Project Information

Bid Title

Volunteer Management System for Medical Reserve Corps (MRC)

Issuing Agency

State of Vermont

Location

Vermont

Published Date

Apr 9, 2026

Closing Date

May 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Volunteer Management System for Medical Reserve Corps (MRC)	04/23/2026 04:30PM		05/05/2026 04:30PM

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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

SEALED BID

REQUEST FOR PROPOSAL

Volunteer Management System for Medical Reserve

Corps (MRC)

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

April 9, 2026

April 23, 2026 – 4:30 PM (ET)

May 5, 2026 – 4:30 PM (ET)

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: Kyle Emerson

E-MAIL: sov.thepathforward@vermont.gov

USE SUBJECT: VOLUNTEER MANAGEMENT SYSTEM FOR MRC

1

1. OVERVIEW:

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

Health (hereinafter the “State”) is seeking to establish contracts with one or more companies that can

provide a method for statewide public health volunteer management and mobilization per Public Health

Emergency Preparedness (https://www.cdc.gov/readiness/php/phep/index.html) and Hospital

Preparedness Program (https://aspr.hhs.gov/HealthCareReadiness/HPP/Pages/default.aspx) grant

funding recommendations. For this, a software solution meeting Emergency System for the Advanced

Registration of Volunteers (ESAR-VHP) (https://aspr.hhs.gov/ESAR-VHP/Pages/default.aspxcriteria) is

endorsed. The system needs to be capable of volunteer demographic tracking, medical credential

verification, multimodal alerting, and training coordination. The ability to capture unique identifiers for

volunteers and store photographs for badging is also required, and compatibility with existing badge

printers (MagiCard 300) and a templated badging component is desirable. The system will be used by all

Medical Reserve Corps (MRC) volunteers and select other partners in the state to organize their efforts

and mobilize for public health emergency responses.

1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of implementation plus

five years. The State anticipates the start date for such contract(s) will be January 1, 2027.

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.

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. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 4.1 below.

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:

This project is being funded in whole or in part using federal monies. If a bidder requires assistance in

preparing their proposal or needs guidance on socioeconomic certifications, the bidder may contact the VT

APEX Accelerator. The APEX Accelerator specializes in helping small businesses navigate the

documentation associated with State and Federal procurement. Their website is: http://apex.vermont.gov.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s):

• Volunteer registration and management:

o Enable individuals to apply to be State-verified volunteers for activation to emergency response

scenarios

o Enable State staff to manage, organize, and communicate with volunteers by region, credential,

classification, etc

o Enable State staff to maintain HIPAA-compliant personnel records of volunteers including but not

limited to professional certifications, trainings, self-reported vaccination status, etc

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• Volunteer license verification via third-party integration: Automatically verify volunteer credentials with

external systems, including at a minimum - Vermont Emergency Medical Services, Vermont Medical Board,

Vermont Office of Professional Regulation

• Mass mobilization and alerting of volunteers using a minimum of email, phone, and text

• Schedule opportunities / activities that volunteers can sign up for

• Print volunteer identification badges for use when activated

• Track volunteer hours for reporting purposes

2.2. The State of Vermont seeks to achieve the following Business Value(s):

2.2.1.Customer Service Improvement: The new solution will provide improved services to volunteers who

in turn serve Vermonters.

2.2.2.Risk Reduction: The new solution will help the State mitigate risk in emergency situations

2.2.3.Compliance: The new solution ensures continued compliance with State or Federal regulations

2.3. Functional and Non-Functional Requirements

2.3.1.The State’s Functional and Non-Functional Requirements are provided in the attached State of

Vermont Bidder Response Form.

3. GENERAL REQUIREMENTS:

3.1. 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.

3.1.1.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.

3.1.2.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.

3.2. 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.

3.2.1.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.

3.2.2.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.

3.3. CONFLICTS OF INTEREST:

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3.3.1.Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has

interests (for example, customers, partners, contracts) that could undermine, or reasonably be

perceived to undermine, its faithful and unbiased performance of a contract with the State that may

result from this solicitation.

3.3.2.Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or

employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and

unbiased performance of a contract with the State that may result from this solicitation.

3.3.3.Requirements: The State does not seek to contract with any individual or business entity having a

conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure the State’s

awareness of actual, potential, or reasonably perceived PCOIs and OCOIs, bidders shall:

a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and

identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the

State that may result from this solicitation.

b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that

may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract

with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate

the PCOI or OCOI.

3.3.4.The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the

State’s satisfaction and may discuss the conflict with the bidder if and to the extent the State deems

discussion necessary to its determination. The State reserves the right to (a) reject from further

consideration any proposal having a PCOI or OCIO that cannot be mitigated to the State’s full

satisfaction and (b) terminate a contract upon discovery that a contractor failed to disclose facts

pertaining to a PCOI or OCOI in its proposal, or otherwise misrepresented relevant information to the

State.

3.4. 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.

3.4.1.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.

3.4.2.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.

3.5. 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

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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.

3.6. 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.

3.6.1.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.

Evaluation Criteria

Cost

System satisfies all Functional Requirements as articulated in

the attached Bidder Response Form

Response time for product support in emergencies and non-

emergencies

System Training/Guidance

Vendor Profile: Capability, Capacity, and Qualifications

Total Points

Weight

30

30

20

15

5

100

3.7. 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.

3.8. 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.

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

the Standard Contract Form, Attachment C and Attachment D as attached to this RFP for reference.

3.10.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/ .

3.10.1. The contract will obligate the bidder to provide the services and/or products identified in its bid, at

the prices listed.

3.11.Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such

discounts must be in effect for a period of 30 days or more in order to be considered in making awards.

3.12.Quality. If applicable, all products provided under a contract with the State will be new and unused, unless

otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically

requested by the purchasing agency. All products provided by the contractor must meet all federal, state,

and local standards for quality and safety requirements. Products not meeting these standards will be

deemed unacceptable and returned to the contractor for credit at no charge to the State.

3.13.DEMONSTRATION: An in-person or webinar demonstration 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

demonstrations into the evaluation. Bidder will be responsible for all costs associated with the providing

the demonstration.

3.14.INDEPENDENT REVIEW: Certain State information technology projects require independent expert

review as described under 3 V.S.A. § 3303(d). Such review, if applicable, will inform the State’s decision to

award any contract(s) resulting from this RFP.

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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