Project Information

Bid Title

Vital Records System Modernization

Issuing Agency

State Government of Hawaii

Location

Hawaii

Published Date

Mar 20, 2026

Closing Date

Apr 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

P26001916

Original Source

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Bid Documents

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Project Description

General Information

Line Items

Instructions

P26001916 Vital Records System ModernizationGeneral InformationSolicitation Number
P26001916 version:
03 Status
ReleasedDepartmentHealthDivisionOffice of Health Status MonitoringIslands (where the work/delivery is to be performed)
Statewide, Oahu, LanaiCategoryGoods and ServicesRelease Date 03/02/2026Amendment Date & Time03/20/2026 12:30 PMAmendment Reason
Respond to Offerors Questions from 03-13-2026 and supply additional documents - Total 7 Documents: VRS RFP Questions and Answers; RFP 26 003 02 Amendment; DOH OHSM Retention Schedule; Blank Birth Worksheet; Blank Marriage Worksheet; Blank Civil Union Worksheet; and Blank Death Worksheet.Offer Due Date & Time04/02/2026 02:00 PMDescriptionThe State of Hawaii Department of Health (“DOH”) Office of Health Status Monitoring (“OHSM”) is requesting proposals from qualified Offerors to implement a new Vital Records System (“VRS”). The current system is a combination of five (5) separate systems, requires manual intervention, and does not provide desired functionality for streamlined, effective and efficient vital record management.Contact PersonLuka, JeanEmail jean.luka@doh.hawaii.gov Phone808-586-4187General CommentsProcurement OfficerJean LukaAttachments RFP 26 003 02 Vital Records System Modernization.pdf
Section 5 Proposal Evaluation.amended3.16.26.pdf
Attachment F Cost Sheet Form OF 2.amended 3.16.26.docx
Attachment G RTM Requirements Final.amended3.16.26.xlsx
Attachment I Reference Form.amended3.16.26.pdf
Attachment K Special Conditions.amended3.16.26.pdf
VRS RFP Questions and Answers Amendment 032026.pdf
RFP 26 003 02 Amendment 03.20.2026.pdf
DOH OHSM Retention Schedule Amendment 03.20.2026.pdf
Blank Birth Certificate Worksheet Amendment 03.20.2026.pdf
Blank Marriage License Worksheet Amendment 03.20.2026.pdf
Blank Civil Union Worksheet Amendment 03.20.2026.pdf
Blank Death Certificate Worksheet Amendment 03.20.2026.pdf
AG-008 103D General Conditions (1.10.23).pdf

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Luka, Jean.

P26001916 Vital Records System ModernizationLine Items

#

Title

Quantity

Unit of Measure

Commodity Code

1

Vital Records System Modernization

1

JOB

541511, 513210, 541511, 459510, 423430, 513210, 541511, 334610, 541511, 611420, 334610, 611420, 611420, 541511

Code Table

Commodity Code	Description
541511	Computer software analysis and design services, custom
513210	Packaged computer software publishers
541511	Computer software programming services, custom
459510	Computer software, prepackaged, used, mail-order houses
423430	Computer software, packaged, merchant wholesalers
513210	Software computer, packaged, publishers
541511	Software analysis and design services, custom computer
334610	Prepackaged software, mass reproducing
541511	Software programming services, custom computer
611420	Computer programming, software, and systems training, online (through a website or mobile application)
334610	Software, packaged, mass reproducing
611420	Computer software training
611420	Software application training
541511	Applications software programming services, custom computer

GeneralQuantity1Unit of MeasureJOBTitleVital Records System ModernizationDescriptionThe State of Hawaii Department of Health (“DOH”) Office of Health Status Monitoring (“OHSM”) is requesting proposals from qualified Offerors to implement a new Vital Records System (“VRS”). The current system is a combination of five (5) separate systems, requires manual intervention, and does not provide desired functionality for streamlined, effective and efficient vital record management.Attachments

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Luka, Jean.

P26001916 Vital Records System ModernizationInstructions

• RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
• QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
• OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions.
  
  The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
• TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to Tyler Hawaii, the vendor administering the HIePRO. Payment must be made to Tyler Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
• COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  
• VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
• VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.
• VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
• HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai , Hawaii, and Maui.
• ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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