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Q24001894 Modernize collection of the Hawaii VEP Form

General Information
Solicitation Number
Q24001894version:    01
Status
Awarded
Department
Health
Division
Office of Health Status Monitoring
Islands (where the work/delivery is to be performed)
Statewide
Category
Services
Release Date
03/14/2024
Amendment Date
03/23/2024
Amendment Reason
With so many questions, both from HIePRO website and direct email questions to me. I created a single PDF document for review to address Questions for this RFQ. thanks, Brian
Offer Due Date & Time
03/27/2024 02:00 PM
Description
DESCRIPTION:
Voluntary Establishment of Paternity (VEP) is a voluntary way for parents to establish the male as the legal father. In the State of Hawaii VEP can be legally established when both parents complete and sign a VEP form in a hospital or sign the VEP form at the Hawaii Department of Health (DOH) on Oahu or at the District Health Office (DHO) in the island counties of Hawaii, Kauai and Maui.
During the COVID-19 pandemic with most offices like DOH, DHO and hospitals had strict limits to public access, the submission of VEP forms to DOH were difficult to complete and severely delayed. A DOH VEP online system would have increased public access and availability and would have helped to provide timely submission of the completed VEP forms to DOH.
The State of Hawaii Deputy Attorney General Child Services Enforcement Agency (CSEA) has state and federal requirements regarding timely submission and reporting of completed VEP forms. Delays in timely submission of VEP forms result in potential penalties such as reduced federal funding to State agencies.


PURPOSE:
1. Convert the paper VEP form into an internet based VEP form that can be completed with a tablet (Apple or Microsoft based) and signed using a person’s finger or tablet pencil in which the signature is stored as an electronic image file.
2. Data and image files will be stored in a secure cloud solution that can be downloaded into a datafile or the data can be downloaded or printed as a completed VEP form that replicates the current completed hardcopy paper form.
3. System must be able to capture and store diacritical marks such as the Hawaiian okina in the name field for child’s name.
4. If use of a tablet is not possible to complete the VEP form, system must have the capability to upload a completed paper VEP form and DOH users will be able to create a new VEP record in this new online VEP system.
5. To allow only appropriate access to various users, the new online VEP system will be user role based.


SELECTION CRITERIA
1. Depth and level of previous and successful experience/experience in conversion of paper based to online data collection forms that will include person verification
2. Initial cost to build the online system and long term maintenance costs
3. Must be currently Hawaii Compliance Express approved.
Contact Person
Luka, Jean
Email
jean.luka@doh.hawaii.gov
Phone
808-586-4187
General Comments
See attached document for details on this RFP
Procurement Officer
Roy Urata
Attachments
HI Electronic VEP System RFP v1_3.pdf
RESPONSE TO QUESTIONS.pdf
103D-1 General Conditions.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.

Q24001894 Modernize collection of the Hawaii VEP Form

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Hawaii Electronic Voluntary Establishment of Paternity System
1
JOB
541511, 541511 

Code Table
Commodity Code Description
541511 Computer software programming services, custom
541511 Web (i.e., Internet) page design services, custom
General
Quantity
1
Unit of Measure
JOB
Title
Hawaii Electronic Voluntary Establishment of Paternity System
Description
DESCRIPTION:
Voluntary Establishment of Paternity (VEP) is a voluntary way for parents to establish the male as the legal father. In the State of Hawaii VEP can be legally established when both parents complete and sign a VEP form in a hospital or sign the VEP form at the Hawaii Department of Health (DOH) on Oahu or at the District Health Office (DHO) in the island counties of Hawaii, Kauai and Maui.
During the COVID-19 pandemic with most offices like DOH, DHO and hospitals had strict limits to public access, the submission of VEP forms to DOH were difficult to complete and severely delayed. A DOH VEP online system would have increased public access and availability and would have helped to provide timely submission of the completed VEP forms to DOH.
The State of Hawaii Deputy Attorney General Child Services Enforcement Agency (CSEA) has state and federal requirements regarding timely submission and reporting of completed VEP forms. Delays in timely submission of VEP forms result in potential penalties such as reduced federal funding to State agencies.


PURPOSE:
1. Convert the paper VEP form into an internet based VEP form that can be completed with a tablet (Apple or Microsoft based) and signed using a person’s finger or tablet pencil in which the signature is stored as an electronic image file.
2. Data and image files will be stored in a secure cloud solution that can be downloaded into a datafile or the data can be downloaded or printed as a completed VEP form that replicates the current completed hardcopy paper form.
3. System must be able to capture and store diacritical marks such as the Hawaiian okina in the name field for child’s name.
4. If use of a tablet is not possible to complete the VEP form, system must have the capability to upload a completed paper VEP form and DOH users will be able to create a new VEP record in this new online VEP system.
5. To allow only appropriate access to various users, the new online VEP system will be user role based.


SELECTION CRITERIA
1. Depth and level of previous and successful experience/experience in conversion of paper based to online data collection forms that will include person verification
2. Initial cost to build the online system and long term maintenance costs
3. Must be currently Hawaii Compliance Express approved.
Attachments Download All

Print

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.

Q24001894 Modernize collection of the Hawaii VEP Form

Instructions
  • 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 and Hawaii, and 4.1666% for the island of 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.
  • 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.
  • 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.
  • 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.
  • 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.