Public Display Solicitation

 Return to Search Results

You must Log in with your eHawaii Account to respond to a solicitation.

P26001916 Vital Records System Modernization

General Information
Solicitation Number
P26001916version:    04
Status
Awarded
Department
Health
Division
Office of Health Status Monitoring
Islands (where the work/delivery is to be performed)
Statewide, Oahu, Lanai
Category
Goods and Services
Release Date
03/02/2026
Amendment Date & Time
04/01/2026 11:30 AM
Amendment Reason
Reminder: Per RFP 26-003-02: Section 1, 1.8, H. Proposal Submission, Paragraph 2: "...All proposals shall be submitted via HIePRO as well as physical copies at the date and time indicated in the solicitation, and in strict accordance with the instructions herein..." Deadline is Thursday, April 2, 2026 at 2:00 p.m. Hawaii Standard Time. Thank you for your interest!
Offer Due Date & Time
04/02/2026 02:00 PM
Description
The 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 Person
Luka, Jean
Email
jean.luka@doh.hawaii.gov
Phone
808-586-4187
General Comments
Procurement Officer
Jean Luka
Attachments
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

Download All

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 Modernization

Line 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
General
Quantity
1
Unit of Measure
JOB
Title
Vital Records System Modernization
Description
The 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

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.

P26001916 Vital Records System Modernization

Instructions
  • 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.
  • 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.
  • 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.
  • 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.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
  • 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.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.