Project Information

Bid Title

Occupational License Management System

Issuing Agency

State of West Virginia

Location

West Virginia

Published Date

Oct 18, 2024

Closing Date

Oct 24, 2024

Government Level

State & Local

Status

Closed

Ref. #

ARFQ-0506-LBS2500000001-3

Original Source

Join to Access Full Details

Bid Inquiries

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Bid Documents

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Project Description

Description: Occupational License Management System

Department: DIVISION OF HEALTH

Buyer: Roberta A Wagner

Solicitation Number: ARFQ-0506-LBS2500000001-3

Type: Agency Request for Quote (ARFQ)

Category: Service - Misc

Closing Date and Time: 10/24/2024 01:30 PM EDT

Buyer Information

Buyer Name

Roberta A Wagner

Buyer Email

roberta.a.wagner@wv.gov

Buyer Phone

(304) 558-0437

Buyer Fax

-

Important Dates

Issue Date

10/03/2024

Closing Date

10/24/2024 01:30 PM EDT

Bid Opening Date

10/24/2024 01:30 PM EDT

Last Amended

10/18/2024

Department Information

Category

Service - Misc

Type

Agency Request for Quote

Document Department

0506

Status

Amended

Description

Occupational License Management System

Group 1

Default

Number of Lines: 7

Line Number	Commodity Description	Details	Requested
1	4.1.1.1        Create and configure user accounts/dashboards for 5 OLS staff members (herein "agency", "agency account," or "agency dashboard"). Must be able to add more agency accounts in the future. 4.1.1.2        Import existing license data from Access database/CSV file in order to create or configure self-service accounts and dashboards (herein "dashboard", "user account," or "user dashboard") for currently licensed individuals. Must accommodate transfer of 15,000 or more records. Must not require agency to manually create user accounts. 4.1.1.3        Provide a means for a user to claim their historical data from the imported records and create a user account. 4.1.1.4        Build initial and renewal applications for seven existing laboratory practitioner license types. Must accommodate using conditional logic or workflows to ensure applications can only be submitted if complete. Agency must have access to build, edit, and deploy applications. Deployment must not be conditional on timed software production releases. 4.1.1.5        Create/customize license, certificate, and other document templates. All documents must be editable to accommodate future changes to logos, personnel, or other elements. Agency should have access to make edits directly. 4.1.1.6        Ensure automatic data synchronization between the system and all dashboards and components. Ensure all components of the system as described herein are integrated with one another and operational prior to launch.	Specifications Initial Configuration, Data Import, and Integration Commodity Code 43231512	Service From - Service To -	View Purchase History Additional Information
2	4.1.2.1        Configure agency dashboard; must be simple, intuitive, and easy to use. Should not require agency to access multiple pages, tabs, or menus in order to complete tasks. Must configure role-based access controls and must provide access for agency to create and modify roles. 4.1.2.2        Provide agency training on the entire system prior to launch. Must provide ongoing support, such as user guides, tutorials, and tech support for agency use beyond launch. Must provide live customer service and support during regular business hours. 4.1.2.3        Provide reporting tools. All application/license fields must be reportable. Must be able to schedule automated reports and request ad hoc reports. Should incorporate agency productivity and user engagement metrics. Ideally includes analytic tools with data visualization (e.g. graphs, charts) capabilities.	Specifications Agency: Dashboard, Support, and Reporting Commodity Code 43231512	Service From - Service To -	View Purchase History Additional Information
3	4.1.3.1        Establish public-facing, self-service environment to accommodate user account creation/registration. Must accommodate transfer of historical data to the user's account upon verification of identity, which shall not require an existing email address being on file at the time data is imported from Access/CSV file. 4.1.3.2        Configure user accounts/dashboards. Must be simple, intuitive, and easy to use and should not require user to access multiple pages, tabs, or menus in order to complete tasks. Accounts must accommodate having more than one email address and ability to change the email address(es) on file; provide ability for user to submit and track applications, verify and manage licenses, print documents, track certification, document continuing education, and participate in messaging; and allow users to affiliate with employer/supervisor accounts (see 4.1.4). Dashboards shall automatically update to display status changes, messages, and licenses issued. 4.1.3.3        Provide access to user training materials, guides/knowledge bases, and live customer support during regular business hours.	Specifications Users: Self-Service, Dashboard, Account Management & Support Commodity Code 43231512	Service From - Service To -	View Purchase History Additional Information
4	4.1.4.1        Provide user accounts to employers/supervisors. Must be able to affiliate a user's account to the employer; support removing an affiliation by the user, agency, or employer; and allow the employer to provide attestation or documentation on behalf of the user. The agency must be able to edit an affiliated account.	Specifications Account Affiliations Commodity Code 43231512	Service From - Service To -	View Purchase History Additional Information
5	4.1.5.1        System must provide validation checks to ensure an application is complete before submission (e.g. required fields). Must allow a user to save incomplete (draft) applications and resume or delete them. Must allow a user to review the complete application prior to submission. Must provide submission confirmation via email. 4.1.5.2        System must accommodate document uploads by both the user and agency (and employer, when applicable). Must not restrict the number of documents that can be uploaded. 4.1.5.3        System must accurately generate documents (e.g. license card, wall certificate) as configured on the blank template(s). Must be able to generate more than one document per license. 4.1.5.4        System must support retaining current license numbers as a matter of record, at minimum. If possible, the system should support issuing sequential numbers following current conventions beginning with the next number in the sequence at the time of launch (or beginning with a pre-defined base number). 4.1.5.5        System must not issue a new license number or generate any licenses/documents until the application is approved by the agency. 4.1.5.6        System must allow agency to accept physical checks for payment. Must provide payment confirmation to the user once the check is applied to the account by the agency. 4.1.5.7        System must be able to automatically charge fees when certain conditions are met (e.g. late or reinstatement fees due). Must provide a menu of optional fees for the user to select. Must have a method for calling attention to applications in the processing queue when certain conditions are met (e.g. user selected a rush processing fee). 4.1.5.8        Agency must be able to invoice users for additional fees not already paid. Must include means for notifying user that fees were invoiced, notifying agency when invoice is paid online, and allowing the agency to mark the invoice as paid by check, when applicable. 4.1.5.9        System must allow a 3rd party (e.g. employer) to pay on behalf of the applicant.	Specifications Applications, Documents, License Numbers, and Payments Commodity Code 43231512	Service From - Service To -	View Purchase History Additional Information
6	4.1.6.1        System must contain modules or components to include, at minimum: primary source verification (PSV) pursuant to WV Code 5-30-2; reporting/tracking of continuing education (CE) for license renewal as required by WV Legislative Rule 64 CSR 57-5.9; tracking of external certifications; reporting/tracking disciplinary action; and communications. Should include a component to receive complaints. 4.1.6.2        PSV: must be available to the public and include real-time data from the licensing system, shall not require the agency to manually transfer information and shall not require a delay in reporting (e.g. once-daily uploads). Must provide a means for a user or member of the public to purchase an official source verification. Must show all license periods separately and display disciplinary action history ("yes" or "no" is sufficient). Must be configurable to show data if required by statute. 4.1.6.3        CE: must allow CE data to be entered at any time (not dependent on or limited to documentation within a license renewal application). Should allow an affiliated employer or other training provider to enter or verify CE information directly on behalf of the user. Should include a course management component in which the agency can register attendees and document internal training provided to users. 4.1.6.4        Certifications: must allow user to track certification expiration dates and require user to update the information when a certification is renewed. 4.1.6.5        Disciplinary action: must include a means for recording disciplinary actions and documents. The disciplinary action component must be integrated into the PSV component in order to display whether or not disciplinary action has been taken against a user. 4.1.6.6        Communications - in-account messaging: system must include a component or means for secure messaging between the agency and user dashboards/accounts. Must include a message repository with indefinite data retention. Must support canned text or messaging templates for consistency; agency must be able to add or modify canned text/templates. Must provide notification to the recipient when a message is received. Ideally, should allow both the user and agency to initiate a message. 4.1.6.7        Communications - automated notifications: system must provide automated notifications, including but not limited to: submission/payment receipt, application pending/unable to process, application approved, new documents available, renewal notices, and expiration notices. Notifications must be provided via email, at minimum.	Specifications Integrated Modules/Components Commodity Code 43231512	Service From - Service To -	View Purchase History Additional Information
7	4.1.7.1        Must provide regular software updates. Should provide upgrades, enhancements, and customizations upon request. 4.1.7.2        Must meet all industry and WV Office of Technology security requirements.	Specifications Software and Security Commodity Code 43231512	Service From - Service To -	View Purchase History Additional Information

Commodity Codes

• NAICS 511210Software Publishers

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