Utah's Bureau of Forensic Services (BFS) Document Control System RFP

The Department of Public Safety is currently seeking a new five (5) year contract to maintain the State of Utah's Bureau of Forensic Services (BFS) Document Control system. BFS currently uses Ideagen Qualtrax and has used it since 2010.

This software program's quality of service and performance will be measured by the Contractor's ability to provide software updates, maintain the software program, and ensure compliance.

The Department of Public Safety (DPS), Bureau of Forensic Services (BFS) Laboratory System provides quality, timely, and comprehensive analysis of physical evidence from crime scenes and crime-related incidents submitted by federal, state, county, and municipal criminal justice agencies.

Vendor will perform cloud-based Hosting service, system monitoring, system security, automated backups, maintenance, and software upgrades during the coverage periods.

Vendor compliance software system must offer all the following features:

1. The vendor implementation team embeds a copyrighted version of your standard into your installed Vendor system.
2. Vendor will embed an unlimited number of standards that an organization would like to incorporate into its Vendor system.
3. Vendor will provide unlimited document and workflow viewing for all users based on BFS needs. [...] Vendor must offer an intuitive web-based repository that conforms to a folder tree structure that complements the State's organizational work needs.
4. Vendor must provide unlimited employee testing and training capabilities.
5. Vendor will implement the out-of-the-box solution to handle the following without additional IT/Programming Personnel:

• Document control life cycle
• Process of revising, tracking, controlling, and distributing documents electronically
• Automated workflows to make routine business processes more efficient and increase their visibility
• Email alerts for notification, reminder, and escalation for all assigned tasks
• Standard-based auditing to ISO standards to associate a document with the specific standard subsets and be able to run a gap analysis to identify any missing documentation
• Creation of standard and custom training and reports by the user community without IT/Programming involvement.

The vendor will perform cloud-based hosting, document control service, system monitoring, system security, automated backups, maintenance, and software upgrades during the coverage periods. Notifications of system issues or actions will be provided via email or through notifications on the Vendor Customer Portal. Technical support should be available upon request.

**Required:** The vendor will maintain their ISO 9001 accreditation. Must be working toward or already be Gov/Fed Ramp compliant. System must have a single sign on (SSO) capability. Must be able to maintain the data in the current BFS Qualtrax System.

Vendor will provide Cloud-based Hosting document control service and maintenance and support during the covered time periods.

$70,000 for 5 years

**Submission method:** All questions must be submitted through U3P during the question and answer period. Answers from the State will be posted on U3P.

For ease of evaluation, all RFP responses must provide a point-by-point response, addressing in detail each area of the technical requirements.

**Cost Score 200 points; Technical Score 800 points; Total Score 1000 points.** The cost response will be evaluated independently from the technical response; and as such, must be submitted separately from the technical response.

**Mandatory** minimum requirements:

• Offeror MUST agree to specifications, requirements, and project timeline in the Scope of Work.
• Offeror must have 10+ years of proven quality document control in Forensic Science.
• Must have or be working toward a system that complies with the FedRAMP or GovRAMP level of certification.
• Must hold and maintain ISO 9001 Certification

Length of Contract: 5 years. Vendor must guarantee its pricing for 1 year.