center. This Data Center must support COVID 19 Relief Efforts as well as support

Health Care Reform workforce development and Green Mountain Care Board planning and efforts.

The Data Center must meet minimum mandatory legislative requirements. (Link to legislation Act

183). The successful bidder will work with the HWDC Manager in executing this contract to engage

the diverse stakeholder group, including but not limited to Health Care Reform staff, the Green

Mountain Care Board representatives, educational institutions, and many more, on strategic

planning, design, development, and implementation of the Health Workforce Data Center. The

successful bidder will assist in establishing collaboration among health workforce strategic planning

and data center leaders composed of administrators from states interested in participating in such

an effort with Vermont. The HWDC Manager will seek to obtain a report on best practices and

considerations for establishing the data center, plan and execute a stakeholder engagement

strategy with a stakeholder analysis report that will consider existing data, infrastructure for

reporting, and data needed to complete the data center data set. The HWDC Manager will also seek

an analytics report to further understand collection, management, and modeling for analysis as well

as a 5 Year Operations Plan that will include future staffing needs, data collection, and budget needs

for the Data Center.

1.1.1. Bidders are encouraged to detail deliverables aligning with proposed work. The following

proposed deliverables are expected to be incorporated into the final project plan:

• Report on Best Practices for Data Center establishment and operations.

o Considers other state activities and lessons learned.

• Commencement of an interstate Workforce Development and Data Center Leaders

Consortium that must last through the duration of the contract. (tentative)

• Stakeholder engagement plan.

• Stakeholder evaluation/report.

o Existing data

• Many stakeholders have data sets which need to be amalgamated within the

Data Center before the Data Center moves on to collecting data directly from

the health care workforce.

o IT infrastructure/gaps for reporting.

o Data needs

• Moving beyond collecting secondary data, the Data Center will need to collect

data directly from the health care workforce across the state.

• Data collection, management, and modeling for analysis Report.

• The Data Center will need to assess what data elements are important to

informing health workforce development and policy decisions.

• Operations Plan projecting 5 years of operations to include:

o Staffing needs

o Evolving/expanding data collection

o Budget needs

o Data Sharing Agreements

The activities and deliverables identified above are expected to be delivered throughout the contract

period, not in one final submission at the end of the contract period. E.g., the Stakeholder Engagement

Plan and Report on Best Practices are expected to be delivered in the first 3-4 months of the contract

period, while deliverables such as the Operations Plan will be expected towards the end of the contract

period. Bidders are encouraged to provide a timeline for completion of deliverables based on their

design.

1.2. CONTRACT PERIOD AND PROPOSED BUDGET: Contracts arising from this RFP will be for a

period of 12 MONTHS/1 YEAR with no option to renew. The State anticipates the start date for such

contract(s) will be 11/13/2023. The proposed budget for the full duration of this work is a maximum

of $250,000. Competitive bids are encouraged and will be considered/scored accordingly.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in

writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with

any other individual from the State concerning this RFP is strictly prohibited and may result in

disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held for this RFP.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP

or wishing to comment on any requirement of the RFP must submit specific questions in writing no

later than the deadline for question indicated on the first page of this RFP. Questions may be e-

mailed to the point of contact on the front page of this RFP. Questions or comments not raised in

writing on or before the last day of the question period are thereafter waived. At the close of the

question period a copy of all questions or comments and the State's responses will be posted on

the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post

this information as soon as possible after the question period ends, contingent on the number and

complexity of the questions.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through

the issuance of an Addendum to this RFP and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

1.7. SOURCE OF FUNDS: Funding for this solicitation is primarily federal in nature.

Compliance with socioeconomic affirmative steps under 2 C.F.R. § 200.321

1. Notice of this RFP will be posted on the Vermont Business Assistance Network

website: https://www.vermontbidsystem.com.

2. Notice of this RFP will be made to the State of Vermont Procurement Technical

Assistance Center (PTAC).

If a bidder requires assistance in preparing their proposal, registering with SAM.gov or needs

guidance on socioeconomic certifications, the bidder may contact the Agency of Commerce &

Community Development (ACCD), Department of Economic Development (DED), APEX

Accelerator. The Vermont APEX Accelerator (formerly the Procurement Technical Assistance

Center (PTAC)) specializes in helping small businesses navigate the documentation associated with

State and Federal procurement. There is no cost to the Contractor for assistance provided by APEX

Accelerator. Their website is: https://accd.vermont.gov/economic-development/programs/ptac

2. GENERAL REQUIREMENTS:

2.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State.

2.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted

by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum

of materials and/or services required.

2.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a

competitive bidding process with another state and/or cooperative are welcome to submit the

pricing in response to this solicitation.

2.1.3.Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the

State withhold a percentage of the total amount payable for some or all deliverables, such

retainage to be payable upon satisfactory completion and State acceptance in accordance with

the terms and conditions of the contract.

2.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals

and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves

the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the

awarded contracts where it is deemed in the best interest of the State.

2.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to

provide a BAFO. The state reserves the right to request BAFOs from only those Bidders that

meet the minimum qualification requirements and/or have not been eliminated from

consideration during the evaluation process.

2.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State

if it will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with

providing the presentation.

2.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of

The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the

following provisions and requirements.

2.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate

section in the attached Certificate of Compliance for purposes of self-reporting information

relating to past violations, convictions, suspensions, and any other information related to past

performance relative to coding and classification of workers. The State is requiring information

on any violations that occurred in the previous 12 months.

2.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified

that upon award of contract, and prior to contract execution, the State shall be provided with a

list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity

of those subcontractors’ workers compensation insurance providers, and additional required or

requested information, as applicable, in accordance with Section 32 of The Vermont Recovery

and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors

providing supplies only and no labor to the overall contract or project. This list MUST be updated

and provided to the State as additional subcontractors are hired. A sample form is available

online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting

form is not required to be submitted with the bid response.

2.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE

PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance

for this RFP.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote

clean energy and address climate change as identified in the Certification, shall be given favorable

consideration in the competitive bidding process. Such favorable consideration shall be consistent

with and not supersede any preference given to resident bidders of the State and/or products raised

or manufactured in the State, as explained in the Method of Award section. But, such favorable

consideration shall not be employed if prohibited by law or other relevant authority or agreement.

2.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award

one or more contracts and reserves the right to make additional awards to other compliant bidders at

any time if such award is deemed to be in the best interest of the State. All other considerations

being equal, preference will be given first to resident bidders of the state and/or to products raised or

manufactured in the state, and then to bidders who have practices that promote clean energy and

address climate change, as identified in the applicable Certificate of Compliance.

2.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and

methodology, qualifications and experience, ability to provide the services within the defined

timeline, cost, and/or success in completing similar projects, as applicable, and to the extent

specified below.

2.5.1.1. Stakeholder Engagement Plan and Stakeholder Engagement Report

2.5.2

2.5.1.1.1. The state intends on identifying data generators and data users to best understand

what data currently exist among stakeholders for ingestion and use in analysis and

reporting. A comprehensive stakeholder engagement plan will be important in

understanding how the consultant will undertake the assessment of current and

future data sets.

2.5.1.1.2. Best Practices Report from other state Data Centers

2.5.1.1.2.1. The state seeks a report outlining best practices and lessons learned from

other state Workforce or Health Workforce Data Centers.

2.5.1.1.3. Formation of a multi-state collaborative

2.5.1.1.3.1. The state seeks to form a collaborative of Data Center and workforce

development leaders across the nation to meet with regular periodicity to help

inform Vermont’s Data Center activities while allowing Vermont to also share

in its lessons learned as it works to implement the Health Workforce Data

Center.

2.5.1.1.4. Projection of Operations

2.5.1.1.4.1. The state seeks to receive a report projecting the activities the Data Center

will undertake as it is implemented and expanded, per legislation, in the first

two to three years. The projection should include, at a minimum, consideration

for Data and Data Sharing Agreement needs, Budget needs, and staffing

needs for the data center.

2.5.1.1.5. Data sharing agreements, contracts, etc.

2.5.1.1.5.1. The state seeks to partner with institutions of higher education, health

employers, and other data generators and users. In order to ensure effective

and efficient data sharing practices, the state seeks to understand the extent

to which data sharing agreements, memoranda, or contracts need to be

employed and with which stakeholders they must be employed.

Evaluation Scoring: Scoring will be as follows

Criteria for Scoring

Quality of Bidder’s Experience

Bidder’s Capacity to Perform

Responsiveness to Specifications

Program Cost

Total Points:

Maximum

Points

100

2.6 CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one

or more bidders with which to negotiate a contract, based on the evaluation findings and other criteria

deemed relevant for ensuring that the decision made is in the best interest of the State. In the event

State is not successful in negotiating a contract with a selected bidder, the State reserves the option

of negotiating with another bidder, or to end the proposal process entirely.

2.7 COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the

preparation of a response to this RFP and shall be responsible for all expenses associated with any

presentations or demonstrations associated with this request and/or any proposals made.

2.8 CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State,

including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT

Attachment D is included in this RFP, terms may be modified based upon the solution proposed by

the Bidder, subject to approval by the Agency of Digital Services.

2.8.2

Business Registration. To be awarded a contract by the State of Vermont a bidder (except

an individual doing business in his/her own name) must be registered with the Vermont

Secretary of State’s office https://sos.vermont.gov/corporations/registration/ and must obtain a

Contractor’s Business Account Number issued by the Vermont Department of Taxes

http://tax.vermont.gov/ .

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Consulting Support for Establishment of the Vermont Health Care Workforce Data Center (HWDC)	10/09/2023 04:30PM		10/17/2023 04:30PM

Consulting Support for Establishment of the Vermont Health Care Workforce Data Center (HWDC)

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